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Organising a conference or workshop

Leiden University scholars can apply to Leiden University Fund’s (LUF) Committee for Academic Expenditure (Commissie voor Wetenschappelijke Bestedingen, CWB) for a grant to organise small-scale conferences and workshops. The activity must have an academic objective and/or emphasise the social relevance of the applicant’s research field.

Application and selection

If you would like to apply for a grant to organise a conference, please read the Application procedure and grant conditions - conference organisation. If you meet all the criteria, you can submit an application using the LUF Subsidy portal. In case of a Lorentz workshop the budget form as submitted to the Lorentz Center has to be included. Please note that as of 2020 conferences/workshops with a budget of more  than € 25,000 are not eligible anymore, nor conferences/workshops that take place annually or on a regular basis. LUF focuses on smaller conferences/workshops, for which financal support by LUF can make the difference. As of 2021 one cannnot apply for support of a Lorentz workshop.

Applications will only be considered for activities that are due to take place after the date of the next meeting. Please see the CWB meeting overview for the meeting dates and submission deadlines. 

If you have any questions, or if you would like to discuss your application, please feel free to contact Klaartje Sluijs (Secretary for Allocation of Funds) by e-mail to CWB@luf.leidenuniv.nl (Mon-Thu).

Project expenses

We must receive the expenses claim for your project no later than two months after the project is completed. Please submit your expenses claim using the LUF Subsidy portal. Submit your expenses claim using the form for CWB expenses – organising a conference if your grant was honoured before September 2020.

The expenses claim must include certain information. Please attach the following information to the form:

  • Financial expenses claim (please use the declaration form if your grant was honouored before September 2020)
  • Descriptive report 
  • Photographs of the conference

Please see the criteria for the CWB grant final report to find out what you need include in your descriptive report. The expenses claim will provide the basis for the grant amount to be decided and paid, and it will help us to show alumni, donors and potential donors what their support has achieved. Your report and photographs will become the property of the LUF and may be used for publication purposes.

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