Large scale not-for-profit European sport event

1. Eligible countries: as described in the Call document.

EU Member States participate fully in all actions of the Erasmus+ Programme. In addition, in accordance with article 19 of the Erasmus+ Regulation, the following third countries are associated to the programme:

- members of the European Free Trade Association (EFTA) which are members of the European Economic Area (EEA): Norway, Iceland, Liechtenstein;

- acceding countries, candidate countries and potential candidates: Republic of North Macedonia, Republic of Turkey and Republic of Serbia;

The EU Member States and the above mentioned third countries associated to the programme will be hereafter called “EU Member States and third countries associated to the Programme”.

In addition, in accordance with article 20 of the Regulation, legal entities from third countries non-associated to the Programme can be eligible in Erasmus+ actions in duly justified cases and in the Union interest (hereafter called “third countries not associated to the Programme”).

2. Eligibility and admissibility conditions: as described in the Call document.

ELIGIBILITY CONDITIONS

Who can apply?

Any public or private organisation, with its affiliated entities (if any), active in the field of sport, established in an EU Member State or third country associated to the Programme. For example, such organisation can be (non-exhaustive list):

- a public body in charge of sport at local, regional or national level;

- a sport organisation at local, regional, national, European or international level;

- a National Olympic Committee or National Sport confederation;

- an organisation representing the 'sport for all' movement;

- an organisation active in the field of physical activity promotion;

- an organisation representing the active leisure sector;

- an organisation active in the field of education, training or youth.

Consortium composition 

1 single applicant + 14 participating organisations presented as associated partners coming from 14 different EU Member States and third countries associated to the Programme.

Eligible activities

The activities must take place in a EU Member State or in a third country associated to the Programme. Large scale events are multi-sports and, as such, must showcase a minimum of 10 different sports.

Duration of project

The duration must be chosen at application stage (projects should normally last 12 or 18 months), based on the objective of the project and on the type of activities foreseen over time. Extensions are possible, if duly justified and through an amendment.

ADMISSIBILITY CONDITIONS

Applications must be sent no later than the deadline for submitting applications as indicated in the call.

The applications must be readable and accessible.

Applications must be complete containing all parts and mandatory annexes. Only clerical errors can be corrected after the submission deadline upon request of the managing agency for duly justified cases.

For actions managed by the Executive Agency, applications must be submitted electronically via the Funding & Tenders Portal Electronic Submission System: https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home. Applications (including annexes and supporting documents) must be submitted using the forms provided in the Submission System.

Proposals must be complete and contain all the requested information and all required annexes and supporting documents:

- Application Form Part A — contains administrative information about the participants (future coordinator, beneficiaries and affiliated entities) and the summarised budget for the project (to be filled in directly online)

- Application Form Part B — contains the technical description of the project (to be downloaded from the Portal Submission System, completed and then assembled and re-uploaded)

FUNDING RULES

As this action aims at supporting large scale events with a very high impact, the grant amount is expected to range between EUR 1 million and 2 million. The grant awarded may be lower than the amount requested. The grant will be budget-based, with actual and unit costs as well as flat-rate elements. It will support certain types of eligible costs actually incurred for the projects. The detailed grant parameters (maximum grant amount, funding rate, eligible costs, etc.) will be fixed in the Grant Agreement. The costs will be reimbursed at the funding rate fixed in the Grant Agreement (80%). Financial support to third parties is not allowed. Volunteer and SME costs are allowed. Please refer to Part C of this Programme Guide, to the section on ‘Eligible Direct Costs’.

3. Evaluation

Evaluation criteria, scoring, threshold and process are described in the Call document 

Relevance of the project (maximum score 30 points) 

The extent to which:

- the proposal is relevant for objectives and priorities of the Action;

- the proposal is based on a genuine and adequate needs analysis;

- the proposal is innovative;

- the proposal is complementary to other initiatives already carried out by the participating organisations;

- the proposal brings added value at EU level through results that would not be attained by activities carried out by a single country.

Quality of the project design and implementation (maximum score 20 points)

The extent to which:

- the project work plan is clear, complete and effective, including appropriate phases for preparation, implementation, monitoring, evaluation and sharing project results;

- the project is cost-effective and allocates appropriate resources to each activity;

- the proposed methodology is clear, adequate and feasible;

- the project proposes relevant quality control measures to ensure that the project implementation is of high quality, completed in time and on budget;

- the project incorporates the use of digital tools and learning methods to complement their physical activities, and to improve the cooperation between partner organisations.

Quality of the partnership and the cooperation arrangements (maximum score 20 points)

The extent to which:

- the project involves an appropriate mix of participating organisations in terms of profile and expertise to successfully complete all project objectives;

- the proposed allocation tasks demonstrates the commitment and active contribution of all participating organisations;

- the proposal includes effective mechanisms for coordination and communication between the participating organisations, as well as with other relevant stakeholders

- if applicable, the extent to which the involvement of a participating organisation from a third country not associated to the Programme brings an added value to the project.

Impact (maximum score 30 points)

The extent to which:

- the project proposal includes concrete and logical steps to integrate the project results in the regular work of participating organisation;

- the project has the potential to positively impact its participants and participating organisations, as well as the wider community;

- the expected project results have the potential to be used outside the organisations participating in the project during and after the project lifetime, and at local, regional, national or European level;

- the project proposal includes appropriate plans and methods to evaluate the project outcomes;

- the project proposal includes concrete and effective steps to make the results of the project known within the participating organisations, to share the results with other organisations and the public, and to publicly acknowledge the European Union funding;

- the project proposal includes concrete and effective steps to ensure the sustainability of the project, its capacity to continue having an impact and producing results after the EU grant has been used up.

To be considered for funding, proposals must score at least 60 points, taking into account the necessary minimum pass score for each of the four award criteria: minimum 15 points for “relevance of the project” and “impact” categories, and 10 points for “quality of the project design and implementation” and “quality of the partnership and the cooperation arrangements” categories. In ex aequo cases, priority will be given to highest scores for "relevance of the project" and then “impact”.

4. Indicative timetable for evaluation and grant agreement: as described in the Call document.

• Publication of the call: 10 January 2023

• Deadline for submitting applications: 21 February 2023, 17:00 (Brussels Time)

• Evaluation period: March-May 2023

• Information to applicants: May 2023

• Signature of grant agreement: May/June 2023