A. Roles and Responsibilities

IndiaBioscience (IBS) will support the selected RYIM Grants 2025 – 2026 with the following:

Design and Promotion:

• Poster and web banner design, printing

• Setup of the meeting page on the IndiaBioscience website (~6 weeks before the meeting)

• Promotion via newsletter, social media, and email (in collaboration with the RYIM team)

Advisory support:

• Input on meeting schedule and speaker list (RYIM team is responsible for all speaker communication and coordination).

Meeting coverage:

• Organisers will identify and depute an in-house writer to cover the event and publish highlights on the IndiaBioscience website.

Financial support:

• Seed grant up to INR 1.5 lakh, subject to availability of funds.

• Supporting letters and documents (e.g., to the heads of institutions or for additional grants, if required).

Crafting Your Career workshop:

• Conduct of the Crafting Your Career (CYC) workshop (subject to confirmation)

• To-and-fro- air travel for IndiaBioscience trainers for the CYC workshop

The RYIM lead organiser and co-organisers (RYIM team) will take care of the following aspects:

Administrative setup

• Creation of a dedicated email ID in the format: ryim[year][location]@gmail.com
• Submission of institutional bank account details for fund transfer (at award acceptance)

Design and website content

• Share poster and webpage requirements with IndiaBioscience ~8 weeks before registration opens
• Create a Google registration form (template provided by IBS), at least 6 weeks before the meeting

Meeting coordination

• Open registration at least four weeks before the meeting; keep it open for a minimum of two weeks.
• Finalise and share the following with IndiaBioscience: 
• Meeting schedule
• Speaker and participant lists
• Sponsor logos
• List of regional organisations for outreach

CYC Workshop logistics (if applicable)

Arrange selection of participants, venue and tech support for conducting the workshop.

B. Nature and Conduct of RYIMs

RYIMs must reflect an informal, inclusive, and eco-friendly spirit:

• Avoid garlands, bouquets, mementoes, large banners, shawls, heavy branding, special awards, elaborate kits, or seating reservations.

• Prioritise meaningful interaction and engagement over ceremony.

• Ensure diversity and representation across gender and other demographics for participants, speakers, panellists and resource personnel.

• Maintain a peer-driven ethos — meetings should be led by Young Investigators, not institutionalised.

C. Fund disbursement

• IndiaBioscience will disburse the grant in one instalment after award acceptance and submission of the institutional bank account details. 

• Funds will only be transferred to ONE institutional bank account (as provided by the organisers).

• While IndiaBioscience understands that plans can change, if the meeting does not take place within the proposed timeframe, IndiaBioscience may request full or partial reimbursement.

Note: The RYIM Grant is a seed fund (up to 1.5 lakh); organisers are expected to raise additional funds as needed.

D. Final reports:

• Meeting report: Submit within four weeks of the event (in the format provided by IndiaBioscience). 

• Financial report: Submit one Utilisation Certificate (UC), signed by the financial/​administrative authority of the institute, within four weeks of the event (in the format provided by IndiaBioscience).

F. IndiaBioscience branding requirements:

• IndiaBioscience logo must be used on all materials developed for the event (as per IBS branding guidelines). 

• Social media content should tag IndiaBioscience handles (Facebook, X, (#RYIM [Location]), Instagram, LinkedIn).

F. Permissible expenses under RYIM Grant:

• Meeting room and venue costs

• Travel and accommodation for speakers and participants 

• Food and local transportation
• Fees for photographers, videographers, or other professional services
• Printing, stationery, tech support
• Prizes for oral/​poster presentations

• Childcare bursaries (to support daycare, nanny, child travel) for participants, and speakers/​panellists

Note: This list is indicative, not exhaustive.

G. Code of Conduct 

All RYIM events must be inclusive, respectful, and professional. Organisers, speakers, participants, and volunteers must adhere to the IndiaBioscience Code of Conduct.

Timeline for Regional YIM Grants 2025 – 2026

* Depending on the dates of the meeting, these timelines will run at various stages for the different awarded RYIMs.