VInnovate

How to Apply

Timeline

2^nd of May 2025 (17:00 CET): Opening of the Call
15^th of September 2025 (23:59 CET): Closing of the submission of project fit form
15^th of October 2025 (23:59 CET): Closing of the submission of “full” proposals
18^th of December 2025: Communication results to applicants
December 2025/February 2026: Signing of consortium agreement and funding negotiations, according to the respective regional/national rules, if necessary.

An overview of the proposals' preparation and submission steps

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:

VInnovate Call 2025 Projects Generations Webinars are organised. Please note that the dates of the first two “VInnovate Projects Generations” webinars are fixed:
- VInnovate Call 2025 Projects Generation Webinar n°1 - May 22, 2025 (11.00-12.30 (CET)). Stakeholders are invited to register here (stakeholders can express their interest in putting forward (during a short presentation) a possible ‘VInnovate Call 2025 project idea’, in order to identify relevant complementary partners).
- VInnovate Call 2025 Projects Generation Webinar n°2 - June 17, 2025 (11.00-12.30 (CET)). Stakeholders are invited to register here (stakeholders can express their interest in putting forward (during a short presentation) a possible ‘VInnovate Call 2025 project idea’, in order to identify relevant complementary partners).
An online matchmaking tool is made available and will enable stakeholders to express interest and publish possible project ideas, towards identifying relevant partners or ideas. See here. Any organisation active in one of the 8 pilots’ scope can create a profile, express interest in the VInnovate Call 2025 (incl. detailing type of partners they are looking for) and/or contact organisations already having expressed interest on the page.

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

During the period 02.05.2025-15.09.2025, any submitted Project Fit Form will be assessed, by the VInnovate Secretariat, in no more than 10 working days. This assessment will focus on the VInnovate eligibility criteria and on ensuring that there is no major inadequacy identified between the partners, their activities and the targeted regional funding instruments. Such assessment does not encompass an evaluation of the quality of the proposed project nor a proper and binding regional eligibility check, which will be performed in steps 4 and 5.

Following the assessment, the applicants will receive an email from the VInnovate secretariat informing them about the outcome:

In case of positive assessment, ‘regional’ proposals (see step 4) can be submitted (of course, the preparation of those proposals can start earlier). A positive assessment should not be considered as an indication of a selection for funding (see steps 4 and 5).
In case of a negative assessment, modifications to and resubmission of project fit forms are possible (before 15.09.2025 (23:59 CET)

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.