Add International Participant Considerations to Grants/Scholarships Section

DISCOVER/01_about.md

@@ -1,7 +1,9 @@
 (about)=
+
 # About
 
 ## Summary
+
 This cookbook is intended as a resource for organizers of conferences and events with a particular focus on the tech sector in the United States. It focuses specifically on plans, decisions, and actions organizers can take to produce and manage a more diverse and inclusive event. The cookbook does not provide any specific advice about budgeting, scheduling, A/V capabilities, how to structure tracks, etc.
 
 ## About this Cookbook:
@@ -20,30 +22,28 @@ Some "basic" best practice is understood to be a prerequisite for many
 
 This cookbook also does not offer reasons or rationale for **why inclusion and diversity are important**. The cookbook presumes the organizing committee is already interested in improving diversity and inclusion at their conference or event. Hence the suggestions herein are focused on the "how" rather than the "why".
 
-
 ## Acknowledgements:
 
 We sincerely appreciate the efforts and input of the many individuals who contributed to the creation of this cookbook. We also thank the numerous individuals and organizations whose work we have drawn from in order to compile this cookbook. Resources we consulted are collected at the end of each section under the heading "Further Reading".
 
-- In particular, we thank: 
+- In particular, we thank:
 
   - The NumFOCUS DISC Committee members who compiled the initial skeleton of this cookbook: Jennifer Klay, Reshama Shaikh, and Gina Helfrich. And those who set up this page: Mwai Karimi, Bojan Božić and Leonie Mueck
 
   - Participants in the 2017 DISC Unconference who expanded and elaborated upon the initial skeleton: Kasia Rachuta, Ashley Otero, Dave Clements, Sarah Supp, Raniere Silva, and Tania Allard.
 
-
 ## Other Considerations
 
 **Further reading:**
 
 - [Scent and smoking policy](https://adacamp.org/adacamp-toolkit/policies/#scent)
 - [Conference booklet template](http://geekfeminism.wikia.com/wiki/Conference_booklet_template)
-
+- [Interactive Fiction Example for Conference Organizers](https://github.com/softwaresaved/eventure) - An interactive story that helps organizers understand potential scenarios they may encounter
 
 ## Special Considerations Depending on Geographic Context
 
-- Most of the material contained herein is written from the U.S. perspective (e.g. Americans with Disabilities Act (ADA) protections). 
-- Something to be aware of: some U.S. states may have discriminatory laws in place which could affect whether you should choose to host an event or conference there. 
+- Most of the material contained herein is written from the U.S. perspective (e.g. Americans with Disabilities Act (ADA) protections).
+- Something to be aware of: some U.S. states may have discriminatory laws in place which could affect whether you should choose to host an event or conference there.
 - We welcome input on considerations for events and conferences in other countries.
 - Additional considerations may need to be made for very remote event locations with no public transit, e.g. for folks who are mobility impaired.
 

DISCOVER/07_code_of_conduct.md

@@ -1,22 +1,26 @@
 ```{tags} Code-of-Conduct, Being-Respectful, Sexual-Harassment, Bullying, Giving-Participants-Room-To-Be-Who-They-Are
+
 ```
 
 (code_of_conduct)=
+
 # Code of Conduct (CoC)
 
- - 🍎 Articulate a Code of Conduct for your event
-  - Get inspired by Codes of Conduct that have been phrased for other conferences (see also "Further Reading")
- 
+- 🍎 Articulate a Code of Conduct for your event
+- Get inspired by Codes of Conduct that have been phrased for other conferences (see also "Further Reading")
+
 ## Goals
 
 **A Code of Conduct should:**
+
 - Be easy to read (You shouldn't need a law degree to understand it.)
 - Be easy to find
-- Explain how to report problematic or unethical behavior	
+- Explain how to report problematic or unethical behavior
 - Explain the consequences of violating Code of Conduct provisions
 - Include timelines/deadlines for enforcement action that will be taken
 
 Additional ways to support and implement your Code of Conduct:
+
 - Include FAQs
 - Encourage positive behavior (don't just discourage negative behavior)
 - Have a "quick" version and a "less quick" version (e.g. [JSConf](http://jsconf.com/codeofconduct.html))
@@ -25,21 +29,21 @@ Additional ways to support and implement your Code of Conduct:
 
 Make sure that **everyone involved in your conference/event** is aware that the Code of Conduct applies to them: that not only includes participants, but also speakers, sponsors, committee members etc.
 
- - 🍎 Tick box at registration that confirms that the participant has read the Code of Conduct
-     - A pop-up with a short version may also be a good idea.
-     - Provide a link to the full ("less quick") version of the Code of Conduct, hosted on its own page.
- - 🍎 Include a copy of the Code of Conduct in the sponsor packet
- - 🍎 Mention that the Code of Conduct applies to the speakers in the speaker guidelines
- - 🍎 Ensure that Code of Conduct is **easily** accessible on the conference website
-   - Should be in main navigation or in the footer (footer is a known pattern, near privacy policy / terms of service)
-   - Implement additional web-based highlights of the CoC via loading pages, pop-ups, screen savers, etc.
- - 🍎 Include a short version of the Code of Conduct on the printed schedule as a reminder
- - 🍎 Mention the Code of Conduct in the welcome talk and at the start of every day, including who to contact if there is a problem/violation
- - 🍎 Place Code of Conduct reminders on tables at lunch and also signs in rooms reminding people during the day
- - 🍎 Create a large banner sign at key entrances on the Code of Conduct as a reminder.
- - If you send out daily event e-mails, include an item on "Seeing or experiencing something that makes you uncomfortable"
-  - "Remember that you can always speak to one of our ombudspersons about any matter of concern, no matter how small."
-- Include short blurbs about the Code of Conduct during breaks (e.g. during slide breaks), on websites, etc. 
+- 🍎 Tick box at registration that confirms that the participant has read the Code of Conduct
+  - A pop-up with a short version may also be a good idea.
+  - Provide a link to the full ("less quick") version of the Code of Conduct, hosted on its own page.
+- 🍎 Include a copy of the Code of Conduct in the sponsor packet
+- 🍎 Mention that the Code of Conduct applies to the speakers in the speaker guidelines
+- 🍎 Ensure that Code of Conduct is **easily** accessible on the conference website
+  - Should be in main navigation or in the footer (footer is a known pattern, near privacy policy / terms of service)
+  - Implement additional web-based highlights of the CoC via loading pages, pop-ups, screen savers, etc.
+- 🍎 Include a short version of the Code of Conduct on the printed schedule as a reminder
+- 🍎 Mention the Code of Conduct in the welcome talk and at the start of every day, including who to contact if there is a problem/violation
+- 🍎 Place Code of Conduct reminders on tables at lunch and also signs in rooms reminding people during the day
+- 🍎 Create a large banner sign at key entrances on the Code of Conduct as a reminder.
+- If you send out daily event e-mails, include an item on "Seeing or experiencing something that makes you uncomfortable"
+- "Remember that you can always speak to one of our ombudspersons about any matter of concern, no matter how small."
+- Include short blurbs about the Code of Conduct during breaks (e.g. during slide breaks), on websites, etc.
 - Consider a visual "workflow" of Code of Conduct violation:
   - Report -> Action -> Resolution
 - Make it clear what the consequences or resolutions of a violation are
@@ -54,32 +58,31 @@ Make sure that **everyone involved in your conference/event** is aware that the
   - Fill out an online form, e.g. [O'Reilly Report CoC](http://www.oreilly.com/conferences/report-code-of-conduct.html)
 - Consider how a report against an authority figure would be submitted — e.g. if the ombudsperson is the subject of a CoC violation report, who is the report submitted to? (A good reason to have more than one ombudsperson.)
 
-
 ## Enforcement
 
 - Be clear on how long it will take to resolve the situation or take an action on the violation
 - Discuss in advance with the organizing committee what the specific process will be for recording and addressing a CoC violation
-- When recording a CoC violation, ensure that the data are stored securely and that everyone's identities are protected. Access to the data should be limited.
 - When possible, have a third party review the violation report (Another good way to handle the challenge of potential reports against authority figures.)
 - Ensure the person who made the CoC violation report is aware of how it is being handled and when it has been resolved.
 
-
 ## Further reading
 
 **Why You Need a Code of Conduct**
+
 - [Why to have a CoC and how to make one](http://incisive.nu/2014/codes-of-conduct/)
 - [Why conferences need a code of conduct](https://jacobian.org/writing/codes-of-conduct/)
 - [Human Decency Is Not Enough: Why Cons Need Better Anti-Harassment Policies](https://www.wired.com/2013/07/convention-harassment-comic-con/)
 - [Should my tech conference community have a code of conduct and recommended resources](http://wunder.schoenaberselten.com/2016/02/17/should-my-tech-conference-community-have-a-code-of-conduct-recommended-resources/)
 
 **Crafting a Code of Conduct**
+
 - [A CoC builder](http://codeofconduct.io)
 - [Conference Code of Conduct](http://confcodeofconduct.com/)
 - [Codes of Conduct 101 + FAQ](https://www.ashedryden.com/blog/codes-of-conduct-101-faq)
 - [How to design a code of conduct for your community](https://web.archive.org/web/20201026215352/https://adainitiative.org/2014/02/18/howto-design-a-code-of-conduct-for-your-community/)
 - [How Tech Codes of Conduct Fail](https://medium.com/@gusseting/tech-codes-of-conduct-e4e05c6f539f)
 
 **Managing a Code of Conduct**
+
 - [NYC PyLadies Meetup: Managing our Code of Conduct](https://reshamas.github.io/managing-our-code-of-conduct/)
 - [Geek Feminism Wiki](http://geekfeminism.wikia.com/wiki/Conference_anti-harassment/Responding_to_reports)
-

DISCOVER/08_grants_scholarships.md

@@ -1,35 +1,46 @@
 ```{tags} Scholarships, Participant-Diversity, Global-South-and-Developing-Countries, Newcomers-and-First-Timers, Location-and-Venue
+
 ```
 
 (grants_scholarships)=
+
 # Grants/Scholarships
 
 **Why funding is important**
 
 Registration vs. Travel & Lodging
+
 - Registration waver scholarships can be highly effective in creating opportunities for underrepresented folks to attend your event.
-    - Most [PyData](http://www.pydata.org) Diversity Scholarship recipients indicated that receiving funding to cover registration was make-or-break for their ability to attend. 
+  - Most [PyData](http://www.pydata.org) Diversity Scholarship recipients indicated that receiving funding to cover registration was make-or-break for their ability to attend.
 - However, registration waivers alone often aren't enough.
-    - Sometimes [PyData](http://www.pydata.org) Diversity Scholarship recipients who didn't have additional outside sources of funding for travel & lodging were unable to attend even though their registration was covered.
+  - Sometimes [PyData](http://www.pydata.org) Diversity Scholarship recipients who didn't have additional outside sources of funding for travel & lodging were unable to attend even though their registration was covered.
   - Interest in [Galaxy fellowships](https://galaxyproject.org/news/2017-03-gcc2017-fellowships/) went up when covering the first $n of travel costs was added, as well.
 
 ✅ **Offer grants to support attendance**
 
 - Eligibility Requirements
-  - Applicants should be 
+  - Applicants should be
     - from a traditionally underrepresented and/or marginalized group in the technology and/or open source communities including, but not limited to: persons identifying as LGBTQ, indigenous, women, persons of color, and/or persons with disabilities
     - and be unable to attend without some financial assistance [^lf-source].
   - Also consider providing support for applicants from developing economies.
     - You might use the [World Bank definitions](http://bit.ly/1nO82wD) of low and low-middle income.
   - Your organizing committee should decide which career stages are eligible: Everyone? Just students and post-docs? Junior faculty/researchers? Unemployed?
-
 - The legal issues of specifically funding underrepresented groups varies by country.
-    - [Galaxy](https://galaxyproject.org) deals with this by having a separate entity (the Galaxy Community Fund) offer sponsorships.
-
+  - [Galaxy](https://galaxyproject.org) deals with this by having a separate entity (the Galaxy Community Fund) offer sponsorships.
 - Payment
   - Typically, recipients either submit receipts for reimbursement, have direct expenses paid for by the organizing committee, or are granted a lump sum up-front.
-  - We encourage conferences to pay for things directly rather than making attendees pay and wait to be reimbursed, or at least offer this as an option for people who want to use it. 
+  - We encourage conferences to pay for things directly rather than making attendees pay and wait to be reimbursed, or at least offer this as an option for people who want to use it.
     - Waiting for reimbursement can be a financial burden on scholarship recipients.
+  - Important considerations for international participants:
+    - Include visa application fees as eligible costs
+    - Do not charge extra fees for visa invitation letters
+    - Budget for authentication of invitation letters at notary offices when required
+    - Inform recipients well in advance about available payment methods for reimbursements (wire transfer, PayPal, Wise, etc.)
+  - For hotel accommodations:
+    - Inform scholarship recipients in advance if hotels require deposits
+    - Specify the required deposit amount and accepted payment methods (credit card, debit card, cash)
+    - Have alternatives ready for recipients who cannot meet standard deposit requirements
+    - Consider paying deposits directly to hotels on behalf of scholarship recipients
 
 **Where to seek funding**
 
@@ -48,4 +59,4 @@ Registration vs. Travel & Lodging
 **Further reading:**
 
 - [Travel grants toolkit](https://adacamp.org/adacamp-toolkit/travel-grants/)
-[^lf-source]: Language adapted from The Linux Foundation's API Strategy & Practice Conference 2017 diversity scholarship announcement. See press release: [Linux Foundation Press Release](https://www.linuxfoundation.org/press/press-release/the-linux-foundation-and-open-api-initiative-announce-agenda-for-apistrat-the-api-strategy-practice-conference).
+  [^lf-source]: Language adapted from The Linux Foundation's API Strategy & Practice Conference 2017 diversity scholarship announcement. See press release: [Linux Foundation Press Release](https://www.linuxfoundation.org/press/press-release/the-linux-foundation-and-open-api-initiative-announce-agenda-for-apistrat-the-api-strategy-practice-conference).