Frequently Asked Questions

 
Welcome to our Frequently Asked Questions page.
 

Here you can find a list of the most common asked questions, answers, and recommendations. If you have a question that is not answered, please contact us.

Concerning technical issues on the application process, please contact ifprog@institutfrancais.com

What type of expenses are eligible and can be covered by Archipel.eu?  Click here to know more.

Question

Answer

How can we find general information and updates on the Archipel.eu project?

Detailed and updated information can be found on the Archipel.eu website (https://programme-archipel.eu/).

For any question, you may also contact:

The Project Manager, at the Institut français (Madina Regnault, madina.regnault@institutfrancais.com )

The members of the Consortium: APCA (Helena Moniz Sousa, helenasousa@apca-madeira.org ) and OCTA (Hélène Morales, helene@overseas-association.eu )

The project’s associated partners

How does the application process work?

The modalities are distinct for each of the 3 calls:

The application forms are available on the Archipel.eu website:  https://programme-archipel.eu/

The applicant can create a draft and update his/her application at any time throughout the opening period of the calls.

I am a project holder, can I submit multiple projects?

Each project is different and engages different cultural partners, you can submit multiple projects in response to the same call or to several Archipel.eu calls.

Each project must be submitted separately and shall be evaluated independently.

Is it mandatory to be residing in an OR or an OCT to submit a project?

Yes, all project holders (organisation or individual) must be residing in an OR or an OCT. Their residency will have to be proven.

Can members of the diaspora benefit from these funds?

No, the funds are intended for established structures or individuals residing in ORs and in OCTs.

To register on emundus, the application platform, applicants must select from a list of countries of residence. If we come from an OCT, what should we select?

To register on emundus, (link accessible from https://programme-archipel.eu/), OCTs applicants must indicate their country of nationality (Denmark, France, Netherlands).

Thereafter, you can indicate your city of residence or the city in which your organisation is domiciled, which will allow the selection committees to verify your eligibility as a resident of an OR or OCT.

Is there an age limit to apply to the calls for proposals?

Anyone over 18 can apply.

Is literature concerned by  Archipel.eu?

Yes, Archipel.eu is a multidisciplinary project. Promoting creation, in all its diversity, is at the heart of this project.

Does the budget of a submitted project have to be balanced?

Yes, your project budget must be balanced in expenses and revenues, it must also foresee the other grants and subsidies you have applied for, but which have not been confirmed to date.

You must also indicate how much self-financing you will take on to balance the budget.

Can a project be funded at 100% with an Archipel.eu grant?

No, the project holders must provide a percentage of at least 10% of co-funding as described in the calls for proposals detailed sheets.

Projects submitted in the framework of The Collection – Archipel.eu Special Edition and of the Fund for the Safeguarding and Promotion of the Intangible Cultural Heritage of the ORs and OCTs can be co-financed by Archipel.eu up to 90% of its budget. The structure that carries the project must ensure at least 10% of the total budget of the project.

Will the funds be released upon acceptance of the application/project? Or will beneficiaries have to pay up front?

If the provisional budget is inferior to 8000 euros: release of 100% of funds upon notification of the grant following the selection commission

If the estimated budget is larger than 8000 euros: release of 70% of the funds at the signing of the project with the Institut français, lead partner of the Archipel.eu project, before the project starts; and 30% at the end of the project (after receipt of proof of expenses and the financial and narrative reports)

Can Archipel.eu associated partners submit an application in the framework of the calls for proposals?

No, the associated partners cannot submit applications.

Will there be any communication and visibility requirements for beneficiaries?

Yes, the beneficiaries will have to indicate in their communication material that their project is supported by the Archipel.eu pilot project co-financed by the European Union.

These obligations will be specified in the contract that the beneficiaries will sign with the IF, as the lead partner of the Archipel.eu project, to receive the grants.

Will beneficiaries have administrative and financial reporting obligations?

Yes, the beneficiaries are required to report on the project implementation and to justify it with an administrative and a financial report to be sent within two months of the end of the project.

At the time of contracting with the beneficiary, templates will be provided for completion by the beneficiary at the end of the project.

Is it possible to start an activity related to the project, such as organising an event, before the agreement is signed?

This is not desirable because the agreement indicates all counterparts involving the project holder. In addition, we do not apply the principle of retroactivity of expenses.

To be eligible, expenses must be incurred during the reference period indicated in the contract (for aid above €8,000) or in the notification letter (for aid below €8,000).

If one’s project is approved for funding, in how much time must it be completed?

The implementation period of the projects is specified in each call:

For projects submitted in the framework of the Fund for the Safeguarding and the Promotion of the intangible Cultural Heritage of the OCTs and the ORs, they must take place between April 2022 and March 2023.

For the projects from the Archipel.eu mobility fund, mobility projects must be 7 to 15 days in length and occur between 1st January 2022 and 1st February 2023.

For projects submitted in the framework of the Collection-Archipel.eu Special edition Fund, dissemination can take place between March 2022 and March 2023

With regard to the Fund for the Safeguarding and Promotion of Intangible Cultural Heritage:

What are the eligible structures?

All structures, whether public or private, are eligible.

Any legal entity is eligible on the condition that it proves its domiciliation in an OR or an OCT and that it has at least one year of legal existence.

 Regarding the Archipel.eu mobility fund:

When the request for mobility concerns a group of artists, is it necessary to submit a file per individual or a “grouped” file?

Only one common folder should be submitted per group of artists.

The Archipel.eu Mobility Fund supports mobility projects for a period of 7 to 15 days. Is it possible to extend this period?

It is not possible to extend the mobility period beyond 15 days, unless the expenses beyond the 15 days are covered by the beneficiary.

Can I apply for the Archipel.eu Mobility Fund for a 5-day mobility project?

We will not consider physical mobility requests for durations of less than 7 days, particularly for eco-responsibility concerns.

If my project concerns a mobility of more than 15 days (e.g. 21 days), can I expect to obtain funding through the Archipel.eu Mobility Fund for a duration of 15 days and commit myself to pay for the additional days by other means (personal or institutional)?

It is not possible to extend the mobility period beyond 15 days within the program itself.

In case of a possible change of dates and extension initiated by the beneficiary, all costs incurred will therefore be at the expense of said beneficiary. He/she will also be responsible for taking out, at his/her own expense, insurance coverage for the corresponding period.

Within the framework of the call for projects La Collection – Special Edition Archipel.eu, can a licensed artist benefit from the financial aid or must he or she be a member of an association, a cultural structure or an institution?

Only applications submitted by legal entities established in an OR or an OCT are eligible for this scheme.

Regarding the Archipel.eu Collection:

For projects using digital technology: can the purchase of equipment be financially supported? Can the creation of a website be eligible?

Please refer to the list of eligible expenses, on the call detailed sheet.

Regarding The Collection Archipel.eu:

Is the grant for dissemination paid to the structure carrying the artistic works?

Yes, the grant is awarded to the structure that carries the project, not to the one that programs the work.

This structure (“Project holder”) must be domiciled in an OR or an OCT.

Within the framework of the call for projects The Collection Archipel.eu, is it possible to add a share of the payroll of permanent staff who would take part in the project?

Applicants may indicate up to 40% of the estimated budget to cover staff-related costs (any person hired on the project or existing staff whose salary would be part of the project). This maximum percentage also applies to the financial statement.

Regarding The Collection Archipel.eu:

Can an invitation to a cultural event (festival, Art fair, etc.) be used as a “letter of intent” in the application file?

Yes, a letter of invitation to a professional event (or cultural event) is eligible as a supporting documentation

How will you draft the recommendations to be shared with the European Commission at the end of the project?

The recommendations will be prepared by the Consortium based on the experimentation conducted in the framework of Archipel.eu, drawing on the feedback from the associated partners, the stakeholders and the beneficiaries.