Navigating EU Open Calls: A Startup’s Guide to Overcoming Common Challenges

EU open calls and funding programs are a fantastic opportunity for startups to scale, innovate, and grow. However, the application process can be tricky, and many startups make avoidable mistakes. From submitting generic proposals to misunderstanding EU funding terms, these mistakes can cost them valuable opportunities. 

In this guide, you’’ll walk through the most common challenges startups face when applying for EU open calls and offer practical solutions to help them succeed. Let’s make sure you’re fully prepared to take full advantage of what EU funding has to offer!

Avoiding the Pitfalls of EU Open Calls

When you spot an EU funding opportunity that could help your startup grow, it’s tempting to dive right in. But if you don’t approach the application process with care, you can easily run into some common mistakes that hurt your chances of success. From misaligned proposals to not understanding the rules, these pitfalls can trip us up if we’re not careful. In this guide, we’ll cover the challenges that startups often face and provide clear solutions to help them avoid them.

1. Not Aligning Our Proposal with the Open Call’s Challenges

When you spot an EU funding opportunity that could help your startup grow, it’s tempting to dive right in. But if you don’t approach the application process with care, you can easily run into some common mistakes that hurt your chances of success. From misaligned proposals to not understanding the rules, these pitfalls can trip us up if we’re not careful. In this guide, we’ll cover the challenges that startups often face and provide clear solutions to help them avoid them.

The Problem:

One of the most common mistakes is submitting a proposal that’s too generic or doesn’t directly address the challenges ( problems that companies are invited to address/ solve) outlined in the open call. If our project isn’t closely aligned with the specific goals and needs of the funding program, it will likely be overlooked by evaluators.

The Solution:

Before you write anything, take the time to understand the open call’s objectives. You need to focus on how your project can solve the specific problem they’ve identified. The more precisely you can demonstrate how your solution fits within the scope of the call, the stronger your proposal will be. Tailoring your idea to meet their needs will make all the difference.

2. Over-Reliance on AI in Our Proposals

The Problem:

AI tools are great for brainstorming ideas, but if you rely on them too much, you risk submitting proposals that sound very similar to others. Evaluators are looking for originality, and if your submission is too generic, it won’t stand out.

The Solution:

AI can definitely help you get started, but it’s important to inject your own creativity, insights, and expertise into the proposal. You may use AI as a tool for polishing ideas, not for doing the whole thing. The more personal and unique you make your proposal, the better it will reflect your startup’s true potential and innovation.

3. Spin-Offs from Consortium Partners—Sorry, But No

The Problem:

Startups within a consortium ( the partnership of organizations that work together to carry out a project) often want to apply for funding through a spin-off company. Unfortunately, this is generally not allowed because it can create conflicts of interest or lead to improper allocation of funds.

The Solution:

If you are part of a consortium, it’s crucial to understand that spin-offs from consortium partners are typically ineligible to apply for the same funding. Instead, you can explore alternative funding opportunities for your spin-off or partner with other external entities not involved in the consortium. There are always other ways to access funding, and you can get creative in finding them, as long as you don’t violate the funding rules.

4. Skipping the Guide for Applicants

The Problem:

It’s easy to overlook the guide for applicants, but this is where most of the essential information is. If you skip this step, you end up wasting time asking questions that have already been answered or submitting incomplete applications.

The Solution:

Before you start your proposal, you need to read the entire guide carefully. The eligibility criteria, required documents, and detailed instructions are all in there. Following the guide from the start will save you time and prevent mistakes. You’ll be less likely to miss important details if you stick to the rules right from the beginning.

5. Not Understanding Lump Sum Financing

The Problem:

Many startups aren’t familiar with the concept of lump sum financing, which can lead to confusion about how funds are disbursed and how to manage them.

The Solution:

Lump sum financing is different from the reimbursement-based funding you might be used to. With lump sums, the EU provides a fixed amount of funding based on specific deliverables, not actual costs. You need to clearly define your project milestones and ensure you meet them in order to receive the funding. Understanding this model up front will help us manage our budget and milestones effectively.

6. Waiting Until the Last Minute to Submit

The Problem:

It’s tempting to wait until the last minute to submit your proposal, especially when you’re juggling multiple tasks. But this often leads to rushed applications, mistakes, and missed deadlines.

The Solution:

Starting early is the key.  Give yourself enough of time to write, revise, and refine your proposal. The more time you allow yourselves, the better the final product will be. You should also reach out with any questions well before the deadline. Waiting until the last minute only increases the pressure and could mean missing out on the opportunity.

7. Trying to Submit Extra Documents via Email

The Problem:

Some startups believe they can send additional documents by email after the proposal is submitted. Unfortunately, this isn’t allowed, and it can lead to disqualification.

The Solution:

You must make sure that everything required is uploaded to the submission platform before you hit “submit.” If the guidelines say you need specific documents, you need to ensure they’re all included in the submission package. Once you submit, it’s usually too late to send anything by email. So, let’s double-check that everything is in place and ready before submitting.

Let’s Get Ready to Succeed in EU Open Calls

The EU funding application process can be challenging, but with the right approach, you can greatly maximize our chances of success. By aligning our proposal with the open call’s challenges, following the guidelines carefully, and understanding the funding models, you can avoid common mistakes that startups often make.

Let’s take action today! Start by reviewing the open call you want to apply for, make sure your proposal is aligned with the challenges, and follow the guidelines to the letter.

The EU funding opportunities are there for the taking, but you need to be proactive, prepared, and precise in your approach. You’’ve got this! Let’s go for it!

Good News! 

Applying for EU funding doesn’t have to be overwhelming — and that’s where OnePass by FundingBox comes in. OnePass is a powerful, user-friendly tool that allows startups to streamline their application process and facilitate the whole application process. 

Stay tuned — we’ll soon be publishing an exciting and inspiring paper featuring interviews with our amazing beneficiaries. They’ll share in more detail how the FSTP funding has impacted their companies and projects.