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Strand 1.3.6. European cultural festivals

EXTENDED DEADLINE: 05/12/2012

The standard grant agreements/decisions of the Agency are currently under revision due to the entry into force of the new Financial Regulation and its Rules of Application as from 01 January 2013.

The deadline for submission of applications under Strand 1.3.6 has therefore been extended until midday (12:00 Brussels times) on 05/12/2012.

The budget form and the Instructions for applicants have already been adapted to reflect these new rules. Make sure to download the new versions of these documents, available below, and to use them. The Agency reserves, however, the right to introduce changes or additional details subject to the adoption of the final text of the Financial Regulation and Rules of Application. In this case the changes will be announced in due time before the deadline of the call.

The Culture Programme Guide has been updated. You can find these updates here.

The new standard grant agreements/decisions will also be made available as soon as possible.



 

On this page:

Reference documents

Useful documents:

Deadline for applications

The application must be sent at the latest by Midday, 12:00 Brussels time on 05/12/2012.

For more information about the agenda of the procedure, please consult the Calendar 2008-2013.

Application procedure

The Executive Agency has developed an on-line submission tool.

You will find hereunder all relevant documents for the Strand 1.3.6.

Step 1 - Download the electronic form ("eForm")

pdf Download the eForm: Please download the relevant eForm for the Culture Programme.

Important remark regarding the German version of the eForms.

As described in the applicant's guide and the programme guide (corrigendum), the paragraph under point C.1. of the eForm has to be read as the following:

"C.1 Dauer des Projekts
Die Projektdauer ist der durch den Antrag abgedeckte Zeitraum und bezeichnet den Bewilligungszeitraum für die Förderung. Der maximale Förderungszeitraum beträgt 12 Monate und muss zwischen dem 1. Mai 2013 und dem 30. April 2014 beginnen (nicht: liegen). Der Antragsteller kann je nach Festivaltermin selbst bestimmen, an welchem Datum der Förderungszeitraum beginnt und endet".

You need to have the Adobe Reader version 8.1.5 or higher installed on your computer in order to able to download and complete the eForm. If you don't have it on your computer, please click here to download the latest version of Adobe Reader.

For more detailed advice, please see section 2 of the Culture eForm User Guide.

You will also find on this page all technical issues related to the eForm:

 

Step 2 - Fill in and submit the eForm

In order to fill in your application eForm properly:

- please carefully read the Instructions for applicants.pdf en update 06/11/2012
The document contains useful information on how to fill in the application form and the budget form.

- please carefully read the Culture eForm User Guide.
It contains useful technical information.

The following annexes will have to be attached to the eForm and submitted on-line at the same time:

1/ the detailed description of the project, in word or pdf or open source format (pdf, doc, docx or odt). There is no template provided by the Executive Agency.
2/ the signed Declaration on honour this document has to be signed, scanned and attached to the eForm (pdf format). The following template document must be used:
pdf enfrdeupdate 06/11/2012
3/ the estimated budget form:
XLSX excel en
ODS excel en

The budget form is available in an Excel 2007 template or in an open source template. There is important information on how to open and work with the Excel template in the Instructions for applicants.

The minimum requirement for Mac users is Office 2004. A known problem for Mac users is that the drop-down menu in column B of the 'Detailed budget by activities' part of the budget form does not appear. As no technical solution for this problem is available for now, we provide the list of values for this field in the first sheet called 'Content of the budget' of the budget form. If the values are copied exactly (case-sensitive), the formulas behind the field work.

For information: Daily subsistence allowances excel en

Then submit your eForm application on-line before the midday deadline (12:00 Brussels time) on 05/12/2012.
Please note that we will not take any responsibility for last minute fall outs of internet, etc. It is the responsibility of the applicant to apply in time and to solve any possible technical problem before the expiration of the time limit (12:00 Brussels time). If help is needed, please consult the section on "Further assistance" below.

Step 3 - Send the application package to the Executive Agency

Send your application package to the Executive Agency (deadline: 05/12/2012, the postmark serves as proof).

The application package to be sent to the Executive Agency must include a CD-Rom or USB stick containing all requested documents. The ones that could not be provided on CD-Rom or USB stick (for example: copy of the balance sheets and profit & loss accounts) must be sent on paper by the deadline of 05/12/2012.

  1. Documents to be provided on paper
    1. An official cover letter signed by the legal representative of the applicant.
  2. Documents* to be provided on CD-Rom or USB Stick
    1. an estimated budget form signed by the legal representative of the applicant  (only the 'total estimated budget' sheet)
    2. The Legal Entity Form supported by copies of official documents of the organisation.
    3. The Financial Identification Form (for the organisation only)
    4. When applying for a grant higher than 60.000 EUR, the Financial Capacity Form (for the organisation only)
      Word file en fr de cs da el et es hu fi it lt lv mt nl pl pt sk sl sv
    5. When applying for a grant higher than 60.000 EUR, a copy of the official accounts for the last financial year for which the accounts have been closed (Balance sheets and Profit/Loss accounts)
    6. When applying for a grant higher than 60.000 EUR, an activity report covering the past two years (there is no template provided by the Executive Agency)
    7. When applying for a grant higher than 60.000 EUR, a Curriculum Vitae of the persons responsible for the implementation of the action (as defined in the relevant part of the eForm)
    8. The Catalogue of the last festival edition

Use this checklist in order to ensure that your application package is complete pdf en update 06/11/2012

* Please note that failure to include these documents in the application package makes your application ineligible (no exceptions will be granted).

All documents that cannot be provided on CD-Rom or USB Stick (for example: copy of the balance sheets and profit & loss accounts) must be sent on paper.

You must send the application package by post at the latest on 05/12/2012 (the postmark serves as proof) to the Executive Agency, at the following address:

Education, Audiovisual & Culture Executive Agency
Culture Programme (2007–2013)
Programme Strand 1.3.6: Festivals
Avenue du Bourget 1
(BOUR 04/02)
B – 1140 Brussels Belgium

Documents can be sent:
- by post
- by express courier service
- delivered in person by applicants themselves, not later than 16:00 on 05/12/2012.

Further assistance

Depending on the type of question or problem encountered – technical or non-technical – there are different services that should be contacted.

Technical problems (e.g. you are not able to download the eForm, the eForm crashes or freezes, you encounter problems during the submission, etc.)

Please first of all carefully read the Culture eForm User Guide

Please also consult the list of 'Known issues'.

If after this you still have a question or have encountered a technical problem which could not be solved, please contact the EACEA Technical Helpdesk services that are available to assist you by phone or email.

Helpdesk

These services are available from Monday to Thursday, from 08:30 to 17:30 and Fridays from 08:30 to 17:00 (Brussels time), except on 05/12/2012 on which day the EACEA Technical Helpdesk will close at 12:00 midday Brussels time (deadline for submission).

If you are experiencing a technical eForm problem in the approach to the midday deadline (12:00 Brussels time) on 05/12/2012, please ensure that you request assistance from the EACEA Technical Helpdesk before the midday deadline has passed. If the Helpdesk is contacted after the midday deadline, your application will under no circumstances be accepted due to the principle of equal treatment.

When contacting the EACEA Technical Helpdesk by e-mail, clearly describe the technical problem you are encountering. It is advisable to attach a document with print screens to illustrate the problem (e.g. a print screen of any error message encountered).

Non-technical questions (e.g. problems with filling in the budget form, questions concerning the content of the eForm or the rules applicable to the Strand, etc.)

Information concerning Acknowledgements of receipt

Please note that acknowledgements of receipt will be sent immediately to applicants. If you do not receive your acknowledgement please send an e-mail to the functional mailbox eacea-p5-festivals@ec.europa.eu

 

Last update: 12/12/2013  Print | Top of page