Guidelines for Requesting GRSS Publicity Funds
Purpose of the GRSS Publicity Fund
The GRSS Publicity Fund is intended to support visibility, outreach, and engagement activities that promote:
- IEEE Geoscience and Remote Sensing Society (GRSS)
- GRSS Chapters and student chapters
- Awareness of geoscience and remote sensing within academic, industry, and public communities through campaign materials
Funds are primarily used for approved publicity and promotional materials and can be utilized within the year.
Eligible Expenses
Publicity funds may be requested for items such as:
- Printed materials (e.g., flyers, posters, banners)
- Branded merchandise (e.g., T-shirts, tote bags, stickers, lanyards)
- Event-related swag used for outreach or engagement
- Promotional materials for GRSS-supported workshops, seminars, schools, or conferences
All items must prominently display GRSS and/or branding, in accordance with IEEE branding guidelines. Other items not listed above are subject for approval.
Ineligible Expenses
The following are not eligible for support:
- Travel, accommodation, or per diem costs
- Food, beverages, or catering
- Honoraria or speaker fees
- Personal gifts or prizes not related to outreach
- General operating expenses not directly tied to publicity
Who May Apply
Applications may be submitted by:
- GRSS Chapter officers
- GRSS Student Chapter officers
Applicants must be GRSS Members and part of the Chapter/Student Chapter.
Proposal Requirements
All funding requests must be done through this form. The Publicity Fund Proposal form includes:
- Basic Information
- Name of GRSS Chapter / Student Chapter
- Contact person and role
- Contact number and email
- Description of the Proposal
- Purpose of the publicity materials
- Target audience (e.g., students, professionals, general public)
- Expected outreach impact and visibility for GRSS
- Itemized Budget
- List of requested items (e.g., number of flyers, T-shirts, etc.)
- Unit cost and total cost per item
- Total amount requested
The ideal proposed budget is a maximum of USD 2,000. Proposals exceeding this amount may still be considered, subject to committee approval, based on factors such as the chapter location and the corresponding cost of items.
- Design and Branding Plan
- Description or draft of designs (if available)
- Confirmation that IEEE/GRSS branding guidelines will be followed
- Timeline
- Production timeline
- Date when materials will be used
DEADLINE for proposals is on February 16, 2026. Submit the proposal form here . Decisions for funding will be released by the end of the same month. Funds will be processed for disbursement to corresponding IEEE Chapter banks or corresponding sections.
Approval Process
- All requests are subject to review and approval by the designated GRSS authority (e.g., Publicity Committee, Chapter Activities Committee, or AdCom representative).
- Approval is based on:
- Alignment with GRSS mission and objectives
- Outreach impact and visibility
- Budget justification and cost-effectiveness
- Availability of funds
Submission of a proposal does not guarantee funding.
Funding allocation is up to the approval committee.
Funding Disbursement
- Funds are typically disbursed after approval. In extreme cases, funds are directly reimbursed after provision of receipts, through the Concur system.
- Receipts must be kept and used in the expense reports.
- All expenses must match the approved budget.
Reporting Requirements
A midterm report and a year-end report is required. The midterm report contains updates of the usage of publicity funds based on the proposal.
If funds have been used, we require these inside your report:
- A short post-activity summary
- Photos of the publicity materials in use
- A brief summary of outreach outcomes
- Copies of receipts and final expenses
Midterm report must be submitted on July 31, 2026. Year-end report must be submitted on December 31, 2026. These reports can be submitted here .
NOTE: Failure to submit a report may affect future funding requests.
Acknowledgment
All supported materials and activities must:
- Acknowledge GRSS support
- Display the appropriate IEEE and GRSS logos
- Credit GRSS in any related online or social media promotion
Contact Information
For questions and proposal submission, contact:
stephtumampos@ieee.org with the subject line: Publicity Funds.
