Overview of topics – Table of contents
Reservations
General questions
Partner search/consortium formation
Preparing the submission
After submission
Reservations
The EDF is only aimed at the arms and defence industry!
These terms are often associated with images of guns and missiles. However, this is not the case here: the EDF is not purely a programme for the development of weapons or other means of attack. Rather, the EDF aims to promote innovation in the defence sector, introduce new technologies, goods and disruptive technologies, and reduce dependencies. The focus goes far beyond the products and organisations that most of us imagine when we think of the ‘classic’ defence industry. Semiconductors, coating processes, alternative propulsion systems and their components and supply chains, to name just a few examples, all play an important role in the European defence landscape.
The EDF's target group therefore includes all players with scientific, technological or innovative capabilities that fall within the programme's 17 ‘Categories of Actions’ (thematic areas). Particular emphasis is placed on SMEs, but also on industry, universities and research institutions.
Not sure whether your project is eligible? We would be happy to advise you!
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The EDF is only suitable for large-scale industry
As mentioned above, the EDF is explicitly not only aimed at the ‘traditional’ defence industry, but includes all stakeholders who research and develop innovative or disruptive technologies, processes and products that can contribute to European defence. These include primarily SMEs, but also universities and research institutions.
To specifically promote SMEs, there are annual open-topic research and development calls for proposals in which only SMEs (and research institutions) are eligible to participate. You can find out more about these and other calls for proposals on our overview page.
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General questions
How can I find out what calls for proposals are available?
The calls for proposals in the EDF are published in annual work programmes. An initial overview of the call topics, submission deadlines and important links can be found on our call page. There you will also find the entire work programme with detailed descriptions and requirements for all calls for proposals as a PDF download.
The calls for proposals themselves are handled via the European Commission's Funding & Tender Portal. For more information on the F&T Portal, see the section ‘Preparing your submission’ further down this page.
We will announce when the new work programmes are published via our social media channel on LinkedIn, as well as in our newsletter ‘Europa & Internationales im Fokus’. Follow us or sign up to stay up to date!
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Can I submit an application to the EDF as a one-person company? Can I submit an application to the EDF on my own?
All projects submitted to the EDF must be collaborative. For most calls for proposals, this means that at least three entities from at least three EU Member States (plus Norway) must submit a project together as a consortium. An exception is made for calls for proposals on disruptive technologies, for which only two entities from two Member States (plus Norway) are required.
There is no minimum size that a company must have in order to participate in a consortium. However, it is important to consider the time and administrative effort involved in preparing and implementing a project in the EDF. The participation of one-person companies is therefore not excluded, but it is challenging in practice.
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How much administrative work can I expect if I want to submit a project to the EDF?
Since only consortia of at least three entities (exception: calls for proposals for disruptive technologies) can submit project proposals, the exact amount of work involved for participants depends on their role in the consortium. Partners can take on a larger or smaller part of the project. The greatest effort in preparing the submission is borne by the project coordinator.
In general, a proposal takes several months to prepare. During this time, in addition to completing the submission documents and budget tables, other important preparations must be made (see section ‘Preparing the submission’), all of which require time and human resources.
It takes approximately six months between the end of the call for proposals and the selection of projects. After that, it takes another six months or so for the first funding to be granted. This means that you should expect a lead time of about one year before you receive the first funds.
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I would like to further develop my defence product and/or bring it to market. Is this possible through the EDF?
Not directly. In principle, the EDF funds both research and development projects in the defence sector. This is done through annual calls for proposals in which a problem is described and the specific activities to be carried out within the project are defined. Depending on the call for proposals, a development project may include the following activities: studies, design, prototyping, testing, qualification, certification and the so-called ‘increase in the efficiency of a product's life cycle’.
Projects carried out under the EDF must always be collaborative. This means that for each submission, a consortium of at least three entities from at least three EU Member States (plus Norway) must be formed (exception: calls for proposals on disruptive technologies). The project participants then implement joint development activities.
In short, the EDF requires the development of joint solutions to specific problems. This often rules out the mere further development of an existing product. However, it may also be the case that a particular product is perfectly suited to the problem addressed in a call for tenders and that its collaborative further development is possible.
The market launch of products is not addressed within the framework of the EDF, but the European Commission is developing other initiatives to close this gap and facilitate investment, particularly in ‘defence SMEs’. You can find out more about this from us.
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Partner search/consortium formation
How do I form a consortium? How do I find partners for my consortium?
A consortium in the EDF consists of at least three entities from at least three EDF member states (exception: calls for proposals on disruptive technologies, where only two entities/member states are required). The division of labour for the implementation of the project, as well as the conditions for participation in the consortium, provisions on security and intellectual property, and any other aspects are regulated in a consortium agreement, which is agreed upon by the members of the consortium. This agreement does not have to be finalised at the time of project submission. However, it must be finalised by the time the grant agreement with the European Commission is signed.
There are various ways to get in touch with potential partners for a project. Various organisations, including the FFG and the European Commission, organise networking events for this purpose, where participants can exchange ideas bilaterally. The best way to find out when and where these take place is to subscribe to the FFG newsletter ‘Europa & Internationales im Fokus’ and follow LinkedIn channel.
Visiting international trade fairs and conferences on defence can also provide an opportunity to exchange ideas with relevant players. Our newsletter also provides information on this.
The Enterprise Europe Network is aimed particularly at SMEs and offers a platform for finding partners in various subject areas. Our experts at the FFG will be happy to assist you in your search.
The EC Funding & Tender Portal also offers the possibility to advertise partner searches for individual tenders and request offers. You can find instructions on how to do this here.
Don't forget to make use of your existing networks!
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Which countries are participating in the EDF?
Important: The countries participating in the EDF are not the same as those participating in Horizon Europe!
The countries currently participating in the EDF are the 27 member states of the EU and Norway. In principle, non-EU countries that belong to both the European Economic Area and the European Free Trade Association are eligible to participate. In addition to Norway, these include Iceland and Liechtenstein, but they are not currently participating in the EDF. The United Kingdom and Switzerland are also not participating in the EDF.
Entities based in non-participating countries may participate in consortia in the EDF under certain conditions. Details can be found below.
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Can I include partners from non-EU countries in my consortium?
As a general rule, entities are only eligible to participate in the EDF if they are established in an EU Member State or Norway and if no third country exercises control over the entity. Even companies established in third countries (e.g. a parent company established in the USA) may not exercise control over the participating entity.
Nevertheless, under certain circumstances, entities from non-EU countries may participate in EDF projects as consortium partners or subcontractors. According to Article 9 of the EDF Regulation, this is possible, for example, if an organisation is controlled by a third country but is based in an EU country that is prepared to issue a so-called ‘letter of guarantee’. This guarantees that the EU's security interests will not be compromised by the participation. You can find out how to structure this below.
Consortium partners and subcontractors may also, in accordance with Article 9 of the Regulation, access their own assets, infrastructure, establishments or resources that are not located in EU Member States or Norway. However, this may only be done if no competitive alternative is available within the EDF Member States.
Entities located entirely outside the EU Member States and Norway may only participate in projects as so-called ‘associated partners’. Separate provisions apply to cooperation with such entities. Among other things, these entities may not take on work packages and cannot receive EDF funds.
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My organisation employs people who are citizens of a non-EDF country (EU Member States plus Norway). Can my organisation still participate in the EDF and can these people participate in projects?
Provided that an organisation is not subject to so-called third-country control (see the question on partners from non-EU countries above), the participation of people from non-EU countries (plus Norway) is not excluded from the EDF. The respective national regulations on their participation apply here. It is possible that individuals will need personnel security clearance to participate in the project (see also: What security requirements must be observed / How do I obtain the necessary security clearances (personnel security clearance, facility security clearance, guarantee declaration)?). It is always advisable to inform potential project partners about the situation.
The situation is different if persons who are not citizens of the EU or Norway have decision-making control over the organisation, for example if they are managing directors. In this case, there could be third-country control, which would exclude participation in EDF projects, or a guarantee statement from the member state may be required to confirm that there is no third-country control. The issuance of a guarantee statement must be discussed on a case-by-case basis with the relevant department in the Austrian Ministry of Defence.
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Preparing the submission
Where can I find the application documents and how do I submit a project?
Since 2022, all steps of the EDF project submission process have been handled via the EU's Funding & Tender Portal. There you will find a list of all EDF calls for proposals with detailed descriptions of the project objectives and requirements. The Funding & Tender Portal also contains the complete EDF work programme and examples of submission documents for download.
To submit a proposal, you need a ‘profile’ in the portal. It is best to create this early on, as verification of your registration takes some time! You can find instructions on how to do this here. Once your profile and those of your partners have been created, you can begin your submission. Find out how in the Funding & Tender portal. The submission documents for the EDF must be completed directly in the Funding & Tender Portal as online forms.
If you have any questions or are unsure about anything, please use the support service offered by the portal or contact us!
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What security requirements must be observed?
The exact security requirements depend on the call for proposals, the project and the entities participating in it. Special requirements (e.g. the provision of guarantee declarations) apply to the participation of entities from non-EDF countries or the use of branches, infrastructure, etc. not located in EDF countries. These are explained in detail above.
There are also separate security provisions for some tenders, such as those that make use of Galileo PRS (Public Regulated Service) information. These are described in detail in the tender text.
In any case, in accordance with Article 27(4) of the EDF Regulation, it must be determined for each project whether access to classified information is necessary for the implementation of the project and whether classified information will be generated in the course of the project. This decision is made by the competent authorities of the states involved in the project. The competent authority in Austria is the Federal Ministry of Defence (BMLV).
If classified information is involved in the project, a so-called ‘security framework’ is developed, which specifies specific measures (such as the issuance of ‘personal security clearances’ or ‘facility security clearances’) for the protection and handling of such classified information. The ‘security framework’ is communicated by the Member States to the European Commission. If a submission is successful, the security framework must be implemented by the time the funding agreement is concluded at the latest.
It is therefore not necessary to have a fully developed security framework in place when submitting a project. Project participants only need to indicate in the ‘Part B’ submission document how the results or deliverables of their project are classified.
Nevertheless, we recommend taking action as early as possible and contacting the BMLV, not least because a lead time must be expected for any necessary security measures. Obtaining a facility security clearance can take up to six months.
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How do I obtain the necessary security clearances (‘personal security clearance’, ‘facility security clearance’, guarantee declaration)?
Whether partners in an EDF project need to have ‘personal security clearances’ or ‘facility security clearances’ depends on whether classified information is used or generated within the scope of the project. Details can be found above.
In Austria, applications for personal security clearance or facility security clearance for EDF projects must be submitted to the BMLV. The review is carried out by the Defence Office. More information is also available in the information sheet ‘Industrial Security’ published by the Federal Chancellery.
Guarantee declarations are required in accordance with Article 9(4) of the EDF Regulation for entities that are based in an EU Member State or Norway but are controlled by a non-EDF Member State or an entity in a non-EDF Member State. Applications for guarantee declarations for entities based in Austria must also be submitted to the BMLV.
Please note that the issuance of security declarations takes a long time. We therefore advise you to contact the BMLV at an early stage and submit your applications!
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How much funding can I receive from the EDF?
The funding rates in the EDF differ depending on whether it is a research or development project. Whether research or development activities are to be set for a topic is determined in the respective call for proposals.
While research projects are 100% funded by EDF funds, this is not the case for development projects. Here, the funding rate varies between 20% and 90% of the costs incurred, depending on the types of activities carried out and the bonuses that can be claimed. Possible development activities include: studies, design, prototyping, testing, qualification, certification and the so-called ‘increase in the efficiency of a product's life cycle’.
Each work package in a submission must be assigned to one of the activities permitted in the EDF. The total funding rate is calculated from the funding rates of the respective work packages. A table of funding rates by activity can be found in the EDF work programme.
Please also note the bonus system applicable in the EDF. Subject to certain conditions, such as the involvement of SMEs, in particular SMEs in EDF member states where no other consortium member is based, and if a project is relevant to the Permanent Structured Cooperation (PESCO) programme, the maximum funding rate for an activity may be increased by up to 35%. We will be happy to help you get an overview of the bonus system!
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Do I need co-financing? How do I obtain it?
As described in the section ‘How much funding can I obtain from the EDF?’, development projects in the EDF are not usually financed 100%. Article 21(1) of the EDF Regulation stipulates that consortia must confirm in their project submission that the remaining costs of a project will be covered by other sources.
This can be done, among other things, through co-financing by one or more EDF Member States. The competent authority for national co-financing in Austria is the Federal Ministry of Defence (BMLV). When deciding on possible co-financing, the relevance of a project for the future capability development of the BMLV and the Austrian Armed Forces is taken into account. The focus here is on the digitalisation of the armed forces, including in the areas of artificial intelligence, autonomous systems and cyber.
The costs of a project not covered by EDF funds do not necessarily have to be covered by national co-financing. Other sources, such as equity or investment capital, are also permitted.
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When do I need a Letter of Support or a Letter of Intent? How do I obtain these?
In addition to the co-financing mentioned above, development projects in the EDF are subject to further requirements, which are described in Article 21(2) and (3). These include that at least two EDF member states must submit a letter of intent confirming that the product or technology developed in the course of the project will later be procured or used by the member states. In Austria, this letter of intent is issued by the Federal Ministry of Defence.
In addition to the letters of intent, at least two member states must issue confirmations that the project is being carried out on the basis of harmonised defence capability requirements or is based on jointly agreed technical specifications. The BMLV is also responsible for this in Austria. When deciding on the issuance of a Letter of Intent and the confirmation of defence capability requirements, the relevance of the project for the future capability development of the BMLV and the Austrian Armed Forces is taken into account.
Letters of support are issued by the BMLV for both research and development projects and signal the BMLV's general approval of the project submission. These are not specifically requested in the EDF and therefore do not have to be included with the submission.
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After the submission
When will I find out if my project has been selected? How long does it take for funded projects to receive their first funding?
In total, it takes approximately 12 months from the end of the application period to the conclusion of the funding agreement.
The evaluation of the submitted EDF projects takes approximately six months after the submission deadline. Once the evaluation phase has been completed and a decision has been made on which projects are to be funded, the consortia of the successful projects will be notified. This is followed by the “grant agreement preparation” phase, during which the funding agreement is drawn up between the European Commission and the consortium. This phase is expected to take approximately six months. After the grant agreement has been signed, the first pre-financing payments of up to 55% of the total grant amount can be disbursed.
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What happens to the results of the project? Can they be published?
The EDF Regulation stipulates that the results of EDF projects remain the property of the project participants. However, they may not be subject to control or restriction by a third country or an entity in a third country. Any transfer of (intellectual) property to third countries or third-country organisations must be agreed in advance with the European Commission.
Publications (in particular scientific publications) within the framework of EDF projects are possible in principle. However, publication should be agreed in advance with the Project Officer. If data is to be published by another consortium member, the member concerned should also be informed in advance and asked for their consent. The consortium leader/coordinator should also be involved in the consultation process.
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Do you have any further questions? Please contact us, we will be happy to advise you.