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.
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
Roles and responsibilities
Intellectual property
“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
Financial considerations
Project timeline and milestones
Termination
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.
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.
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.