Participation Grant Guidelines


Application Process & Timeline

Applying for an HTAi Participation Grant involves completing the online application form, providing supporting documents, and meeting the set deadlines. 

Application Requirements

All applicants must: 

  • Submit the Participation Grant Application Form through the online application platform.
  • Upload all requested supporting documentation
  • Confirm they have read and understood the guidelines and post-meeting requirements
If you face accessibility challenges (e.g., visual impairment) you may submit your application via email to annualmeeting@htai.org 


Supporting Documentation

When applying, applicants may need to provide: 

  • Organizational details (its not-for-profit status, contributions from for-profit entities, and HTA interests)
  • Letter of confirmation from the patient organization (if applying as a patient/caregiver)
  • Certificate of enrolment for students, confirming institution and HTA-related program/courses
  • Letter of Support if demonstrating future involvement in HTA
  • Statement of purpose: Why are you applying, how you plan to participate in the Annual Meeting, and how you will use what you learn. 
  • Budget estimate: Expected travel, accommodation, and registration costs not covered by your organization (eligible costs = economy travel, 3 nights' accommodation, early-bird registration fee)
  • Confirmation statement that you have read and agree to the guidelines and post-meeting requirements
After the submission deadline, no changes to the content of the application can be made.

Timeline

  • Open Call for Applications: September 24, 2025
  • Application Deadline: December 4, 2025, 23:59 (MDT)
  • Notification of Outcome: February 3, 2026
  • Grant Acceptance Deadline: February 10, 2026
  • Registration Deadline (for successful applicants): March 26, 2026
No late applications will be accepted under any circumstances.

Review & Scoring

Applications are evaluated by the Participation Grant Application Review Panel using a standardized scoring framework. Scores are reviewed by the HTAi Secretariat and Annual Meeting Committee for oversight. All Participation Grant decisions are final.

Applications are scored on: 

  • Eligibility group and criteria
  • Relation to HTA (in work, study, volunteering, or caregiving role)
  • Involvement/contributions to HTAi (optional)
  • How attendance will advance HTAi's mission
  • Past attendance at Annual Meetings or prior grant awards
If scores are tied, preference may be given based on:

  • Active involvement in an HTAi Interest Group (confirmed by the Chair)
  • Fewer prior Participation Grants received
  • Geographic diversity
  • Gender balance

Results & Acceptance

  • Successful applicants notified: February 3, 2026
  • Confirm acceptance by: February 10, 2026
  • Register by: March 26, 2026 (Early Bird deadline)
Failure to confirm or register by the deadlines will result in the grant being awarded to another applicant.

Participation Grants are non-transferable. If a recipient cannot attend, the grant is reallocated to the next eligible applicant.

HTAi 2026 ANNUAL MEETING

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