Closing the open call

A proper closing of an open call clearly signifies the end of the application window, preventing last-minute submissions and allowing organisers to focus on evaluating applications received within the designated time frame. This benefits both applicants, who can plan their submissions effectively, and organisers, who can manage their workload efficiently. A well-crafted closing announcement can also set expectations by informing applicants about the next steps in the selection process, such as notification timelines for results.

Piloting contracts

A clear and comprehensive agreement protecting the interests of both the open call organiser and the awarded applicant, is a cornerstone of a successful collaboration. A well composed contract can be created by incorporating the following aspects into the piloting contract:

Project definition

  • Clearly outline the goals and objectives of the pilot project. This helps to ensure everyone involved understands the desired outcome.
  • Define the specific activities that will be undertaken during the pilot project. This provides a clear roadmap and scope for the project execution.
  • Specify the tangible outputs or deliverables expected from the pilot project, such as prototypes, reports, or final products.

Roles and responsibilities

  • Detail the responsibilities of the open call organiser, such as providing resources, coordinating communication, and managing the selection process.
  • Consider whether any specific insurance requirements are necessary for the pilot project. If so, determine who will be responsible for securing them and covering the associated expenses.
  • Outline the responsibilities of the selected applicant, such as project execution, data collection, and reporting.
  • If an expert jury or panel of reviewers is involved in selecting the pilot partner, clarify their role and responsibilities in the contract.

Intellectual property 

  • Specify ownership of any intellectual property (IP) brought into the project by either party (organiser or pilot partner) before the project begins.
  • Define who owns the intellectual property rights generated during the pilot project. This might involve joint ownership, licensing agreements, or other arrangements.

“In today’s competitive landscape, IP is a strategic advantage. It unlocks doors to partnerships, attracts investment, and propels your business forward. Safeguard it well – it’s the key to your success!”

Confidentiality and data protection

  • Identify any confidential information that may be shared during the project and establish procedures for its protection.
  • Consider including the need for both parties to sign Non-Disclosure Agreements (NDA) if sensitive information is involved.
  •  If the pilot project involves collecting or handling personal data, ensure compliance with relevant data protection regulations (e.g., GDPR).

Financial considerations

  • Specify the amount of funding allocated to the pilot project and outline the budget breakdown.
  • Define the payment schedule for the pilot partner and whether it is a lump sum or based on milestones achieved.
  • Clarify which project expenses are covered by the funding and how any unexpected costs will be handled.

Project timeline and milestones

  • Specify the timeframe for the pilot project, including the exact start and end dates.
  • Establish key milestones along the project timeline with deadlines for deliverables or project phases.
  • Specify the reporting requirements for the pilot partner, such as progress reports and a final project report.

Termination

  • Outline the circumstances under which the contract can be terminated by either party such as  breach of contract or non-performance.
  • Define the process for resolving any disagreements that may arise during the project.

Case: CommuniCity piloting contract

Here are the contents of the CommuniCity Piloting Contract, along with the titles of all the five attachments. Due to funding by the Horizon Programme, the number of required attachments is quite extensive. The CommuniCity Piloting Contract itself is around 10 pages long and outlines the topics such as  key obligations of the piloting teams, critical milestones, reporting requirements, and the payment schedule for the grant.

CommuniCity piloting contract
  • Contracting Parties
  • Content and background of the Contract
  • The Pilot based on the Contract
  • Contract period
  • Subcontractors
  • The grant for the Pilot
  • Breakdown of the grant for the Pilot
  • Damages and the Supplier’s insurance policies
  • Amendment of the Contract
  • Applicable Law 
  • Disputes
  • Attachments
  • Validity of the Contract
  • Signatures
The following documents are attached to the contract:
  • Attachment 1. Invitation for applications ([date])
  • Attachment 2. Cost eligibility conditions
  • Attachment 3. Grant administration
  • Attachment 4. Rules for carrying out the pilot
  • Attachment 5. Consequences of non-compliance
  • Attachment 6. Supplier’s proposal ([date])
    • 6.1 Supplier’s form included in the proposal
    • 6.2 Supplier’s attachment(s) included in the proposal

Announcing the results

The announcement of open call results, including the winning applicants, can vary depending on the organisation, resources available and the specific call. The official open call documents are to be consulted for the most accurate information regarding the announcement of results and the overall open call timeline. These documents clearly outline the communication plan for publicising the winning applicants and provide a comprehensive schedule for the entire open call process. However, here are some most common methods used:

Email Notification

All applicants, regardless of their success, typically receive an email notification informing them of the open call results. Successful applicants are congratulated and receive further instructions on next steps, such as contract signing or project initiation procedures. Unsuccessful applicants may receive a brief explanation for the decision or, depending on the call guidelines and available resources, even personalised feedback on their proposals including points given by the evaluation jury. The level of detail provided varies, but feedback can be especially valuable for startups in future applications.

While a dedicated webpage offers convenient access to scores at any time, email notification remains a superior tool due to its speed, affordability, and accessibility. Emails allow for clear explanations of the scores and secure transmission of sensitive information. Additionally, with a trackable record and the ability to link to an online portal, emails effectively complement other communication methods, ensuring that all applicants receive their results in a timely and informative manner.

Dedicated announcement page

Many organisations create a dedicated webpage for the open call. This page is often updated after the evaluation process is complete to announce the results. The list of winners, along with the titles of their proposals or winning solutions, will be published on the webpage. Additionally, the page might include brief summaries of the winning proposals, highlighting their key features, approaches (such as plans for piloting), and overall goals. Finally, the page might reiterate the selection criteria used for evaluation, providing transparency into the decision-making process. This transparency is especially important for open calls initiated by the public sector.

Press release and news articles


For high-profile open calls, the organisation might issue a press release announcing the winning applicants. This generates wider public awareness about the call, the selected applicants, and their proposals. Media outlets might also pick up the story, providing further exposure. Additionally, the organisation can publish news articles on its own media channels, such as newsletters or webpages. These articles can then be distributed through various social media channels.

Social media announcements

Social media platforms, like LinkedIn and Twitter, offer valuable avenues to showcase the success of winning projects and applicants. By crafting compelling posts with high-quality visuals, concise descriptions, and relevant hashtags, organisations can effectively expand the announcement’s reach and inspire future advancements within the call’s domain. Engaging with the community through responses to comments and tagging winners fosters interactive discussions and public recognition.

Award ceremony

Open call award ceremonies celebrate winning projects and applicants. These events provide public recognition, networking opportunities, and promote innovation in the call’s field. They typically involve presentations, speeches, and media coverage. Attendees include winning teams, organisers, sponsors, and sometimes special guests. While not all open calls have award ceremonies, they can be a significant event for winners. 

Case: Informing evaluation results

The CommuniCity project informed all the applicants by sending the scores for all the four criteria by email. The content of the email was the following:

Dear Applicant,

Thank you for submitting an application for the CommuniCity Open Call. We are pleased to inform you that your application was successful. You have already been contacted by the representative of the City of Amsterdam in order to agree on the next steps. The Piloting Contract together with the attachments will be sent to you to sign within five working days via Conga Sign.  

In total 42 applications were submitted for the first round of CommuniCity Open calls out of which City of Amsterdam awards up to five applications. Below you will find your scores for each of the criteria as well as your overall score for your application.

Total score: 15,5

Impact: 3,25
Implementation quality and efficiency: 4,5
Excellence: 3,75
Co-creation: 4

For more information please contact your local CommuniCity Pilot Manager.

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