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Education, Audiovisual and Culture Executive Agency

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Strand 2:
Support for organisations active at European level in the field of culture.

EXTENDED DEADLINE: 10/10/2012

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 2 has therefore been extended until midday (12:00 Brussels time) on 10/10/2012.

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

Deadline for applications

The application must be submitted at the latest by midday (12:00 Brussels time) on 10/10/2012 (10 October 2012).

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

Please note that the eForm still mentions the original deadline of 18/09/2012. However, the new deadline of 10/10/2012 midday (12:00 Brussels time) applies. Applications submitted after this new deadline will under no circumstances be accepted.

Application procedure

The Executive Agency has developed an on-line submission tool.
warning Please read the instructions on how to apply with the electronic form (referred to as the "eForm" below).

You will find hereunder all relevant documents for the Strand 2.

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

pdf Download the eForm: Please download from the eForm page the relevant eForm for the Culture Programme

You need to have the Adobe Reader version 8.1.5 or higher installed on your computer in order to be 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 update 24/08/2012

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 read carefully the Instructions for applicants. pdf enupdate 24/09/2012
It contains useful information concerning the content of your application.

- please read carefully the Culture eForm User Guide update 24/08/2012.
It contains useful technical information.

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

1/ Annex I pdf enfrde the signed Declaration of honour. This document has to be signed, scanned and attached to the eForm.
2/ Annex IIthe estimated Budget form/ or Flat-rate calculator (in xls, xlsx or ods format)

  • a) Budget form excel enupdate 22/08/2012   or
  • b) Flat-rate Calculator for the relevant category:
    - Flat rate calculator Ambassadors: excel enupdate 22/08/2012
    - Flat rate calculator Advocacy Networks: excel enupdate 22/08/2012
    - Please note the rates in the calculator are subject to the condition of the adoption by the European Commission of the Annual Work Programme for 2013 and the publication ofthe annual call for proposals in the Official Journal

Please make sure to download the updated version of the budget form here and transfer all elements into this new version. The old forms will not be accepted.

Then submit your application eForm on-line before midday deadline (12:00 Brussels time) on 18/09/2012.

 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 paper version of your application to the Executive Agency.

Send your application package to the Executive Agency (deadline 10/10/2012, 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 version.

A) Documents to be provided on paper:

1/ an official cover letter signed by the legal representative of the applicant organisation.

B) Documents to be provided on CD-Rom or USB Stick:

2/ an estimated Budget form* signed by the legal representative  (the Budget form /or Flat-rate Calculator)

3/ The Legal Entity Form supported by copies of official documents.

For legal entities governed by public law: a copy of the official document attesting to the establishment of the public-law entity, such as the legal instrument, statutory decree or decision setting up the organisation

For legal entities governed by private law: a copy of the official document attesting to the establishment of the private law entity, such as official journal or trade register (this document must show the name, address and registration number of the private-law entity), a copy of the certificate of liability to VAT (in countries where the trade register number and the VAT number are identical, only one of these documents is required) and the articles of association

4/ the Financial Identification Form

5/ A copy of the official accounts of the applicant organisation for the last financial year for which the accounts have been closed (Balance sheets and Profit and Loss accounts)

6/ If the amount of the requested operating grant is EUR 100 000 or more: an external audit report produced by an approved external auditor, certifying the accounts for the last available year (this is a free document and no model is provided by the Executive Agency).
NB. This requirement does not apply to public organisations and international organisations under public law, to establishments of secondary or higher education

7/ an activity report covering the past two years of the applicant organisation (there is no template provided by the Executive Agency)

8/ a Curriculum Vitaeof the persons responsible for the implementation of the work programme.

Use this Checklist for the submission of the application in order to ensure that your application package is complete.

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

All documents 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 version.

You must send all the documents by post mail at the latest on 18/09/2012 (the postmark serves as proof) to the Executive Agency, at the following address:

Education, Audiovisual & Culture Executive Agency
Culture Programme (2007–2013)
Strand 2 - Annual Operating Grants 2013
Avenue du Bourget 1
(BOUR 04/13)
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 10/10/2012.

Do not forget to mark on the envelope the submission number of the application received right after the electronic submission.

Further assistance

Technical questions

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.

Phone HelpDesk: +32 229 90705
Email help desk: eacea-helpdesk@ec.europa.eu

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 10/10/2012 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 10/10/2012, 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.)

Question concerning the content of your application or the rules which are applicable within Strand 2

- Please start by carefully reading the Programme Guide (to be updated still) and the Instructions for applicants en

- If you still have questions after this, please contact the Cultural Contact Point for your country, which can provide valuable information and assistance.

- As last resort, you can send an email to the Executive Agency, at the following address: EACEA-P5-OPERATINGGRANTS@ec.europa.eu
Please note however that the Executive Agency is not authorised to answer queries relating to the content of your application.

Please do not contact any other Commission services or individual people you might have been in contact with before.

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