Develop a proposal & apply for funding

Based on the objectives and model identified, a proposal can be developed in collaboration with Steering Committee members to outline methods for starting and operating the YPAG in greater detail. In detailing the methods to be used, the targeted age group should also be determined, as well as methods for continued recruiting of projects for consultation.

Currently, most areas do not have a source of long term funding specifically for YPAGs. To identify funding, first research whether the local government or medical research funding agency requires PPI in the planning of clinical studies and whether funding is thus available to fulfill this requirement. Another source may be the institute or network (e.g. research institute, hospital, and government department) to which the new group is affiliated. Research whether the institute has funding designated for PPI. Finally, look into specific grants or organizations with interest in involving patients and public in research processes. Grants may be found in association with PPIs, knowledge translation, or patient reported outcomes. These grants may be offered by local or national research funding agencies, or even non-profit organizations. It is also possible to have the starting of the YPAG linked to a larger operational grant application as the PPI component of a large scale project.

While grants may be a good source of funding to start up the group, it may not be a feasible source for sustained funding. During the methods development process, it is important for the Steering Committee to discuss alternate options for sustained funding, including fee for service. However, caution should be taken to ensure that the group remains not-for profit as legal bindings may prevent under-aged children from being involved in activities that are for profit.

In this preparation phase, it will be of benefit to brainstorm and list items that may require funding to determine regular expenses. These may include, but are not limited to:

  • Salary for a coordinator;
  • Facility fees, if required (e.g. permit for meeting rooms)
  • Material/games to be purchased for education purposes;
  • Printing costs;
  • Domain hosting fees if a website is developed;
  • Transportation reimbursement for participants and/or parking costs;
  • Abstract submission fees;
  • Conference registration fees;
  • Travel costs associated with attending events/conferences;
  • Food and refreshments for meetings; and
  • Attendance incentives for participants, should that be offered.

Note that it is up to the decision of the organizers and Steering Committee as to whether some these potential expenses are required. For example, it may be possible to use meeting rooms within the research institute or hospital for free instead of applying for permits at alternate locations; or it may be decided that incentives will not be provided to participants beyond food, refreshment, and transportation.

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