1. 1 EU grant applications Agenda EU grant process Preparations before call for proposals Making the application – overview The written document The budget Financial record keeping Internal grant programmes External grant programmes

2. 2 EU Grant process (1) Programme documents Policy document (2 to 5 years) (policy objectives, themes/strands, geographic focus, criteria, money available, timetable) (“Programme document”) Annual work programme – lists calls for proposals – when, and what they will cover “Call for proposals” call for proposals - typically requires submission within 90 days. Very competitive – e.g. only 1 in 10 applications successful in some programmes

3. 3 EU grant process (2) Key factors Precise criteria Co-financing (50% -- 10%) – no “in-kind”. Often must be arranged by date of application Partners usually needed Expenditure – strict rules (eligibility, record-keeping) EU will not fund more than agreed share - % or total Logical framework, external evaluation, independent audit all now standard requirements

4. 4 Preparations before call for proposals (1) Identify Programme & study documentation Prepare project outline (ideally using logical framework) Be clear about: purpose, target group, precise objectives, impact, performance indicators Realistic, modest, sustainable Not duplicating existing EC grant in this country/topic Check against your organisation’s strategy

5. 5 Preparation before call for proposals (2) Check you have capacity Must have: registered organisation, constitution, audited accounts, annual report Ensure you have, or can get, necessary skills (coordinator, technical knowledge, budgeting/ planning/financial expertise) Line up co-financing (e.g. EU member state embassies) Find partners – if first time – find another organisation to be lead partner Financial capacity – won’t grant more than 3 x your annual budget

6. 6 Preparation before call for proposals (3) Partners Must be eligible – Programme criteria + organisational capacity Complete understanding between partners essential (so project outline; agree scope of project, roles, financial arrangements) Sign “letter of intent”, or better still, complete Commission partnership agreements (Europeaid) in draft at this stage NB: Lead partner responsible for actions of all partners – e.g. if partner fails to keep records of expenditure, lead partner liable

7. 7 Call for proposals published Study guidelines very carefully and follow to the letter! Seek advice on anything which is not clear Check that project meets the exact criteria – redevelop if need be

8. 8 Making the application The written submission Clear structure (e.g.: summary, background, objectives, activities and how conducted, sustainability, measurement and evaluation); Clear simple language (avoid jargon, except theirs) Avoid repetition Presentation: index, sections, paragraphing, bullet points, planning charts Standardise use of capitals, define acronyms, explain third parties

9. 9 Structure of written submission (1) Background Clear identification of target group Needs assessment (indicators) Analysis of existing achievements or attempts in same area of activity Analysis of potential resources Building of reliable partnership Understanding of strengths and weaknesses

10. 10 Structure of written submission (2) Objectives Show that: New objectives, bringing added value Precisely aligned with Programme objectives Realistic, achievable – clearly meeting the identified needs Real project – not a feasibility study Substantial and genuine capacity building

11. 11 Structure of written submission (3) Activities In line with objectives and identified needs Not duplicating work already financed under EC or other donor funded projects Real involvement of partners and local initiatives (as applicable) Real capacity building for partners

12. 12 Structure of written submission (4) Implementing activities Must show: Clear management structure, particularly co-ordination Management capacity (technical, admin, accounting) Clear definition of roles (partners) Balanced roles – to ensure capacity building for partners Transfer of know-how Well defined outputs and multiplier effects Realistic, directly measurable performance indicators, with sufficient quantitative references

13. 13 Structure of written submission (5) Sustainability Show: Real local ownership Dissemination and use of project results Guiding materials for long term training If funding needed after end of project, how? (business plan)

14. 14 Making the application The budget Cost of all proposed activities to be clearly identified; Only costs related to proposed activities! Show which project member will do the work; fair distribution of money Ensure that costs are realistic (EC evaluators are trained to check for “value for money”; e.g. staffing) staff costs based on market value

15. 15 Administrative compliance You must prove you have the capacity to manage the project: Submit every bit of documentation required! (e.g. annual report, certified audited accounts, official organisation registration papers, statutes, CV’s of project team members (and for partners also)) Must sign! 50% of external applications fail administrative compliance

16. 16 Financial record- keeping Expenditure – no invoice = no grant! Must be something specified in approved budget Expenditure before start date or after end date will not be accepted Allocations – transparent in the accounting records, and supported by evidence (e.g. timesheets)

17. 17 Internal grant programmes relevant to LGBT organisations Brussels administered Daphne II (violence against young people, children and women) (2004 - 2008) Youth Community Action Programme (to 2006) Culture 2000 Life long learning Public health Promotion of Active European Citizenship [Social inclusion/ Gender equality/Non- discrimination] Administered at national level EQUAL (laboratory for new ideas in employment / social inclusion) Issues identified in accession process (new member states) Support for NGOs in ten new member states

18. 18 External grant programmes relevant to LGBT organisations (1) All administered by “Europeaid” office; “bottom-up” programmes: TACIS (countries of former Soviet Union) PHARE (Bulgaria, Romania) CARDS (Western Balkans) Process: policy negotiated between country and EC – country has power of veto – so unless good contacts with relevant government ministry, unlikely to get LGBT issues into Programme priorities. - projects (except v small ones) selected in BXL, but then admin is by local delegation Possible grant areas: Civil Society development (TACIS = IBPP), human rights, HIV/AIDS, Youth etc Talk through your ideas with local Delegation official first!

19. 19 External grant programmes relevant to LGBT organisations (2) “Top down” programme EIDHR (European Initiative for Democracy and Human Rights) ILGA-Europe can try to influence terms of reference. EU delegations have local progammes in some cases – local groups shd try to influence terms of reference

20. 20 EIDHR “Campaigns” relevant to LGBT groups Campaign 2: “Fostering a culture of human rights”: “promote the rights of human rights defenders” Campaign 3: “Promoting the democratic process” ? “promote freedom of association – establishing networks of information”? (Campaign 4: Advancing equality, tolerance and peace: unfortunately “securing equal rights and treatment of persons and people belonging to minorities …” limited to race/ language/ religion) Next calls for proposals: July 2005