Any legal entity or natural person worldwide is eligible for funding, provided that the given project proposal deals with topics relevant to the V4 region, promotes cooperation among project partners in the region, and has a real impact on V4 society. Preferences are given to applicants from non-governmental, civil society organizations (NGOs/CSOs), municipalities and local governments. We will also consider applications from public schools, universities, research and scientific bodies and public institutions in general. State administration institutions cannot apply, nor can they be valid project partners, incl. ministries, embassies, official cultural institutes such as Balassi Institutes (Balassi intézet), Czech Centres (České centrum), Polish Institutes (Instytut polski), or Slovak Institutes (Slovenský inštitút).
1.2 Project partners
Project partners are an essential part of your proposal. Their selection as well as their qualifications are equally important parts of the proposal and should reflect the nature of your cooperation. Note that the Visegrad Fund promotes multilateral cooperation and joint approaches to solving problems; we therefore pay a special attention to the consortia of applicants and partners and reserve the right to contact your project partners during our evaluation to get a better picture of the proposed project.
As a rule, participation of at least three V4 countries (“3xV4 rule”) is required in your proposal (e.g. applicant is from Czechia, his/her project partners are from Hungary and Poland, or applicant is from Ukraine, his/her project partners are from Hungary, Poland and Slovakia). However, where possible, we encourage applicants to seek a full V4 participation (all four countries are “on board”) regardless of potential non-V4 countries involved. Correspondingly, we request that applicants give reasons for not having all four countries involved.
The exception from these rules bilateral or trilateral “cross-border” projects (formerly “cross-border cooperation” category), where the “3xV4” rule does not apply but only in cases where the projects prove to directly benefit a specific border area between two/among three neighboring countries (please see 1.5).
Exceptions may also apply in cases when projects respond to concrete calls for proposals published by the fund (please see 1.5).
1.3 Project topic/Regional added value
In general, no preferences are given as to the content of proposed projects. Each project topic shall, however, contain a reasonable Visegrad dimension, i.e., the project must deal with V4 countries and shall develop cooperation within the region and/or between the V4 region and other countries. Priority is given to projects that strive to create common added value rather to projects which simply just involve partners from the said countries.
1.4 Re-applying/Simultaneous applications
Applicants can only apply for a single Visegrad Grant project at a time. In case of multiple applications from the same applicant, the first registered application will be considered. Applicants may re-apply at any point, only if all previous grant projects financed by the fund have been concluded (i.e., projects with duly approved final reports). The Visegrad Strategic Program is an exception; Strategic Grants can be implemented simultaneously with other grant projects.
Some exceptions may apply regarding project partners and other conditions in site-specific cross-border projects or in projects responding to a concrete call for proposals.
Projects that deal with specific local issues and that activate local communitiesin a concrete border areas/regions (e.g. Tokaj wine region, Těšínsko/Śląsk Cieszyński, the Tatras) can be implemented on a bilateral or trilateral basis (formerly “cross-border cooperation” category). In other words, the “3xV4” rule will not apply if the following conditions are met:
- project activities must take place within 40 km from the border, preferably on both/all three sides (the partners’ official seats do not necessarily have to be located within the 40 km limit),
- projects are implemented partnerships involving the following combinations of countries (bilateral: CZ/PL, CZ/SK, HU/SK, PL/SK; trilateral: CZ/PL/DE, CZ/PL/SK, CZ/SK/AT, HU/SK/AT, HU/SK/UA, PL/SK/UA).
Calls for proposals
Specific conditions may apply within specific calls for proposals (usually co-financed by other donors). The conditions are to be found on the fund’s website where calls for proposals are announced. Applicants confirm their intent to respond to the given call in the application form (in section III. PROJECT).
1.6 Consulting the fund
Applicants can freely consult the staff of the fund while applying or implementing approved projects in writing (e-mail), by telephone, or in person. Visitors to the fund are kindly requested to make an appointment. Unannounced visits or consultations within 10 working days of the given deadline are discouraged.
1.7 Official language
English is the official language of the Visegrad Group as well as of the fund—application forms, as well as all official correspondence with the fund can only be accepted in English.
2. APPLICATION FORM/PROJECT PROPOSAL
Project proposals are accepted only electronically through an on-line application form. Neither the hard copies (printouts) of the form, nor of the accompanying documents are required.
Visegrad Grants (ex-Small/Standard Grants) and Strategic Grants have regular annual deadlines which are duly announced on the fund’s website.
Application forms are to be submitted on-line by 11:59:59 CET (noon) on given deadline date. Hard-copy versions (signed printouts) with relevant accompanying documents are no longer required as part of the submitted application form at deadline; applicants are, however, advised to collect electronic letters of intent from their project partners as these documents might be requested at a later stage.
2.2 Project categories
In general, we seek projects that display active cooperation with the following accents: sustainability, youth, innovativeness and regional relevance. Each project proposal shall also fall within one or two thematic categories and clearly address fund‘s objectives/desired outcomes related to the theme:
- CULTURE AND COMMON IDENTITY:
- EDUCATION AND CAPACITY BUILDING:
- DEMOCRATIC VALUES AND THE MEDIA:
- PUBLIC POLICY AND INSTITUTIONAL PARTNERSHIPS:
- SCIENTIFIC EXCHANGE AND RESEARCH COOPERATION:
- REGIONAL DEVELOPMENT, ENTREPRENEURSHIP AND TOURISM:
- SOCIAL DEVELOPMENT:
2.3 On-line application system
Application forms are available through an on-line system at our webpage Each term is usually open 30 days prior to the given deadline. Applicants need to register with a valid e-mail address to start a new application form. Each form is then password protected and can be saved and edited later. Every application form has its unique 8-digit number (application ID#), which the applicants shall use in all project-related communication with the fund.
2.4 Accompanying documentation
Applicants are requested to collect electronic versions of the following documents (scans), which may be required at a later stage:
- digital copies of letters of intent (see paragraph 2.5)
- digital copies of ID documents (no older than 3 months) of the applicant and project partners (see paragraph 2.6)
- digital copies of confirmations about co-financing (copies or scan printouts of documents proving other confirmed financial contributions to the project from project partners, other donors or sponsors)
Letters of intent—photocopies or scan printouts
Letters of intent serve as a proof of the involvement of project partners and describe their concrete role in the project. There is no template for such letters—the statutory representative of the partner organization (or the natural person) shall in the letter formally declare their intention to actively participate in the project and describe their role in it. They can also comment on their past project experience with the applicant. Letters of intent shall be:
- in the form of digital copies or scans of the originals (originals are not required)
The original document (before scanning) must be:
- printed on an official letterhead paper (where applicable), written in English, referring to the project ID# and its official title (as registered in the application form), signed by the project partner’s statutory representative (or by natural person if the project partner is not a legal entity)
- dated no earlier than 3 months prior to a given deadline
Letters of intent are no longer required as part of the proposal submission (i.e., by a given deadline); applicants are, however, advised to collect them as these documents may be requested at a later stage.
As of 2016, we are piloting a deliverable-based budget. The budget is newly constructed on the basis of concrete outputs (products or events) that you plan to deliver as part of the project. When creating the budget, make sure to link all planned costs to each output.
The fund can cover total project costs within the Visegrad Grants. We strongly encourage applicants to find additional support—financial sources (such as the applicant’s, partners’ or other donors’ financial contributions), or non-financial, in-kind contributions (own work, use of own premises, etc.).
A well-planned budget shall be simple and realistic. The budget should include approximations of the project’s future expenditures in EUR (€) based on average prices in the region. Applicants are recommended to use the average exchange rates available at the given national bank at the time of preparing the application form.
When planning the budget, it is important to adhere to the following list of eligible cost categories, i.e., costs that can be covered by the fund:
- Printing/publishing costs
- Rent and related technical services
- Expert fees/Fees for authors or artists
- Accommodation and board
- Transportation and postage
- Translation and interpreting costs
- Awards and prizes
- Office supplies/consumption material
- Promotional costs
- Copyright, licenses, fees
- Overhead costs/contingencies (tangible/intangible assets, audits)
The following can only be covered from the overhead costs:
- Project audit
- Applicant’s own indirect costs (e.g. utilities, telephone bills)
- Internal costs (rent of one’s own premises, one’s own work)
- Salaries or financial remuneration of employees (or any expenses related employment based on the labor code, including allowances and part-time work, per-diems, etc.)
3. PROJECT SELECTION
3.1 Evaluation period
Evaluation period lasts up to 50 workdays (ca. 10 weeks) after given deadline in the case of Visegrad Grants. Applicants shall take this into account when planning project events, as no project can be scheduled to start before its potential approval.
3.2 Selection criteria
Every project is reviewed on its own as well as in the context of other projects within the given deadline (with emphasis on the context of other projects in similar topic areas). Preference is given to those projects which contribute to the development of civil society, promote cross-border regional cooperation and have Visegrad added value).
The following are the selection criteria:
- topic and content of the project, its originality and compliance with the aims of the fund,
- quality, relevance and contribution of project partners,
- transparency and accuracy of the budget,
- development of civil society,
- promotion of the concept of Visegrad cooperation,
- multiplicative effect,
- proposed media coverage and public relations, networking effect,
- continuity of the project, and
- previous experience with the applicant (where applicable).
Selection committee is assembled for each deadline and is headed by the fund’s Executive Director. The Executive Director makes his/her recommendations based on the discussion within the committee and passes the recommendations to the Council of Ambassadors. The council decides on the 50th or 60th workday (see paragraph 3.1) at the latest, when the final results are also published on the fund’s website. Decisions made by the council are final and shall present no grounds for any form of appeal, nor do they require any detailed reasoning.
3.4 Announcement of results
Lists of approved projects within each deadline are published on the fund’s website on the day of the approval by the Council of Ambassadors. All applicants—whose projects were approved or rejected—are also informed by e-mail.
For more information click "Further official information" below.
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