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EUIPO
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Call for proposals GR/003/23

Intellectual property awareness-raising activities

Funding space

 

The Call for proposals is made up of the following sections

  • The Call notice (short version of the call for proposals) published in the Official Journal in all EU official languages
  • The Call for proposals – Guidelines for applicants and the application package (published only in English)
  • The e-Form link for electronic submission of applications
  • The Questions & answers section

 

1. Call notice

Call notice GR/003/23 as published in the Official Journal of the European Union on 17/04/2023:

Download PDF


2. Call for proposals

Please note that due to some compatibility issues with older versions of Excel, the Office informs the applicants that it is not necessary to fill in the table in the tab "Costs" in the 3 Excel files for the quantitative and qualitative KPIs

 

3. Electronic Application Forms – e-Forms:

Call reference Electronic application Version Released on
GR/003/23 Application e-Form 1,0 17/04/2023

 

The e-Form is available only in English. The applicant can start the process of creation of the e-Form using the following document: e-Form User Guide
If you wish to apply for more than one strand, you will need to submit separate e-Forms, one for each strand.

We strongly advise applicants not to wait until the last moment for submitting their on-line application.

After the deadline for submission of applications ends, the online application system will be closed.

As an Applicant, please:

  • read the call for proposals carefully before to start completing your application
  • complete the relevant templates of the application package
  • use the official e-Form. Please fill in the e-Form by referring to the User Guide and don’t forget to also upload the compulsory annexes.
  • submit your application online before the specified deadline. You should receive a confirmation email.
  • save and view your application to which you have applied on your local computer

 

Technical issues:


If, after referring to the e-Form User Guide you still have a question and/or if you experience a technical problem when submitting your application, please contact directly the mailbox: grants@euipo.europa.eu

 

 


5. Questions & answers

Replies to your questions will be published in this section. Therefore, we recommend you to check frequently whether any new information/document is posted.
Please note that

  • the last date for requesting clarifications from the Office is 26/05/2023.
  • the last date on which clarifications are issued by the Office is 29/05/2023.

 

An information session, which included a question and answer session, took place via webinar on 10 May 2023. The webinar was recorded, so if you missed it or would like to watch it again, it is available here.

 


 
Questions & answers (click on the question to expand the answer underneath) Date
Yes, it is possible.
8/05/2023
The requirement to cover 3 EU countries is only applicable to strand B.
10/05/2023
Similar projects does not mean necessarily similar topic or IP topic.
11/05/2023
Please refer to the Guidelines for applicants section 10.2 Operational capacity. For Strand C, a minimum of 3 years of relevant experience in awareness raising activities, with a minimum of two projects of similar size to the actions envisaged in this call for proposals. Any relevant experience should be during the last 5 years.
11/05/2023
Please refer to the Guidelines for applicants section 10.2 Operational capacity: This criterion will be assessed cumulatively in the case of a single applicant and its affiliated entities for a mono-beneficiary grant, and individually in the case of multiple applicants under a multi-beneficiary grant, that is, the project leader and the partners.
11/05/2023
In accordance with Guidelines for applicants section 10.2 Operational capacity supporting documents demonstrating operational capacity must be submitted. The Office might request Additional supporting documents to confirm the operational capacity of an applicant. The bottom line is that anything being declared in the list of formal projects needs to be backed up by adequate supporting documents where so requested.
11/05/2023
As indicated in section 8.1 of the Guidelines for applicants, applicants may also be "private bodies".
11/05/2023
In the case of this call for proposals using Financing Not Linked to Costs, the eligibility will not be verified (apart from checks and audits that could come after the implementation). So, all the expenses you consider as necessary to achieve your objectives are appropriate. There is no need at the stage of submission of a proposal to include data about the potential subcontractor. But if you already are in agreement with one and you believe this could be an added value to your proposal, you can include its information (past projects for example).
12/05/2023
Point 8.1 “Eligible applicants” sets down eligibility rules. Public entities will not be eligible in case the Office provides financial support for activities pursuing the same objectives as this call. Not being the case, public entities shall remain eligible.
12/05/2023
Yes, the limit is indeed set at 2MB but with a maximum of 10 files. And the types allowed are: png, gif, jpg, doc, xls, docx, odt, pdf, xlsx
15/05/2023
In the letter of mandate, the title referes to the name of the project that the applicant wants to give. The number could be a reference also chosen by the applicant. So the letter shouldn't bear the name and reference of the call for proposals.
17/05/2023
Indeed, as indicated in section 8.1 of the Guidelines for applicants, public entitie receiving support from the EUIPO to pursue the same objectives as this call are not eligible (for example national or regional IP offices).
17/05/2023
As stated in the guidelines to be eligible for Strand B, the proposed activities must take place in at least three EU Member States, which means that activities have to be implemented in 3 EU MS. The mere translation of a product in an EU language does not account for awareness activities in the respective country of that language. So absence of dissemination and awareness of relevant activities in 3 countries will not qualify as fulfilling the criteria.
18/05/2023
Yes they can be.
19/05/2023
Yes they can be.
19/05/2023
We would recommend leaving the letter as it is. A partner will in any case have a role in the project, even if it is only to do the promotion, thus covering point 2 (b). And even if the partner is not involved in managing part of the budget, the point 2 (c) is in no way an obligation to receive funds but to use the money received for implementing its part in accordance with the project proposal. Furthermore, you may consider if you want to implement the project with partners (who will be listed in the grant agreement) or with subcontractors who will simply implement non-core tasks and who will not be listed in the grant agreement.
19/05/2023
The point is that the actual salary is eligible if the person is assigned to the project and the costs of personnel are in line with the applicant's pratice. And if the activities are carried out as additional ones, then they should be distinct and identifiable (in case of checks and audits). Also, a cost cannot be covered by 2 different EU budgets.
22/05/2023
Natural persons must be registered in some manner as self-employed, depending on the applicable legislation in their country of residence. And the same requirement of minimum 2 years of registraton applies. Otherwise it is not possible to participate as an applicant but only as an employee of the applicant or as a sub-contractor.
In case of proposals above 60.000€, balance sheets and/or profit and loss documents will be requested at the end of the evaluation for projects recommended for award. In the case of natural persons, equivalent documentation will also be asked as it may vary depending on the country of establishment.
22/05/2023
As indicated in the Guidelines, Public Bodies are fully exempted of financial and operational capacity checks. The webinar did not say otherwise.
23/05/2023
As per article 10.1 of the guidelines for applicants, for grants up to 60.000€, only the declaration on honour is requested. Regardless of the strand you are applying for.
24/05/2023
Key Performance Indicators (KPI) set for this call for proposals are both qualitative and quantitative. As indicated in ANNEX 3 – performance indicators estimation and assessment ‘each measurement must refer to each specific audience targeted (i.e., the specific group of people/segment you aim to reach)’. The reaches will be measured in accordance with the audience target by the specific strand. It is up to the applicants to define SMART (i.e., specific, measurable, achievable, relevant, and time-bound) quantitative KPIs bearing in mind the target audience; Strand C aims to reach Small and medium-sized enterprises (SMEs) which represent 99% of all businesses in the EU.
24/05/2023
The grant agreement is just a model for information only at that stage and doesn’t need to be filled in.
25/05/2023
There is a recommendation in the number of pages for this call for proposals as indicated on page 15 of the Guidelines for Applicants under section 11 - Award criteria: "As a general indication, the Office considers that a clear and concise proposal should not exceed approximately 10 pages."
25/05/2023
It will be in relation to the whole budget as we will assess total reach versus budget.
25/05/2023
In the annex 2023-03-22-GRANTS 2023-Strand C, applicants shall indicate all estimated costs for the action for which financing is shought.

In the column ‘events’, ‘online resources’, ‘social media’, ’traditional media’ must be included the overall estimated costs for each category of means of awareness raising. In the column ‘common to all channels, not specific to any channel’ can be included any cross-cutting costs linked with the proposed action.
In the application text, it is possible to provide additional information on the exact nature of the estimated costs. Any complement of information provided will allow the contracting authority to assess the costs estimated by applicants.
25/05/2023
Applicants should fill only annex 1B - Budget form with the total amount they forsee for the action, without any detail or spreading or calculation.
25/05/2023
The reference to “related supporting documents” points to all the sections called “supporting documents” in the guidelines. For instance under eligibility, or selection criteria …
Also within the documents. For example under annex 1D – Legal Entity and Financial Identification form, some footnotes specify the supporting documents to be attached.
25/05/2023
Yes, these types of activities are considered relevant provided all other requirements are fulfilled (please see guidelines).
30/05/2023
Choice of strands depends of the target audiences and narratives envisaged by the submissioner; this is for your to decide
30/05/2023
 
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