EU Funding Consulting https://eufundingconsulting.eu Writing successful EU grant applications Fri, 30 Jan 2026 13:03:19 +0000 en-GB hourly 1 https://wordpress.org/?v=6.9.4 https://eufundingconsulting.eu/wp-content/uploads/2023/02/EU-Funding-Consulting-Logo-Favicon-e1702469651692-150x150.png EU Funding Consulting https://eufundingconsulting.eu 32 32 Future-proofing your EU funding strategy for the post-2027 period https://eufundingconsulting.eu/future-proofing-your-eu-funding-strategy-post-2027/ https://eufundingconsulting.eu/future-proofing-your-eu-funding-strategy-post-2027/#respond Tue, 16 Dec 2025 17:15:00 +0000 https://eufundingconsulting.eu/?p=8674

Future-proofing your EU funding strategy for the post-2027 period

The EU has started shaping its next Multiannual Financial Framework (MFF) for 2028-2034, including its associated funding programmes. For organisations that benefit from – and in some cases even (partially) depend on – European funding, this raises important questions about future opportunities. Universities, research institutes, NGOs, public authorities, and companies alike are now asking what to expect from the next EU budget cycle.

The EU’s plans for a reshaped funding architecture – including the proposed creation of a European Competitiveness Fund and changes to established programmes such as Horizon Europe and LIFE – point to potential shifts in priorities, access conditions and funding mechanisms from 2028 onwards.

While EU negotiations follow the principle that “nothing is agreed until everything is agreed”, waiting for the new framework to be finalised is rarely the most effective strategy for preparing for the next funding cycle. This article outlines five key steps organisations can already take in 2026 to position themselves for success under the 2028-2034 programmes. It also highlights the broader shifts underway in EU funding priorities and explains how organisations can align their strategies with emerging policy directions, build strategic partnerships, and adapt internal processes to the future funding landscape.

Table of Contents

Five key steps to position your organisation for success under the post-2027 EU funding programmes

(1) Understanding the policy direction: Competitiveness, resilience, and the green/digital transitions

While the details of the next MFF are still being negotiated, the overall direction is already becoming clearer. Although priorities are being rebalanced, the focus is expected to centre on several key areas:

The green transition and environmental resilience

Climate mitigation, biodiversity protection, the circular economy, pollution reduction and nature restoration will remain core pillars of EU policy. Even if dedicated programmes such as LIFE are integrated into broader funding instruments, the underlying policy mandate is unlikely to weaken. Environmental and climate objectives are expected to remain key drivers of funding priorities across several programmes.

Competitiveness and industrial leadership

A closer connection between research, innovation and deployment is increasingly visible in discussions on the next MFF. Funding programmes are likely to place somewhat more emphasis on supporting projects as they progress beyond the research phase towards market or operational use. This does not suggest a shift away from supporting early-stage research. Rather, even low-TRL projects may be encouraged to situate their work within plausible longer-term innovation pathways, for instance by acknowledging broader value chains or by reflecting on how results could eventually be taken forward by other actors at later stages of the innovation cycle.

Strategic sectors and technological sovereignty

Strategic sectors such as digital technologies, artificial intelligence, semiconductors, cybersecurity, space, defence, clean technologies and energy resilience are set to remain high on the EU agenda. Compared to previous funding cycles, organisations active in these areas can expect increased attention and, potentially, a broader range of funding opportunities.

Cross-cutting priorities

Cross-cutting objectives – including sustainability, skills development, societal readiness and territorial cohesion – are expected to remain embedded across EU programmes. These elements are likely to feature not only as standalone topics, but also as horizontal considerations shaping project design, partnerships and expected impacts.

Understanding these high-level priorities helps organisations calibrate their long-term strategies. As before, funding proposals in the 2028–2034 cycle will be expected to align clearly with the EU’s political agenda, and not only scientific or organisational priorities.

(2) Strengthening organisational capacity before structural changes arrive

One of the biggest challenges for beneficiaries is the administrative complexity of EU programmes. Regardless of how streamlined or restructured the future funding architecture becomes, organisations with solid internal capacity will always have an advantage.

To be ready, strengthen your project management capacity and financial administration systems. This includes dedicated staff who know EU rules, reporting requirements, cost structures, legal aspects and intellectual property protection, to name a few.

Be sure to have your internal approval processes lean and sorted. Avoid overly complex decision-making mechanisms for joining consortia or responding to Calls. Many organisations lose opportunities simply because they cannot mobilise internally fast enough.

Train researchers and other staff early. Workshops on proposal writing, impact design, exploitation strategies, and stakeholder engagement can significantly increase success rates. Early training can also familiarise researchers and staff with emerging policy priorities and programme narratives, helping them position ideas more effectively from the outset.

(3) Building strategic partnerships

EU funding is built on collaboration, and the strongest consortia are often formed even before Calls have been opened. The recent publication of the Horizon Europe Work Programmes 2026-2027 including indicative Call opening periods provides an excellent basis.

What you can already do is identify strategic partners across sectors, including research institutions, SMEs and industry actors, NGOs and civil society, public authorities, technology providers, clusters and innovation hubs, or European networks and platforms.

Also, memberships in industry associations, research alliances, European Partnerships, and thematic platforms provide insights and early intelligence on new developments and priorities. These networks also give visibility, a critical aspect for organisations that envisage to coordinate proposals or become valuable partners, and enable shared learning.

(4) Strengthen your track record and build a path of credibility

Before new programmes launch, organisations can position themselves by establishing or further strengthening a solid track record in 2026-2027, enhancing their readiness for EU funding in the longer term. This can include joining consortia as a work package leader, coordinating pilot projects where feasible, publishing success stories and case studies, and demonstrating the capacity to deliver high-quality results consistently.

Beyond individual projects, credibility is also built through thematic focus, reliability as a partner, and visible engagement in European networks and initiatives. Demonstrating how results are sustained or taken forward over time further strengthens this profile. A strong track record of visibility and trust remains a key factor in consortium selection.

(5) Monitor policy developments and proposed changes to programme structures in the transition phase

Finally, being prepared is key. Stay up-to-date with new developments related to the MFF negotiations between the European Commission, Parliament and Council, as well as in the policy area in your field and related stakeholder consultations so that your organisation can contribute or contact the negotiating institutions or national ministries (see also my previous article on Stakeholder engagement in the development of EU funding programmes – Who, when and how?).

Also, understanding associated EU policy frameworks such as on taxonomy, sustainability reporting, industrial strategy, data legislation, etc. will help organisations position their projects as relevant, beyond the state of the art, and impactful.

Assign someone internally to monitor these developments. If possible, engage in consultations or position papers through networks and alliances.

Future-proofing means preparing early and strategically

No one can predict exactly how the post-2027 EU funding programmes will ultimately look. However, the overall direction towards competitiveness, strategic autonomy, green and digital transformation, impact and sustainability is already visible.

Future-proofing your EU funding strategy means laying – or strengthening – the right foundations now. By building strategic partnerships, strengthening organisational capabilities, aligning with EU priorities, optimising internal processes and adopting an impact-oriented project design mindset, organisations can position themselves as effectively as possible for success under the next MFF.

Would you like to step up your game in EU funding? Check my proposal writing support offers, online workshops, or the custom/tailor-made seminars option for your organisation.

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

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]]> https://eufundingconsulting.eu/future-proofing-your-eu-funding-strategy-post-2027/feed/ 0 EU grants and nonprofits: 6 common misconceptions unpacked as opportunities https://eufundingconsulting.eu/eu-grants-nonprofits-misconceptions/ https://eufundingconsulting.eu/eu-grants-nonprofits-misconceptions/#respond Wed, 24 Sep 2025 18:00:00 +0000 https://eufundingconsulting.eu/?p=8111

EU grants and nonprofits: 6 common misconceptions - unpacked as opportunities

When it comes to funding, many nonprofit organisations across Europe – such as in the social and environmental sectors – assume that EU grants are out of reach. The application process seems complex, the competition intimidating and the rules unclear.

At the same time, every year the European Union invests billions of euros into projects that strengthen communities, tackle climate change and fight inequality. These are causes at the very heart of what many nonprofits do.

So why do so many organisations hold back? Often, it comes down to misconceptions. Let’s look at six of the most common myths about EU funding, and how understanding the facts can open new doors.

Table of Contents

EU grants and nonprofits: 6 common misconceptions unpacked as opportunities

(1) “EU grants are only for big organisations - our projects are too small to interest the EU”

Many nonprofits assume that EU grants are reserved for universities, big municipalities or multinational consortia. Small community groups or grassroots initiatives often feel their projects aren’t “big enough” or “important enough” to attract EU funding.

But this is not true. You don’t need a million-euro budget to access EU funding. The EU actively seeks to support smaller scale initiatives, too, that can demonstrate local impact, innovation, and the potential to be transferred or scaled up. Many programmes are particularly accessible for small or grassroots organisations. For example:

  • Erasmus+ funds small-scale partnerships, peer-learning exchanges, and capacity-building projects, some starting with just two organisations and project budgets as low as 30,000 €.
  • CERV (Citizens, Equality, Rights and Values Programme) supports NGOs working on equality, rights, inclusion and civic participation, for example small women’s associations or community centres promoting democratic engagement.
  • LEADER (an initiative under the European Agricultural Fund for Rural Development) empowers rural communities to design and implement their own strategies. Local action groups, often made up of municipalities, farmers and civil society organisations, can secure funding for projects that revitalise villages, support local products or promote rural tourism.

In short, EU programmes are not reserved for big organisations, they also target small nonprofits and local partnerships to bring fresh ideas to life. One caveat, though: EU funding for nonprofits is generally aimed at organisations that have already been operating for a few years. For a brand-new nonprofit, winning an EU grant is difficult. Apart from a few exceptions such as small local initiatives like LEADER, most Calls expect applicant organisations to show a minimum level of organisational stability (in terms of know-how and implementation capacity) and financial resources.

What the expert evaluators who score your proposal are looking for is not size, but relevance. Does your project respond to the Call’s or funding programme’s priorities? Does it have a clear structure, achievable outcomes and potential to inspire others? If so, even a small organisation with a modest budget can win EU funding – especially when the results can later be scaled up, replicated, or adapted elsewhere.

(2) “The application process is too complicated”

Yes, EU applications require detail and structure. But ‘complicated’ doesn’t mean ‘impossible’. In fact, the application forms are designed to break down your project rationale step by step: What is your project about? What results do you expect? Who is involved? Which activities will you carry out?

For a nonprofit, this exercise can be valuable beyond the grant itself. Preparing an application demands you to clarify your objectives, strengthen your partnerships and clearly define the change you want to achieve. Even if you don’t win the grant on your first attempt, you’ll walk away with a stronger project concept, a clearer organisational strategy and transferable skills you can apply across all your fundraising.

(3) “We don’t have international partners, so we can’t apply”

It’s true that many EU programmes require partnerships across countries. But not all do. Some programmes also support projects led by a single organisation within one member state. For example, the LIFE programme funds environmental pilot projects run by individual organisations, while EU Structural Funds (such as the European Social Fund or European Regional Development Fund) can finance local initiatives for skills, social inclusion or community development without the need for international partners.

Even when international partnerships are needed, building them is not as daunting as it sounds. Partner search platforms, brokerage events organised by the European Commission or National Contact Points once a Call for Proposal has opened, or your own partner networks or thematic NGO coalitions can help you connect with potential allies.

Partnerships are an opportunity, not a barrier. They allow you to amplify your impact and learn from others facing similar challenges.

(4) “The competition is too high, so we don’t stand a chance”

It’s true that EU grants are competitive, but that’s also what makes them prestigious. However, what matters most for the evaluators is a project’s relevance, clarity, feasibility and potential impact.

Nonprofits beyond the big players with a well-designed project that clearly addresses the Call’s priorities can score just as highly as a larger institution – as long as they can demonstrate in their application that they have the know-how and capacity needed to implement the project effectively.

And remember: competition exists for every funding source. National and local grants also have limited budgets. The key is to improve your project design and application skills, which increases your chances everywhere.

(5) “EU funding is just about the money”

Winning a grant gives you the resources to bring your project to life. But EU funding is about much more than just than the funding itself – for example, it also brings:

  • Visibility: Being part of an EU-funded project boosts your organisation’s credibility.
  • Networks: You gain access to European-level partnerships and expertise.
  • Capacity building: The process itself strengthens your planning, reporting and project management.
  • Policy influence: Successful projects often feed into EU-level discussions, giving nonprofits a bigger voice.

For nonprofits, such as social and environmental organisations, these benefits can be as valuable as the grant itself. They can open doors to new collaborations, donors, and long-term opportunities.

EU funding is a growth opportunity, not just a financial transaction.

(6) “It’s not worth the effort”

It’s true that preparing an EU grant application does take effort. But the potential returns are significant, enabling organisations to scale initiatives, test new ideas or reach communities they couldn’t otherwise.

Equally importantly is a mindset shift: instead of thinking small, your organisation starts planning for bigger, more strategic impact. For social nonprofits, this might mean addressing systemic barriers to inclusion. For environmental groups, it might mean piloting solutions that could be scaled or replicated across Europe.

The effort is an investment. Even if your first proposal isn’t funded, you’ll be better prepared for the next Call, and your organisation will benefit from the clarity gained along the way.

Shifting perspectives and unlocking opportunities

The misconceptions above often discourage exactly the types of organisations the EU most aims to reach. Social and environmental nonprofits are at the heart of Europe’s response to today’s challenges, and EU funding exists to strengthen their work and their impact.

What really matters is a solid project idea, openness to learning, and the courage to take the first step.

Are you planning to submit an EU grant application and need support? Check out my EU grant writing offers.

You don’t want to miss any new blog articles? Sign up for the EU Funding Newsletter.

Ready to take the next step? Discover the compact online course “Kickstart Your EU Funding Journey – Get Ready to Access EU Project Funding”

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/eu-grants-nonprofits-misconceptions/feed/ 0 Successful EU grant applications: 12 tips for overcoming the most common stumbling blocks https://eufundingconsulting.eu/successful-eu-grant-applications-12-tips-overcoming-common-obstacles/ https://eufundingconsulting.eu/successful-eu-grant-applications-12-tips-overcoming-common-obstacles/#respond Mon, 28 Jul 2025 18:45:00 +0000 https://eufundingconsulting.eu/?p=7724

Successful EU grant applications: 12 tips for overcoming the most common stumbling blocks

Applying for EU funding can be a complex and challenging. Many applicants struggle, particularly those who are new to the process. The terminology, procedures and expectations can seem overwhelming at first, and it’s easy to make mistakes that jeopardise your chances of success. But with proper preparation and attention to detail, these challenges are entirely manageable.

 

This article offers 12 practical tips to help you avoid the most common stumbling blocks and improve the quality of your funding application.

Table of Contents

12 tips for avoiding the most common stumbling blocks in EU grant writing

(1) Understanding the funding programmes

Before drafting your application, ensure you are targeting the right programme – and the correct Call for Proposals. The EU offers a range of funding streams, each with its own objectives and priorities. Multiple Calls for Proposals may be open under a single programme at the same time, each outlining specific expectations for the projects the EU intends to support.

 

Read the Call text carefully, have a look at previously funded projects within that EU programme and funding strand, and make sure your goals align with the programme’s objectives.

 

For example, when you apply for Horizon Europe, your project really needs to have a clear focus on research and innovation. LIFE focuses on environmental and climate protection, not through new research but by testing, demonstrating and scaling up existing solutions.

 

Erasmus+ supports education, training, youth and sport, with a focus on mobility and skills development. CERV projects may also include some international exchanges, but their main aim is to promote rights, equality and civic participation, rather than learning or training.

(2) Efficient project planning

To win grants for EU projects, applications need to be based on clear structures, logical progression and realistic planning. Define your goals, break them down into activities and set key milestones along a timeline.

Your planning should include a reasonable budget and timeline. Don’t overpromise just to appear ambitious. The experts reviewing your application prefer realistic and well-thought-out plans over big claims that don’t add up. Even the best project idea won’t succeed if it’s not presented clearly and consistently.

(3) Partnerships and collaborations

Most EU grants require or strongly encourage partnerships. Choosing the right partners is critical to the success of your proposal. Look for organisations that complement your expertise and bring added value. This could mean technical know-how, access to specific target groups, geographic coverage or strong policy connections. A balanced and well-structured consortium signals credibility to the evaluators.

(4) Clear responsibilities

If you are applying as a team or consortium, define who does what – both during the application process and in the actual project implementation.

While it’s usually the consortium coordinator’s role to spearhead the writing of the proposal, the partners will still need to contribute. Document roles early  and make sure all partners are aligned on the goals and understand their responsibilities. Get to an agreement who has to provide what when, and how.

(5) Internal communication

One of the most underestimated stumbling blocks in EU proposal writing is poor communication within your team or between partners. This can lead to mismatched inputs, conflicting messages and last-minute stress that weakens the proposal overall.

 

Establishing clear, regular communication channels, deadlines and a unified understanding of the project’s goals can prevent misunderstandings and ensure a consistent, coherent application.

 

Strong internal coordination is what turns good content into a competitive, fundable proposal.

(6) Drafting a clear and concise application

It’s tempting to include everything you know into your application, but too much detail won’t help your case. Be specific, clear and concise. Show, don’t tell: instead of saying your project is innovative, explain how and why it is.

 

Avoid jargon or overly technical language unless it’s absolutely necessary. Ensure your proposal is easy for the evaluators to follow and understand the value of your project.

(7) Compliance with formalities

This may sound obvious, but it’s worth emphasising: follow the instructions. Read the application guide from start to finish. Make sure you use the correct templates, respect word limits and submit the required documents.

Missing or incorrect attachments or unchecked boxes can disqualify your application before anyone even reads the content.

(8) Comprehensible budget planning

A well-balanced budget underlines your project’s feasibility. Evaluators will look for coherence between your budget and planned activities. Each cost item should be justifiable and clearly linked to your project’s objectives.

Don’t inflate numbers, and at the same time don’t under-budget key activities. Aim for a balanced, realistic approach that reflects the scale of your project.

(9) Knowledge of the evaluation and selection criteria

Every EU funding programme has its own evaluation criteria. These are usually published either in the programme’s annual work programme or in a detailed Call for Proposals document, both available on the EU Funding & Tenders Portal.

Go through the criteria one by one and ensure your application addresses each one clearly. Use the language and key words evaluators expect to see.

(10) Sustainable impact

The EU aims to invest in projects that create lasting value, not just short-term outputs. Your application should explain how your project will sustain results beyond the funding. Show how your work aligns with EU values and priorities in the policy field of your project’s topic.

Think about the bigger picture: Will your project improve existing practices? Will it lead to policy change, new jobs, reduced emissions or better digital infrastructure?

(11) Time management

It’s easy to underestimate the time it takes to prepare an application, especially when multiple partners or complex technicalities are involved. Therefore, start early, set internal deadlines, and foresee time for multiple review rounds.

Uploading the final version only on the deadline day is risky as there could be technical issues or unexpected errors – even from the side of the EU portal. Unfortunately this has happened multiple times in the recent past. Aim to submit your application at least a day (better 2 days) in advance.

(12) Involvement of experts and advisors

Proposals grow through qualified contributions. Seek feedback from colleagues, external experts or professional advisors who have experience with EU projects. They can spot gaps, improve clarity and ensure compliance with programme expectations.

 

Their fresh perspective can turn a good application into a great one, and help you avoid costly mistakes that are hard to see when you are deep in the process.

Start with the big picture, proceed step by step

Successfully applying for EU funding takes diligence, careful planning and a clear understanding of the requirements. With the right preparation, a realistic roadmap and insight into what evaluators expect, securing funding becomes entirely achievable. Begin with these 12 tips to avoid common pitfalls and strengthen your proposal from the outset.

 

The EU wants to fund impactful projects that make a difference, and yours could be one of them. Don’t hesitate to seek guidance along the way. Funding opportunities exist, and with the right approach your organisation can access them.

Would you like to learn more about how to get started with EU funding in a compact online starter course – with live Q&A? Check out “Kickstart Your EU Funding Journey – How to Find & Apply for EU Calls for Proposals”.

You don’t want to miss any new blog articles? Sign up for the EU Funding News & Tips.

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Ready to take the next step? Discover the compact online course “Kickstart Your EU Funding Journey – Get Ready to Access EU Project Funding”

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/successful-eu-grant-applications-12-tips-overcoming-common-obstacles/feed/ 0 Writing a winning Horizon Europe proposal: Think like an evaluator https://eufundingconsulting.eu/horizon-europe-proposal-think-like-an-evaluator/ https://eufundingconsulting.eu/horizon-europe-proposal-think-like-an-evaluator/#respond Fri, 16 May 2025 14:00:00 +0000 https://eufundingconsulting.eu/?p=7254

Writing a winning Horizon Europe proposal: Think like an evaluator

Securing Horizon Europe funding can be transformative for your research or innovation project. However, the competition is intense, and writing a winning proposal requires more than just a good idea – it demands strategic thinking, clear communication, and last but not least, a good understanding of the evaluation process.

Horizon Europe is a highly competitive programme, receiving significantly more applications than its available budget can support. Hence, for getting funded, you need to obtain a top score. Aim to get as close as possible to the maximum score of 15 points. To boost your chances, you need to think like an evaluator – because success depends not just on the quality of your idea, but on how clearly and convincingly it aligns with the evaluation criteria. This mindset shift can be the key to turning a solid proposal into a fundable one.

Table of Contents

How evaluators look at your proposal

When you submit your Horizon Europe proposal, the granting authority will allocate your proposal to independent expert evaluators. These external experts are tasked with assessing your proposed project. This includes evaluating your proposed project’s relevance to the requirements of the Call for Proposals, the expected impact of your planned project and the soundness of its implementation plan. The selected experts are typically subject-matter experts who evaluate often a high number of proposals in a relatively short period of time.

The evaluators follow strict evaluation criteria and scoring systems as outlined in the Horizon Europe Work Programme’s General Annexes. In addition, general considerations should not be overlooked: For example, from a communication standpoint, evaluators will be looking for clarity, coherence and a logical flow of information. Keep in mind that they are neither required nor expected to read between the lines. Your proposal must clearly present the necessary information, exactly where and how the evaluators expect to find it.

Adopting the evaluator’s viewpoint

Thinking like an evaluator means stepping out of your role as the passionate researcher or innovator, into the mindset of someone who has to critically, quickly and fairly judge your proposal based on a predefined set of criteria. How to approach this in practice:

(1) The art of clear writing

Evaluators must often review multiple proposals in a limited time. Overly complex and jargon-heavy writing can dilute your key messages. Use plain, professional language. Structure your proposal with clear headings and coherent flow. Keep in mind that the evaluator may be an expert in the broader field, but possibly doesn’t have specialised knowledge of your project’s particular niche.

Tip: Incorporate visuals (such as tables, charts and diagrams) to support complex explanations, and enhance the readability by breaking up dense text, e.g. into shorter paragraphs.

(2) Follow the evaluation criteria rigorously

Horizon Europe proposals are judged primarily on three criteria: Excellence, Impact, and Quality and efficiency of the implementation. In the context of your very specific project, address each of them accordingly in your proposal:

  • Under Excellence, emphasise your concept, objectives and methodology.
  • For Impact, demonstrate how your results will make a difference, not just academically, but socially, economically or environmentally.
  • In Implementation, provide a credible work plan, realistic timeline and explain the consortium composition and an appropriate division of roles.

Apart from these overall requirements, concrete expectations are outlined directly in the application form. Each section is subdivided. For instance, the Excellence section includes a sub-section for “Objectives and ambition”. The form provides detailed instructions on what to include in this part, along with a recommendation about the number of pages for the sub-section as a guideline. This suggested length serves purely as an orientation and is not a strict limit. It will help you stay within the overall maximum page limit for the complete proposal, which may not be exceeded – any excess pages will be removed, and evaluators will not see the information they contain!

In terms of content for the “objectives and ambition” sub-section, you are expected to clearly state your project’s objectives, ensuring they align with the Horizon Europe work programme and are both measurable and achievable. You should also explain how your work goes beyond the current state-of-the-art by introducing novel, ground-breaking elements. Furthermore, indicate the project’s maturity in terms of research and innovation, including relevant Technology Readiness Levels, and support your claims with comparisons to existing market solutions, patents, or reference publications where applicable.

Tip: Use the exact wording from the evaluation criteria in your text. This helps evaluators quickly identify that you are directly addressing each required point.

(3) Anticipate doubts

Evaluators are asked to spot weaknesses. Think like an evaluator and try to identify potential red flags in your proposal and address them accordingly.

Ask yourself:

  • Are the objectives measurable and realistic?
  • Is the timeline feasible?
  • Is the budget justified?
  • Which are real risks and are they properly addressed in your proposed risk management strategy?


Don’t leave room for assumptions.

Tip: Ask a colleague who is unfamiliar with your project to check your proposal very critically to simulate an evaluator’s perspective.

(4) Demonstrate your project’s impact

One of the most common reasons for failure of a proposal is a weak Impact section. And for ‘Innovation Actions’, the Impact criterion carries even more weight in the evaluation than the other two criteria, and more than it does in ‘Research and Innovation Actions’. You need to prove your project will achieve something meaningful beyond the project itself.

Evaluators are looking for:

  • A well-thought-out dissemination and exploitation plan
  • Clarity on who the beneficiaries are
  • Long-term sustainability of the outcomes

Tip: Avoid vague statements like “this research will help society.” Be specific: Who exactly benefits? How? When?

Don’t just mention the expected impacts, but translate them into concrete Key Performance Indicators (KPIs). Evaluators expect a clear demonstration of how you will measure success and provide evidence that your project contributes meaningfully to addressing the issues targeted by Horizon Europe funding.

(5) Think beyond science

Evaluators of Horizon Europe Pillar 2 consortium projects (under the thematic Clusters) are looking for more than academic excellence, they need to see that your project addresses real societal challenges and aligns with EU policy objectives. Be explicit about how your proposal contributes to key Horizon Europe Destinations – strategic impact areas – defined in the Work Programme. You should also link the expected outcomes to the relevant EU policies and strategies referenced there. For example, if your project focuses on sustainable agriculture, demonstrate how it supports the European Green Deal, Farm to Fork Strategy or resilience in food systems.

This policy alignment helps evaluators clearly understand the broader relevance and value of your work, enhancing the prospect of a high score.

(6) Ensure consistency across the proposal

Evaluators don’t read your proposal’s individual parts in isolation, they look for coherence. If you describe an objective in the Excellence section, make sure it’s reflected in your work plan and budget. If you highlight policy influence of your planned project in the Impact section, then you should show in the Dissemination and Communication part how you will reach and engage relevant policy-makers.

Other examples for ensuring consistency:

  • Objectives need to align with the content of the work packages
  • Your budget is reflecting the described activities
  • Partner roles match their expertise

(7) Consortium composition

In Pillar 2 projects (i.e. consortium projects under the thematic Clusters), evaluators expect to see the synergies between the partners of the consortium. They assess whether your consortium has the right mix of expertise, geographic diversity and sectoral representation to deliver on the project’s ambitious goals. Clearly describe each partner’s role and explain why this specific consortium composition is best suited to solve the addressed challenge.

(8) Engage stakeholders and end-users

Show that you understand who your stakeholders are and how they’ll be involved in the project. Initiatives such as co-creation workshops, pilot implementations and policy dialogues that demonstrate active end-user involvement and ensure practical applicability of outcomes will be more favourably assessed.

(9) Presentation matters

One final point about presentation: a well-organised, professional-looking proposal A well-organised, professional-looking proposal makes a good first impression. Consistent formatting, clear layout, uniform fonts and error-free language signal care and competence, and create a trustworthy impression that evaluators may associate with the quality of your project implementation.

Leave enough time before submission for proofreading and layout checks, ideally by someone who’s not involved in the writing process to benefit from a fresh and objective perspective.

Final thoughts: Write for the evaluator

A common mistake among applicants is writing the proposal for themselves or their peers. But in a Horizon Europe proposal, your actual audience is the evaluator. Thinking like an evaluator from the start doesn’t only improve clarity and focus but significantly increases your chances of success.

Your evaluators are looking for consortia that:

  • Deliver EU added value and demonstrate clear impact
  • Respond directly to the expected impact and outcomes of the topic
  • Demonstrate a well-composed and competent consortium
  • Present a clear implementation plan with tangible outputs

Ask yourself: If you were the evaluator, would you want to fund the project? And would you trust this consortium to deliver what is being promised in the proposal?

By taking on the evaluator’s perspective, your proposal goes beyond promises and becomes truly persuasive – and you get a big step closer to Horizon Europe funding success.
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Are you planning to apply for Horizon Europe funding? Check out the new free resource to help you write clear, evaluator-aligned proposals that score higher: Horizon Europe Strategic Proposal Language Toolkit

Need support with your Horizon Europe proposal? Whether you are looking for an expert review, tailored feedback, or full proposal-writing assistance, feel free to get in touch to discuss the best way I can help. 

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

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]]> https://eufundingconsulting.eu/horizon-europe-proposal-think-like-an-evaluator/feed/ 0 Funding from the EU LIFE Programme explained for first-time applicants https://eufundingconsulting.eu/eu-life-programme-first-time-applicants/ https://eufundingconsulting.eu/eu-life-programme-first-time-applicants/#respond Thu, 10 Apr 2025 19:13:28 +0000 https://eufundingconsulting.eu/?p=6862

Funding from the EU LIFE Programme explained for first-time applicants

The LIFE Programme is the EU’s dedicated funding instrument for environment and climate action. To date, LIFE has already co-financed thousands of projects across Europe, promoting environmental protection and sustainable development.

If you are an environmental organisation considering applying for the first time, the application process can feel complex at first glance. This article provides an overview of the LIFE Programme, common challenges for first-time applicants and practical guidance to navigate the process successfully.

Table of Contents

First time applying for the EU LIFE Programme? What you should know

The LIFE Programme is structured into four sub-programmes:

Nature and Biodiversity: Focuses on halting and reversing biodiversity loss, and supporting the EU’s Biodiversity Strategy for 2030.

Circular Economy and Quality of Life: Targets waste reduction, air and water quality, as well as measures to protect, restore and improve the environment.

Climate Change Mitigation and Adaptation: Aims to reduce greenhouse gas emissions and build climate resilience.

Clean Energy Transition: Supports the shift toward renewable energy and increased energy efficiency.

Projects can range from pilot and demonstration initiatives to best practices and policy solutions. The programme is open to public bodies, NGOs, businesses and other entities based in EU Member States or countries that have association agreements with the LIFE Programme.

Within the LIFE Programme, projects can be implemented by multiple partners, or by single beneficiaries.

For more detailed information about the EU LIFE Programme’s structure and the types of projects you may also refer to my previous article “Applying for project funding from the LIFE Programme”.

Benefits of applying for the LIFE Programme

For environmental organisations and other entities working in the environment and climate field, LIFE offers a remarkable opportunity to advance conservation work, support ecosystem restoration, foster circular economy initiatives and scale community-based solutions to environmental challenges.

LIFE funding can help your organisation to:

  • Pilot new environmental technologies or methodologies
  • Test solutions that contribute directly to EU Green Deal objectives
  • Generate measurable, replicable results that inspire broader change
  • Scale up innovative conservation and sustainability approaches
  • Strengthen the visibility and credibility of your work
  • Build lasting European partnerships and cross-border collaborations

In short, LIFE funding can help your organisation to deliver impactful, solution-oriented environmental projects with a European (or even global) relevance.

Common challenges first-time applicants face

Despite its benefits, preparing a LIFE proposal for the first time can be overwhelming. These are some typical hurdles environmental organisations often encounter:

  • Understanding eligibility and focus areas: Applicants may struggle to align their environmental project ideas with the specific objectives and criteria of the relevant sub-programme and Call.

  • Interpreting jargon and guidance documents: EU Calls use technical and policy-specific language that may be unfamiliar, especially for smaller NGOs.

  • Estimating project budgets and co-funding requirements: LIFE projects typically require 40% own co-financing for Standard Action Projects (co-financing rates vary according to the programme strand and type of project), which can be challenging for resource-constrained organisations.

  • Demonstrating EU added value: The EU looks for projects that contribute to EU policy objectives and offer replicable or transferable results.

  • Structuring the proposal clearly: Presenting your idea in a structured, logical and persuasive way is critical to the success of your application.

Being aware of these challenges will help you address them effectively and begin your application in a clear, structured way.

Steps to get started

Once your environmental organisation is ready to apply for funding through the LIFE Programme, follow these key steps to help you prepare:

  • Read the Call documents thoroughly: Start with the official Call text, guidance documents and evaluation criteria. Make sure your idea fits the scope of the sub-programme and Call, and addresses the environmental priorities.

  • Define your project concept: Outline the environmental challenges you are addressing, your objectives, the activities you plan to implement and the expected results. Be ready to explain how your work aligns with EU environmental policy goals.

  • Check the budget and co-financing rules: LIFE projects typically require co-funding, and this should be considered from the beginning. Make sure your organisation can commit the required resources or identify possible co-funders.

  • Look at past projects: The LIFE project database includes a great collection of previously funded environmental projects. Reviewing these can help you understand what has been funded before, how projects are structured, and avoid submitting a project that is too similar to one already funded.

Writing a strong proposal

When you begin writing your proposal, keep the following principles in mind:

  • Explain your environmental project in plain, well-understandable language, especially when describing the problem it addresses, the solution and the expected impact of its activities. Aim for clear, concise language that communicates what you want to do, why it matters and what you hope to achieve.

  • Make sure there is a clear link between your problem statement, objectives, activities and results. Example: If your project addresses marine pollution, start by describing the problem (e.g. high levels of plastic waste on coastal areas), address the problem with specific objectives (e.g. reduce coastal plastic waste by 30%), outline concrete activities (e.g. new technology or methods to address the problem) and explain the expected results (e.g. cleaner habitats, increased community engagement).

  • Highlight how your project contributes to the EU’s environmental and climate objectives, such as the Green Deal, Circular Economy Action Plan or Biodiversity Strategy. What is expected of you here is to explain how your results can be transferred, scaled or replicated in other regions or sectors. This shows the wider relevance of your project beyond the immediate context and adds to its strategic value at the EU level. Example: Development of toolkits or policy recommendations that can be adopted elsewhere too.

  • Technical soundness: Provide evidence, data and a realistic implementation plan. This can include results from previous pilot projects, scientific studies, environmental impact assessments, stakeholder consultations, or relevant baseline data collected at the local, regional or national level.

  • Key performance indicators (KPIs): Clearly define how success will be measured, using specific, measurable and realistic indicators that align with your project goals and expected impact. Examples: A project aiming to improve biodiversity might use KPIs such as the number of native plant species reintroduced, square meters of green space created, or community members engaged in local activities.

  • Sustainability: Demonstrate how your project’s outcomes will be sustained beyond the funding period. This could include integration into local, regional or national policies, long-term financing commitments and partnerships that continue beyond the project’s end. Showing that your impact will last after the project has been completed is a key requirement and will be assessed during the project evaluation process.

From first step to first success

Applying for the EU LIFE Programme for the first time can seem complex, but it is also an opportunity to implement your project idea, strengthen your strategy and connect with a broader European community of environmental actors. With the right preparation, guidance and mindset, first-time applicants are well-positioned to succeed.

Would you like to get support with your LIFE application? Don’t hesitate to contact me to get to know the different options.

You would like to be informed when any new blog articles have been published? Sign up for the EU Funding News & Tips.

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I’m Astrid Mechel and I’ve been working in EU funding and policy for over 20 years, supporting organisations in securing grants across various fields – from social inclusion and environmental sustainability to research and innovation. Through workshops, trainings and hands-on support, I’ve helped many small and medium-sized entities – including nonprofits, public bodies, and companies – take their first confident steps into the EU funding landscape, and apply for EU grants.

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]]> https://eufundingconsulting.eu/eu-life-programme-first-time-applicants/feed/ 0 Set your EU funding proposal up for success – Key steps before the next Call opens https://eufundingconsulting.eu/eu-proposal-key-steps-before-next-call-opens/ https://eufundingconsulting.eu/eu-proposal-key-steps-before-next-call-opens/#respond Fri, 28 Feb 2025 20:30:00 +0000 https://eufundingconsulting.eu/?p=6352

Set your EU funding proposal up for success – Key steps before the next Call opens

The EU Funding & Tenders Portal always features a range of open funding opportunities, but not necessarily in your specific thematic area at any given time. Most EU programmes launch Calls for Proposals on an annual basis—or even less frequently—meaning that if you have a great project idea, there’s a good chance no relevant Call is currently open to which you could apply right away. What is often overlooked is that having more time allows you to lay the groundwork to set your EU proposal up for success already ahead of the Call opening.

Table of Contents

Increasing your EU funding success chances even before the next Call opens

When a Call for Proposal that would be suitable for your project is not open yet, and without alternative funding sources, the natural response is often to wait for the next Call. However, given the intense competition and tight deadlines and the often underestimated time needed to coordinate and finalise a proposal after a Call is announced, using the available time wisely can significantly increase your chances of success.

In fact, the most successful applicants are those who do not wait until the official Calls for proposals are published. Instead, they prepare strategically in advance by refining their project concepts, strengthening partnerships and aligning with EU priorities. If your organisation is looking to secure EU funding, what you can do is to get ahead of the competition and be ready when the Calls are finally launched.

7 effective preparatory actions to enhance your proposal's success

(1) Pinpoint the problem your project aims to solve

Before drafting an EU funding proposal, you need to clearly define the problem your project seeks to address. This step is crucial because EU funding programmes prioritise projects that demonstrate a well-defined need and a clear strategy for achieving impact.

How to specify the problem effectively:

  • Use data and research: Back up your problem statement with relevant statistics, policy reports and scientific studies to show the urgency and significance of the issue.
  • Engage stakeholders: Consult with stakeholders, such as the project’s target beneficiaries, experts and policymakers to validate the problem and refine your understanding of it.

(2) Align your project with EU priorities and policy objectives

EU funding programmes are highly competitive. In most cases, only a small fraction of proposed projects will indeed get funded. An essential element of a successful proposal is its alignment with current EU priorities and policies. By aligning your project with EU priorities, you increase its relevance and demonstrate to evaluators how it contributes to broader policy goals.

It is therefore important to know the main or overarching strategic policy frameworks and review key EU documents which are related to the policy area your project would belong into, or would have an effect on. Examples are the EU Green Deal/ Clean Industrial Deal, Farm to Fork Strategy, or the EU Charter for Fundamental Rights, Strategy for the Rights of Persons with Disabilities, and other.

Follow policy developments and stay updated on European Commission announcements, sector-specific strategies, and draft work programmes if they are available. For instance, at the time of writing of this article, Science Business regularly publishes unofficially obtained “leaked” draft work programmes for Horizon Europe. A word of caution here: It could happen that the content will have changed in the final version and in the worst case scenario a topic you are interested in may have been scrapped. However, such drafts may well serve as an orientation.

(3) Be clear what impact your project aims to achieve

Once the problem is well-defined, outline the expected impact of your project and how it will be achieved. Maps out how your proposed activities will lead to measurable short-term and long-term outcomes. Be specific about:

  • Outputs (direct results of activities, such as reports, workshops, or new technologies)
  • Outcomes (behavioural or systemic changes your project will bring)
  • Impact (longer-term benefits for society or the environment, climate)

(4) Strengthen your consortium and build strategic partnerships

Many EU funding programmes, especially Horizon Europe, require international and multi-stakeholder collaborations. A well-structured consortium of complementary partners enhances the credibility and feasibility of your planned project.

How to build a strong consortium:

  • Identify gaps in expertise: Determine what skills, research capabilities or access to target groups through networks etc. your project needs, and seek partners who can fill those gaps.
  • Engage partners: Experienced organisations, such as universities, research institutions, industry partners and NGOs with a strong track record in EU-funded projects can bring in a particular added value. This doesn’t mean you should exclude newcomers from your considerations. On the contrary, they can bring fresh perspectives, specialised expertise and innovative approaches that enrich the project. Additionally, involving new partners can help expand networks, foster cross-sector collaboration and introduce novel solutions that established consortia might overlook.
  • Clearly define roles: Ensure each partner has a well-defined, meaningful role and that responsibilities are balanced.


By preparing your consortium in advance, you save valuable time once the Call is published and increase your chances of submitting a compelling proposal.

(5) Familiarise yourself with EU key documents and guidelines

Each EU funding Call includes detailed guidelines covering eligibility criteria, evaluation processes, page limits and formatting requirements. While the Call document itself is not available yet before a Call is published, it can still be worthwhile to check previous Calls of very similar topics.

Moreover, the EU Funding & Tender Portal has a section on “reference documents” which you can already check out, such as guidance, manuals and reference documents for each of the EU programmes, for example in view of understanding evaluation criteria.  

(6) Prepare core proposal elements in advance

Rather than waiting for the official Call to open, you can already start drafting key sections of your proposal early. Many parts of an EU proposal require thoughtful planning, and working on them in advance will streamline the final application process.

Elements you can prepare already:

  • Problem statement and background research
  • Project objectives and expected impact
  • Methodology and work plan
  • Preliminary budget outline
  • Sustainability and dissemination strategy (including how project results will be used beyond the funding period)


Preparing these sections in advance allows you to refine your ideas and avoid last-minute stress when the Call is finally released.

(7) Seek expert guidance and proposal support

Many organisations miss out on EU funding due to unclear proposals, not addressing all evaluation (sub-)criteria, or missing key strategic elements. Working with an EU funding expert or grant writer can significantly enhance the quality and competitiveness of your application.

How an expert can help:

  • Reviewing and improving your project concept
  • Ensuring alignment with EU priorities and funding criteria
  • Strengthening the clarity and coherence of your proposal
  • Providing insights into what evaluators look for


Investing in professional support can be the decisive factor in transforming your application into a winning proposal.

Plan, strategise and be a step ahead

Waiting for the next Calls for Proposals doesn’t mean standing still. The organisations that win funding are those that prepare in advance, align their projects with EU priorities and position themselves strategically for success.

Just to be clear, I’m not suggesting you draft an entire proposal before the Call even opens – that wouldn’t be the wisest move. After all, the proposal will always need some fine-tuning to align with the (published) Call text, factoring in all its nuances and subtle cues about what’s actually expected for a winning project.

That said, by engaging early you can:

✅ Define your project’s goals and expected impact

✅ Align with EU policy goals

✅ Build strong partnerships

✅ Study key documents

✅ Draft core proposal sections early

✅ Seek expert guidance

…  you can simplify your writing process once the application opens. This will help you craft a well-structured, clear and impactful proposal, maximising your chances of securing EU funding.

Would you like to get a deeper understanding what is expected in a proposal? Get the new Quick Guide “Impact, Outcome & Co: Your Compact Guide to Avoiding Mixing Up the 10 Fundamental EU Funding Terminologies and Addressing Them Correctly In Your Proposal”.

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/eu-proposal-key-steps-before-next-call-opens/feed/ 0 Avoiding common mistakes in financial management of Horizon Europe projects https://eufundingconsulting.eu/financial-management-horizon-avoid-errors/ https://eufundingconsulting.eu/financial-management-horizon-avoid-errors/#respond Tue, 21 Jan 2025 22:00:00 +0000 https://eufundingconsulting.eu/?p=6139

Avoiding common financial mistakes in Horizon Europe projects

Horizon Europe offers funding opportunities for cutting-edge research and innovation projects. However, managing finances can be challenging due to the programme’s complex regulations, and mistakes may result in substantial reductions in grant payments. This article explores common financial errors in Horizon Europe projects and provides guidance on how to avoid them. Read my guest expert article which I have written for EMDESK.

Do you need support with an EU grant application or an ongoing project? Check out my EU grant writing support offers.

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Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/financial-management-horizon-avoid-errors/feed/ 0 Stakeholder engagement in the development of EU funding programmes – Who, when and how? https://eufundingconsulting.eu/stakeholder-engagement-eu-funding-programme-development/ https://eufundingconsulting.eu/stakeholder-engagement-eu-funding-programme-development/#respond Mon, 16 Dec 2024 18:00:00 +0000 https://eufundingconsulting.eu/?p=5910

Stakeholder engagement in the development of EU funding programmes – Who, when and how?

Published on 16 December 2024

Have you ever wondered how EU programmes are being developed and who decides about the overall orientation what can be funded within the individual programmes? We are now already in the second half of implementation within the 2021-2027 EU funding programmes. Discussions have started about the outline of the programmes for the next funding period from 2028 onwards.

The official proposal for the next Multi-Annual Financial Framework (MFF) is currently being expected from mid-2025. Now is the time when funding priorities are being engineered. There are ways to influence the design and contents of the future programmes, and advocacy activities of the main stakeholders have started.

The article illustrates the decision-making process leading up to EU funding programmes and provides insights how stakeholders can influence its contents.

Table of Contents

Preparing the next Multiannual Financial Framework (2028-2034)

As we look ahead to the next Multiannual Financial Framework (MFF) for the years 2028-2034, discussions about EU funding programmes are intensifying. The programmes will be concentrating on the European Union’s priorities and strategies for the future. Hence, challenges such as addressing climate change, fostering digital transformation, competitiveness and safeguarding an inclusive society are among the priorities.

However, the exact funding contents and how the shares of the big funding pot will be distributed to individual programmes is a matter of intense negotiations and lobbying by the different stakeholders such as EU Member States, industry, research actors, civil society organisations and many more. Each of the stakeholder groups have their own specific angle and time-specific intervention options. So, how are these funding programmes decided, and when and how can stakeholders effectively influence their content?

EU strategic priorities and other factors influencing the next MFF and funding programmes

The MFF sets the financial priorities for seven years, providing predictability and stability for both EU institutions and Member States. The next budget will be a means to address the EU’s Strategic Agenda 2024-2029, in line with current major challenges such as the green and digital transitions, creating an innovation- and business-friendly environment, promoting social fairness as well as investments in skills, training and education.

Other factors of influence include:

  • Evaluation of past and current programmes: Insights from ex-post evaluations of previous EU programmes as well as mid-term reviews of ongoing EU-funded programmes are being analysed to identify successful initiatives, gaps and opportunities for improvement.

  • Global trends: The drafts for the MFF and funding programmes will be constantly evolving in case of new situations regarding technological developments, geopolitical shifts and significant new findings regarding e.g. climate change. Those developments would usually result in an adaptation of the proposals and funding strategies.

  • Budgetary constraints: 27 EU Member States will be involved in the budget negotiations – some of them having competing interests. Wealthier Member States (net payers) may push for lower budgets, while others advocate for higher funding to address economic disparities.

The MFF adoption process

In view of the strategic priorities and other influence factors as described above, the draft MFF, and later the proposals for EU funding programmes, are prepared, with the European Commission in the lead. The Commission conducts consultations, assessments and impact analyses to determine financial allocations and programme structures.

In the European Council, the EU Member States debate the budget proposal, while seeking compromises between national and EU-wide priorities.

The European Parliament has co-decision power, enabling it to amend and approve the final framework.

During the negotiation phase, the European Council, Parliament and Commission engage in Trilogues for the Multiannual Financial Framework (MFF) proposal. They aim to resolve differences and agree on a final budget framework, including funding priorities and mechanisms. The trilogues are then followed by a formal adoption by both the Council and Parliament.

Implementation of the MFF through EU funding programmes

As the MFF is usually adopted very late in the process due to lengthy negotiations, the EU funding programmes are already being prepared and negotiated in parallel. Once the MFF is adopted, specific funding programmes, such as (in the current funding period) the research and innovation programme Horizon Europe, the environment and climate action programme LIFE, and the Citizens, Equality, Rights and Values Programme (CERV), are being formally established. These programmes then include the financial commitments for the implementation of related policies through grants and other funding tools.

Shaping the priorities within EU Funding Programmes

Several factors influence the content and structure of EU funding programmes:

Consultations with stakeholders such as citizens, industry, NGOs and public authorities play a significant role in defining programme goals. The publication of formal consultations for the next EU funding programmes can be expected in 2026. However, the Commission also engages in permanently ongoing stakeholder involvement and consults with e.g. NGOs, private sector representatives, academia and think tanks to explore sector-specific needs and gather various perspectives.

Moreover, the Commission gathers input from the European Parliament, the Council of the EU, the Committee of the Regions and the European Economic and Social Committee. They are in constant interaction with EU  Member States representatives as well, for example through Programme Committees of established programmes.

EU Programme Committees exist for some of the EU programmes (e.g. Horizon Europe, LIFE). They are composed of representatives from Member States’ administrations and experts working in the concerned policy area. They are supporting the European Commission in the implementation of the programme. They can as well support the Commission in view of the preparation of the succeeding thematic funding programme – or another dedicated structure can be established. For example, during the Horizon Europe preparations a so-called “shadow committee”, holding the status of a Commission expert group, was set up (Horizon Europe Shadow Committee – including thematic sub-groups).

Programme Committees (or designated thematic expert groups) provide a platform for technical discussions and aim to ensure that new funding initiatives are aligned with EU strategies and actual and factual needs, including national realities and circumstances. Such advisory bodies take lessons learned from previous and current programmes in consideration, identify gaps and propose solutions to enhance efficiency and impact of the future programmes.

How stakeholders can influence EU funding programmes

Stakeholders have several options to try to influence the shape of EU funding programmes. During this process, the right timing is a decisive factor for being heard and receiving attention. Stakeholders should preferably engage well before the finalisation of the MFF proposal. This includes monitoring policy developments, official statements of the Commission, press coverages, and reacting to these. At the time of writing of this article, various stakeholders have already proactively shared their positions and recommendations regarding the upcoming MFF.

There are different target audiences for conveying your messages:

European Commission

Stakeholders can contribute to the public consultations conducted by the European Commission, and participate in stakeholder dialogues and workshops organised by the Commission. These consultations allow stakeholders to advocate for specific priorities or funding needs and to highlight challenges faced by particular sectors or regions. Such statements presented should be accompanied by data and case studies to support the positions conveyed.

Also, stakeholders can approach the Commission directly, for example by sending a position paper and asking for a bilateral meeting.

Building Alliances with like-minded stakeholders

Forming coalitions amplifies influence. Coalitions within your thematic sector, but also cross-sectoral alliances, such as between industry, NGOs and research organisations, can present unified positions to policymakers. Joined forces often carry more weight than individual advocacy efforts.

Engaging with the European Parliament

The European Parliament plays a crucial role in the adoption of the MFF and funding programmes. MEPs are approachable and often work within specific areas, for example in thematic European Parliament committees, such as ITRE (Industry, Research and Energy) or ENVI (Environment, Public Health and Food Safety).

Advocating at the national level

National governments are negotiating the MFF and funding programmes in the Council. Stakeholders can approach (the offices of) representatives from the responsible ministries who participate in Council meetings (higher political level), to ensure that national positions reflect stakeholders’ priorities. One way is by submitting position papers and/or proposing meetings. Moreover, stakeholders can approach Programme Committee members (technical level) and provide evidence-based inputs, to try to influence the direction of upcoming funding priorities.

Often, national ministries organise structured stakeholder consultations as well, either through surveys or workshops with stakeholders. Some ministries have established advisory groups with representatives from relevant sector organisations.

Preparing for 2028-2034

EU funding programmes provide financing for the implementation of the EU’s policy priorities. While the developmental procedures towards the eventually adopted programmes is complex, the processes are also rather open and of participatory nature. Stakeholders who engage early, build alliances and advocate strategically have a viable chance to influence some of the outcome. As the 2028–2034 MFF preparations have started within the Commission, now is the time for stakeholders to start engaging to ensure their voices are heard and reflected in the EU’s funding programmes.

While it is important to get involved in the advocacy process at an early stage, it is nevertheless important to stay in the game until the very end (= the final adoption of the programmes) to react to priority reshufflings happening along the way and ensure your group’s needs stay continually recognised.

Are you preparing an EU funding proposal and are looking for support? Get in touch via this link.

Would you like to be informed when any new blog articles have been published? Sign up for the EU Funding News & Tips.

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/stakeholder-engagement-eu-funding-programme-development/feed/ 0 Planning work packages, milestones and deliverables for your EU funding proposal https://eufundingconsulting.eu/eu-project-planning-work-packages-milestones/ https://eufundingconsulting.eu/eu-project-planning-work-packages-milestones/#respond Mon, 18 Nov 2024 07:30:00 +0000 https://eufundingconsulting.eu/?p=5720

Planning work packages, milestones and deliverables for your EU funding proposal

For writing a convincing EU proposal in response to an EU Call for Proposals, a well-thought-out project planning is a prerequisite. In this article, get important insights how to plan your work packages, milestones and deliverables proficiently so that you meet the EU evaluators’ expectations.

Table of Contents

EU project proposal planning in line with EU expectations

When planning the work packages, milestones and deliverables for an EU project proposal, it’s essential to have a clear structure and planning of your project in place before starting to write your proposal. When you are developing your project plan, you already need to pay attention to the European Commission’s expectations for an EU project such as in particular the added value of your project, its impact, and a smooth and efficient implementation. This article addresses how to approach your project planning accordingly.

How to address work packages, milestones and deliverables in your EU funding proposal

Work Packages

Work Packages break down the project into manageable tasks and targets. Each work package represents a key activity area that will contribute to the overall objectives of your project.

To start, define your project’s components. Identify the major activities of your project, which are necessary to reach the intended impact, value and usefulness for your project’s determined beneficiaries. Then allocate these to distinct work packages.

Firstly, you will most probably have a separate work package on project management, including for coordination and administration tasks as well as the periodic reporting of the project for the European Commission.

Moreover, you will need work packages for the technical work of your project, i.e. activities which are necessary to achieve the project’s specific goals. Examples are a work package on citizen engagement activities, or on training and capacity building (within a CERV proposal), or a work package on the development of a prototype (in Horizon Europe or the LIFE Programme).

It will also be beneficial to assign a dedicated work package for communication and dissemination in your proposal. The EU usually explicitly requires a dissemination and communication strategy as part of project proposals, especially for programmes like Horizon Europe, LIFE and CERV. The European Commission assigns significant importance to the dissemination and exploitation of project results to maximise the project’s impact in order to ensure the uptake of the results by relevant stakeholders to enhance the projects’ sustainability.

Some further tips how to proceed when you are planning your work packages:

 

  • Ensure that each work package directly contributes to achieving the project’s overall objectives. Each work package should have a clear purpose and be directly connected to one or more project goals.

 

  • Assign responsibilities clearly to ensure the successful completion of tasks within each work package. Each work package needs to have a designated leader, i.e. either a project manager or a department. The responsibilities for the individual work packages should be allocated to partners with the most relevant expertise to allocate appropriate workloads and ensure resource optimisation.

 

  • Clear timelines are important: Define when each work package starts and finishes and ensure that the work packages are scheduled logically, keeping inter-dependencies in mind. It is recommendable to use a Gantt Chart for the timeline, or a Pert Chart to also illustrate the relationships and dependencies between tasks.

 

  • In the application form’s section on Risk Management, identify potential risks during the implementation of each work package, such as possible delays or obstacles. Describe suitable risk management strategies for each work package, outlining how to mitigate these risks.

 

  • For each work package, you will need a minimum of one milestone and one deliverable, in practice usually more. The number of milestones and deliverables needs to be adjusted to the complexity of a project. Especially in larger projects a higher number of milestones and deliverables can be expected.

 

Finally, make sure that the work package align with the project’s overall goals and that they contribute to the expected impact and those EU priorities that are relevant to the Call for Proposal you are applying for. Therefore, the work packages should include activities that generate innovative solutions, recommendations, societal benefits etc. – in line with the Call’s requirements.

Milestones

Milestones are critical checkpoints in the project timeline. They mark the completion of key project phases or activities and are a means to control if the project is advancing as planned. When defining your milestones, follow the SMART principle, i.e. milestones should be Specific, Measurable, Achievable, Relevant and Time-bound:

  • It is important to set realistic, achievable milestones as they are a contractual part of your grant agreement (as it is also the case for work packages and deliverables) and will be checked during project implementation. The progress made in achieving milestones – and deliverables (see below) – needs to be inserted in the continuous reporting module during grant management.

  • Milestones are integral parts of work packages and the responsibility for their completion has to be assigned to specific project partners.

  • Each milestone should correspond to the completion of a significant task or group of tasks. Milestones often align with decision points when important decisions must be made.

  • Examples for milestones are the approval of a strategy document, the completion of a needs assessment report or the finalisation of training materials.
 
For each milestone, a means of verification has to be provided as evidence to confirm that the milestone has been achieved as planned. Means of verification can include documents, reports, test results records or attendance lists for organised events.  

Deliverables

Deliverables are concrete outputs or products generated within the project. They should directly contribute to the project’s objectives and expected impacts:

  • In your proposal, describe each deliverable, outlining what it is, how it will be produced and its importance to the project.

  • Assign the responsibility for a deliverable to specific project partners and set realistic deadlines. The deadlines for each deliverable are linked to the relevant work packages and milestones.

  • Tailor the deliverables to the specific purposes of the related work package and targeted audiences. If your deliverables are associated to businesses or NGOs, deliverables could be technical reports, or trainings that provide specific insights and skills. If your activities are policy-related, deliverables could be thematically related, evidence-based policy papers or case studies which provide recommendations. In case of activities dealing with end-users, deliverables should be practical and accessible, for example user guides, apps or other interactive tools.

    Within these deliverables, adjust the used language appropriately, i.e. you could include technical terms for experts, an advisory style for policymakers, and a clear and inspiring style for end-users.
 
EU funded projects are expected to have a broad outreach in order to impact as many people as possible. Therefore, you will as well need to develop a plan for the dissemination of deliverables (e.g., reports, campaign materials, tools) to stakeholders, the public or decision-makers.

Integration of Work Packages, Milestones and Deliverables

Let’s summarise and break down the different components and their purposes in a project: Work packages are the main overall components of the project, fulfilling the project’s objectives. Milestones act as markers for progress, for example at the completion of a work package or after an important deliverable is produced. Associated means of verification (e.g. attendance sheets, photos, feedback forms, presentation materials, etc.) provide the necessary supporting evidence to demonstrate that the milestone has been reached. Deliverables are concrete project outputs.

As a concrete example, for a work package on “Needs Assessment for Vocational Training in Mechanics” we could have:

  • Milestone: Data collection completed and preliminary findings identified
  • Means of verification: Stakeholder consultation records, completed surveys/questionnaires
  • Deliverable: Needs assessment report including key findings and recommendations for vocational training programmes in mechanics

Ensuring Impact and Coherence of Work Packages, Milestones and Deliverables

In order to develop a compelling EU funding proposal, it is crucial to ensure coherence between your work packages, milestones and deliverables. Each of them should clearly demonstrate that the project will deliver measurable impact in line with the objectives of the Call for Proposal and the related EU programme.

A clear work plan with well-structured work packages, achievable milestones and concrete deliverables will make your proposal better and more competitive.

Wishing you lots of success with your project proposal!

Are you planning to apply for Horizon Europe funding? Check out the new free resource to help you write clear, evaluator-aligned proposals that score higher: Horizon Europe Strategic Proposal Language Toolkit

In case you would like to get support for drafting your EU funding proposal, please don’t hesitate to get in touch via this link.

Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

]]> https://eufundingconsulting.eu/eu-project-planning-work-packages-milestones/feed/ 0 Getting prepared for your first CERV funding application https://eufundingconsulting.eu/getting-prepared-for-cerv-funding/ https://eufundingconsulting.eu/getting-prepared-for-cerv-funding/#respond Wed, 23 Oct 2024 14:00:00 +0000 https://eufundingconsulting.eu/?p=5560

Getting prepared for your first CERV funding application - A 6-step approach

The EU’s Citizens, Equality, Rights and Values Programme (CERV) supports projects that promote a more inclusive, democratic society, and enhance citizen participation across the EU – offering funding to a wide range of actors such as civil society organisations and public authorities.

If your organisation is considering applying for the first time for a CERV grant, use this step-by-step guidance to prepare yourself for writing a compelling project proposal.

Table of Contents

Getting on the right track with your CERV funding application

The EU Citizens, Equality, Rights and Values Programme (CERV) offers project funding opportunities for a wide variety of organisations that aim to create a more inclusive, equal, and democratic society in the EU. Applying for a CERV grant can be challenging due to multifaceted application requirements, especially for (smaller) organisations with limited resources, and when applying for the first time. A well-structured approach when preparing your application will save you quite some hassle. Follow the below 6 steps to start off on the right foot.

This article explains the application aspects, for more information about the existing thematic funding areas within CERV you may also like to read my previous article about the EU CERV programme.

Your step-by-step preparation when applying for project funding from the EU CERV Programme

Step 1: Meeting essential Call requirements

Before you start writing your application, check the documents in the EU Funding & Tenders Portal for the Call for Proposals you would like to apply for. You will need to analyse the text of the Call itself very thoroughly to determine if your project aligns with the objectives of the EU CERV programme. The CERV programme supports projects that promote democracy, EU values, equality, rights and active citizenship. Likewise, applicants must ensure their project fits within the specific, further defined areas indicated in the concrete Call.

Your organisation itself needs to be eligible, based on the type of entity (non-profit, public authority, etc.) and the country of registration. Only organisations from EU Member States and certain associated programme countries are eligible for CERV funding. If your organisation has never applied for EU funding through the EU Funding & Tenders Portal before, you will still need to register your organisation and create an account on the Funding and Tenders Portal in order to be able to proceed.

Step 2: Relevance and impact of your project

You need to ask yourself what the relevance of our project in relation to the CERV programme’s goals are. The EU looks for projects that bring innovative solutions to societal problems. Your proposal must clearly demonstrate how the project contributes to CERV’s objectives, such as for example fighting discrimination, promoting gender equality and protecting EU citizens’ rights. How does your project introduce new approaches, methodologies or tools that can contribute to CERV’s and in particular the Call’s objectives?

Moreover, determine what impact your project will have. Applicant organisations need to describe the expected outcomes, both short-term and long-term. How will the project benefit the target groups? How does it address pressing social issues or challenges identified at EU level? Does the project demonstrate an European added value? The EU is seeking to fund projects which generate value beyond national or regional interests and benefit several EU Member States.

Step 3: Capacity and partnerships

Most CERV Calls for Proposals require you to form an international consortium to implement the project. A coordinator will have to be appointed who then applies on behalf of the consortium. The EU requires that all participating organisation have a sufficient operational capacity, such as related experience, skills and personnel to carry out the project successfully.

Strong partnerships are important. You need suitable partners from other eligible countries who are reliable and are committed to contribute to the project effectively.

Step 4: Budget and co-financing

When you are preparing your proposal, you will need to establish a well-structured and realistic budget in view of the expected costs, and demonstrate an efficient use of resources. A inadequate budget (in relation to the planned activities and staff resources) can harm the success of your application or cause issues during project implementation.

CERV funding usually requires co-financing. This means the EU funds a certain percentage of the project (often up to 80%), and the applicant organisation(s) must secure the remaining amount through own resources or further donors.

Step 5: Sustainability of your project

The EU values projects that have long-lasting effects, i.e. beyond the end of the funding. Applicant organisations should show how they will ensure the project’s sustainability, for example through continued funding from other sources, the integration into ongoing activities or policy influence.

Moreover, organisations which receive funding must already indicate in their application how they plan to share the outcomes, best practices and lessons learned from the project with relevant stakeholders at the local, national and EU levels, to enable a wider positive impact of the project later-on.

Step 6: Work plan, monitoring and evaluation of the project

In your application, you break down the project into Work Packages including project activities and phases, and determine realistic and achievable milestones which mark the completion of key activities.

In this context, you will also need to plan how to measure the success of your project. You will need to draw up a clear plan for monitoring the project’s implementation, by using specific indicators to evaluate the project’s progress. Also, you will need to define measurable outputs. Such deliverables can be for example reports, handbooks, training materials or other specific results from the project activities.

Last but not least, get prepared to submit regular progress reports and the final report to the EU and plan in the necessary resources for the reporting.

Alignment, objectives and impact

By addressing the above key questions and steps, you will have a good starting point for your CERV application. By aligning your project’s objectives and activities with the priorities of the EU Citizens, Equality, Rights and Values programme, demonstrating measurable impact on areas such as citizens’ rights, equality, and/or democratic engagement in line with the Call specifications, you will increase your chances of securing funding.

Wishing you lots of success!

Are you planning to apply for a CERV grant and would like learn step-by-step how to craft a compelling proposal? Join the hands-on, interactive online CERV proposal writing workshop on 4 September 2025! 

Do you need support with your CERV application? Please don’t hesitate to contact me.

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Astrid Mechel - EU Funding Consulting

Author: Astrid Mechel

https://eufundingconsulting.eu

Hello, I am Astrid Mechel and I work (for the most part) with small and medium sized organisations who aim to access EU funding. It is my goal to help discovering suitable EU project funding possibilities and to provide support to submit a high-quality grant application. My main thematic focus is on grants for research and innovation, environmental sustainability as well as on social inclusion and participation.

Read more articles here:

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