Each Member State shall submit a complete Application Dossier containing the following components:

1. Background
The Country Overview should present relevant national data on the status of women and girls in science, including comparative percentages between women and girls and men and boys across all scientific, social science, humanities, and technology fields, as well as in leadership roles and employment sectors, supported by official statistical sources. It should also outline national efforts to promote and empower women and girls in science, highlighting key urban and municipal initiatives, national policies, institutional programmes, and major partnerships and achievements.

2. Vision and Strategic Framework
The Framework outlines the designated country’s national vision for advancing women and girls in STEAM, the selected Theme of the Year, and the proposed national logo accompanied by a written rationale. It also details the goals to be achieved during the Year of Designation, including timelines, milestones, and indicators of progress. Finally, it identifies the designated National Coordinator(s), with institutional affiliations and contact information, responsible for liaising with and coordinating all matters with the International Council.

3. Partnerships
The dossier must include a comprehensive list of national and international partners, covering governmental bodies such as ministries, parliament, and national agencies private sector entities academic institutions including universities, schools, colleges, and research institutes civil society organizations municipalities and local governments media partners across television, radio, newspapers, and news agencies as well as additional partners such as museums, cultural institutions, celebrities, airlines, tourism boards, and members of the regional and international community.

4. Proposed Programmes and Events
The dossier must include a detailed list of proposed programmes and events for the Year of Designation, outlining for each programme its title, objectives, anticipated impact, location, organizing bodies, principal executor, programme category and type, target groups, and alignment with relevant United Nations agendas, Sustainable Development Goals, declarations, or observances.

Each entry must also specify funding sources, limited strictly to legitimate contributors whose activities align with the initiative’s principles, and exclude any entities involved in illicit or criminal activities, subject to UN sanctions, or engaged in practices that undermine gender equality, human rights, scientific integrity, or the well being of women and girls.

Programmes must additionally include start and completion dates and indicate their duration, whether measured in hours, one day, or multiple days.

5. Encouraged Programme Elements
Member States are encouraged to incorporate cultural programmes that promote tourism and national heritage, to co‑organize events with private‑sector partners and international organizations to enhance global participation and visibility, and to ensure all programmes include accessibility measures that enable full participation for persons with disabilities. They are also encouraged to organize events through their diplomatic missions featuring national women‑in‑science experts, strengthening global visibility for their scientific leaders and demonstrating the country’s commitment to equity in STEAM.

6. Application Timeline​
Member States must submit their applications no later than six months before the start of the designated year. Applications received after the deadline may be considered for the next available cycle.Countries may apply up to three years in advance, but not beyond that limit.