The success of any open call hinges on two crucial elements: careful preparation work and the active engagement of all relevant stakeholders. The process commences with establishing clear objectives for the upcoming open call and formulating the challenges. Concurrent with this initial groundwork, careful consideration should be given to the expected outcomes and impact the open call is expected to deliver. The establishment of a comprehensive framework, encompassing legal considerations and available resources, serves to define the parameters of the open call, including its overall scope and scale.
Due to the significant workload and expertise involved, launching preparations for the open call well in advance is crucial. Ideally, this should occur 4-6 months before the anticipated launch date. The scope and region of the open call also significantly impact the preparation time. For example, small-scale national open calls require considerably less work than calls targeting a global audience.
Crafting well-defined evaluation criteria is the cornerstone of a successful open call. These criteria act as a roadmap for reviewers, guiding them in selecting proposals with the highest potential to meet the project goals and address the designated challenges. When considering the evaluation criteria for open calls, the following guidelines can assist in defining the overall evaluation framework:
Clarity and scope of the challenge: The success of an open call hinges on the clarity and focus of the central challenge presented. A well-defined challenge attracts relevant submissions by precisely articulating the problem or need to be addressed. Crucially, the challenge must also be appropriately scoped. Excessive breadth can lead to a wide range of unfocused proposals, while undue narrowness might limit the potential solutions and innovative approaches that could emerge. Therefore, striking a balance between clarity and scope is essential when aiming for successful open call results.
Resource allocation: Open calls can be resource-intensive to manage and usually have a relatively long time span. The extensive preparation phase, which includes composing a compelling challenge statement(s), defining clear selection criteria, and establishing a robust evaluation process, requires dedication and expertise. Furthermore, ongoing communication with applicants throughout the process requires dedicated resources. Finally, successful implementation of awarded applications often involves additional support, such as mentorship or facilitation of workshops. Therefore, securing sufficient human resources, budget, and administrative support for the evaluation, communication, and implementation phases is essential.
Alignment with goals: A successful open call hinges on its alignment with the organisation’s overarching innovation strategy and desired outcomes. This alignment ensures that the awarded solutions effectively contribute to the organisation’s long-term vision and have expected impact. Additionally, careful consideration of the overall objectives for any potential funding programme, such as the Horizon Europe Programme, is crucial to ensure successful outcomes.
“Open calls should be designed to empower and inspire applicants, not discourage and constrain them. By creating a welcoming and inclusive environment, you can attract a wider pool of talent, leading to more innovative and diverse ideas.”
Tailoring evaluation criteria
Photo: N2 Albiino / City of Helsinki Material Bank
Crafting well-defined evaluation criteria is the cornerstone of a successful open call. These criteria act as a roadmap for reviewers, guiding them in selecting proposals with the highest potential to meet the project goals and address the designated challenges. When considering the evaluation criteria for open calls, the following guidelines can assist in defining the overall evaluation framework:
Define objectives: Clearly define the programme’s goals and desired outcomes. Let these goals guide the development of specific criteria that directly assess proposals’ potential to contribute to achieving them.
Assign weights: Assign weights to different criteria based on their relative importance to the programme’s success. This helps reviewers prioritise strengths and weaknesses during evaluation.
Formulate a clear and measurable criteria: Formulate the criteria using clear and measurable language. This allows for objective and consistent evaluation by reviewers, minimising room for interpretation or bias.
If needed, limit the criteria: Limit the number of criteria to a manageable set that effectively captures the key aspects of a strong proposal. An overly extensive list of criteria can burden reviewers and slow down the evaluation process.
The evaluation criteria checklist
After carefully adjusting the overall framework for the evaluation criteria, it is time to delve into a more detailed topic breakdown. It is important to keep in mind that the evaluation criteria should provide sufficient support for jury members to assess proposals in a consistent and equitable manner. Therefore, the criteria must be clear and comprehensive. Below is a breakdown of key aspects to take into account when formulating the detailed evaluation criteria and instructions for the reviewers:
Relevance to the challenge: Proposals should clearly and demonstrably address the core issues or challenges presented in the open call , ensuring that selected solutions tackle directly contribute to the overall objectives of the project or programme.
Strategic fit: Proposed solution must align with the organisation’s overarching innovation strategy and desired outcomes. This fosters coherence between the open call and the organisation’s long-term vision. In the case of public funding programme, such as Horizon Programme, ensure that the objectives are aligned with Grant Agreement documents.
Innovation: The best proposals stand out by showcasing novel and creative approaches to tackling the challenge. Encourage out-of-the-box thinking with criteria that value fresh perspectives and untapped potential. If needed, experts can be engaged in order to realistically set the level of innovation.
Feasibility: To ensure successful implementation, proposals should demonstrate realistic solutions achievable within the allocated timeframe and budget. Evaluation criteria should address factors such as resource availability, logistical considerations, and potential risks. Equally important is considering the resources available from the open call host to provide the necessary support for implementing the proposed solution.
Methodology: The clarity, suitability and comprehensiveness of the proposed methodology should be carefully evaluated. Does it outline a clear and realistic roadmap for achieving the open call goals, demonstrating a step-by-step approach with well-defined milestones? If the open call requires specific methodologies, such as co-creation or field research, their presence and feasibility within the proposed approach should be carefully assessed.
Team expertise: A thorough assessment of the applicant team’s qualifications and experience is essential. This evaluation should determine if they possess the collective skills and knowledge necessary to successfully execute the pilot project. Specifically, consider technical expertise relevant to the solution, project management skills, and any other relevant talents such as research or facilitation skills.
Potential impact: A core aspect of evaluation involves assessing the anticipated level of impact of the proposed solution. This includes considering the breadth and depth of the impact on the target groups or the addressed challenge.
Scalability: Scalability refers to the potential for replicating or adapting the successful solution across different contexts or for different target groups. Both, the feasibility of scaling up (increased volume) for scaling out (scaling out to new geographic areas or populations), should be considered in this context. This broadens the reach and impact by ensuring the solution can be effectively applied in diverse settings.
Sustainability: The sustainability criteria looks at beyond the initial funding period and addresses questions such as: Does the proposal consider long-term sustainability of the solution? Are there plans for financial independence or ongoing integration into existing systems to ensure continued impact?
Compliance: Ensuring that all proposals adhere to the eligibility requirements and programme regulations outlined in the open call documents is crucial. This upholds the fairness and integrity of the selection process.
Budget justification: It is important to carefully evaluate whether the budget available is reasonable and aligned with the proposed activities and timeline. This involves carefully examining the cost breakdowns to ensure efficient use of monetary and personnel resources.
Communication and collaboration: A detailed plan for communication and collaboration with key stakeholders and other relevant stakeholders during project implementation paves the way for successful outcomes. Effective communication also fosters transparency, builds trust, and increases the likelihood of success.
By following these guidelines, a robust and well-defined evaluation criteria framework can be composed. This framework will ensure a fair and effective selection process for open call, ultimately leading to the selection of impactful solutions that contribute to the programme’s goals and create a positive impact.
Photo: Maija Astikainen / Helsinki Partners
Case: CommuniCity evaluation criteria
After careful consideration and based on learnings gathered from the two previous open call round, the following criteria were selected as the CommuniCity evaluation criteria for the final round of the open calls:
Impact
Implementation quality and efficiency
Excellence
Co-creation
Machine learning and AI
The maximum total score that an application can receive is 20 points. Each evaluation criteria is scored on a scale of 0–5 points. All the proposals are scored according to the same evaluation criteria but there may be weighted scores and/or minimum scores set for some of the challenges.
Polishing open call materials: Top tips
It is crucial to ensure that the open call reaches the right audience, is easy to understand, and generates strong interest in the programme or initiative. To foster the submission of strong applications and address the needs of potential applicants, the following topics should be considered when finalising the open call materials:
Clear communication: Craft clear, concise open call materials that resonate with your target audience. Utilise formal language and avoid jargon when explaining any necessary technical or legal terms used.. Clearly highlight the benefits of participation and showcase the positive outcomes applicants can achieve. Structure the information logically and guide readers towards a clear call to action, such as submitting an application or registering for an Info Event.
Multilingual options: In case your target audience is international, consider offering the open call materials in multiple languages. This broadens your reach and ensures inclusivity. On the other hand, in case of multiple languages, make sure that the contents are identical despite several document versions.
Accessible formats: Make sure your open call materials are accessible to individuals with disabilities. This might involve providing text transcripts for videos, using alt text for images, and offering downloadable documents in accessible formats, such as PDF document with proper tagging. Before launching the open call, conduct an accessibility testing on call materials to identify and address any potential issues.
Clear deadlines and key dates: Clearly communicate the application deadline and any other critical timelines. If needed, use bolding, contrasting colours and other visual means to highlight any key deadlines, such as date for the Info Session or Market Consultation.
Time zone consideration: If your target audience spans different time zones, consider mentioning the deadline in multiple time zones for convenience. Especially when considering the opening and closing times of the open call, try to find a sustainable compromise between different time zones. Furthermore, when establishing the open call timeline, give careful consideration to finding a balanced timeframe that accommodates applicants from various regions.
Contact information: Provide clear contact information for any questions or inquiries about the open call. If high volumes of inquiries are expected or when multiple individuals are managing responses, an online form or a dedicated email address for questions may be utilised to streamline the process.
Visual appeal: Incorporation of clear and engaging visuals, such as infographics or videos, can significantly enhance the attractiveness of your open call materials. These visual elements can also simplify, for example, complex technical concepts or ecosystems, making them more accessible to a wider audience.
Call to action: Include a clear and strong call to action that encourages potential applicants to learn more, download materials, or submit an application.
Communication is key to a successful open call
To ensure that the open call reaches the most qualified applicants, a strategic and comprehensive communication plan is essential. This plan involves, for example, identifying the online channels most frequently visited by the target audiences, such as industry-specific websites, relevant social media platforms, professional networks, and online communities. Leveraging these channels enables direct contacts with potential applicants already engaged in related discussions.
If budget allows, leveraging paid advertising on search engines or social media might be a good way of boosting the communication efforts and extending reach beyond existing networks. Collaboration is equally important. Partnering with relevant organisations or institutions aligned with open call’s theme can significantly amplify the reach and attract a wider pool of qualified applicants. These partners can effectively disseminate the open call in their respective networks and potentially increase the number and quality of applications.
When applicable, the public procurement channels can be utilised for promoting the open call and to attract a wider pool of participants on a national or even international level depending on the platform. This has several advantages. Firstly, public procurement channels are specifically designed to reach organisations and individuals interested in government contracts and grants. This ensures that the open call reaches a pre-qualified audience potentially interested in the type of project or initiative offered. Secondly, by utilising official procurement channels, the inherent trust associated with government communication is leveraged. This can be particularly important for attracting participants who are unfamiliar with the programme and are therefore hesitant to apply. Thirdly, publicly promoting the open call through procurement channels fosters transparency in the selection process. This can be especially important – or even required by legislation – for initiatives funded by public resources.
Legal considerations
To ensure legal compliance, particularly for internationally-operating open calls or those receiving funding from public resources, it is highly recommended to retain legal counsel for a thorough review of the open call process and materials prior to launch. This is especially important for areas such as intellectual property rights, which vary significantly by jurisdiction. This proactive approach will provide peace of mind and safeguard the legal soundness of the open call, protecting both organisation and the applicants’ interests.
The following are the most important topics to consider:
Ownership of submitted ideas: Clearly define who owns the intellectual property rights to the ideas submitted through the open call. Will ownership remain with the applicants, or will it transfer to your organisation?
Confidentiality: If the open call involves sensitive information, consider having applicants sign a non-disclosure agreement (NDA) to protect your intellectual property or confidential information the selected applicants may be exposed to during the application process.
Non-discrimination: Ensure your eligibility criteria are non-discriminatory and avoid excluding potential applicants based on factors like race, gender, nationality, or disability.
Fairness and transparency: Establish a fair and transparent selection process. Outline the evaluation criteria clearly, and consider using a scoring rubric to ensure consistent evaluation by reviewers.
Conflict of Interest: Have a clear policy on conflict of interest for jury members or anyone involved in the selection process.
Budget clarity: Clearly communicate the available budget for the project or initiative funded through the open call. Also clearly state if any self funding is expected.
Contractual terms: Outline clear contractual terms for the selected proposals. This might include reporting timelines, deliverables, payment schedules, and termination clauses.
“Beyond legalities, open call contracts are a bridge, not a barrier. They build trust and a shared understanding, paving the way for a successful journey towards a shared vision.”
When technological solutions are involved, data protection has a crucial role from a legal point of view. In practice this means that all aspects of data protection need to be carefully outlined and given special attention. Below are listed the most important aspects to consider in these cases:
Identify data: When implementing technological solutions, the first step regarding data protection is to identify all the data the solution will collect, store, and use.
Legal basis for data collection: Establish a clear legal basis for collecting this data. This might involve obtaining user consent or anonymizing the data, depending on regulations like GDPR (General Data Protection Regulation) in Europe.
Data security: Security measures become crucial especially when personal data is processed. Implement firewalls, encryption, and access controls to safeguard the data from unauthorised access or breaches.
Transparency: Be transparent about your data practices. Develop a clear privacy policy outlining how you handle user data and allow users to access and control their information.
Case: CommuniCity Open Call documents
Below is a comprehensive list of documents prepared for the CommuniCity Open Calls. Due to funding received through the Horizon Programme, all documents were carefully composed by the lawyers to ensure proper project execution and financial accountability. The following topics were covered in the CommuniCity Piloting Contract:
Background information
Nature of the open call
Who can participate?
Schedule of the application process
Grant amount
Scope of the Grant
Application evaluation procedure
Evaluation criteria
Scoring
Grant awarding decision and contract
Implementation of the pilot project
Further information and FAQ
General principles of the grant
Language
Order of precedence
Content of the grant application
Rights
Grant applicant affirmation
The attachments were:
Attach 1. CommuniCity Invitation for Applications
Attach 2. Cost Eligibility conditions
Attach 3. Grant Administration
Attach 4. Rules for carrying out the Pilot
Attach 5. Consequences of non-compliance
Budgeting
The specific costs of an open call programme will vary primarily depending on its scale and complexity. Therefore, careful consideration of the programme’s goals, scope, and target audience is essential when budgeting. To ensure preparedness for unexpected expenses, including a contingency budget of around 5-10% of the total cost is advisable.
Below is a breakdown of potential costs related to open call programme development, administration and implementation.
Staff time: This includes the time dedicated by programme administrators, reviewers, and any other staff involved in, for example, developing the open call framework and materials, application evaluation process, and communication strategies.
Expert consultation: If you require external expertise to develop the call or evaluation criteria, factor in consultation fees.
Legal review: Ensure legal compliance by budgeting for a lawyer to review the open call documents. In the case of international open calls, it is important to determine what the applicable law is in case of disputes.
Online platform: If you plan to use an online platform for application submission, management and evaluation, consider platform fees or subscription costs.
Communication materials: Budget for the development of promotional materials like websites, social media graphics, press releases, or any printed materials.
Translation services: If the open call targets a global audience, translating application documents or communication materials might be necessary.
Selection process: Depending on the application volume and complexity of the process, you might need to factor in costs for reviewers (honorariums or stipends) or specialised software for managing applications.
Awards and prizes: If the programme offers financial awards or prizes, allocate the appropriate budget for these. In case of a European Union funded project, the form or award is usually a grant. There are also cases where the winning applicants receive consultancy according to their needs.
Events and workshops: Consider any costs associated with hosting events (online or offline) such as information sessions, workshops, or conferences.
Travel and accommodation: If the programme involves travel for applicants or staff, factor in travel and accommodation costs.
Market consultation
Market consultation offers a multitude of advantages.Engaging with the market and understanding its capabilities, interests, and potential challenges can help refine the open call. This translates to more realistic and achievable criteria, a streamlined application process, and timelines that resonate with suitable applicants. Early engagement also fosters awareness and ignites interest, potentially leading to a wider pool of qualified proposals. Most importantly, market consultation helps identify potential roadblocks before launch, allowing for proactive addressing and increasing the chances of a successful open call that attracts high-quality submissions.
“Market consultation is a proactive shield against potential pitfalls. By fostering open dialogue, you uncover hidden roadblocks and unanswered questions. By tackling these early on, you can leverage market insights to secure greater impact and success for your open call.”
Feedback can be gathered for market consultation through a variety of methods. Online surveys can be distributed to relevant online communities or professional networks. Targeted focus groups with potential applicants or industry experts can be organised to gain deeper insights and qualitative data. Public workshops can be held to present the open call concept and gather feedback from a broader audience. By employing these methods, a richer understanding of the market landscape can be achieved, ultimately leading to the development of a more effective open call.
Overall, the CommuniCity Open Call concept is a collaborative effort to bridge the digital divide and create a more equitable future through innovative technology solutions.
