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Exhibitor Award

Description of Award

The goals of the Network of the National Library of Medicine (NNLM) are 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 Southeastern/Atlantic Region (SEA) relies upon partnerships with network members to achieve these goals by providing training and funding for local outreach programs. The programs are intended to help a variety of users, with a focus on minority and other underserved populations and the health professionals who serve them, make the most effective use of information and decision-support resources that hold the promise of promoting healthy behaviors, preventing costly and debilitating illness, and improving health outcomes when disease occurs.  


The Exhibit Award provides funding for exhibits at state and/or local meetings of health professionals, information professionals and health consumers. It provides an opportunity to promote NLM products, SEA programs or SEA member libraries to target populations. Funding covers registration and booth fees, travel and per diems, communication costs, and equipment rental if needed and associated costs for the exhibit.

All exhibits must feature one or more NLM resources, such as: PubMed, ClinicalTrials.gov, or MedlinePlus. You can refer to the NLM list of Databases, Resources, and APIs for a complete overview of resources by topic.

Preference will be given to projects that reach the following populations:

  • Libraries (all types)
  • Underserved, rural, minority, community health, or unaffiliated health professionals
  • K-12 schools and associations including school health professionals, or science and health educators
  • Community-based organizations
  • Health sciences students
  • Emergency responders
  • Public Health workers
  • Faith-based organizations
  • Social workers
  • Agencies serving underserved, minority and underrepresented communities including but not limited to
    • LGBTQ Communities
    • Soldiers, Veterans and Military Families
    • Rural Populations
    • Inner city populations
  • Must be a SEA member in Alabama, District of Columbia, Georgia, Florida, Maryland, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, Virginia, West Virginia and the U.S. Virgin Islands.
  • A FDP Cost Reimbursement Research Subaward Agreement with the University of Maryland, Baltimore is required for this award.
  • A Financial Conflict of Interest Disclosure is required for this award.
  • An A-133 Compliance acknowledgement is required for this award.
Potential Projects: 
  • State library association meeting
  • State or regional public health association meeting
  • State or local LGBTQ+ health event
  • Local health fair
  • State or local health professional meeting
  • Tribal community event
  • Remote Area Medical (RAM) event
  • Local health expo


Funding Period: 
Friday, May 1, 2020 to Friday, April 30, 2021
Up to $2000
Number of Awards Available: 
Up to 4 exhibits


Application Instructions: 

Exhibitor Awards will be funded until funds are exhausted.

The application is divided into three sections:

  1. Institutional information
    1. Name of institution

    2. NNLM MEMBER ID of institution (all applicants must be network members; to receive a NNLM ID and free network membership fill out a membership application)

    3. Name, department, mailing address, telephone number, and email address of project manager

    4. Name of institution receiving the award

    5. FEIN, DUNS, and congressional district of the institution receiving the award

    6. Proposed start date of project

  2. Beneficiaries, primary populations served, and project goals (information required by NLM)
  3. Meeting information
    1. Name of meeting or sponsoring organization, date and location of exhibit [200 characters]

    2. Expected audience (type, number of attendees, information need) [4000 characters]

    3. Description of exhibit and materials (Will you use an NNLM exhibit? Your own? What type of handouts will you use? What NLM products will you promote? Is there a special focus or theme for your exhibit?) [4000 characters]

    4. Names of booth staff and qualifications to represent NLM products [4000 characters]

    5. Other participation in meeting: talk, workshop, etc [4000 characters]

    6. How will you evaluate the success of your exhibit? [4000 characters].  
      Award recipients conducting certain NNLM activities will be asked to collect specific information and report it at the end of the project using forms provided by the NNLM. Because your project includes exhibiting/health fairs, you will need to report this standard information. Please refer to the NNLM Evaluation Office NNLM Evaluation Materials: Exhibits/Health Fairs web page for the type of information you will need to report. For the proposal, explain how and when you will use the NNLM forms to collect the required information.

Note that the institution listed under “Award should be made payable to what institution” should match the FEIN and DUNS numbers.

Budget Guidelines

Applications must include a budget for the costs in each category and include a narrative justification for budget items, explaining the purpose of each item in the project.

The budget estimate should be categorized by the following, as they apply:

  1. Booth space
  2. Other booth costs (furniture rental or carpet)
  3. Travel costs (mileage & parking)
  4. Other travel costs (lodging & per diem)
  5. Internet connection
  6. Shipping
  7. Materials
  8. Additional (please describe in up to 200 characters)
  9. Narrative justification for budget items (4000 characters)

Funding restrictions:

F&A/IDC, Food, promotional items and furniture are not allowable expenses. 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. Refer to the policy

Evaluation of Proposal

  • Three reviewers made up of NNLM SEA staff and Network members will review and score applications based on seven possible criteria: Significance, Target Population, Exhibit Plan, Evaluation Plan, Personnel/Qualifications, Meeting participation, and Budget.
  • ​Criteria scoring will follow the following point scale for each criteria’s line item (NOTE: 5 is the highest score – the higher the score the better.)
    • 5 = Information is extremely relevant in support of NNLM goals as outlined in the award
    • 4 = Information is good in support of NNLM goals as outlined in the award
    • 3 = Information is satisfactory in support of NNLM goals as outlined in the award
    • 2 = Information is marginal in support of NNLM goals as outlined in the award
    • 1 = Information is poor and does not support NNLM goals as outlined in the award
  • View scoring criteria and criteria line items.
  • A separate, Overall Impact Score will indicate reviewer recommendation for funding as follows:
    • 5= Excellent Application. The project will have major impact on NNLM goals.
    • 4 = Project has strong potential to satisfy NNLM goals.
    • 3 = Project has limited impact or there are concerns about the proposed plan or quality.
    • 2 = Project will not advance the goals of NNLM. 
    • 1 = Project does not fit in the Award goals and NNLM mission. 
  • Applicants will be notified with two weeks of receipt of an application. 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.
  • Applications with an average score of 3 or higher for each of the seven criteria AND an overall impact ranking of 2 or higher will be given priority until funds are expended.
  • The University of Maryland will provide a sub-award agreement for all approved projects. All sub-awards are cost reimbursement. Line item invoices must be submitted for reimbursement of expenditures. Invoices may be sent monthly.

Additional Information

508 Compliance: 

Web-based resources developed for the project should strive to ensure accessibility to the greatest possible number of people by adhering to standards described in Section 508 of the Rehabilitation Act.

Reporting Requirements: 

The following reporting requirements are mandatory of award recipients:

Exhibit Report: Awardees who attend an exhibit will be required to submit a separate exhibit report detailing location, date, attendance, materials distributed, and contacts made.

Awardees will also share their project and lessons learned via a pre-arranged NNLM webinar or through the NNLM SEA electronic newsletter. This will be discussed, if awarded, with your assigned NNLM Coordinator.

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 Southeastern/Atlantic Region 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:

In addition, recipients of funding are expected to use or adapt existing training materials before developing new materials. Consult with (insert region here) 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 Network of the National Library 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 Maryland, Health Sciences and Human Services Library. The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institutes of Health.