- What if I haven’t received a confirmation email?
- Can I save a draft of my application?
- How do I access my draft application? What if I lost my link?
- I applied in 2015. Can I start from my old application?
- What if I need to correct information in my application after I submit it?
- What if I miss the application deadline?
- Review Process
- About OpenCon
The application period for OpenCon 2016 closed on Monday July 11, 2016 at 11:59pm PDT (U.S. Pacific Time). It is too late to apply to attend OpenCon this year, but there are many other ways to get involved!
OpenCon 2016 has an application process, rather than an open registration, because a large number of participants will be offered full or partial travel scholarships to cover the cost of travel and accommodation for the meeting. We understand that students and early career researchers often do not have easy access to travel funding, and we want to bring together the leading young advocates for Open Access, Open Education, and Open Data from around the world, regardless of their ability to pay for travel.
The significant amount of travel support given to participants is only possible through the generous support of our sponsors.
Who is eligible to attend OpenCon 2016 as a participant?
OpenCon's target audience is students of all levels, early career researchers, and young professionals in fields related to scholarly and scientific research (e.g. librarians, advocates, etc).
Students, early career researchers, and young professionals from all countries are welcome to attend OpenCon 2016.
Applicants must be eighteen years of age or older to attend OpenCon 2016.
Who qualifies as an early career professional?
Early career professional is a flexible term and generally means someone within 8-10 years of the beginning of their professional career (i.e. after graduating with their terminal degree). However, don't let concern over whether you technically qualify as early career stop you from applying!
Yes, many of the invited participants will be in the same position, so we encourage you to apply. Part of the objective of OpenCon is to equip participants with the skills and inspiration necessary to start new campaigns, projects, and initiatives. Just make sure your application clearly addresses why you are interested in these issues, what your ideas are for getting involved, and what you plan to do after OpenCon if you attend.
Application decisions will be delivered by e-mail during the week of August 1, 2016. This e-mail will inform you whether you have been invited to attend OpenCon 2016, and the level of scholarship funding you have been awarded, if any. Due to the volume of applications we will be unable to accommodate requests to be notified early. For any updates on the application process, please visit the OpenCon blog.
Yes! OpenCon is a unique meeting in that the organizers will provide full or partial travel scholarships to a large number of the participants at the meeting. In past meetings, more than 75% of participants received full or partial scholarships.
The application process will be competitive, so in addition to applying for a general travel scholarship, we also encourage applicants to consider asking their institutions to secure one of our remaining sponsored scholarships.
Scholarship funding is available for the following expenses:
- Travel to and from Washington, DC
- Accommodation during the nights of the conference (shared room)
- Participation fee that covers registration and most meals
- Visa application fee (if needed)
If you are invited and are awarded a scholarship, your invitation will specify which of the above expenses are included. Please note that scholarships will not cover travel to and from the airport, meals that are not provided at the conference, insurance, or other incidental expenses. Note that due to the number of scholarships we will be granting, we cannot process any reimbursements from receipts. Therefore scholarship funding will only apply for travel and accommodation booked through OpenCon's travel agent.
Please note that attendance at OpenCon is by application only, so the first step is to apply. If you are invited and are awarded a travel scholarship, you will be given detailed instructions for registration and the process for booking travel. You will work with a travel agent who will make reservations on your behalf. For scholarship recipients, all hotel rooms will be pre-arranged. If you’re invited and don’t receive a travel scholarship, you will be contacted by the organizers with the option to stay in the conference hotel.
Please do not make travel arrangements before application decisions are issued during the week of August 1, 2016. No exceptions will be made on the basis of pre-existing travel plans.
Yes! We will provide invited participants needing a visa with an invitation letter and information on how to apply for a U.S. visitor visa. However, you will still be responsible for submitting your own visa application and arranging an appointment at the embassy nearest you. Travel scholarships are conditional upon successfully obtaining a visa, if needed.
Thanks to generous support from our sponsors, OpenCon is able to provide scholarships for the registration cost of most invited students and early career professionals. If you do not apply for a scholarship or are invited without one, there will be a modest participation fee of approximately $300 that covers direct costs, including the venue and most meals. More information will be made available closer to the meeting date. Also note that we do offer a limited number of sponsorship opportunities that include free registration at the conference.
Yes. Automated confirmation messages are sent as soon as you submit your application. If you submitted your application and believe you did not receive a confirmation e-mail, search your trash or spam folders for a message from email@example.com. If you still believe you have not received a confirmation email, please contact us using the form below. If you have already contacted us and have not received a reply, please check the e-mail address you provided for errors, as we may not be able to reach you.
Yes. This year our newly designed application system allows you to save a draft of your application, then come back and complete it later. In the application form, there is a button at the bottom of the page that says "Save for later." Simply click this button, and you will be sent a secure link where you can resume the application later. You can request a reminder of this link by visiting the application form and entering your e-mail address. Saved drafts not submitted by the application deadline (July 11 at 11:59pm U.S. Pacific Time) will be considered final.
When you first saved your draft, you were provided with a secure link where you can access your draft. If you did not save this link, you can retrieve it automatically online. Here's how: Return to the application form and enter your e-mail address. Click "Start Application" and a box will pop up. Click the yellow link that says "Access Draft." This will automatically send you an e-mail containing your link. Please be sure to enter the exact e-mail address you provided when you saved the draft, so our system can identify you. If you are still unable to access your draft, please contact us using the box below.
I applied in 2015. Can I start from my previous application?
Yes. If you applied for OpenCon in 2015, we automatically created a draft application using last year’s data. To access the draft, visit the application form and enter the e-mail address you provided in your 2015 application. Click "Start Application" and a box will pop up that says "Draft Application Found." Click the yellow link that says "Access Draft" and we will e-mail you a secure link where you can edit and submit your draft. If the popup box does not say a draft was found, you may have used a different e-mail address. You can either try again, or simply proceed with filling out the blank application form.
Please be sure to check all of your 2015 answers before submitting your application, as some options may have been slightly changed. Note that use of your 2015 draft is optional, and if you do not update it by the application deadline, it will be deleted.
Once you submit your application, all information is considered final. Submitted applications are immediately referred to the OpenCon Application Review Team. You will receive a copy of the data you submitted in your confirmation e-mail, and if you notice significant errors, you may contact us using the form below to request a correction. However, because of the volume of applications we receive, we cannot guarantee that corrections will be made.
If you anticipate needing to correct your application, we recommend you take advantage of our “Save for later” feature, which allows you to save your application and submit it later, up until the application deadline.
Unfortunately because of the level of demand for attending the conference, we can only accept applications submitted before the deadline of July 11 11:59pm U.S. Pacific Time. Please plan ahead so you don't miss out on the chance to attend this one-of-a-kind conference.
Applications are reviewed by the OpenCon Application Review Team, which is comprised of more than 60 alumni of previous OpenCon annual meetings and other leaders in the OpenCon community. The most highly rated applications are referred to the OpenCon 2016 Organizing Committee for final review. The Organizing Committee will issue invitations and travel scholarship notifications during the week of August 1, 2016.
Applications will be considered based on their merits, and we will look for the most qualified and engaged students and early career professionals to attend. The three primary qualities we will be looking for are:
Interest in OpenCon’s issue areas
Demonstrated previous engagement, concrete ideas for future projects, and/or a plan to contribute meaningfully to a current initiative
Likelihood to take meaningful action after OpenCon 2016
Unfortunately due to the number of applications we will receive, we are unable to provide specific feedback on your application. We encourage everyone to bear in mind that the application process is highly competitive, and we unfortunately will have to turn away many engaged and passionate applicants. This is one of the reasons why we prioritized Satellite Events this year, which provide the opportunity for local leaders to convene meetings around OpenCon’s issue areas in their communities. Click here for more information on satellite events.
OpenCon has developed custom software to manage the application collection and review process, led by OpenCon alumnus Jan Gondol. At the conclusion of the application process, the code will be released as free and open source software under a MIT License. The code will be posted in the Right to Research Coalition GitHub page. You can view the code for the 2015 version of the software here.
Will you provide a customized logo for my event?
Yes! To maintain the identity of the conference, we will ask satellite events to use the customized OpenCon satellite event logo.
Is there a deadline for organising satellite events?
There is no hard deadline, but we encourage organizers to plan ahead and get started early and we can’t guarantee we’ll support events organised at the last minute. Live stream watch parties can be planning quickly, but larger events will take more planning.
What do we have to do to be an official satellite event?
You must register your interest on the form at the bottom of the page here, after which point we’ll get in touch. You then submit a short plan to the organizers to be approved in order to become an official event.
Can we obtain local sponsorship?
Yes - as long as the sponsee is inline with SPARC’s guidelines and OpenCon’s Student and Early Career Researcher organising committee agree. You can request a potential sponsor to be reviewed by contacting Joe[at]righttoresearch.org.
Can I come to the main event and host a satellite event later?
Yes, in fact that’s encouraged! Satellite events should be held within 5 or 6 weeks of the the main meeting, so you’ll need to plan ahead!
Could we charge for tickets?
If you chose to charge for an event, that is your decision. However, the event is targeted at students and early career researchers - two groups not known for having much money spare! We require ticket prices to be set at a level which only cover the event costs.
Who is eligible to host a satellite event?
Any group which supports OpenCon’s issue areas of Open Access, Open Education, and Open Data can host a satellite event, provided they have an adequate plan and are approved by the OpenCon Organizing Committee.
Can multiple groups co-host a satellite event?
Yes of course, as long as the groups don’t conflict with the above previous point.
What language can you host an event in?
Any! OpenCon 2015 will be conducted in English (and the content will be streamed/uploaded without any subtitles) however you may have local content in any language you please and we encourage you too!
What does it cost to host an event?
We don't charge our partners to host events, or for accessing the live-stream. The only costs incurred are those you arrange for your event.
What financial support is there?
Currently we can't guarantee financial support for events, although we are trying to find ways to directly financially support events. However, we're endeavouring to facilitate extremely low cost, high quality events by providing in direct financial support through high quality resources, content, web infrastructure and more that would normally incur significant cost. You can find our resource for helping to fund satellite events here.
Will videos be subtitled?
This we'll be trying to find a platform to enable subtitles to be sourced for our videos by the community, however we won't be able to produce these in house.
What are the responsibilities of a host?
Hosts are responsible for carrying out their event, including but not exclusive to:
- Designing their program,
- Promoting their event,
- Finding venues,
- Obtaining financial support and partners for there event (where required),
however as detailed on the resources page we will provide support in each of the above (and more) where possible.
OpenCon is organized by the Right to Research Coalition, SPARC, and an Organizing Committee of students and early career researchers from around the world. SPARC is is a global coalition of academic and research libraries committed to making Open the default for research and education. The Right to Research Coalition, a project of SPARC, is an international alliance of graduate and undergraduate student organizations, which collectively represent nearly 7 million students in over 100 countries around the world, that advocate for and educate students about open methods of scholarly publishing.
Visit SPARC's page on Why Open Matters for more information on Open Access, Open Data, and Open Education.
Any other questions?
Please ensure your question hasn't been answered by the FAQ above before applying. See questions listed in the FAQ here. Please note, we won't be able to answer any questions about the status of your application until after August 5th.