Instructions for Applying for EU’s Independent Programme Projects

Below are some instructions for applying for funding within the EU’s independent programmes. We have found, through experience, these instructions to be helpful.

To help you complete a project application, the WFEO has compiled the Guide to EU Funding Programmes which we plan to update as new calls for proposals are announced. The Guide contains condensed information, divided into fields, about the EU’s independent funding programmes.

1. Starting Point for a Project: Your Own Need Seasoned with European Added Value

Implementing a project successfully requires efficient early preparation, which starts from an idea or two. You should consider whether the need for development is real, realistic and innovative and whether the idea has a European dimension, i.e. whether it has added value for Europe. A project should not be created for the project’s sake; instead, its starting point should be your own need, for example, to create something new or improve current practices.

One requirement the EU’s funding programmes always make is that the project’s results should be able to be utilised as widely as possible throughout Europe. In other words, the project should have “potential” which transcends the borders of your own country. Nevertheless, be sure to keep your goal simple. The Commission and project assessors do not expect one project to solve all the problems in the world.

2. Quality International Partners

The EU’s independent programmes require international project cooperation and usually the participation of at least three European partners in the project. Often, however, a larger number of partners is expected to finance the project than has been set as a minimum requirement.

The partners should also come from at least three different countries and one of them preferably from a new member state. Finding partners and getting to know them should be done well in advance – it’s too late when the application period has started. Generally, a Partnership Agreement is required for an independent programme already at the application stage and, therefore, you should try to obtain a (written) commitment from your new partners as early as possible.

It is important that the application shows each partner’s purpose and role in the project. Also, each partner’s aptitude for and experience in the field of the project must be proven. Partners should also include in their application a clarification of their relationship to all the relevant interest groups, such as public authorities, consumers/citizens, researchers and private sector operators.

3. Going through the Documents Carefully

The applicability of the project for the EU programme should be checked in terms of the targets, criteria and schedule specified for the programme. Don’t forget to read carefully every document you have been given. Also be sure to familiarise yourself with the current EU policies connected to the funding programme. It is a good idea to find out the Commission’s view of the project and, at the same time, engage in some up front-lobbying for your project. The West Finland European Office can help you in this. After the application has been submitted and the application period has ended, it’s too late to lobby.

4. Completing the Application Together with Deliberation

Compiling a project application is a laborious task. You should follow the application instructions carefully. For the best chances of implementing the project, you should specify the content of the project, its volume and the added value the project will create for its implementers, or the area where it will be implemented. In addition, a clear distribution of work should be agreed upon among the partners and other possible parties. This means deciding on a leader who has the principle responsibility for the project, as well as other partners. You should also try to ensure that you and your partners can complete the application together. Avoid submitting a “patchwork” application.

In the application itself, you should make sure that all the technicalities are correct and that all the documents and appendices are enclosed. Write the contents clearly and succinctly but don’t leave out important parts which the assessor then has to guess. Don’t be too modest in conveying your skills and expertise to the assessor. Tables, figures or calculations can also be used to present the facts.

5. The Budget and National or Regional Support

EU funding is always part-funding and securing national state financing in advance is an absolute necessity, because the application should include a written commitment of this. If you can prove your local authorities’ support and possible commitment to your project in your application, this too will work in your favour. An accurate budget report must always be enclosed with the application. In your budget, keep to the financing framework set for the programme in question, but at the same time, be sure to remain realistic about the amount of funding required and avoid “selling” your project too cheaply.

6. Get Ready to Report and Wait

The EU’s decision may take anything from a few months to as long as a year. During the processing period, the Commission may ask you for additional information if, for example, there are deficiencies in technicalities. Depending on the programme, the Commission may also invite the applicant to participate in further negotiations before making its decision.

In implementing the project, the most important thing is that your own contribution to it is realised according to goals, but it is also essential that your cooperation with your partners runs smoothly. Don’t forget to enclose with the application a comprehensive plan of how the results of the project will be made more broadly available.

During the implementation stage, you will have to report regularly to the Commission in the way determined in the project agreement. The final report includes information about the implementation of the project and the processing of the results, as well as a report of the costs, for which it is best to start clear bookkeeping right from the beginning of the project. It may take the Commission anything from six months to several years to approve the final report, and the EU’s final share of payment will not be sent to the leader’s account until the report has been approved.

The WFEO has great network connections to other operators in Brussels. There are some 300 regional offices similar to the WFEO operating in Brussels and dozens of other organisations. We are in contact with these operators and, through our contact information, can convey your partner search to hundreds of people all over Europe. If you want to transmit your partner search through the WFEO, please fill in this form and send it to us.