Your Grantseeking Checklist: Creating a Consortia Application for Horizon Europe

grantseeking checklist

Horizon Europe is the EU’s key funding program for research and innovation, designed to tackle climate change, achieve the UN’s Sustainable Development Goals, and boost the EU’s competitiveness and growth. As a  programme funded by the European Commission, it aims to foster cohesion among member states. Therefore, creating a consortium with at least three entities from three different countries for these calls is crucial for securing funding. This grantseeking checklist provides a step-by-step approach to creating an effective consortium.

 

STEP 1: UNDERSTAND THE CALL

Read the Call Text Carefully

The first step is to thoroughly understand the specific Horizon Europe call you are interested in. Each call will have detailed requirements, objectives, and expected outcomes. Make sure you:

  • Read the call text multiple times
  • Understand the specific goals and scope of the call
  • Identify the types of projects and activities that are eligible for funding
  • Read carefully all the Annexes of the call

Identify Key Requirements

Take note of things like –

  • Eligibility criteria
  • Budgetary guidelines
  • Deadlines and submission procedures
  • Evaluation criteria and expected impacts
  • Type of actions

Note: If you have any questions about the call, budget description, or any other information, do not hesitate to contact the main POC of your country, but please note that it takes some time to receive an answer, so collect all your questions and send them all at the same time.

STEP 2: IDENTIFY POTENTIAL PARTNERS

Types of Partners

A strong consortium typically includes:

  • Academic institutions (universities and research organizations)
  • Industry partners (small and medium-sized enterprises, large corporations)
  • Public sector organizations (government bodies, municipalities)
  • Non-profit organizations (NGOs, advocacy groups)
  • International partners (organizations from other nonassociated countries)

Finding Partners

Utilize various channels to find potential partners:

  • Existing Networks: Leverage your personal and institutional networks
  • Brokerage Events: Attend Horizon Europe brokerage events and information days
  • Partner Search Tools: Use the European Commission’s Partner Search Tool and other databases
  • Social media and Online Platforms: Engage with relevant communities on LinkedIn, Twitter, and dedicated research platforms

STEP 3: ASSESS PARTNER CAPABILITIES

Evaluate Expertise 

Ensure that each partner brings relevant expertise and skills to the project. Look for:

  • Scientific and technical expertise
  • Experience with EU-funded projects
  • Complementary skills that enhance the consortia’s overall capability

Check Commitment

Verify the commitment levels of potential partners. Discuss:

  • Their interest in the project’s goals
  • Their ability to contribute resources (time, personnel, facilities)
  • Their past performance in similar projects

 

STEP 4: DEFINE ROLES AND RESPONSIBILITIES

Clear Distribution of Tasks

Define clear roles and responsibilities for each partner. You can use organisng tools like Gantt Charts for project planning. This includes:

  • Project leadership and coordination
  • Work package leaders and contributors
  • Administrative and financial management
  • Dissemination and communication tasks

Draft a Consortium Agreement

A consortium agreement outlines the terms of collaboration. It should cover:

  • Intellectual property rights
  • Decision-making processes
  • Conflict resolution mechanisms
  • Financial management and budget distribution
  • Project development

 

STEP 5: DEVELOP A COMPETITIVE PROPOSAL

Collaborative Writing

Develop the proposal collaboratively. Make sure you are targeting the goals and eligibility points of the call! Key components include:

  • Excellence: Clear objectives, innovative approach, and sound methodology.
  • Impact: Expected impacts, exploitation and dissemination plans, and risk management.
  • Implementation: Detailed work plan, project management structure, and resource allocation

Seek Feedback

Before submission, seek feedback from:

  • Internal reviewers within your organization
  • External experts and consultants
  • National Contact Points (NCPs) who guide Horizon Europe applicants

 

STEP 6: SUBMIT THE PROPOSAL

Final Checks

Ensure that:

  • You and the rest of your partners are registered in the portal.
  • All sections of the proposal are complete and meet the call requirements.
  • The budget is accurate and aligns with the guidelines.
  • All partners have provided the necessary documents and commitments.

Submission

Submit the proposal through the Horizon Europe Funding & Tenders Portal at least a week before the deadline. If you submit last-minute proposals, the portal may collapse due to the high traffic and you might not be able to submit it. Meanwhile, keep track of:

  • Confirmation of submission.
  • Acknowledgement receipts and follow-up communications from the European Commission.

 

STEP 7: POST-SUBMISSION ACTIVITIES

Prepare for Evaluation

Be prepared to:

  • Respond to any requests for additional information from the evaluators
  • Participate in interviews or hearings if required.
  • Checks, audits, reviews, and investigations.

Plan for All Outcomes

Regardless of the outcome:

  • Success: Prepare for project kick-off and implementation.
  • Rejection: Do not give up! Failure is the key to success! Seek feedback on the proposal’s strengths and weaknesses and use that feedback to improve your future applications and consider all these suggestions for resubmission in future calls.

Building a consortium for a Horizon Europe call is a meticulous process that requires strategic planning, effective communication, and collaboration. By following these steps, you can enhance your chances of creating a robust consortium capable of developing a compelling proposal that meets the Horizon Europe calls objectives. Remember, a well-prepared consortium is key to unlocking EU funding for innovative research and development projects.