We begin a mini-series devoted to mistakes to avoid when developing a European project. First question: is your organization really ready for this adventure?
Organizational capacity: starting with who we are
Participating in a European project is an important opportunity for an organization: in terms of resources, strategic development, and activation of collaborations with international partners. But applying to a call for proposals, and subsequently managing a European project, is also a complex experience: it requires a certain level of organizational development and internal processes that not all organizations are able to sustain. In addition, writing a project involves a significant expenditure of time and internal resources, without the certainty of achieving the desired result.
Instead of giving in to the anxiety of “participating at all costs,” we need to reflect on whether the organization is capable of dealing with all aspects of this adventure:
- Do we have enough time and staff to be able to write the project and then manage it? Have the implications related to project preparation and management been shared with both those in the organization involved in the technical aspects (to help write the proposal and project activities) and those involved in the administrative aspects (to collect documents, data, and signatures for the application, and for subsequent reporting activities)?
- Do we have the necessary skills, both in terms of project management and in the area of project intervention? Or if the skills need to be built, do we have the necessary support?
- Does participation in this project fit at the strategic level within existing activities or is it totally new? Or even: could it conflict with some of them?
- Does the call have a degree of complexity suitable for our organization? Does it appeal to organizations like ours? We can realize this by analyzing by looking at lists of projects funded on similar calls.
Honestly answering these questions allows an organization to see if it is indeed the right time to participate in a European project and, if not, allows the organization to begin developing the tools necessary to be able to participate in a European funding call in the future.
“Newcomers” in European projects: benefits and definitions
On a positive note, European programs often encourage the participation of new organizations.
For example, there are some program actions in the Erasmus+ program, such as small-scale partnerships, created specifically to incentivize the participation of new organizations. These are small grant projects (max €60,000), with a shorter duration and simpler administrative requirements, with the aim of reaching organizations that are less experienced in Erasmus and have less organizational capacity, reducing barriers to accessing the program. In addition, in evaluations of other Erasmus actions, such as cooperative partnerships, additional scores are awarded if the partnership includes organizations that have never participated in the program.
In the context of European projects, there are several definitions applicable to “newcomers” that should be taken into account. Below are some definitions of general application, taken in part from the Erasmus+ Glossary. It is essential to check on a case-by-case basis, as it is not excluded that, within a specific funding program or call, these terms may acquire different nuances.
- Newcomer (new participating organization): refers to any participating organization that has not previously received support in relation to a particular type of action supported by the program, either as a coordinator or as a partner.
- Less experienced organization: any participating organization that has not received support under a particular program. This category also includes the “Newcomers” defined above.
- First time applicant (new applicant): any organization that applies as a project coordinator (“applicant”) and has not received support as a project coordinator under that program.
These definitions normally refer to a seven-year period (after a seven-year period without projects, one reverts to being a “newcomer”) and also apply to previous editions of the same program.
We are ready, but: the requirements for participation in European projects
Administrative requirements and eligibility criteria required by the program and the call for proposals must be considered before participating in a European project. Although there are a number of differences, made explicit in the individual calls, the requirements normally cover:
- The experience of the organization: in many cases it is specified that the organization must have developed a track record of significant experience in the area of intervention of the call, within a specific time window. Example: the Tuscany Region’s ERDF call for “Residencies for the performing arts” allows participation in the call exclusively to public and private entities that have carried out professional activities in the performing arts for at least 2 years in the three-year period 2022-2024.
- The financial capacity of the organization: in many cases it is required that the organization (in particular, the lead organization) has stable and sufficient sources of funding to maintain its activities during the period for which the grant is awarded, and to participate with the necessary resources. A list of criteria for assessing financial capacity is available in Chapter 4 of a separate document. These criteria are not applied to certain types of organizations (e.g., to international organizations) and for grants of less than €60,000. In the latter case, only self-certification is required at the time of application.
- The type of organization: Calls may be more or less open to different types of organizations, or may be dedicated to specific types (nonprofits, public entities, universities, international organizations, etc.), or may exclude some of them or limit their participation in some way. For example, in some programs the participation of businesses and for-profit entities is allowed, in others only as partners or external service providers to the project.
- The legal location of the organization: the European programs are mainly dedicated to organizations from member countries. In some cases, to be considered on a program-by-program basis, the participation of organizations from third countries is allowed, such as (depending on the case), fromEFTA member countries, from the European Economic Area, from Switzerland (which, for example, participates in Horizon Europe, but only in some Erasmus+ actions), from candidate or potential candidate countries, from neighboring or non-European countries. Exceptions, of course, are the European programs specifically dedicated to Third Countries: Global Europe (NDICI), theHumanitarian Aid Program and the Instrument for Pre-Accession Assistance(IPA III).
Projects at the crossroads: choosing the call
Finally, you are really ready to go for a European project when the call for proposals suits your needs, from all points of view. We resume here some final “check questions,” taken in sum summary from the dedicated section of our handbook.
- Is there a match between our goals, the goals of the European project we have in mind, and the goals of the call? Does our idea, and our activity in general, meet the policy priorities set by the funder?
- Are we aiming for the right territorial dimension of the European project? Some ideas make sense locally, others make sense or work better when developed in collaboration with European partners. The type of program to refer to changes accordingly.
- Have I checked my plans with what is expected in terms of actions and fundable costs, and funding (and co-financing) limits? A European project does not fund everything, or anything, and usually requires co-financing.
In conclusion
For those who really want to go in the right direction, we conclude our review with a more serious, somewhat provocative set of questions that we discussed in one of our previous in-depth reviews: the Infrequently Asked Questions.
- Do we know what we are doing?
- Do we know why we are doing this?
- Are the right people involved?
- Have we thought about who will do what?
- Do we go forward at any cost or risk?
- Is it important?Should “we” do it or can “they” do it?
- Will it help us improve?
- Is there life after the project?
Participating in a European project can be an exciting journey, but it requires preparation and self-analysis. It means not only receiving funding, but setting out on a journey that can lead to redefining many aspects of the organization itself.
Europe welcomes “newcomers” with dedicated tools and pathways, but it is crucial to be clear about who we are and the direction we want to go. After all, as Seneca said, “there is no favorable wind for the sailor who does not know where to go.”
Are we ready to set sail with awareness?
