EU calls for proposals for local NGOs: where to start

The European Union is one of the largest public funders of civil society worldwide, but its calls can look intimidating: long guidelines, formal annexes, portal registrations and strict deadlines. Local organisations do win EU grants, and many more take part as partners or sub-grantees. This guide explains where EU calls are published, which roles a local NGO can play and how to prepare.

Where EU calls are published

Calls managed by the European Commission, including those for external action, are published on the EU Funding & Tenders Portal. Each call has a page with the guidelines, annexes and submission instructions. EU delegations in partner countries also launch calls for their country, often under the thematic programmes for civil society organisations and for human rights and democracy, and announce them on the delegation's website and social media as well.

FundingCalls reads the portal every day and lists the open calls with their deadlines and budgets; see the donor pages and the EU calls under the listing below. Always download the call documents from the portal itself, because annexes and corrigenda are only published there.

Roles a local NGO can take

• Lead applicant. The organisation that submits the proposal, signs the contract and is responsible to the EU. Country calls from delegations are often designed with local organisations as lead applicants in mind.
• Co-applicant. A partner that takes part in designing and implementing the action and whose costs are eligible. Many calls require or reward partnerships between international and local organisations.
• Affiliated entity. An organisation with a structural link to an applicant, such as a member of a network, that can also implement part of the action.
• Recipient of financial support (sub-grants). Larger EU grants often allow the lead applicant to pass on smaller grants to local organisations. These sub-grant calls are usually simpler and are a good way to build an EU track record.

How the procedure usually works

Many external-action calls use a two-stage, "restricted" procedure. First you submit a short concept note; the evaluators score all concept notes and invite the best ones to submit a full application with a detailed budget and logical framework. Other calls are "open", with the full application at once. The guidelines state which procedure applies, the documents for each stage and when supporting documents are requested.

EU grants usually do not cover all costs of an action. The guidelines set the minimum and maximum grant and the share of costs the EU will pay, and the rest must come from the applicants or other donors. Check this early; co-financing is one of the most common obstacles for small organisations.

The rules for external-action grants are set out in the Commission's Practical Guide for contract procedures (PRAG). You do not need to read it all, but the guidelines of each call refer to it for definitions of eligible costs, procurement by grant beneficiaries and reporting.

What to prepare before a call opens

1. Register your organisation. Applicants and partners usually need to register in the portal's Participant Register to obtain a Participant Identification Code (PIC), and validation can take time. The call guidelines say at which stage it is required.
2. Gather legal and financial documents. Statutes, registration certificate, financial statements for recent years and, for larger grants, an external audit report.
3. Document your track record. A list of projects with donors, amounts, dates and results; EU evaluators look for evidence that you can manage a grant of the size you request.
4. Find partners early. If you are not ready to lead, approach organisations that have managed EU grants and offer what you bring: presence, relationships and knowledge of the context.
5. Follow the delegation in your country. Information sessions, forecasts of upcoming calls and answers to questions are often shared locally.

Read the guidelines strategically

Start with the eligibility of applicants and actions, the grant size and duration, the co-financing rate and the evaluation grid. If you cannot meet a condition, consider joining a consortium instead of leading. Our guides on checking eligibility and writing a concept note apply directly to EU calls.

To keep an overview, browse calls by country, check the calls closing soon, and create a free profile so that open calls are screened against your organisation's profile.