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Call for proposals FY24: Meeting support at the Executive Briefing Center

From: The Executive Briefing Center


The regional operations team is soliciting proposals for a limited number of meetings and events to be held at the Virginia Tech Research Center – Arlington (VTRC-A) that contribute to the strategic goals and initiatives of the university, foster innovation, and enhance collaboration with external partners. This program seeks to leverage university resources in the D.C. area by providing funding to hold meetings and events at VTRC-A in support of the vision laid out in the university’s Strategic Plan. Meetings that enhance the visibility of Virginia Tech in the region, expand or build new strategic partnerships, and enhance interdisciplinary collaboration are of particular interest. Cost-sharing is encouraged.

Strategically located in the region, the Executive Briefing Center located on the second floor of the VTRC-A is a distinctive facility with state-of-the-art technology and elegant meeting rooms that can accommodate a variety of meeting formats with capability for HD videoconferencing, immersive visualization, and multimedia briefings.

Funds provided through this program must be expended in the current fiscal year. Details on the proposal process can be found below, and additional questions can be directed to David Baker at

Proposal Guidelines

When can I apply? Proposals may be submitted at any time, but meetings must be scheduled to ensure that all funds will be expended within the fiscal year ending June 30, 2024. Proposal evaluations will be conducted on a rolling basis. The number of meetings that can be supported will depend on the budget and scope of accepted proposals.

What funding is available? Requests up to $10,000 will be considered. Depending on the number and quality of proposals received, selected proposals may not be able to be funded at the maximum level.

How can the funds be used? Funds may be used to offset meeting costs at VTRC-A, such as facilities costs, food and beverage, keynote speaker’s fees and travel, etc. (Note: the program generally does not fund travel costs for Virginia Tech personnel from other sites to attend meetings). The available funds are state funds so some restrictions will apply to their use. Please contact the Executive Briefing Center Manager, Larissa LaCour (email: or phone: 571-858-3044) to obtain room availability and estimated briefing center costs for your proposed event.

How do I apply?

Please submit proposals by email to David Baker at with CC to Marci Hyla at Proposals should be no more than two standard pages in length (with one-inch margins and minimum Times Roman 10-point or Arial 9-point type, or equivalent), with the following sections:

  1. Title of event
  2. Responsible Virginia Tech party and point of contact, with indication of approval by the proposer’s unit
  3. Overview of the meeting or event program (suitable for promotional use), including any key participants and affiliations
  4. Relevance of the meeting or event to the strategic priorities of Virginia Tech including how the proposed event will foster innovation, and/or enhance collaboration with external partners
  5. Impact on the visibility of Virginia Tech in the greater D.C. area
  6. Proposed dates and space requirements
  7. Budget, with a description of how the funds will be used (e.g. room costs, food and beverages, keynote speaker's fees and travel, etc.), amount being requested and any cost sharing
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