NSF Conference Grants support conferences, workshops, and related training activities in the STEM (Science, Technology, Engineering, and Mathematics) disciplines. In accordance with the NSF Proposal and Award Policies and Procedures Guide (PAPPG), conference proposals that exceed $50K must include Collaborators and Other Affiliations information during the proposal submission.

Additionally, conference proposers must have a policy or code-of-conduct that addresses sexual harassment, other forms of harassment, or sexual assault, that includes a clear means of reporting violations. The policy and reporting means should be disseminated to conference participants prior to attendance and made available during the conference itself.

Finally, additional clarification has been provided on Participant Support Costs. Uniform Guidance 2 CFR 200.1 defines participant support as “…direct costs that support participants (see definition for Participant in § 200.1) and their involvement in a Federal award, such as stipends, subsistence allowances, travel allowances, registration fees, temporary dependent care, and per diem paid directly to or on behalf of participants.” Further, a ‘Participant’ is defined as “…an individual participating in or attending program activities under a Federal award, such as trainings or conferences, but who is not responsible for implementation of the Federal award. Individuals committing effort to the development or delivery of program activities under a Federal award (such as consultants, project personnel, or staff members of a recipient or subrecipient) are not participants.” Also, participant support costs may not be budgeted to cover room rental fees, catering costs, supplies, etc. related to an NSF-sponsored conference.

A good rule of thumb when determining participant support is to ask if the primary purpose of the individual’s attendance at the conference is learning and receiving training. If so, then allocate the budget under participant support. Likewise, for associated costs like meals and housing. If the costs directly benefit the participant, then budget under participant support. If the primary purpose is to speak or assist with conference management, then such costs should be budgeted in an appropriate category other than participant support.

For these and other conference proposal requirements, refer to the most recent PAPPG for guidance: https://www.nsf.gov/policies/pappg

Blog post by Tricia Callahan, former Senior Research Education & Information Coordinator, Office of Sponsored Programs, Colorado State University – Revised and updated 5/25/2025