cooperation projects application guide tips

Cooperation Projects 2020: planning your application

The call for Cooperation Projects 2020 was published on 2 October, with a deadline of 27 November 2019. You can read more about this new Creative Europe call on our Funding Opportunities page, which supports small and large scale cross-border art and culture projects. 

In this blog post the Creative Europe Desk UK Culture team will guide UK-based applicants through the steps to preparing, writing and submitting your application for Creative Europe. Don’t let the amount of information feel overwhelming! We’ve broken down the key activity into 8 steps below to help you and your project stay on track. 

Make sure you follow us on Twitter/like us on Facebook, sign up to our Culture newsletters to be sure you’re up to date with the latest on this call, and for news of upcoming Application workshop events and ways to get in touch.

 Where to start now the call has been published:

1. Plan out your contact & meetings with your partners in the lead up to application submission

Schedule in Skype catch ups, arrange a face-to-face meeting if possible, and work with your partners to ensure you make the most of the time you spend together. Make sure you’ve asked about any upcoming holidays or times of unavailability to avoid as much as possible any last-minute panics.

2. Read more about the changes to guidelines for 2020

–           The minimum number of eligible partners has been re-defined. Now only the minimum number of partners per category (i.e. 3 for Small and 6 for Large projects) must be cultural operators.

–           The budget form (for estimated project budget) has been significantly revised and simplified. 

–           The total available budget for the call is of EUR 48,444,567 (vs EUR 44,659,800 available for 2019)

–           The 'Detailed description of the project' has been transferred from the e-Form to the annexe 

–           We are expecting the call for projects with the Western Balkans to open soon and the same project cannot be submitted for both calls.

3. Get to know the application form requirements 

Listed below are four key application documents that require a significant amount of input, coordination and collaboration, and discussions of these should begin as soon as possible. Don’t forget to discuss key issues such as Evaluation and Communication / Dissemination of the project. In addition to these documents, annexes and templates need to be produced, collected and signed (see below). Make sure your partners are clear as to what these documents are, and work out deadlines for getting these documents submitted.

4. Read our Brexit guidance

It is still uncertain in what capacity the UK will be able to participate in Creative Europe as the date and terms of the UK’s exit from the EU are still unknown but we are advising UK organisations to continue applying, but being aware of the range of possible Brexit scenarios relevant to the UK’s participation in Creative Europe. Read our guidance here  which outlines everything from ‘deal’ to ‘no deal’ and the UK Government Guarantee which guarantees EU funding in a no deal scenario, and the option of UK organisations participating as Third Country ‘associate partners’.

5. Ensure that all your partners (including yourself) have a Participant Identification Code (PIC) 

All applications are submitted electronically, so new applicants must first obtain a PIC by registering for an ECAS account (a user account for administration) and then create an entry for your company information on the newly named Funding and Tenders Portal, which will also create a PIC number for your company. Don’t forget that you and your partners will also later need to upload the required legal entity form and annexes before submitting.

6. Familiarise yourself with the application documents & other resources

All guides, the E-Form, templates and annexes are linked to on the EACEA call page

o           Read the guidelines Pages 17,18, 19 and 20 (the Award (assessment) Criteria) are particularly useful for checking where you are with your project and application. They contain the questions the assessors will use to evaluate your application, and these are questions that you will have to answer in the application form

o           Read the guide for applicants

o           Read the Guidance on contractual project management, written by the EACEA on what is expected of you in terms of communicating, monitoring, reporting and finances after receiving funding and catch up on our Financial Management and Reporting workshop on YouTube.

o           Here are more top tips on preparing for the deadline

Now you're ready to start working on the application!

7. Work on the documents that will require the most collaboration between the partnership

The Detailed description of the project (This is now a template Word Document submitted as an annex)

The Budget form (submitted as an annex)

The cooperation agreement (A legal document created by the partners outlining each organizations responsibilities - no template for this)

The E-Form (We recommend creating a word document to work on the different sections and then paste into the eform)

8. Work through the remaining annexes in the application

The below documents need to be duly filled in, signed, scanned together and be attached as one document in pdf:

Declaration on honour only for the project leader 

Mandate letters for each partner, conferring power of attorney to the project leader

Take a look at the checklist at the end of the Guidelines, and plan what you need your partners to submit, sign and collect, take a look at the E-Form too as some sections will need further collection and coordination. Take note of second section of the ‘project description’ word document which the CVs from the main project coordinator of each partner.

Some of these actions are more essential for leads than for partners, but if you aren’t a lead partner, the partnership and project always benefits when all organisations involved take ownership of the application process and understand what they are feeding into.

Encourage your partners make contact with their Creative Europe Desks too. Remember that it’s not just the EU member states that take part in the Creative Europe programme, and there is a Creative Europe Desk in each of the participating countries. 

Check our website and channels for updates on Application writing workshops which we are organizing to support you ahead of the deadline.

Good luck!

The Culture team
Christoph, Julia, Sarah, Kate, Katie, Rosie and Megan