The deadline for submitting projects to the grant competition organized by the International Renaissance Foundation and the EU on civil society participation in Ukraine’s EU accession process is February 3. We have compiled the main questions from participants in the online presentation of the competition and are sharing the answers from Olga Kvaschuk and Dmytro Shulga of the “Europe and the World” program, as well as their advice for those applying for the first time to an EU co-funded competition. A recording of the presentation is available on the Foundation’s YouTube channel.
How does this competition differ from the previous one, announced a year ago?
The competition retains the general framework of the previous selection process, but is not an exact replica of it. The organizers have made changes, specifically expanding the list of priorities to more accurately reflect the actual breadth of civil society’s tasks in Ukraine’s EU accession process and the diversity of roles that CSOs can play in this.
What is the key goal of the competition?
The key goal of the competition is to support the meaningful and substantive involvement of civil society in Ukraine’s accession process to the European Union. This involves engagement through the provision of expertise, advocacy, interaction with stakeholders, as well as through training and educational activities related to changes in policies and legislation.
Are general educational projects about the EU suitable?
Probably not. The competition focuses on the fact that Ukraine has already moved past the stage of general explanations of “what the EU is.” Now it is important to work on a practical level—to discuss specific changes that need to be implemented, their impact on individual sectors, and exactly what to prepare for and how to act in practical terms.
Why analyze the implications of Ukraine’s accession for the EU itself?
Because the dialogue with the European Union has become more complex and substantive. It is not just about supporting Ukraine as a candidate, but also about addressing specific questions regarding the potential implications of Ukraine’s accession for individual EU countries, sectors, and policies. It is also about engaging with those European stakeholders or countries that have doubts or are weighing potential risks. This approach signifies a shift from emotional advocacy to rational dialogue and reasoning.
Why is the experience of other candidate countries important?
Ukraine is not the only country on the path to EU membership. The experience of Moldova, the Western Balkan countries, and other candidates allows us to avoid common mistakes, find workable solutions more quickly, and offer the Ukrainian side proven, practical approaches adapted to real negotiation processes.
Who actually evaluates the application, and what is decisive for them?
The decision is made by an independent Expert Council, not by the competition managers. The experts may know your organization well, have a general idea of it, or know nothing at all. Their primary source of information is the text of your application and the information provided in the attachments; this is what shapes their understanding of the project, their impression of the organization, and their final decision.
What do experts focus on first and foremost?
First and foremost, the description of the project’s context and relevance, as this is one of the first questions in the application. At the same time, it is important not to recount the general context of Ukraine’s European integration or repeat the competition’s preamble. This information is already known to the experts and does not need to be duplicated; instead, an analysis of the specific field and specific issues, the current state of affairs, and the involvement of the applicant organization and other organizations is expected. In other words, after reviewing the application, the reader should gain an understanding of the “big picture” of the current situation and the players involved, and accordingly, how the proposed project “fits” into this context.
Are there clearly defined “types of projects” that are supported?
No, the organizers deliberately do not restrict applicants in terms of types of activities. The context and priorities of the competition are described in as much detail as possible, but the format and specific solutions are left to the applicants as experts in their field. We do not expect applicants to guess the “right format,” but rather to ensure substantive alignment with the competition’s goals and priorities.
What is the maximum project duration?
The maximum project duration is 12 months. A realistic start date is no earlier than April. Applications in which activities are scheduled to begin just a few weeks after the deadline are considered unrealistic, as it is physically impossible to finalize an agreement in that timeframe, and the Expert Council will immediately recognize this.
When are letters of support required?
Letters of support or confirmation are required in cases where the project involves a partnership, collaboration with ministries or other government agencies, a reference to a request from state institutions, or the involvement of external experts. This is particularly important for projects that involve close interaction with the government.
Are partnership projects allowed?
Yes, partnership projects are possible. A single organization acts as the applicant and may involve partners in the project’s implementation. However, regranting is not permitted: you cannot transfer part of the grant funds to another organization in the form of a subgrant. Instead, you may involve experts from partner organizations and create joint products using partners’ logos.
Are there requirements regarding the organization’s experience?
There are no formal requirements regarding the minimum duration of the organization’s operations. However, it is necessary to convincingly demonstrate the team’s expertise, the experience of key experts, and the organization’s readiness for substantive and financial reporting. The resumes of team members are a critically important part of the application.
Why is so much attention paid to finances and audits?
Because the organization must implement the project effectively and report in accordance with the approved budget and planned activities. Furthermore, projects undergo multiple audits, and European audits may take place even several years after the grant has ended. All documentation and materials must be properly stored for a long period of time. Without an accountant and financial capacity, even a project with a strong concept is at serious risk.
Recipes for success
Don’t wait until the last minute to submit your application.
This is something we always emphasize—at every competition presentation and every meeting with potential grantees. By submitting your project on time (or even in advance), you significantly reduce the risk of missing the opportunity to apply due to technical issues, power outages, or other unforeseen circumstances. This is especially true if you are submitting a project through our Electronic Competition System for the first time and do not yet have an account or know how to use it. The so-called “Murphy’s Law” (If anything can go wrong, it will) tends to strike precisely when you are least prepared for it.
Show your place in the “puzzle” of European integration.
The Expert Council needs to clearly see where Ukraine stands in your thematic area within the negotiation process and what specific role your project plays. It is important to demonstrate that you are aware of what has already been done by the government, other civil society organizations, and stakeholders, and that the proposed activities do not duplicate existing initiatives but logically complement them and reinforce the overall outcome.
Write your application as if the experts do not know you.
Even if your organization is well-known in professional circles, the decision is made solely based on the text of the application and the materials provided. It is this text that shapes the impression of your competence, the logic of the project, and the feasibility of the idea; therefore, it is important to explain clearly, comprehensibly, and without excessive complexity what you are proposing and why.
Follow the logic and structure of the application form.
If the “Context” section of the application form asks you to briefly describe, in one page, the context in which your project will take place—don’t write more than 1–2 pages. For each call for proposals, we receive between 50 and 150 (and sometimes even more) project proposals. So the more concise you are where conciseness is expected, the better.
Start with a specific context, not with general statements about the EU.
Experts expect to see an analysis of the situation specifically in the field where you work: the status of negotiations, existing government plans, preliminary EU assessments, and the activities of other stakeholders. Paraphrasing general points about European integration adds no value and does not demonstrate expertise.
Think not about activities, but about changes.
A strong proposal shows what specific change you want to achieve, rather than simply listing activities. The results must be clear, realistic—both qualitative and quantitative—and logically follow from the proposed activities.
Plan realistically and with respect for procedures.
The project duration, start dates, team workload, and work schedule must align with realistic capabilities. Projects with unrealistic start dates or overloaded plans undermine trust in the organization as a partner.
Be honest about what you and others have already accomplished.
The expert panel can easily tell when a proposal ignores existing research, memoranda, or government initiatives. Projects that acknowledge work already done, demonstrate the scope of the task, and propose a logical continuation or expansion of those efforts come across as much stronger.
Ensure complete alignment between the application text and the budget.
The budget must directly correspond to the described activities, and all expenses must be logically explained. Misaligned documents—the text application form and the budget table—create the impression of carelessness or weak internal coordination within the team.
Structure the budget as a rationale, not as a maximum amount.
In a competitive selection process, all other things being equal, a project with a smaller but well-justified budget will be preferred. It is important to demonstrate a balance between costs and results, the team’s actual workload, and an adequate level of compensation, rather than simply aiming for the maximum grant amount.
Document your partnerships and the team’s capabilities.
Letters of support, resumes of key experts, examples of previous work, and a clear division of roles significantly strengthen the application. They demonstrate that the project has a solid foundation and is not merely declarative.
Demonstrate your willingness to operate in accordance with European Union regulations.
Having an accountant, proper administration, readiness for audits, and the retention of documentation over the years are all signs of an organization’s maturity. For EU-funded competitions, this is not a mere formality but a fundamental prerequisite for trust.
Be as transparent as possible in the application form.
The application is not a public document but a working tool for decision-making. An honest explanation of your previous experience, current projects, experience with other donors, and financial constraints reduces the number of questions and increases your chances of receiving support.
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The competition “Engaging Civil Society in Ukraine’s EU Accession Process” is organized by the International Renaissance Foundation in partnership with the European Union, as part of the project “Whole-of-Society Accession”
