Step 1 – Being supported in designing a project idea and consortium (optional)
Potential applicants (especially SMEs) will receive supports towards elaborating possible proposals in the form of activities organised by VI Pilots and the VInnovate Secretariat. Among others, the following activities and tools are made available:
Step 2 – Submission of VInnovate ‘Project Fit Form’, between 02.05.2025 and 15.09.2025
The ‘Project Fit Form’ template is available here. This short form must be filled-out (1 form per consortium), signed by the consortium partners, and sent as an attachment to the following email address vinnovate@s3vanguardinitiative.eu, by the interregional project coordinator of the project. Any project fit form (dully completed and signed) will have to be submitted before 15.09.2025 (23:59 CET). We encourage applicants to submit their ‘Project Fit Form’ as soon as possible: this will give them more time to prepare the actual proposals (see step 4 below).
This is a compulsory step aimed at facilitating the generation of potentially eligible project ideas. In particular, the form will guide applicants in fulfilling the VInnovate Call 2025 eligibility criteria (through ‘self-declaration statements’) and in establishing potentially eligible international consortium.
Step 3 – Assessment Project Fit Form, in no more than 10 working days
Following the assessment, the applicants will receive an email from the VInnovate secretariat informing them about the outcome:
Step 4 - Submission of proposals to the respective regional funding agencies
Once the ‘project fit form’ was positively assessed, applicants can proceed with the submission of ‘regional proposals’ (i.e. proposals to be submitted by every partner to their corresponding regional/national agencies).
Each applicant will provide the information requested by the corresponding regional instrument, following the requests and procedures at regional/national level (which can be consulted online here and on the respective instruments webpages).
This implies that the distinct ‘full proposals’ (submitted, by partners of a single VInnovate candidate project, to distinct regional agencies) will be based on a similar/shared ‘interregional’ content: e.g. the description of the project’s scope and main activities, the set of partners, the overall impacts, etc. In addition to this, partners might be requested to provide (to their funding agency) additional specific information, taking into account possible specific regional requirements.
Regional proposals will have to be submitted by 15.10.2025 (23:59 CET) at the latest.
Each applicant must attach to the regional proposal, a draft consortium agreement (unsigned). A template of consortium agreement is available here and must be adapted.
Step 5 – Evaluation, decision and communication
Following the implementation of the evaluation processes in place at regional level, a project is selected for funding when all regions involved in the project had selected the project for funding.
Information about the list of projects selected for funding will be communicated in the second half of December 2025.
Step 6 – Agreements, Contracts, Funding and Monitoring
Selected consortia will then have to sign the consortium agreement. The consortium agreement will regulate aspect such as the 1) identity of the partners, 2) contract period, 3) IPR ownership, IPR use and exploitation of the project results, 4) subcontracting to third parties, 5) contributions of each partner to the project, 6) confidentiality notes and freedom of publications rights. The consortium agreement is to be signed after the project has been selected for funding, and before applicants sign their actual contracts with the respective funding agencies. The complete set of signatures on the consortium agreement is a prerequisite for funding.
Funding will be provided to each partner/beneficiary by their corresponding national/regional funding agency according to its respective rules. Matters related to funding will be handled according to the respective national/regional agencies ‘rules. Projects will be monitored according to the rules of the respective country/region. Hence, technical as well as financial reporting will be required according to national/regional rules as well. Arrangements will be made during the funding negotiation process. Projects selected for funding are expected to start their activities no later than 3 months after the funding decision was confirmed.
Applicants are requested to consult the 'Guide for Applicants' for more information.