National Network of Libraries of Medicine
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Exhibitor Award

Description of Award

Funding is currently closed. New opportunities will open in early 2018 for projects starting May 14, 2018.

The goal of the National Network of Libraries of Medicine (NNLM) is to advance the progress of medicine, improve public health by providing U.S. health professionals with equal access to biomedical information, and improve individual's access to information to enable them to make informed decisions about their health. The NNLM is vital in the National Library of Medicine (NLM) outreach efforts to health professionals and the public to increase awareness of, facilitate access to, and provide training in the use of NLM's web-based information resources.


The purpose of the Exhibitor Award is to allow NNLM MAR Network member institutions to promote and demonstrate NLM products such as MedlinePlus, drug information resources, emergency response tools, public health resources and K-12 resources to target populations such as health professionals, emergency responders, health and science educators,  information professionals, patients and families, and members of the general public.   

Exhibiting is a way to promote NLM resources and access to free, reliable electronic health information to large groups while attending a local health fair or regional meeting. Additionally, exhibiting enables Network members to meet with specific clients or target populations and promote their own services and resources while promoting NLM resources.

The Exhibitor Award supports booth and meeting registration fees, travel and other related expenses. MAR will provide the exhibit structure, educational and printed materials, and consultation on applicable NLM resources for your target group.

Don’t be intimidated. Exhibiting is fun and MAR staff will consult with you on resources and give you exhibiting tips prior to your exhibit.


Network Members in the Middle Atlantic Region (Delaware, New Jersey, New York and Pennsylvania) are eligible to apply.

Potential Projects: 

Funding may include, but is not limited to, exhibiting at events to reach:

  • Patients and families
  • Members of the general public
  • K-12 students and staff
  • Mental health providers
  • Community health workers
  • Minority health practitioners
  • Health educators 
  • Community-based or faith-based organizations


Funding Period: 
Monday, May 1, 2017 to Monday, April 30, 2018
Up to $1,500
Number of Awards Available: 
Minimum of 2
Additional Funding Information: 
  • Awards will be available on an ongoing basis until funds are expended.
  • Awards are cost-reimbursable and are issued to the institution and not an individual.


Continuous while funds are available
Application Instructions: 
  • Applications are being accepted for health fairs, meetings and conferences held before April 30, 2018.
  • Applications should be submitted at least 4 weeks prior to the exhibit date.
  • Complete the Ehibitor Award Application and Direct Beneficiaries and Goals checklist.
  • To submit, send an email to NNLM MAR at: with the application and checklist attached as one PDF file. Put Exhibitor Award in the subject line.

Budget Guidelines

  • Funding will cover staff time, registration and booth fees, travel and per diem, publicity for health fair/event, reproduction of educational materials, shipping of materials, and equipment rental, if needed. MAR will provide the exhibit structure, NLM supplied educational materials, as well as consultation on applicable NLM resources for your target group.
  • Expenses are not allowed for food, furniture or promotional materials:  Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.  More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.
  • Exhibiting at multiple health fairs or meetings may be proposed in the same award as long as the total does not exceed $1,500.
  • We encourage institutions to waive Indirect Costs (IDC) or Facilities and Administrative (F&A) whenever possible. If not waived, IDC or F&A apply at your institution’s non-research rate, or, if your institution has no negotiate rate, a 10% Modified Total Direct Cost (MTDC) rate may be applied.

Evaluation of Proposal

  • NN/LM MAR staff will review applications and make decisions within 2 weeks of receipt.
  • Applications will be scored based on the following five criteria:  Significance, Target Population, Evaluation, Qualifications, and Budget.
  1. Significance - The proposed exhibit will significantly increase access to biomedical and health information for the target population.
  2. Target Population – The exhibit will reach a relatively large number of users who would benefit from knowing about NLM resources. 
  3. Evaluation - There is an effective evaluation plan to measure the success of the exhibit AND there is a plan to collect the required information for exhibiting/health fairs which explains how and when the NNLM forms will be used to collect the information.   **NOTE: Refer to the NNLM Evaluation Office’s NNLM Evaluation Materials web page for the type of information required to be submitted.   
  4. Qualifications - A list of personnel staffing the exhibit booth is provided which details their experience teaching or demonstrating NLM resources.
  5. Budget - The budget is well justified to meet award goals.  Consider modifications that could be made to economize without jeopardizing the program.  (NOTE:  A detailed budget and narrative justification for each budget item is required.)
  • Criteria scoring will follow the point scale for each criterion’s line item (NOTE:  1 is the highest score – the lower the score the better.)
1 = Information is extremely relevant in support of NNLM goals as outlined in the award
2 = Information is good in support of NNLM goals as outlined in the award description
3 = Information is satisfactory in support of NNLM goals as outlined in the award
4 = Information is marginal in support of NNLM goals as outlined in the award
5 = Information is poor and does not support NNLM goals as outlined in the award
  • A separate, Overall Impact Score will indicate reviewer recommendation for funding as follows
1 = Exhibit will have major impact on NNLM goals as outlined in the award.
2 = Exhibit has strong potential to satisfy NNLM goals as outlined in the award.
3 = Exhibit has limited impact or there are concerns about the proposed program.
4 = Exhibit will not advance the goals of NNLM.
5 = Exhibit does not fit in the award goals and NNLM mission. 
  • Applications with an average score of 3 or lower for each of the five criteria AND an overall impact ranking of 2 or lower will be given priority until funds are expended.
  • Reviewer score sheets and comments will be shared with the applicant.  If further clarification is needed, the applicant will be given 1 week to submit more information.
  • The University of Pittsburgh will provide a subcontract agreement for all approved projects.  All subcontracts are cost reimbursement. Line item invoices must be submitted for reimbursement of expenditures.  Invoices may be sent monthly.

Additional Information

508 Compliance: 

Section 508 requires that all website content be accessible to people with disabilities. This applies to Web applications, Web pages and all attached files on the intranet, as well as, internet.

The National Library of Medicine is a part of the National Institutes of Health, U.S. Department of Health and Human Services. Recipients of National Library of Medicine funding through the NNLM must meet all requirements under section 508.

 [Information on 508 Compliance is located at].    

Reporting Requirements: 
  • One final report must be entered and submitted to the Outreach Application and Online Contract Reports System.  This will be due no later than 14 days after completion of the exhibit.
  • An Exhibitor Report form and specific information to be reported on NNLM forms are required for each exhibit or health fair.  
  • If an organized training session or presentation on NLM resources is scheduled outside the exhibit, an Activity Report must be submitted in the Outreach Application and Online Contract Reports System on or before the last day of each month following the end of the activity.  
  • NNLM MAR will provide additional information on accessing the online system and submitting the required reports and forms.
  • Awardee may be asked to participate in a Lunch with the RML session or write a MAR newsletter article providing follow-up information on exhibit activities and outcomes.
  • Final reports may be posted to the NNLM MAR website.
NIH Public Access Policy: 

Recipients of NNLM funding are required to deposit any peer-reviewed manuscript upon acceptance for publication in PubMed Central in accordance with the NIH Public Access Policy.

Data Sharing and Development of Training Materials: 

In order to facilitate the dissemination of knowledge and information associated with the NN/LM Cooperative Agreement Award, all awardees are required to share any data or training material resulting from funding. This information must be submitted to the following collection sites as applicable:

  • National Networks of Libraries of Medicine (NNLM) website;
  • Other site specifically designated by the NLM as part of the National Network of Libraries of Medicine (considering changes in the project and data repositories required to maintain sharing within the Network).

In addition, recipients of funding are expected to use or adapt existing training materials before developing new materials. Consult with MAR and the NNLM Training Office (NTO) prior to developing materials.

Publication and Copyrighting: 

Per Section 8.2.1. - Right in Data (Publication and Copyrighting) of the NIH Grants Policy Statement,  the NIH must be given a royalty-free, nonexclusive, and irrevocable license for the Federal government to reproduce, publish, or otherwise use any materials developed as a result of funding and to authorize others to do so for Federal purposes, i.e. the ongoing development of the National Network of Libraries of Medicine. Data developed by a subawardees/consortium participants and consultants are also subject to this policy.

NIH Acknowledgement: 

Any resources developed with project funds must include an acknowledgment of NIH grant support and a disclaimer stating the following:

Developed resources reported in this [publication, press release, internet site] are supported by the National Library of Medicine (NLM), National Institutes of Health (NIH) under cooperative agreement number UG4LM012342 with the University of Pittsburgh, Health Sciences Library System. The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institutes of Health.

Need Assistance: 

To request assistance, contact us at or (412) 648-2065.