Choosing the right call is only the first step – the real challenge is validating that your idea fits it naturally and has enough novelty to stand out.
Begin with the call text. Read it carefully, paying special attention to the keywords, objectives, and expected outcomes. Your idea must link directly to these elements, not indirectly or through creative stretching. A good test is whether the reviewers could quote your proposal back into the call text without forcing it.
Next, assess the novelty of your idea. Go beyond your own knowledge: review the current state of the art by checking scientific publications, patent databases, and ongoing or completed EU projects (via CORDIS). Map out what has been done already and clarify how your project goes further – whether through new methods, scale, or application. Horizon Europe rewards projects that build beyond the state-of-the-art, not ones that repeat it.
Then consider the fit with the funding instrument. If your project is primarily about advancing fundamental knowledge, a Research and Innovation Action (RIA) is suitable. If you’re close to market deployment, an Innovation Action (IA) is better. For networking, policy support, or dissemination activities, a Coordination and Support Action (CSA) is the right tool. Matching your research approach to the instrument type is crucial.
Don’t forget practical conditions: check the consortium requirements, sector or technology limitations, and whether your estimated budget aligns with similar projects. Timing also matters – is the proposal deadline realistic for setting up your consortium and drafting a strong proposal?
Finally, get early feedback. A short 2–3 page concept note, shared with your National Contact Point or experienced consultant, is often enough to confirm whether you are on the right track.
In short: a validated idea is one that is clearly linked to the call text, novel beyond the state-of-the-art, aligned with the correct instrument type, feasible with your consortium and resources, and timed appropriately for the deadline.
Keep in mind that proposal drafting with consortium is time consuming and external consultants may relieve the pain to keep it on track with its parallel operations. Moreover, the experienced consultants can give good advice on storyline building, impact definition and work plan design.
The time needed to prepare a strong EU funding proposal depends on the type of project, the complexity of the consortium, and how familiar the applicants are with the topic and the funding programme.
Several elements influence how long it takes to prepare an EU funding proposal. The size and complexity of the consortium is often the biggest factor: larger partnerships require more time to identify the right organisations, bring them on board, and align their contributions.
Another important aspect is familiarity with the topic. Experienced consortia working in a field they know well can move quickly, while newcomers often need additional time to explore the state of the art, map policies, and shape their concept to the call.
The requirements of the call itself also matter. Some proposals demand additional annexes, such as detailed ethics self-assessments, data management plans, or gender equality strategies. Preparing these can significantly extend the drafting process.
Finally, every consortium must contend with internal processes. Partner institutions may require formal approvals for budgets, internal reviews, or official letters of commitment. These steps are vital, but they can slow down preparation if not anticipated early.
Proposal preparation typically involves three phases:
Individual projects (2–3 months)
Small collaborative projects (3–4 months)
Medium collaborative projects (4–6 months)
Large / complex projects (6+ months)
As a rule of thumb, individual grants can usually be prepared in 2–4 months. Medium-sized collaborative projects take closer to half a year. And large, complex, or high-stakes initiatives often need up to a full year of preparation.
The golden rule is simple: start early. Strong proposals rarely come together in the final weeks before the deadline – they are the product of careful planning, collaboration, and timely alignment.