1. Developing a clear financial plan
The first step toward successful financing is the creation of a realistic and transparent budget. It should include all expenses—venue rental, equipment, transportation, accommodation, catering, marketing, honoraria, and others. At the same time, it is important to define various sources of income—participation fees, institutional support, sponsorship packages, and more. A clear financial plan builds trust among potential sponsors and funding bodies.
2. Identifying potential sponsors and partners
The successful organization of a scientific event requires a strategic distinction between partners and sponsors, as they play different roles and contribute in different ways to the realization of the event.
Partners
Partners are organizations that do not necessarily provide financial resources but support the event through expert, logistical, or institutional contributions. These may include:
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Universities and research institutes – provide venue space, academic legitimacy, and a network of specialists.
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Foundations, associations, and societies – contribute expertise, contacts, communication networks, and often co-organize the program.
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Professional and scientific organizations – offer visibility, recognition, and access to a targeted audience.
Partnerships are usually based on shared goals, long-term collaboration, and a commitment to sustainable scientific development.
Sponsors and exhibitors
Sponsors are organizations that provide financial resources or materials in exchange for certain communication, advertising, or business benefits. These may include:
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Companies from the relevant sector – such as technology, pharmaceutical, engineering, etc.
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Publishers and suppliers of scientific equipment or software – seeking direct access to a scientific audience.
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Exhibitors – participating with booths, demonstrations, or product presentations.
In some cases, sponsorship may take the form of an educational grant, aimed at supporting the scientific value of the event without tying the content to commercial interests.
It is essential for sponsorship proposals to be personalized, highlighting how participation in the event will increase visibility and access to the sponsor’s target audiencе.
3. Creating attractive sponsorship packages
Sponsors expect a return on their investment—whether through visibility, prestige, or access to a network of experts. Therefore, it is advisable to develop several tiers of sponsorship packages (e.g., gold, silver, bronze), which may include:
- The sponsor’s logo on all materials
- Promotional booths on-site
- Opportunity to deliver a presentation
- Presence in publications and media coverage
- Access to participants and contacts
4. Applying for Scientific Funding Programs
Opportunities for non-repayable funding from national and international programs should not be underestimated. Examples include:
- European Commission programs – One example is the COST (European Cooperation in Science and Technology) program, which funds the development of networks between researchers from different countries. COST does not fund conferences directly, but covers participation costs (travel, accommodation, and daily allowances) for delegates involved in project activities, including conferences, if these are part of the planned actions.
- National and regional scientific funds – For example, the Bulgarian National Science Fund (NSF), which occasionally provides funding for the organization of scientific forums through targeted calls (e.g., calls for scientific events), provided that the event has significant scientific value and includes the participation of Bulgarian researchers.
- Support from cultural, educational, and public Institutions – The Municipality of Plovdiv and the Mayor can offer support not through funding programs but via administrative assistance, venue provision, cultural programming, or symbolic financial aid, especially for events with regional importance or international scope. The Agricultural Academy can offer logistical and expert support, as well as participation from leading scientists.
Preparing a project proposal for such funding requires detailed documentation and alignment with the program’s objectives, but if successful, it can provide significant support.
5. Building long-term partnerships
True success in funding does not end with a single event. Therefore, organizers should think strategically—building lasting relationships with sponsors and funding institutions, providing full accountability and feedback after the event, and maintaining communication for future joint initiatives.
Conclusion
Funding and sponsorship of scientific and medical events are not merely technical aspects of organization—they are strategic tools for ensuring quality, sustainability, and long-term value. A clear financial plan, a carefully selected mix of partners and sponsors, personalized sponsorship packages, and the use of public and private funding programs create a solid foundation for a successful event. When properly supported, such an event becomes a driver of knowledge, professional growth, and innovation.
