Call for proposals "Cultural diversity and cultural exchange"

Última actualización: 16/05/2013 // The Royal Norwegian Embassy in Madrid as the Programme Operator announces the Call for proposals for the Programme “Cultural diversity and cultural exchange" within the European Economic Area Financial Mechanism 2009-2014

1 Introduction 

The EEA Grants provide funding to 15 EU countries in central and southern Europe. €1.79 billion has been set aside under the EEA and Norway Grants for the period 2009 to 2014 to contribute to the reduction of economic and social disparities in the European Economic Area.
Spain will receive a total of €45, 8 million for six thematic programme areas.

The Royal Norwegian Embassy in Madrid is the Programme Operator for the Programme: “Cultural diversity and cultural exchange”. The objective of the Programme is cultural dialogue increased and European identity fostered through understanding of cultural diversity.

The aim of the Programme is to promote a greater understanding of cultural diversity and to stimulate cultural cooperation between cultural entities and cultural players in Spain and the three Donor States within the EEA Grants (Norway, Iceland and Liechtenstein).

2 Basic information

There will be one open call. Total budget of the call:  € 422,500
The deadline for submission of applications is 16 July 2013 at 15:00 p.m. The deadline refers to the actual date of receipt by the Embassy.
Only complete applications will be considered eligible for evaluation by the Embassy. The submission of additional documents after the deadline is not permitted. Applicants submitting documents after the deadline of 16 July will see their application be considered as non-eligible.

Applications must be submitted by post or courier to:

Royal Norwegian Embassy
Cultural Diversity and Cultural Exchange Programme
Calle Serrano 26, 5ª planta. 28001 Madrid

The evaluation period will be concluded two months after the application deadline. All Project Promoters will be informed individually by email of the result of the evaluation.
All approved projects will be published at the Embassy’s homepage: www.noruega.es/eeaculture
Applications will not be returned to applicants at the end of the selection procedure.

Maximum period for project execution: 30 September 2013 – 30 September 2014
For those projects that are approved, the Project Promoter will be required to enter into a Project Contract with the Embassy that will set out the terms and conditions of the grants as well as the roles and responsibilities of the parties.

The projects funded under the EEA Grants shall be subject to the Regulation on the implementation of the European Economic Area (EEA) Financial Mechanism 2009-2014.  


3 The Programme supports two categories of activities

The Programme promotes cultural diversity through two categories of support. The first category of support is for projects stimulating cooperation across national borders between cultural bodies in the field of contemporary art and culture. The second category of support is for cultural players wishing to develop their international network and to strengthen their capacity to work across national borders. 

3.1 Support to institutions for cultural cooperation projects in the field of contemporary art and culture (“Category one”)

The aim of this category is to spur cooperation between entities across national borders to create and implement cultural activities in the field of contemporary art and culture. The cooperation projects can take place either in Spain, in one of the Donor States or both.
Assigned total budget for projects in this category: € 342.500
Maximum grant for each project:  € 60.000
3.1.1 Eligible Project Promoter

The following Project Promoters are eligible:
• Private and public cultural organizations established as legal persons in Spain such as theatres, museums, professional associations in the field of culture and art, research centres, universities, institutions, companies etc.
• Non-governmental organisations (NGOs) and inter-governmental organisations operating in Spain

3.1.2 Partnership projects

To enhance cooperation, partnerships between organisations in Spain and the Donor States are widely encouraged. It should be noted that the application for funding is to be submitted by a lead Project Promoter from Spain, who can enter into a partnership agreement with cultural organisations from Iceland, Liechtenstein and/or Norway.

Project Promoters with a partner from one of the Donor States will be given priority in the evaluation of the project proposal, in accordance with point 3.1.10 below.

Donor project partners are public or private entities, commercial or non-commercial, as well as non-governmental organisations, registered as legal entities in Iceland, Liechtenstein or Norway.
Both parties shall agree on their role in the proposed project. The partner shall sign a Partnership Statement that shall be submitted together with the application.

Should the partnership project be selected for funding, the Project Promoter will be asked to provide a Partnership Agreement which will regulate the future cooperation in accordance with Article 6.8 of the Regulation on the implementation of the European Economic Area (EEA) Financial Mechanism 2009-2014.
Applicants will be informed of the selection results before the end of September and they will be given 10 working days to submit the signed Partnership Agreement. A Partnership Agreement template will be provided by the Program Operator.

3.1.3 Types of projects eligible for financing

All projects shall contribute to the objective of the Programme: “Cultural dialogue increased and European identity fostered through understanding of cultural diversity”. The projects should be in the field of contemporary arts and culture, and preferably in the area of live art. 

Examples of projects eligible for financing:
• Organization of exhibitions, performances, concerts, festivals and other artistic events;
• Cooperation and exchange of artists, as for example training and exchange of staff (informal and peer learning/exchange of knowledge).

3.1.4 Co-financing

The EEA Grants may finance up to 85 % of project eligible costs. Required own financial contribution is at least 15 % of project eligible costs. In-kind contribution will not be considered eligible as co-financing. 
The source of the co-financing shall be stated in the application.

3.1.5 Advance payments

In the Application form the Project Promoter may request an advance payment. Total advance payment cannot exceed 70 % of the grant amount.
The Embassy may request a repayment of the advance payment in the case of non-compliance with the conditions for the project. 

3.1.6 Eligible expenditure 
 
All project costs must be directly linked to the implementation of the proposed activity. All project costs shall be proportionate and necessary for the implementation of the project. Grants will be calculated on the basis of a detailed budget that shall be submitted together with the application. Should your application be selected, the estimated budget will be reviewed and form an integral part of the Project Contract.

The eligible direct and indirect project costs are defined in article 7.3 and article 7.4 of the Regulation on the implementation of the European Economic Area Financial Mechanism 2009-2014
Common examples of expenses relevant to this project category are:
• The cost of staff assigned to the project
• Travel costs and subsistence allowance for staff taking part in the Project
• Licence fees
• Information and promotion
• Publications, studies and analysis
• Payments to external artists and experts involved in the Project
• Costs of renting office space

Regarding indirect project costs, a flat rate up to 20 % of the total direct eligible cost, as established in Article 7.4 (b) of the Regulation on the implementation of the European Economic Area Financial Mechanism 2009-2014  will be eligible. 

3.1.7. Reporting

During the project implementation the Project Promoters will be obliged to submit two reports to the Embassy:

1) Mid-term report
2) Project Completion Report 

1) Mid-term report:
At mid-term of the project implementation a summary of activities under the project, an overview of the costs incurred, and the schedule of tasks for the project completion shall be submitted in two copies to the Embassy by ordinary mail, courier or delivered personally.

2) Project Completion Report:
Upon completion of the project, at the latest by 30 September 2014, the Project Promoter will have one month for the presentation of the Project Completion Report. The Project Completion Report shall be submitted in original and two copies to the Embassy by ordinary mail, courier or delivered personally. 

This Project Completion Report shall include:

• A complete summary of activities implemented under the project, including a statement signed by the Project Promoter certifying the completion of these activities.
The summary shall be accompanied by documentary of the activities such as: photographic reports, attendance lists, publications, etc.
• A Financial Statement that presents in a structured manner all the financial activities of the project. In case of partnership projects, the Financial Statement must differentiate the amount incurred by each entity. The Financial Statement shall be supported by documentation confirming all expenditures, including -in original version and two copies- all invoices, bank transfer receipts, tickets etc. All documents must be presented in English or with an English translation.

The Financial Statement shall include -inter alia- the  original version and two copies of all invoices, bank transfer receipts and other receipts, as well as:

• Payroll and corresponding proof of payment
• Certificate of payment of social security contributions
• Payment of subsistence allowance, shall be signed by the Project Promoter
• Employment contract of the people hired exclusively for the project
• Tickets

All invoices must be accompanied with a corresponding proof of payment by a banking document.
The Project Promoter must keep a separate account for the project expenses and must ensure the safekeeping of documentation for 5 years.

The details of the economic justification must be presented in euros. If any invoice is incurred in another currency, the Project Promoter shall convert that amount of expenditure into euros using the monthly accounting exchange rate of the European Commission in the month during which the expenditure was paid by the Project Promoter.
The Project Promoter must include in his Financial Statement the documentation which supports the exchange rate applied.


3.1.8. Period of eligibility

The eligibility period will be defined in the Project Contract. No expenses incurred before the entry into force of the Project Contract or after 30 September 2014 will be eligible.

3.1.9. Selection process

The Embassy reviews the applications for compliance with administrative and eligibility criteria. Project Promoters whose applications are rejected at this stage will be informed by email and will be given five working days to appeal that decision.  The applications that meet the administrative and eligibility criteria will be reviewed by two independent experts. The experts will separately score the projects according to the selection criteria.  The Embassy will establish a Selection Committee that, based on the list of projects ranked by the experts will recommend to the Embassy the projects to be funded within the programme.

For reasons of transparency, equal treatment and non-discrimination, no communication with the Embassy is allowed during the selection procedure, except in exceptional cases. The selection procedure starts after the deadline for submissions and ends with the publication of the selection results.

The decision of the Embassy will be final.

3.1.10. Selection criteria

All applications will be evaluated according to both the economic and technical aspects as well as the content related aspect of the project description.

• Operational capacity: Whether the Project Promoter has the skills and qualifications to complete the proposed activity (The Project Promoter is required to  submit the institution’s activity report covering the past two years and curriculum vitae of the persons responsible for the implementation of the project); 

• Financial management: Whether the Project Promoter has stable and sufficient financial resources to maintain the proposed activity throughout the duration of the project. There will be an appraisal of the adequacy of the presented budget to the objectives of the proposed Project.

• Quality of the project:
- The relevance of the activity to the objective of the Programme (“Cultural dialogue increased and European identity fostered through understanding of cultural diversity”)
- The artistic quality and innovative value of the project
- The extent the project is based on a sustainable partnership with an entity from one of the Donor States
- The extent to which the results of proposed activities will be appropriately communicated and promoted.
- The promotion of cultural diversity, including the participation of minorities in the project
- The selection process takes into account geographic distribution in Spain


3.1.11 Application procedure

The call for proposals takes place from 16 May 2013 until 16 July 2013. The deadline for the submission of hard copy of applications is 16 July 2013 at 15:00 p.m. The deadline refers to the actual delivery date and time to the Royal Norwegian Embassy in Madrid.

The application must be submitted on the application form which can be found at: www.noruega.es/eeaculture.

The applications must be sent to:
Royal Norwegian Embassy.
“Culture Diversity and Cultural Exchange Programme”
Calle Serrano 26, 5ª planta. 28001 Madrid

The Project Promoter is responsible for submitting the project proposal. The following documents shall be included in the application on templates which can be downloaded from www.noruega.es/eeaculture:

• The application form template
• Complete budget (Table A, B and C) (budget template)
• Statutes / Act of creation of the entity (copies)
• Organization chart indicating the staff and their position who will take part in the project
• Resume of the people who will participate in the project
• Confirmation of Social Security (“Certificado de estar al corriente en la seguridad social”)
• Proof of payment of income tax (“Certificado de estar al corriente con Hacienda”)
• Last audit report available, if applicable

Documents presentation
• Send complete and signed applications only
• The application must be submitted in signed original and two copies
• The application must be submitted in English
• Documentation  in Spanish and Donor State languages  must be translated into English
• The application cannot be transmitted electronically (no email, CD or DVD)
The evaluation period will be concluded two months after the application deadline. The Embassy will inform all applicants individually by email of the result of the evaluation.

All approved projects will be published at the Embassy’s homepage: www.noruega.es/eeaculture.

3.2 Support to individuals for cultural mobility in the field of contemporary art and culture (“Category two”)

The aim of this category is to support individual artists and cultural workers to develop their network and their capacity to work and cooperate across national borders.
Assigned budget for Projects in this category: € 80.000
Maximum grant for each project: € 7.000

3.2.1. Eligible Project Promoter

The following Project Promoters are eligible:
• Natural persons who are legal residents in Spain for at least two years
• Natural persons who are legal residents in one of the Donor States for at least two years

3.2.2. Types of projects eligible for financing

All projects shall contribute the objective of the Programme: “Cultural dialogue increased and European identity fostered through understanding of cultural diversity”.
All projects shall be in the field of contemporary arts and culture, and preferably in the area of live art. 
Examples of projects eligible for financing:
• Cooperation between artists, cultural workers etc.
• Participation in national or international exhibitions, performances, concerts, festivals and other artistic events in Spain or in one of the Donor States
• Exchange of  best-practices

3.2.3 Co-financing and advance payments

The EEA Grants may finance up to 100% of project eligible costs. No own contribution is required.
The Project Promoter cannot apply for an advance payment. The funds awarded will be disbursed when the Financial Statement is approved.

3.2.4 Eligible expenditure

All project costs must be directly linked to the implementation of the proposed activity. All project costs shall be proportionate and necessary for the implementation of the project. Grants will be calculated on the basis of a budget that shall be submitted together with the application.

The following expenditures are eligible:
• Travel costs
• Accommodation
• Licence and entrance fees
• Materials, studies etc. directly relevant to the implementation of the project

3.2.5 Reporting

Upon completion of the project, at the latest by 30 September 2014, the Project Promoter will have one month for the presentation of the Project Completion Report. The Project Completion Report shall be submitted in original and two copies to the Embassy by ordinary mail, courier or delivered personally. 

This Project Completion Report shall include:
• A complete summary of activities implemented under the project, including a statement signed by the Project Promoter certifying the completion of these activities
The summary shall be accompanied by documentary of the activities such as: photographic reports, attendance lists, publications, etc.
• A Financial Statement that presents in a structured manner all the financial activities of the project. The Financial Statement shall be supported by documentation confirming all expenditures, including -in original version and two copies-, all invoices, bank transfer receipts, tickets etc.

3.2.6 Period of eligibility

The eligibility period will be defined in the Project Contract. No expenses incurred before the entry into force of the Project Contract or after 30 September 2014 will be eligible.

3.2.7 Selection process

The Embassy reviews the applications for compliance with administrative and eligibility criteria. Project Promoters whose applications are rejected at this stage will be informed by email and will be given five working days to appeal that decision.  The applications that meet the administrative and eligibility criteria will be reviewed by two independent experts who will score the projects according to the selection criteria.

The Embassy will establish a Selection Committee that, based on the list of projects ranked by the experts will recommend to the Embassy the projects to be funded within the programme.

For reasons of transparency, equal treatment and non-discrimination, no communication with the Embassy is allowed during the selection procedure, except in exceptional cases. The selection procedure starts after the deadline for submissions and ends with the publication of the selection results.

The decision of the Embassy will be final.

3.2.8 Selection criteria

All applications will be evaluated according to both the economic and technical aspect as well as the content related aspect of the project description.

- Operational capacity: Whether the Project Promoter has the skills and qualifications to complete the proposed activity (Project Promoter must submit curriculum vitae of the person applying for the mobility grant)
- Financial management: There will be an appraisal of the adequacy of the presented budget to the objectives of the proposed mobility Project. Should your application be selected, the estimated budget will be reviewed and form an integral part of the Project Contract.
- Quality of the project:
- The relevance of the activity to the objective of the Programme (“Cultural dialogue increased and European identity fostered through understanding of cultural diversity”)
- The artistic quality and innovative value of the mobility 
- Mobility between Spain and one of the Donor States
- Ethnic and cultural diversity
- The selection process will take into account geographic spread

3.2.9 Application procedure

The deadline for submissions of applications is 16 July 2013 at 15:00 p.m. The deadline refers to the actual delivery time to the Embassy. 

Applications must be sent to:
Royal Norwegian Embassy.
“Cultural Diversity and Cultural Exchange Programme”
Calle Serrano 26, 5ª planta. 28001 Madrid

The evaluation period will be concluded two months after the application deadline. The Embassy will inform all applicants individually by email of the result of the evaluation.

All approved projects will be published on the Embassy’s homepage: www.noruega.es/eeaculture

The following documents shall be included in the application:
- Application Form
- DNI or Passport of the Project Promoter
- Confirmation of Social Security (“Certificado de estar al corriente en la seguridad social”)
- Proof of payment of income tax (“Certificado de estar al corriente con Hacienda”)
- Census Certificate
- Curriculum vitae with mention of the artistic career (no more than 2 A4 sheets)
- Documental evidence of the possible realization of the Project (admission letter of the destination center, festival invitation, etc.)

Documents presentation
• Send a complete and signed application only
• The application shall be submitted in one original and signed version and two copies
• The application shall be submitted in English
• Documentation in Spanish and Donor State languages must be translated into English
• The application must be sent by post to the Royal Norwegian Embassy in Madrid (see above). The application cannot be transmitted electronically (No email, CD or DVD)

4 Contact information

For further information contact the Royal Norwegian Embassy in Madrid
Contact person: Eva Puig Syversen
Tel. 0034 914 363 840 E-mail: emb.madrid@mfa.no

DOCUMENTS TO BE DOWNLOADED:

CATEGORY ONE:

CALL TEXT
APPLICATION FORM CATEGORY ONE
PROJECT BUDGET TEMPLATE
PARTNERSHIP STATEMENT

CATEGORY TWO:

CALL TEXT
APPLICATION FORM CATEGORY TWO


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