Recurring Meeting Support Scheme

If a recurring conference or meeting wishes to be considered for long-term support (over multiple iterations of the event), the organisers should fill out this form. The amount allocated to each meeting will be decided by the trustees based on a number of factors (such as number of attendees). Decisions will generally be made within six months of application submission (and often shorter).

The APT asks that organisers adhere to the following guidance:

• In an effort to better showcase the work of the APT, it is our expectation that our support will be well publicised by the conference itself. This should be done in the following ways:

  • • 1. Placing the APT Logo on the conference website and on any associated promotional material (along with any other supporters of the conference.) The logo can be found here.

      2. Linking to the APT website (https://www.appliedprobability.org/) on the conference website. 

      3. In some cases, a key plenary talk on the topic of applied probability might be named the "Applied Probability Trust Talk" and referenced as such in the conference schedule and on the conference website. Support from the APT (and its connection to the AP journals) should be mentioned as part of the introduction of the session. If organisers wish to pursue this option, we ask you to discuss your plans with us before moving ahead.

• APT funding may not be used to cover room hire or staff costs. It is assumed that host institutions will bear the costs for these aspects (administrative support, lecture halls, tutorial spaces, meeting rooms, etc.) and not charge workshop organisers for this. As such, the APT assumes all of these costs are £0 and does not factor them into balance sheet calculations.

• The Applied Probability Trust supports greater diversity within the mathematical sciences, and expects that organisers will take into account diversity considerations in the construction of the activity.

• We ask that APT funds are used only to directly support plenary speaker(s) or junior researchers/students travel costs, We hope this is a simple case of redirection/reallocating funds in the organisers budget.

Furthermore, in order to receive APT funding for the next iteration of such a recurring meeting, APT expects to receive a short report from the organisers of the previous meeting indicating how the APT funds were spent (for purposes of the UK charitable trust authority), the number of attendees at the meeting, and a statement that the balance sheet surplus conditions listed below were met. This post meeting report template can be found here. If any of these criteria pose a problem, please contact the APT office to discuss further.

The following is in addition to the above award conditions which are more related to the meeting logistics and publicity. The following is related to the closing balance (profit/loss) after the meeting. 

The APT recognises that it is hard to forecast actual costs of meetings and numbers of attendees. Furthermore, due to the time taken for various admin processes to be carried out, it is often the case that one doesn’t know until months after the event as to whether a profit or loss was made. In particular, APT funding should not contribute towards an institutional profit made from such an event.

In view of this, the APT would like all recipients of funding to commit to a policy regarding the responsible use of surplus funding made from meetings which receive APT funding.

If the supported meeting makes a surplus, then at least the minimum value of "the overall surplus" and "the APT sponsorship" will be carried over to the following meeting in the series and utilised by organisers as a ring fenced source of funding to spend on enhancing the support on offer to attendees. For example to support PhD student travel, poster printing costs, caregiver support (i.e. childcare support for parents attending). 

Example One: If the APT sponsors £2,500 and the meeting makes a surplus of £3,750, then at least £2,500 is passed to the organisers of the next meeting for attendee support purposes. 

Example Two: If the APT sponsors £2,500 and the meeting makes a surplus of £1,750, then £1,750 is passed to the organisers of the next meeting for attendee support purposes. 

It will not be uncommon for the "carry over ring fenced" funding to occur in consecutive years, or indeed grow/shrink year on year.

As a result of this policy, the conference organisers know that there will always be money to support the reasons stated in their application, and the APT knows that its funds will not be used to generate additional profit for a larger organisation. Please direct any questions regarding the above policy to the Applied Probability Trust office.