Invited Experts support fund
Introduction
The Invited Experts support fund aims to help reduce barriers for Invited Experts who have shown their commitment through positive contributions as Chairs, Editors and/or elected/appointed member of the TAG and/or the AB, but that require support to be more actively involved to contribute more frequently, widely or in a meaningful way at TPAC, AC meeting and/or group meetings.
The Invited Experts support initiative contributes to W3C stakeholder strategy, as outlined in the 2025-2028 Strategic Objectives and Initiatives.
The amount available for the fund is based on W3C member dues, funding from the Community Engagement Champions sponsorship plus donations. We encourage you to contribute generously.
Eligibility
The fund will be open to Invited Experts that:
- have received the Invited Expert status at least six months prior to the call for funding applications, and attended at least one meeting prior to the application
- have a role as Chairs, Editors and/or elected/appointed TAG or AB members
- have a good track record of attendance to group(s) meetings and uphold the W3C Code of Conduct, meaning that they are participants in good standing
- require financial support for TPAC and/or other events planned prior to the end of the calendar year.
The applicant will confirm their commitment to attend event(s) for which they are receiving financial support in full and conduct their duties responsibly and in line with the W3C Code of Conduct.
The application period will be open once a year. Invited Experts will be welcome to apply based on the knowledge they have to advance the work of groups at a specific W3C event.
Prioritization criteria
The fund will prioritize support of under-represented groups, to improve diversity of background, gender, experiences, expertise and skills. Requests from participants from the following groups will be prioritized:
- Individuals that work from low and middle income economies.
- Individuals that represent small organizations or organizations from stakeholder groups or industries not widely represented in the W3C community.
- Women and gender diverse individuals.
- Individuals living with a disability.
Coverage of the fund
TPAC participation fees will be waived for all W3C Invited Experts once they have completed the TPAC registration form. In addition, W3C provides childcare on-site free of charge to all TPAC participants that require it to be able to participate effectively.
The fund will accept requests to cover costs associated with one or more of the acceptable expenses as follows:
- Travel to attend AC, TPAC and/or groups or group-related meetings in the most economic, direct and safe route, booked in advance to secure more economical rates.
- Accommodation booked in advance, and within any deadlines provided by the venue to secure the less expensive rate.
- The costs of travel and shared accommodation required for an additional adult to attend in the role of carer, without whom participation would be impossible.
- Connectivity expenses to attend online meetings.
- Cost of insurance policy issued specifically for the travel dates, covering travel and medical expenses. If the selected participant has a current annual/employer travel insurance policy, W3C will not cover the cost but a copy of the policy should be presented as a requirement to be reimbursed.
The application period will be open once a year. Applications will be assessed by a committee, appointed by the CEO.
In addition to the guidelines and criteria provided around acceptable expenses, the following considerations will be part of the review process:
- The costs of any additional personal trips before or after the proposed events are not allowable expenses.
- Inbound and outbound travel dates and locations may vary if this offers better value for money overall. Such calculations should be included in the estimated financial support.
- The applicant will acknowledge that, if financial support is confirmed, they will provide (if requested) updated quotes for pre-approval of expenditure.
- The applicant will commit to present valid dated receipts to process reimbursement. When submitting a request for reimbursement that includes receipts in different currencies, the applicant should submit the request in a single currency, disclosing the exchange rate used. The applicant will acknowledge that any expenses claimed were not submitted to other funding sources for reimbursement.
Application
The application form will collect information related to the following criteria and conditions to apply. Responses will be subject to verification:
- A good track record of attendance to group(s) meetings upholding the W3C Code of Conduct.
- Attended at least one meeting in the last two years, prior to the application, either online or in person.
- Indicate what alternative mechanisms they have in place to raise funds directly and disclose any conditions imposed by a sponsor and any potential or perceived conflict of interest derived from the acceptance of such funds. If no other source of funding is available, the applicant should choose one of the following options as the one that better describe their situation:
- lack financial backing from their employer, i.e., they are not supported by an employer who covers their expenses for participation above and beyond their usual salary or
- are consultants/advisors without a specific business interest that can only allocate a portion of their budget towards covering the cost of their participation or
- do not have an additional source of income to support their volunteering.
- Present an estimated financial support needed that includes all the meetings for which the Invited Expert is requesting support, including at least two quotes. The selected option should clearly display a balance between lower cost and convenience (for example shorter connection between flights, or walking distance from venue) without compromising on safety and accessibility requirements.