CALL FOR PROPOSALS – DG EAC n° <  XX >

SUPPORT TO SPECIAL ACTIONS IN THE FRAMEWORK OF THE CULTURE 2000 PROGRAMME

“Actions of cultural cooperation in the context of the ‘EU-Japan Year of People-to-People exchanges 2005”

1. INTRODUCTION

Action 3 of the Culture 2000 Programme provides for Community intervention to support “special cultural events with a European or international dimension” (article 2 of Decision N°508/2000/EC). The annex of this decision specifies that "these events, substantial in scale and scope, should strike a significant chord with the people of Europe and help to increase their sense of belonging to the same community as well as making them aware of the cultural diversity of the Member States, as well as intercultural and international dialogue." These actions must obey the logic of large scale events: they must be intended for the general public, involve as many Member States as possible and have an easily recognisable European dimension.

Besides the actions defined in the annex of decision N°508/2000/EC that are part of action 3 and already being implemented (European capital of culture and European cultural month, European Heritage laboratories, European prizes that recognise artistic talent, …) there is room to support additional special events1. In 2003, we organised a call for the celebration of the tercentenary of Saint-Petersburg, and in 2004, we have focused on the celebration of enlargement of the European Union.

At the 11th EU-Japan Summit in 2002, the EU and Japan agreed to designate 2005 the EU-Japan Year of People to People Exchanges. The overall aim of the 2005 Year is to develop exchanges, contact and understanding between people in Japan and the European Union. It will encourage and promote face to face exchanges and contacts between people, as well as events and initiatives to promote better mutual understanding of European and Japanese society and culture.

The 2005 Year is being organised by the European Commission, the Member States of the EU and the Japanese Government. Activities and programmes covering a wide range of sectors, such as education, science and technology, culture, art, economics, politics and sports, may be included in the Official Programme of the Year. Special emphasis is placed on encouraging young people to participate.

The publication of the present call for proposals is part of the Annual work Programme of the European Commission adopted on the …2004.

1 The decision also mentions as examples of action 3: "innovative cultural events which have a strong appeal and are accessible to citizens in general, particularly in the field of cultural heritage, artistic activities and European history, and which in particular provide a link between education, the arts and culture".

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2. OBJECTIVES

The Directorate General for Education and Culture of the European Commission, wishes to launch a call for special actions, in order to support cultural cooperation projects aimed at promoting mutual understanding between European and Japanese cultures in the framework of the ‘”EU-Japan Year of People-to-People exchanges 2005”.

3. TIMETABLE

The application must be sent at the latest on the 15/11/2004 (Please see the point 12.3 of the present guidelines which defines the modalities to submit an application).

The project must begin between the 1st March 2005 and the 1st December 2005.

The maximum duration of the project must be of 12 months.

The period of eligibility will be assessed project by project. In any case, the period of eligibility for expenditure resulting from implementation of a project will not be more than 12 months from the date indicated in the grant agreement.

However, following the signature of the grant agreement and the beginning of the project, if the beneficiary notices that for justified reasons and out of his/her control it becomes impossible to implement the project within the estimated time schedule, a prolongation of the estimated eligible period could be possible. The maximum additional period will amount to 3 months if this one is requested within the deadlines stated in the grant agreement. The maximum duration of the grant agreement will therefore be of 15 months.

It is foreseen that the applicants shall receive a written communication of the results of the selection procedure March 2005.

It is foreseen that the beneficiaries shall receive a grant agreement for signature by March 2005.

The period of eligibility for expenditure resulting from implementation of a project will begin on the day of signature of the agreement by the last of the parties. If the applicant is able to prove the need to commence this action before the signing of the agreement, the expenditure may be considered as eligible before the signature of the grant agreement. In such cases, expenditure eligible for financing may not have been incurred prior to the date of submission of the grant application.

Expenditure prior the 1st of January 2005 will not be eligible2.

4. BUDGETARY RESOURCES

The total available budget for this call is approximately € 600.000. The support by the Commission may not exceed 60% of the project's total eligible budget. The grant may not exceed € 200.000. The Commission reserves the right not to award the total available budget.

5. ELIGIBILITY CRITERIA

2 Expenses related to projects already completed will not be eligible (Art.112 NRF).

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Applications which comply with the following eligibility criteria will be subject to further assessment.

5.1. Eligible organisations

To be eligible for a grant, a body must satisfy the following requirements:

It must be a public or private cultural organisations with legal status, whose main activity lies in the cultural sphere, who must be involved both in the design and the implementation of the project, and also make a real and significant financial contribution to the project’s budget3.

It must be registered in of one of the eligible country as defined in the point 5.2 of the present specifications;

Consequently, the following bodies are non-eligible:

- Individuals;- Bodies registered in a non-eligible country;

5.2. Eligible countries

Demands from submissioners having a legal status and being established in one of the following countries are eligible4:

the 25 Member States of the European Union as from May 1st 2004 (Austria, Belgium, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, the Slovak Republic, Slovenia, Spain, Sweden, United Kingdom);

the three EEA/EFTA countries (Iceland, Liechtenstein and Norway)5; the full participation of these countries will only be possible after the entry into force of the legal base which foresees the cooperation between the EU and EEA/EFTA countries.

the candidate countries for whom the necessary arrangement for participation are in place6(Bulgaria, Romania and Turkey).

Organisations established in countries other than the countries listed above are not eligible.

5.3. Eligible activities

All kinds of cultural cooperation projects, concerning one cultural sector or associating several cultural sectors, having a European dimension and aiming at promoting mutual understanding between Europe and Japan, are eligible. 3 See annexe D – Terminology and definitions4 Based on the organisation's registered place of business or its place of main activity.5 Subject to the conditions set out in the EEA agreements and in the protocols thereto relating to participation in Community programmes concluded with these countries.6 Subject to the conditions set out in the Association Council Decisions or Memoranda of Understanding signed with these candidate countries relating to their participation in the Programme.

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These projects must involve cooperation of private or public cultural organisations and institutions competent in the field of the project, such as cultural institutes, and similar organisations in Japan.In addition to the project leader, projects must actively involve in their conception and implementation, at least two (2) or more co-organisers from at least two other countries participating in the Culture 2000 programme7. The involvement of one associated partner from Japan will be an asset.

The projects must last no longer than 12 months, and take place – at least for the greater part - in 2005. They must take place in Japan.

5.4. Eligible applications

Only applications using the official application form annexed to the present guidelines (Annex B), duly filled and signed, and sent to the Commission according to the defined schedule will be examined.

The applications must contain an official letter from the applicant organisation as well as all the supporting documents requested in the application form and those allowing assessing the financial and operational capacity of the applicant.

The applications must present a balanced budget and comply with the maximum rate of 60% of the eligible costs of the action concerned.

The applicant must comply with all the conditions detailed under the point 12 of the present specifications.

6. EXCLUSION CRITERIA

Applicants must certify that they are not in one of the situations mentioned in the articles 93 and 94 of Financial Regulation applicable to the general budget of the European Communities (Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002), which are listed below:

Applicants that are in one of the following situations will be excluded from participation in this call for proposals:

(a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b) they have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata;

(c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;

7 These are: the 25 Member States of the European Union (Austria, Belgium, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Spain, the Slovak Republic, Slovenia, Sweden, United Kingdom); the three EEA/EFTA countries (Iceland, Liechtenstein and Norway); the candidate countries for whom the necessary arrangements for participation are in place (Bulgaria, Romania, Turkey).

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(d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the project is to be performed;

(e) they have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;

(f) following another grant award procedure or procurement procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

Applicants will not receive financial support if they are, during the grant allocation procedure, in one of the following situations:

(a) they are subject to a conflict of interest;

(b) they are guilty of misrepresentation in supplying the information required by the Commission as a condition of participation in the relevant call for proposals or fail to supply this information.

Administrative and financial penalties of an effective, proportionate and dissuasive nature may be imposed by the Commission on applicants who are excluded under the above grounds, in accordance with the provisions of Articles 93 to 96 of the Financial Regulation.Applicants must declare on their honour, by signing a declaration, that they are not in one of the situations listed in articles 93 and 94 of the Financial regulation.

7. SELECTION CRITERIA

The selection criteria allow assessing the capacity of the applicant to implement and achieve the project.

The applicants must provide evidence of stable and sufficient sources of funding to maintain his/her activity throughout the period during which the project is being carried out and/or subsided as well as evidence of financial participation. The applicant must as well provide evidence of professional competencies, qualifications and/or experience required to complete the proposed project.

Applicants must certify his legal personality as well as his financial and operational capacity to carry out the project by signing a declaration included in Annex C.

7.1. Operational capacity

In order to assess this criterion, the applicants are due to submit with their application following documents: - curriculum vitae of the legal representative of the organisation and the main collaborators - track records of the organisation.

7.2. Financial capacity

In order to assess this criterion, the applicants are due to submit with their application following documents:

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- profit and lost accounts and certified accounts for the last two financial years- bank identification form duly filled by the beneficiary and certified by a representative of the bank -with original signatures.

If on the basis of the submitted documents, the Commission assesses that the financial capacity of the applicant is not sufficient, it can:

o Reject the request of community contribution o Ask for further information o Ask for the submission of a bank guarantee (see point 9.2)o Propose a Grant agreement without a pre-financing payment

8. EVALUATION CRITERIA

Eligible projects will be evaluated against the following criteria:

European Added Value

Projects which are regarded as providing real European added value are projects whose objectives, methodology and the nature of the cooperation undertaken have a perspective which looks beyond local, regional or even national interests and aims to develop synergies at a European level. Particular attention will be given to projects which it is felt demonstrate this.

In light of the Council Resolution of 19 December 2002 on European added value (published in OJ C 13 of 18.01.2003 page 5) and for the purposes of evaluation, those factors which will be taken into consideration when assessing the European added value of a project are:

The cultural value of the project from a European perspective: the way in which the objectives and effects of the action are better achieved at the European level than at National level;

The level of cooperation between States and the multilateral character of the project: the number, involvement and geographical range of participating countries. Preference will be given to projects which involve the largest number of co-organisers and/or partners from different participating countries. The participation of a Japanese associate partner would be an asset ;

The level at which the actions address, reach and benefit primarily citizens in Europe and that aim for broad visibility and accessibility;

The possibility of continued cooperation and sustainability, further activity or ongoing benefits arising at a European level from the activities proposed constituting a long-term contribution to the development of cooperation, integration and cultures in Europe;

The promotion of cultural dialogue and enhancement of mutual knowledge of cultures - among European cultures as well as between European and Japanese cultures.

Quality

Particular attention will be given to projects which consistently demonstrate through the level of cooperation between partners, the thoroughness of the application and methodology, the clarity of the budget, the proposed project management and the originality of approach that

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their proposal is one which will not only address the criteria and objectives of the Programme but can be completed successfully.

For the purposes of this call and for the purposes of evaluation, those factors which will be taken into consideration when assessing the quality of a project are:

The degree of involvement of each of the co-organisers in the design, implementation and financing of the project;

The relevance of the actions proposed to the objectives of the Programme as set out in Article 1 Decision No 508/2000/EC and those relating to the relevant annual sector and the general themes as set out in this call for proposals;

The expertise and experience of those involved in the management and implementation of the project with regard to the category/ activities addressed;

The relevance of the actions proposed to the targeted audience/beneficiaries, the impact on the general public and the social issues addressed;

The relation between the actions proposed and the budget and the staff available to implement the proposal;

The clarity of the provided budget breakdown and the clear relation between the amounts accorded to activities, the nature of the activities and methodology of carrying them out.

Innovation and Creativity

Particular attention will be given to projects that are regarded as demonstrating innovation, originality and creativity in their approach, their perspective, their methodology, or the nature of their cooperation.

9. FINANCIAL CONDITIONS

Selection of a project does not necessarily commit the Commission to paying a contribution equivalent to that requested by the applicant. Allocation of a grant in 2005 does not imply that the organisation will automatically receive a grant for each of the following years.

The Community contributions aim at facilitating the implementation of a project which could not otherwise be implemented without the support of the European Union. The Community financial contribution is based on the co-financing principle The Community contribution is only an additional financial contribution, additional to local, regional, national contribution and/or private contributions obtained for the project. In all cases, the total Community contribution may not exceed 60% of the eligible costs. Therefore a minimum of 40 % of the total estimated eligible expenditure of the project must come from sources other than the budget of the European Union.

The allocated amount may not in any circumstances exceed the amount requested.

The applications must include a provisional detailed budget in Euros. Applicants not established in the « euro zone » must use the exchange rate published to the Official Journal of the European Union, C series, at the date of publication of the present call for proposals.

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The forecasted budget must be in balance, i.e. Total estimated expenditure must equal the total funding expected, from all sources (including the Commission grant application). The forecasted budget must clearly states all the eligible costs (costs that could be subsidised by the Community Budget).

The applicant shall indicate the sources and amounts of any other funding received or applied for in the same financial year for the same action or for any other action and for routine activities.

Under no circumstances may the grant have the purpose or effect of producing a profit for the beneficiary and it is limited to the amount necessary to balance the project's receipts and expenditure. The profit is defined as a surplus of receipts over the costs of the action in question when the request is made for final payment of a grant for an action. If an action makes a financial profit, the funds awarded by the Commission must be repaid, proportionally to the level of the profit realised.

The Bank account (and/or the sub bank account) of the beneficiary must allow to identify the amounts paid by the Commission. If the amounts paid by the Commission give rise to interests or other equivalent profit according to the national regulation of a country where the bank account is established, these interests or profits will be reimbursed to the Commission when they will result from the payment of the pre-financing.

9.1. Payment arrangements

After approval by the Commission, a financial agreement will be established in euros, between the Commission and the selected body. The original of the financial agreement must be signed and sent back to the Commission for signature. The Commission will be the last partner to sign. The financial agreement will lay down the payment arrangements.

A pre-financing equivalent to 70 % of the total community contribution shall be paid within 45 days following the signing of the agreement by the last of the two parties and the reception of all necessary guaranties. The pre-financing is aimed at providing cash flow to the beneficiary.

The Commission will determine the level of the final payment to be paid to the beneficiary on the basis of the final reports. Should the actual total cost of the project be less than the total estimated cost, the Commission will reduce its contribution proportionally. In particular, the Commission will make a pro rata reduction of the grant on the basis of the rate indicated in the agreement and the beneficiary will be obliged to reimburse amounts already paid in excess of the amount due.

9.2 Guarantee

The Commission may require the beneficiary to lodge a guarantee in advance in order to limit the financial risks connected with the payment of pre-financing.It shall have the effect of making the bank or financial institution, third party or the other beneficiaries stand as irrevocable collateral security, or first-call guarantor of the grant beneficiary's obligations.

The guarantee shall be denominated in euro. It shall be provided by an approved bank or financial institution established in one of the Member States.

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The guarantee may be replaced by a joint and several guarantee by a third party or by the joint guarantee of the beneficiaries of an action who are parties to the same grant agreement.The guarantee shall be released as the pre-financing is gradually cleared against interim payments or payments of balances to the beneficiary in accordance with the conditions laid down in the grant agreement.

9.3. Double financing

An organisation is not entitled to receive more than one grant from the Commission for the action covered by the selected project.

9.4. Eligible Costs

The only costs which are eligible in the context of this call are those which are:

- directly linked to project concerned, i.e. generated directly by the project and indispensable for its implementation. These costs have to be necessary and reasonable for the implementation of the project. It must comply with the principles of a sound financial management and with the cost/benefit principle.

- generated during the duration of the project as defined in the agreement and recorded in the beneficiary’s accounts in compliance with accountability principles that apply to them and registered according to the applicable social and fiscal regulations;

- identifiable and verifiable with original supporting documents.

The internal auditing and accountancy procedures of the beneficiary shall make possible to verify that the stated project costs and receipts correspond to the accounting statements and the supporting documents.

Eligible direct costs:

Direct eligible costs are costs which comply with the conditions mentioned above and which are clearly identifiable and directly linked to the implementation of the project. Example of direct eligible costs, as defined above, can be the following:

- Expenditure relating to the project incurred in Japan by the project leader and coorganisers is considered eligible.

- Personnel costs incurred exclusively in implementing the project are eligible only where the accounting systems can clearly isolate and demonstrate the percentage of staff time devoted to the implementation of the project within the period of eligible expenditure and therefore the percentage of personnel costs which can be attributed to project costs. Civil servants salaries and expenses are not eligible for financing unless it can be proved that they have been seconded to a non-governmental organisation or are otherwise undertaking — and being paid for — work outside their regular duties, which is both necessary and reasonable with regard to the project. The administrative staff costs of the project (budget heading 2 of the budget form) must not exceed 20 % of the total amount of all other direct expenditure.

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- Travel/accommodation/subsistence costs linked to implementation of the project, for example for meetings, European visits (the costs of taxis are not eligible, unless it can be shown that this was the only solution). Organisations must use their own daily scales to calculate these costs. However, these may not exceed the maximum amounts fixed by the Commission. The costs of travel must correspond to actual expenditure. The cheapest rates and options must be chosen after several travel agencies have been consulted. Travel insurance costs are eligible.Distances < 800 km (return journeys): journeys are to be made by train except in emergencies or in cases when it is not possible to take the train or when the journey includes a sea crossing.Distances > 800 km (return journeys): the journey may be made by airplane in economy class.Travel by car: car journeys are reimbursed on the basis of the first-class train fare for an equivalent journey. Only one car journey will be reimbursed, regardless of the number of passengers.Subsistence costs: Must be directly related to the project and be essential. They may not exceed the daily rates set out in WEB-site: http://europa.eu.int/comm/culture/eac/how_particip2000/pract_info/pdf_word/daily_allowance_en.pdf. If the institution to which the traveller belongs has its own rates, expenses will be limited to the lower rate.

- Costs associated with conferences (e.g. hiring premises and equipment, interpreters etc.);

- Publication and dissemination costs;

- Equipment costs (in the case of purchase of equipment (which must be necessary for the project), only the depreciation during the period of the project is an eligible cost for the project, to the extent that the equipment is used for the project, unless specific decision is taken by the Commission. The depreciation rules to be used are the fiscal and accountancy rules applicable to the beneficiary, and must be stated in the application);

- Telecommunications costs; provided they are clearly identifiable, have been directly incurred for the project and are not included in general costs below;

- Cost of consumables and supplies provided they are clearly identifiable, have been directly incurred for the project and are not included in general costs below;

- Insurance, hiring of premises and equipment, copyright (including royalties), follow-up, feasibility studies, technical management and co-ordination costs, artists' fees provided they are clearly identifiable, have been directly incurred for the project and are not included in general costs below.

Eligible indirect costs (general costs):

General costs (budget heading 2 of the application form including office supplies, consumables, depreciation of computer equipment etc.) incurred by the beneficiary in carrying out the action may be eligible for funding but may not exceed 7% of the total direct costs eligible.

The indirect costs are eligible if they do not include costs already specified in other budget heading of the Budget.

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Indirect costs are not eligible if the beneficiary is also in receipt of an operating grant financed from the Community budget.

9.5. Ineligible costs

The following expenditure cannot be considered eligible:

- fixed capital costs;- provisions of a general nature (e.g. for losses and possible future debts);- debts and interest on debts;- other interests linked with debts;- bad debts;- exchange losses;- expenditure on luxuries;- VAT, unless the beneficiary justifies that he cannot recover it;- costs that are declared and eligible in the context of another action or work programme

receiving Community support;- expenditure of operators not belonging to the European Union or established in a

candidate country or in the EFTA/EEA countries only if, by the deadline for submission of grant applications, agreements laying down the arrangements for those countries' participation in the programme have been concluded;

- the production of material and publications for commercial purposes; however, consideration will be given to monographs, collections, reviews, records, CDs, CD ROMs, CD-Is and videos provided they form an integral part of the project;

- investment or operating costs on the part of cultural organisations which do not form an integral part of the project;

- expenditure incurred by a Japanese associated partner.

Contributions in kind shall not constitute eligible costs.

9.6. Legal entity

The Commission will only propose a grant agreement to an organisation with a legal personality. Therefore the organisation must provide the Commission with official documents allowing the assessment of the organisation’s legal personality (public administration, non-profit organisation, etc).Please see details page 40 of this call in Annex B (application form).

10. SUBCONTRACTING AND CALLS FOR TENDER

Where the implementation of subsidised actions requires subcontracting or the launching of a call for tenders, the grant beneficiaries must award this contract to the tender offering the best value for money, respecting the principles of transparency and equal treatment of potential contractors and ensuring there is no conflict of interests.For all contract of a value exceeding €13.300, beneficiaries must retain records demonstrating that appropriate competition among potential sub-contractees has taken place with a minimum request of three offers unless it can be demonstrated that only one supplier exists in a given market.

11. PUBLICITY

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Each year (1st semester) a list of the grants awarded during the previous budgetary exercise must be published on the Internet Web site of the European Institutions. The information can also be published with the help of any other mean including the Official Journal of the European Union.

With the agreement of the beneficiary (unless publication of the information may threaten the safety of the beneficiary or harm his or her interests), the Commission will publish following information: - the name and address of each beneficiary- the subject of the grant- the amount allocated and rate of financing.

The organisers of the projects are under a contractual obligation to ensure, by all appropriate means and in accordance with the conditions laid down in the EU grant agreement, that the funding awarded to the project by the European Union is publicised during the life of the project and acknowledged in any publications and permanent or ongoing publicity material subsequent to this (Name and logo of the European Union). Evidence of this publicity must be included in the final reports.

If the beneficiaries do not comply with this obligation, the grant awarded can be reduced.

12. PRESENTATION AND SUBMISSION OF APPLICATIONS

12.1. Publication

The call for proposals is published on the Internet website of the General Direction “Culture and Education”. The internet address is the following:http://europa.eu.int/comm/culture/eac/how_particip2000/mod_action3/modalities_action3_en.html

12.2. Application forms

The applicant must use the application form annexed to the present specifications (Annex B). Please note that applications must be typed. Hand-written applications will not be accepted.

The application forms can be found on the General Direction Culture and Education’s website to the following address:

http://europa.eu.int/comm/culture/eac/how_particip2000/mod_action3/modalities_action3_en.html

Application forms can also be obtained by writing to the following address:

European CommissionCulture 2000 Framework programme - Action 3Call for Proposals EAC/XX/2004B-100 - Office 6/08B - 1049 Brussels

Only one application form will be sent per demand

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12.3. Submission of the application

The deadline for submission is 15 November 2004.

Only applications:

- using the application forms annexed to the present specifications;- duly dated, filled in and signed by the legal representative of the organisation;- sent in duplicate unless you are instructed to the contrary (the original being

identified as such);- sent by the authorities responsible for culture in the project leader's country

of origin through its Permanent Representation or Mission to the European Union.

will be accepted.

Applications which have not been submitted within the deadlines will not be examined.

Applications must be submitted to the following address

European CommissionCulture 2000 Framework programme - Action 3Call for Proposals EAC/XX/2004B-100 - Office 6/08B - 1049 Brussels

in one of the following ways:

By registered post, for which purposes the relevant date is to be the date of despatch by post, as evidenced by the postmark; or the registered delivery receipt issued by the Postal Services

By hand-delivery at the above mentioned address by the applicant in person or by an agent against a signed and dated receipt. Applications delivered in person must arrive before 17.00.

By courier service, for which purposes the relevant date is:

a) the date of delivery to the courier by the applicant as evidenced by the date of the signed and dated courier form.

b) if not dated despatch form is available then the relevant date will be taken as that of the delivery to the Commission as evidenced by a receipt issued by the Commission.

Applications submitted by fax or e-mail will not be examined.

No modification of the application will be authorised after the submission of the application and its annexes. However, the Commission reserves the right to request additional information necessary to take a final decision on the award of financial support.

Applicants will be informed of the reception of their application file by receiving receipt of acknowledgement annexed to the current specifications.

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Only applications complying with the eligible criteria will be taken into account for a possible awarding of a grant. Ineligible applicants will receive a mail mentioning the cause of their ineligibility.

All the applicants who have their request for a community grant rejected will be informed by written.

All the selected applications will be subject to a financial analysis. In this framework the Commission may ask to the applying organisation supplementary information.

12.4. Applicable Regulation

The award of Community grants is governed by the new Financial Regulation and must respect the procedures laid down in it:

OJ L 248, 16.9.2002 (Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities)

OJ L 357, 31.12.2002 (Commission Regulation (EC, Euratom) No 2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation (EC, Euratom) No 1605/2002 on the Financial Regulation applicable to the general budget of the European Communities)

Decision n° 508/2000/CE of the European Parliament and the Council of the 14 December 2000 establishing the Culture 2000 programme

12.5. Contact

The Commission department responsible for implementing and managing the call for proposals EAC/XX/2004 is Unit C-2 of the Education and Culture (EAC) Directorate-General.

Additional information can be obtained from:

Stéphanie Vaddé, phone number: 00.32.2.298.67.92., stephanie.vadde@cec.eu.int

Fabienne Metayer, phone number: 00.32.2.299.86.43, fabienne.metayer@cec.eu.int

Annexes:

Annex A- List of Cultural Contact Points Annex B - Application Form (incl. Declarations to be signed by duly authorised

representative) Annex C - Terminology and definitions Annex D - Contractual Obligations

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Annex A: LIST OF THE CULTURAL CONTACT POINTS IN EUROPE

AUSTRIA

Cultural Contact Point AustriaMs Elisabeth Pacher Federal Chancellery – Department for the ArtsBundeskanzleramt KunstsektionDivision II/7Schottengasse 1A-1010 WienAustria Tel. (43-1) 53115 7692 Fax (43-1) 53115 7694E-mail: elisabeth.pacher@bka.gv.at http://www.ccp-austria.at

Cultural HeritageMinistry for Education, Science and CultureSchreyvogelgasse 2A-1010 WienAustria Mr Franz NeuwirthTel. (43-1) 531 20 36 34Ms Anna SteinerTel. (43-1) 531 20 36 30Fax (43-1) 531 20 36 99E-mail: franz.neuwirth@bmbwk.gv.at anna.steiner@bmbwk.gv.athttp://bmbwk.gv.at/kultur

BELGIUM

Cultural Contact Point Belgium (Flemish Community)Cultuurcontactpunt VlaanderenIne Vander ElstCultuurNet VlaanderenArenbergstraat 1dB - 1000 BrusselsBelgiumTel. : (32-2) 551.18.86Fax : (32-2) 551.18.99E-mail : cultuurcontactpunt@cultuurnet.behttp://www.cultuurnet.be

Cultural Contact Point Belgium (French and German Community)Claudine LisonMarie Schippersc/o Wallonie-Bruxelles Théâtre18 Place Flagey B13B-1050 BrusselsBelgiumTel. (32-2) 219 39 08Fax (32-2) 219 45 74Email: wbt@online.behttp://www.pcceurope.be

BULGARIA

Cultural Contact Point BulgariaMinistry of Culture

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European Integration DepartmentIveta DimovaDaniela Kaneva17 Al. Stamboliiski Blvd.BG - 1040 SofiaBulgariaTel. (359-2) 94 00 915Fax (359-2) 98 18 145E-mail: I.Dimova@culture.government.bg D.Kaneva@culture.government.bg

http://www.culture.government.bg

Euro-Bulgarian Cultural CentreYavor Koinakov17 Al. Stamboliiski Blvd.BG - 1040 SofiaBulgariaTel. (359-2) 988 00 84 Fax (359-2) 980 78 03 E-mail: cip@eubcc.bghttp://www.eubcc.bg

REPUBLIC OF CYPRUS

Cultural Contact Point Republic of CyprusEleni NikitaLoulli MichaelidouChristina HadjisavvaMinistry of Education and CultureCultural ServicesCorner of Kimonas and Thoukidides StreetCY-1434 NicosiaCyprusTel. (357) 22 800979/800933/800994Fax (357) 22 518042E-mail: ccp@culture.moec.gov.cy http://www.moec.gov.cy/ccp/index.html

CZECH REPUBLIC

Cultural Contact Point Czech RepublicEva ŽákováMagdalena BičíkováTheatre InstituteCeletná 17CZ-110 00 Praha 1Czech RepublicTel. (420) 224 809 134 / 118, 119Fax (420) 222 326 121E-mail: info@culture2000.cz http://www.culture2000.czSection for Cultural Heritage of the CCPEva LukášováNational Institute for the Protection and Conservation of Monuments and Sites – Central UnitValdštejnské nám.3CZ-118 01 Praha 1Czech Republictel. (420) 257 532 309, (420) 257 010 249fax.(420) 257 010 248e-mail: culture2000heritage@up.npu.czhttp://www.supp.cz/html/culture2000heritage

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DENMARK

Cultural Contact Point Denmark Anne-Marie RasmussenKunststyrelsen / The Danish Arts AgencyKongens Nytorv 3DK-1050 Copenhagen KDenmark Tel. (45) 33 74 45 00Fax (45 ) 33 14 64 28E-mail: amr@kunststyrelsen.dk / amr@danish-arts.dk http://www.kunststyrelsen.dk

http://www.danish-arts.dk

ESTONIA

Cultural Contact Point EstoniaKarla AganAnu Kivilo International Relations and European Integration Department23 Suur-Karja StreetEE-15076 TallinnEstoniaTel. (372) 628 22 30Fax (372) 628 23 20E-mail: karla.agan@kul.ee anu.kivilo@kul.ee.http://www.kul.ee/ccp

FINLAND

Cultural Contact Point Finland Ulla NybergHanna HietaluomaCentre for International Mobility CIMOP.O Box 343Hakaniemenkatu 2FIN-00531 HelsinkiFinland Tel. (358-9) 77 47 70 82 / 77 47 72 44Fax (358-9) 77 47 70 64E-mail: ccp@cimo.fi http://www.cimo.fi

FRANCE

Cultural Contact Point FranceRelais Culture EuropePascal BrunetCorinne Szteinsznaider17, rue MontorgueilFR-75001 ParisFrance Tel. (33-1) 53 40 95 12Fax (33-1) 53 40 95 19E-mail: info@relais-culture-europe.org corinne.szteinsznaider@relais-culture-europe.org http://www.relais-culture-europe.org

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GERMANY

Cultural Contact Point GermanyHaus der KulturSabine BornemannChristine BeckmannWeberstraße 59AD - 53113 BonnGermany Tel. (49-228) 201 35 27Fax (49-228) 201 35 29E-mail: info@ccp-deutschland.debornemann@ccp-deutschland.de beckmann@ccp-deutschland.de http://www.ccp-deutschland.de/

GREECE

Cultural Contact Point GreeceGeorgios LiontosMinistry of CultureEU Direction17 rue ErmouGR-10563 AthensGreece Tel. (30) 210 32 30 293 / 82 01 501Fax (30) 210 33 10 796E-mail: Georgios.Liontos@dseee.culture.grhttp://www.ccp.culture.gr

HUNGARY

Cultural Contact Point HungaryKultúrPont IrodaAttila ZongorKazinczy u. 24-26.H-1075 BudapestHungaryTel. (36-1) 413 75 65Fax (36-1) 413 75 74E-mail: info@kulturpont.hu http://www.kulturpont.hu

ICELAND

Cultural Contact Point IcelandSvanbjörg H. EinarsdóttirJón ÞórissonTúngata 14IS -101 ReykjavikIceland Tel. (354) 562 63 88Fax (354) 562 71 71E-mail: svana@evropumenning.isjon@evropumenning.is info@evropumenning.ishttp://www.evropumenning.is

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IRELAND

Cultural Contact Point IrelandCharlotte ManganCatherine BoothmanThe Arts Council/An Chomhairle Ealaion70 Merrion SquareIRL–Dublin 2IrelandTel. (353-1) 6180 262Fax (353-1) 6761 302E-mail: charlotte.mangan@artscouncil.iehttp://www.artscouncil.ieCatherine BoothmanTel. (353-1) 618 02 34E-mail: catherine.boothman@artscouncil.ie

ITALY

Cultural Contact Point ItalyDialoghi per la Cultura Europea, Antenna Culturale EuropeaMassimo ScalariMarcella MondiniPiazza Castello, 9I-10123 TorinoItaly Tel. (39) 011 54 72 08Fax (39) 011 54 82 52E-mail: info@antennaculturale.it http://www.antennaculturale.it

LATVIA

Cultural Contact Point LatviaKristine SmuksteLiga KalvaneConsultants of EU programme "Culture 2000"Ministry of Culture11 a K. Valdemara Str.Riga, LV-1364LatviaTel. (371) 7 356627 / 356629Fax (371) 7 078107E-mail:Kristine.Smukste@km.gov.lv Liga.Kalvane@km.gov.lvhttp://www.km.gov.lv

LITHUANIA

Cultural Contact Point LithuaniaEuropos kulturos programu centras Elona BajorinieneVaidile PukieneJ. Basanaviciaus, 5LT-01118 VilniusLithuaniaTel. (370) 5 261 29 21Fax (370) 5 261 29 21E-mail: belskit@durys.orghttp://www.durys.org

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LUXEMBOURG

Cultural Contact Point LuxembourgRelais Culture Europe-LuxembourgMarie-Ange SchimmerAgence luxembourgeoise d'action culturelle34b, rue Philippe IIL- 2340 LuxembourgTel: (+ 352) 46 49 46-22Fax: (+ 352) 46 07 01E-mail: rce@culture.luhttp://www.gouvernement.lu/gouv/fr/doss/rce

MALTA

Cultural Contact Point MaltaIan Paul BajadaEuropean Union Programmes UnitRm 215, Ministry of Education,MT-Floriana CMR 02MaltaTel: (+ 356) 21 22 67 70Fax: (+ 356) 21 23 15 89E-mail: ian.paul.bajada@gov.mt http://www.kultura2000malta.org

THE NETHERLANDS

Cultural Contact Point the NetherlandsYvette GielesCCP/SICA - Service Centre for International Cultural ActivitesVan Diemenstraat 410NL- 1013 CR AmsterdamThe Netherlands Tel. (31) 20 6164 225Fax (31) 20 6128 152E-mail: ccpnl@sicasica.nlhttp://www.sicasica.nl/ccp

NORWAY

Cultural Contact Point NorwayNorsk Kulturråd / Arts Council NorwayJean-Yves GallardoGrev Wedels plass 1PB 101 SentrumN-0102 Oslo, NorgeNorway Tel. (47) 22 47 83 30Fax (47) 22 33 40 42E-mail: jean-yves.gallardo@kulturrad.dep.nohttp://www.kulturrad.no

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POLAND

Cultural Contact Point PolandMinistry of Culture Department of International Relations and European IntegrationJoanna Sanetra-Szeliga Agata Etmanowicz Krakowskie Przedmiescie 15/17 PL-00-071 WarsawPolandTel.: (48) 022 828 37 91 / (48) 022 421 02 05Fax: (48) 022 828 37 91E-mail: jsanetra@mk.gov.plaetmanowicz@mk.gov.plpkk.kultura@mk.gov.plhttp://www.mk.gov.pl/pkk

PORTUGAL

Cultural Contact Point PortugalMinistério da CulturaPonto de Contacto CulturalAna Paula Silva Palácio Nacional da Ajuda, Ala Norte, 3º Andar P-1300-018 LisboaPortugalTel. (351-21) 361 93 10/3Fax: (351-21) 363 62 78E-mail: asilva@min-cultura.pt http://www.poc.min-cultura.pt/europa-cultura

ROMANIA

Cultural Contact Point RomaniaVladimir SimonAlexandru OpreaSos. Kiseleff 30RO-011347 Bucharest RomaniaTel./Fax: (4021) 222 58 50Tel./Fax: (4021) 222 58 50E-mail: simon@eurocult.roalex@eurocult.rohttp://www.cultura2000.ro

SLOVAKIA

Cultural Contact Point SlovakiaNatalia CehlarikovaZora JaurovaMinistry of CultureInternational Relations DepartmentSNP Square 33SK-813 31 BratislavaSlovak RepublicTel. (421) 2 5939 1324Fax (421) 2 5939 1370E-mail: ccp@culture.gov.sk http://www.ccp.sk

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SLOVENIA

Cultural Contact Point SloveniaMateja LazarSCCA, Centre for Contemporary Arts – Ljubljana (SCCA- Ljubljana)Metelkova 6SLO – 1000 LjubljanaSloveniaTel. (386) 1 431 83 85Fax (386) 1 430 06 29E-mail: ccp@scca-ljubljana.si http://www.scca-ljubljana.si/ccp

SPAIN

Cultural Contact Point SpainPunto de Contacto Cultural de EspañaJuan Antonio Casado CasadoDirección General de Cooperación y Comunicación CulturalMinisterio de Educación, Cultura y DeportePlaza del Rey núm 1E-28004 MadridSpain Tel. (34) 91 701 71 15Fax (34) 91 701 72 19E-mail: pcc.cultura@dgcc.mcu.eshttp://www.mcu.es/cooperacion/pcc/index.html

SWEDENCultural Contact Point SwedenCultural activities and literatureThe National Council for Cultural AffairsLeif SundkvistP.O.Box 7843S-103 98 StockholmSweden Tel. (46-8) 51 92 64 15Fax (46-8) 51 92 64 99E-mail: ccp@kulturradet.se ccp@raa.sehttp://www.kulturradet.se

For HeritageNational Heritage BoardMaria WikmanP.O Box 5405S-114 84 StockholmSweden Tel. (46-8) 51 91 80 22Fax (46-8) 51 91 80 79E-mail: ccp@raa.sehttp://www.raa.se

UNITED KINGDOMCultural Contact Point UKGeoffrey BrownJoanne WilliamsEUCLID85-89 Duke StreetUK-Liverpool L1 5APUnited Kingdom

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Tel. (44-151) 709 25 64Fax (44-151) 709 86 47E-mail: c2k@euclid.infohttp://www.culture2000.info

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Annex B: APPLICATION FORM

EUROPEAN COMMISSIONDirectorate-General for Education and Culture Culture, Audiovisual Policy and SportCulture: policy and framework programme

GRANT APPLICATION FORM 2005Call for applications - Budget heading ABB 15 04 02 01

“CULTURE 2000" FRAMEWORK PROGRAMME IN SUPPORT OF CULTURESpecial call EU-Japan

Introduction

Before completing this application form, please ensure that you have read and understood the specifications. It may be useful to consult a copy of the specifications while completing your application.

In particular, you will need to make sure that you provide all evidence and fulfil all conditions required under the new financial regulations of the European Commission. In this context, please carefully follow the application checklist when compiling the application.

In order to apply for a grant, please complete the application form and attach the required annexes at the end. Do not attach documents other than those requested in the specifications. Additional documents will not be considered and will not be returned.

Applications must be typed. Hand-written applications will not be accepted.

After filling in the application form, check that it is dated and signed. Submit the original and one copy to the following address:

European CommissionPolicy development in the cultural sphere - Culture 2000 Framework ProgrammeB-100 - Office 5/21B - 1049 BrusselsBelgium

Should there be any changes in your contact details at any moment during the selection procedure, please communicate it immediately to the same address, clearly indicating your project reference number.

Any applications faxed or sent by e-mail will not be accepted.

Please tick the relevant box to indicate the cultural field under which your project should be considered for funding (Cultural Heritage, Performing Arts, Visual Arts, Books and Reading. Tick one box only).

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Please tick the cultural field under which your project should be considered for funding. You must only tick ONE field.

CULTURAL HERITAGE

VISUAL ARTS

PERFORMING ARTS

BOOKS AND READING

_________________________

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APPLICATION CHECK-LIST

No Document Number of copies

Yes

1 Application form (including detailed budget estimate) dated and signed 2

2 Acknowledgement of receipt indicating your address 1

3 Declarations by the project leader and the co-organisers, with precise indication of their practical and financial contributions, bearing original signatures

2

4 Signed declarations by co-funding institutions (see II. 9), if applicable. 2

5 Annex 1: An official proof of the project leader’s and co-organisers' legal status, e.g. officially registered articles of association or statutes (with the exception of public bodies )

1

6 Annex 2: CVs of the person in charge of overall co-ordination of the project (project leader) and of the co-organisers’ staff responsible for the project

1

7 Annex 3: Recent activity reports of the project leader and co-organisers 1

8 Annex 4: Approved accounts for the last financial year for the project leader and the co-organisers (except where the organisation is a public body or has just been established - in which case approved accounts to date are sufficient).

1

9 Annex 5: Any material to support the application (e.g. relevant publications, programmes, images, drawings, examples of artists’ works etc.)

1

10 Annex 6 (only for cultural heritage projects involving work on listed or classified heritage): permit/certificate issued by the competent authorities confirming that the organisations concerned are authorised to carry out the work planned

1

11 Bank ID form signed by the project leader and their bank 1

12 Legal Entity form signed together with relevant documents 1-3

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PART I:Information on the applicant organisation

1.1 Name of organisation and acronym/abbreviation:

1.2 Legal status8: Private Public

1.3 Registration number9:

1.4 Date of establishment:

1.5 Address: Street:Postcode:Town/city:Country:

1.6 Tel. (including country and area codes):1.7 Fax (including country and area codes):1.8 E-mail:

1.9 Permanent staff employed by the organisation (number):

1.10 Legal representative (person authorised to sign an agreement with the Commission):Surname:Forename:Position:

1.11 Contact person/project manager (person responsible for the general coordination of the work programme)10:Surname:Forename:Position:

1.12 Person responsible for financial matters:Surname:Forename:Position:

1.13 Structure of the applicant organisation11

- Describe the structure of your organisation (independent association, federation, etc.)

8 A public body is considered as any body, any part of whose costs are financed from the state budget as of right, either by central, regional or local government. That is, these costs are financed from public sector funds raised through taxation or fines or fees regulated by law, without going through an application process which might result in their being unsuccesful in obtaining funds. Organisations that depend on state funding for their existence and receive grants year after year, but for which there exists at least the theoretical possibility that they may fail to receive money one year are not public bodies but are considered by the Commission as private bodies.9 In Annex 1, please attach an official proof of the legal status of your organisation, e.g. officially registered articles of association or statutes (private organisations only) 10 In Annex 2, please attach a CV 11 In Annex 3, please submit a recent activity report for your organisation

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1.14 Organisation’s usual sources of finance12

1.15 Experience in the sector to which this application relates

1.16 Previous experience in cooperation with other organisations in other countries participating in the programme

1.17 Financial support previously obtained directly or indirectly from a European institution or Community body during the past three years (where applicable and including one-year projects or multiannual cooperation agreement projects funded by Culture 2000)13

Please give details of each grant obtained:

Community programme or budget heading

Project title Year and contract reference number

Grant amount

12 In Annex 4, please submit the official accounts for the last financial year – except where the organisation has just been established or is a public body. If the organisation has just been established, attach approved accounts to date.

13 Failure to mention all sources of grants obtained up to the date of submission of this application will automatically invalidate your application

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(Add a further A4 page if necessary)

1.18 Has your organisation submitted, or does it intend to submit, a grant application for this project or another project in the same sector to another Commission department? (Please specify the DG, the programme or initiative concerned, and the result of your application)

If yes, please sign the following declaration:I am fully aware that my organisation is not entitled to receive more than one grant from the Commission for the action covered by this application and will therefore withdraw any other application for any other grant from the Commission should this application be successful, or will withdraw this application should any other application be successful.

Date: Signature: _________________________________

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PART II

Information on the project for which you are requesting a grantIn Annex 5, please attach any material that could help to support the application, illustrate the project and allow a more thorough evaluation of the project and its organisers.

II.1 Title of the project

II.2 Description of the project in ENGLISH (compulsory) AND either FRENCH or GERMAN. This description should under no circumstances be longer than 1-2 A4 pages and 1 000 words.

Please provide a concise and clear summary that includes information on all of the following points:- What activities are planned?- Where and when will these take place, and how long will they last?- What are the objectives of the project and how will these be achieved?- What results are anticipated on a long-term basis?- How will the co-organisers co-operate in the implementation of the project? - What is the added value of the co-operation on a European level?- Who will benefit from the project?

II.3 Detailed description of the activities for which financial support is requested

Please attach a precise programme of the activities planned under your project. For each activity, please provide on one separate sheet (to be attached to this form) a description of the activity itself, its objectives, the involvement of the co-organisers, the target group, an indicative timetable, and the expected results.

Please also list any subcontracting bodies involved in your project and indicate under which budget heading you have entered costs related to the activities to be implemented by these bodies.

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II.4 Who are the co-organisers that will be involved in the project?Names of co-organisers at local or regional level Role of co-organiser in the conception of the project Role of co-organiser in implementing the project Financial participation

(minimum 5% of total eligible budget)

Indicate amount in Euro

Names of co-organisers at national level Role of co-organiser in the conception of the project Role of co-organiser in implementing the project Financial participation(minimum 5% of total

eligible budget)Indicate amount in

Euro

Names of co-organisers in other countries eligible for participation in the Culture 2000 programme

Role of co-organiser in the conception of the project Role of co-organiser in implementing the project Financial participation(minimum 5% of total

eligible budget)Indicate amount in

Euro

Add a page if necessary

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II.5 Who are the partners that will be associated with the project?

Names of partners at local or regional level

Names of partners at national level

Names of partners in other countries eligible for participation in the Culture 2000 programme

Add a page if necessary

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II.6 Project implementation programme

Project starting date14: day month yearProject finishing date15: day month year

Detailed timetable for implementation of the work programme

Month Action(s) Anticipated cost in €

II.7 Project location(s):

14 If you do not specify these dates your application will not be considered. The project must start between the 1 st March 2005 and the 1st December 2005. The period of eligibility for expenditure resulting from implementation of a project will begin on the day of signature of the agreement by the last of the parties. If the applicant is able to prove the need to commence this action before the signing of the agreement, the expenditure may be considered as eligible before the signature of the grant agreement. In such cases, expenditure eligible for financing may not have been incurred prior to the date of submission of the grant application. 15 Expenditure incurred after this date will not be eligible, unless specifically authorised by the relevant Commission departments.

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II.8 Estimated total cost of the project: €Commission grant requested:16 €Other sources of funding already secured:17 €Other sources of funding pending:18 €Self-financing by the applicant organisation (project leader): €Financial contributions by each of the co-organisers: €Income generated by the project: €

II.9 Other sources of funding (Where applicable, excluding Community grants and co-organisers' contributions)Please list all sources of funding and for each co-funding institution, a written statement signed by the institution must be provided. Please use the declaration form on the following page.

II.10 Other informationPlease provide any additional information that you feel should be taken into consideration by the Commission.

16 The Commission grant requested must not be more than 60% of the total estimated cost of the project and it must not be more than €200,000 .17 You must provide written confirmations for all sources of funding that are included in the provisional budget – see also II.9..18 You must provide written confirmations for all sources of funding that are included in the provisional budget – see also II.9..

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Declaration by Co-funding Institution(To be copied for and completed by each co-funding institution)

Name of the institution (legal name in full):

Address:

Street:Postcode:Town/city:Country:

Contact person within the co-funding institution:Name:Title or position:Telephone:Fax:E-mail:

Amount (in Euro) which the co-funding institution has undertaken to contribute to the activity in question: …………………….€ Name of the cultural operator receiving the funds:

Explanations, if a final decision on co-funding has not yet been taken:

Date Signature Official stamp____________________________________

Declaration by the project leader

My organisation is a public private organisation (please tick as appropriate)19.

19 A public body is considered as any body, any part of whose costs are financed from the state budget as of right, by central, regional or local government. That is, these costs are financed from public sector funds raised through taxation or fines or fees regulated by law, without going through an application process which might result in their being unsuccesful in obtaining funds. Organisations that depend on state funding for their existence and receive grants

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My organisation is able unable to recover VAT(please tick as appropriate).

On behalf of my organisation, I hereby declare my agreement to the basic conditions set out in the call for proposals and specifications. Furthermore, the role of my organisation in conceptual, implementation and financial participation terms is as follows:

Conceptual role (brief description):

Implementation role (brief description):

Financial participation, amount in €:(Min. 5% of the total budget, no contributions in kind)

I declare that the information given in this application is correct and that I am not withholding, in full or in part, any information from the Commission. I also declare that my organisation, I myself, and our partners will comply with and abide by these basic conditions and that we will cooperate fully with the European Commission for the purposes of supervision of activities.

Should my application be selected, I hereby undertake to refer clearly to the Community funding awarded on all possible occasions, whether public or not and whether official or not, and in all information material. If selected, I agree to let the Commission publish the details of the project (including the organisations address) on the Europa web site.

Name of applicant organisation (project leader):

Name of the organisation's representative signing the application:

Position:

Date: Place (address, including country):

Signature: Official stamp

year after year, but for which there exists at least the theoretical possibility that they may fail to receive money one year are not public bodies but are considered by the Commission as private bodies.

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Declaration by co-organisers(This page must be copied for and completed by each co-organiser)

My organisation is a public private organisation(please tick as appropriate) 20.

My organisation is able unable to recover VAT(please tick as appropriate).

On behalf of my organisation, I hereby declare my agreement to the basic conditions set out in the call for proposals and specifications. Furthermore, the role of my organisation in conceptual, implementation and financial participation terms is as follows:

Conceptual role (brief description):

Implementation role (brief description):

Financial participation, amount in €:(Min. 5% of the total budget, no contributions in kind)

I declare that the information given in this application is correct and that I am not withholding, in full or in part, any information from the Commission. I also declare that my organisation and I myself will comply with and abide by these basic conditions and that we will cooperate fully with the European Commission for the purposes of supervision of activities.

Name of organisation (co-organiser):

Address: Street: N°:Postcode: Town/city: Country:

Tel. Fax (including country and area codes) (including country and area codes)E-mail:Name of the organisation's representative:Position:

Date:

Signature: Official stamp

20 A public body is considered as any body, any part of whose costs are financed from the state budget as of right, either by central, regional or local government. That is, these costs are financed from public sector funds raised through taxation or fines or fees regulated by law, without going through an application process which might result in their being unsuccesful in obtaining funds. Organisations that depend on state funding for their existence and receive grants year after year, but for which there exists at least the theoretical possibility that they may fail to receive money one year are not public bodies but are considered by the Commission as private bodies.

Private organisations must join an official proof of the legal status of their organisation e.g. officially registered articles of association or statutes in Annex 1, and the approved accounts for the last financial year in Annex 4. All organisations must join a CV of the person in charge of the project in Annex 2 and a recent activity report in Annex 3.

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PART III

BUDGET

1) – Please note that it is essential, wherever required in the various sections of the budget (e.g. Section 3 - Travel expenses and subsistence costs relating to the project), to submit annexes and detailed calculations for any amount exceeding 5000 Euro. These annexes are an integral part of the budget.

N.B.: costs for administrative and co-ordinating staff, see I. Expenditure - Section 1 (a+b+c) of the budget form, must not exceed 20% of the total direct expenditure, i.e. Sections (3)+(4)+(5)+(6).

2) – The bank identification form must be submitted duly signed by the account-holder as well as by the bank.

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Bank Details:

Please insert the relevant bank identification form for your country, which you will find at the following Internet address:

http://europa.eu.int/comm/culture/eac/how_particip2000/pract_info/form_en.htmlThe form needs to be stamped and signed by the account holder

and by a representative of the bank.

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Legal entity details:

Please insert the relevant legal entity identification form for your country, which you will find at the following Internet address:

http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm#ELENFR

This legal entity form should be returned together with:

PRIVATE ORGANISATIONS:

* A copy of any official document (e.g. official gazette, register of companies, etc.) showing the contractor’s name and address and the registration number given by the national authorities;

* A copy of the VAT registration document if applicable and if the VAT number does not appear on the official document referred to above.

PUBLIC ORGANISATIONS:

* a copy of the resolution, law degree or decision establishing the entity in question

* or failing that, any other official document attesting to the establishment of the entity

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I. EXPENDITURE

1. Staff (administration and coordination)

These costs must not exceed 20% of the total amount of all other direct expenditure,i.e. Sections (3)+(4)+(5)+(6)

Estimated total budget Total actual expenditure

This column to be completed only when

submitting the statement of expenditure

a) Category A (project manager, administrator, expert, consultant, etc.)

Function in the projectNumber of

personsTotal N° of

daysAmount in

Euro per day TOTAL

Total Total (a) category A

b) Category B (assistance functions, etc.)

Function in the project Number of persons

Total N° of days

Amount in Euro per day TOTAL

Total Total (b) category B

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Estimated total budget Total actual expenditure

c) Category C (secretaries, etc.)

Function in the projectNumber of

personsTotal N° of

daysAmount in

Euro per day TOTAL

Total Total (c) category C

Total section 1 (items a+b+c)

2. General expenditure (office supplies, consumables, depreciation of computer equipment corresponding to the duration of the action)

NB: only the beneficiary's own costs directly incurred in implementing the project may be included in this section, -up to a maximum of 7%   of the total amount of direct expenditure (sections 1, 3, 4, 5 & 6) .

Total section 2

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3. Travel expenses and subsistence costs for administrative staff in connection with implementation of the project

- Travel expenses and subsistence costs for participants in conferences or seminars organised as part of the project should be entered in section 5c1-5c3 of the form.- Travel expenses and subsistence costs directly linked to project activities should be entered in section 6h- Please indicate in Annex A:

- the detailed calculation method for all amounts exceeding € 5000- the places of departure and destination and the dates of the planned journeys.

Estimated total budget Total actual expenditure

a) Travel

Number of personsTotal N° of

journeysMode of transport

Average cost per journey TOTAL

Total (a) travel

b) Subsistence (accommodation and meals)

Number of personsTotal N° of

daysAverage cost

per day TOTAL

Total (b) subsistence

Total section 3 (items a+b)

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4. Production, communication and dissemination costs

- Details of the calculation method for all amounts exceeding € 5000 should be given in Annex B.- NB: do not include administrative staff expenditure under this heading.

Estimated total budget Total actual expenditure

a) Production costs(publications, books, CD-ROMs, videos, Internet, etc.) (1)

Total (a) production

(1) Please give details of the content

b) Translation costs(please take account of the ceiling: maximum € 1.67 per line)

Total (b) translation

c) Distribution costs (mail, postage, packaging, etc.)Total (c)

distribution

d) Dissemination costs (advertisements, promotion, press, etc.)please specify:………………………………………………..………………………………………………..

Total (d) dissemination

Total section 4 (items a+b+c+d)

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5. Costs in connection with conferences, seminars and meetings

Details of the calculation method for all amounts exceeding € 5000 should be given in Annex C.Estimated total budget Total actual

expenditurea) Premises hire

Total (a) premises hire

b) Equipment hire

Total (b) equipment hire

c) Travel expenses / subsistence costs for participants and speakers

Origin Total number of persons

European Commission

Other institutions, agencies and official bodies of the European Union(e.g. Council, European Parliament)

Before breaking down the costs under headings (c1), (c2) and (c3), please enter in this table

Country in which the conference/seminar is being held precise details of the expected number and origin of conference participants and speakers.

Other EU Member States (a)

Other EFTA/EEA countries (Iceland, Liechtenstein, Norway) (a)

Other countries (a)

Total number of persons

(a) Please give the expected number of persons per country in Annex D

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Estimated total budget Total actual expenditure

c1) Travel expenses of conference participants and speakers- Please indicate in Annex C:

- the detailed calculation method for all amounts exceeding € 5000- the places of departure and destination and the dates of the planned journeys

- Do not include European Union officials

Number of personsTotal N° of

journeysMode of transport

Average cost per journey TOTAL

Total (c1) travel

c2) Local transport- Please indicate in Annex C:

- the detailed calculation method for all amounts exceeding € 5000- the places of departure and destination and the dates of the planned journeys

- Do not include European Union officials

Number of personsTotal N° of

journeysMode of transport

Average cost per journey TOTAL

Total (c2) local transport

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Estimated total budget Total actual expenditure

c3) Subsistence (accommodation and meals for conference participants and speakers)- Please indicate in Annex C:

- the detailed calculation method for all amounts exceeding € 5000- the places and dates of the planned stays

- Do not include European Union officials

Number of personsTotal N° of

daysAverage cost

per day TOTAL

Total (c3) subsistence

d) InterpretationLanguages from/into which interpretation will be provided:- Interpretation from :……………………………………- Interpretation into :…………………………………….

d1) Interpreters(please take account of the ceiling: maximum € 600 per day, including travel and subsistence)

Total (d1) interpreters

d2) Booths

Total (d2) booths

e) External speakers' fees(please take account of the ceiling: maximum € 500 per day)

Total (e) speakers

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Estimated total budget Total actual expenditure

f) Reception staff

Total (f) reception staff

g) Reproduction costs (photocopies, etc.) for documentation to be distributed to participants

Total (g) documentation

h) Supplies

Total (h) supplies

i) Other costs (please specify)

………………………………………….……

……………………………………………….

Total (i) other costs

Total section 5 (items a - i)

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Estimated total budget Total actual expenditure

6. Miscellaneous costs directly linked to project activities- Details of the calculation method for all amounts exceeding € 5000 should be given in Annex E.- NB: do not include administrative staff expenditure under this heading.

a) Artists' feesb) Insurancec) Premises hired) Equipment hire e) Transport of equipmentf) Copyright or royaltiesg) Artists re-sale rightsh) Travel expenses / Subsistence costs (1)

(1) - Please indicate in Annex E:- the detailed calculation method for all amounts exceeding € 5000- the places of departure and destination and the dates of the planned journeysi) Purchases of equipment for production, creation, restoration (heritage) etc.j) Remunerations of scientific personnel, technicians, persons responsible for production, creation, restoration (heritage) etc.

k) Other costs (please specify)………………………………………………………………………………………………………………………………

Total section 6 (items a - k)

Expenditure - grand total

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II. INCOME

Estimated total income Total actual income

This column to be completed only when

submitting the statement of expenditure

1. Specific grants

a) European Commission(i.e. the grant for which this application is being submitted)

b) International public institutions(please submit a declaration of the relevant institutions – see part II, Point 9)

Please specify:

……………………………………………

……………………………………………

c) National/regional/local public institutions(please submit a declaration by the relevant institutions– see part II, Point 9)

Please specify:

……………………………………………

……………………………………………

d) Private companies(please submit a declaration by the relevant companies– see part II, Point 9)

Please specify:

……………………………………………

……………………………………………

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Estimated total income Total actual income

e) Others (please submit a declaration by the relevant organisations– see part II, Point 9)

Please specify:

……………………………………………

……………………………………………

Total section 1(items a - e)

2. Income generated by the projectAny income generated by the project cannot and must not be considered as part of the self-financing (Section 3)

a) Registration fees

b) Sale of publications

c) Other

Please specify:……………………………………………

……………………………………………

Total section 2 (items a+b+c)

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3. Self-financing by the applicant organisation and co-organisersThis contribution must be own funds or raised and secured funds specifically for the project.Income generated by project activities cannot in any way be considered as raised funds.

a) Applicant organisation:

b) Co-organisers:(please specify)………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Total section 3 (items a+b)

Income - grand total (1+2+3)

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THIS PAGE MUST BE SIGNED BY THE PERSON LEGALLY AUTHORISED TO COMMIT THE APPLICANT ORGANISATION/BENEFICIARY

To be signed when submitting the budget estimate To be signed when submitting the final accounts

I declare on my honour that the submitted budget estimate is true and correct and that the applicant organisation is not in any of the situations stipulated in detail in annex C, (Important Note) of the specifications. Should my application be successful I agree that the Commission will publish the name and address of the beneficiary, the subject of the grant, the amount awarded and the rate of funding.

Name:

Position within the applicant organisation:

Date:

Signature:

The undersigned certifies that the submitted final accounts are true and correct.

Name:

Position within the applicant organisation:

Date:

Signature:

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EUROPEAN COMMISSION Directorate-General for Education and Culture

Culture, Audiovisual Policy and SportCulture: policy and framework programme

To be completed by the applicant: Name and address of the organisation to which the acknowledgement of receipt should be sent

Name:

Address:

ACKNOWLEDGEMENT OF RECEIPT

TO BE COMPLETED BY THE APPLICANT:

Application form for the project entitled

…………………………………………………………………………………………………

…………………………………………………………………………………………………

TO BE COMPLETED BY THE EUROPEAN COMMISSION:Reference number to be quoted in all correspondence

(if the reference number is not stated, correspondence will be returned to the sender):

CLT 2005 Japan –Sec/

Date of submission of the application (date o f postmark or courier service stamp ):

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Annex C: TERMINOLOGY AND DEFINITIONS

“Project leader/Applicant”: to be considered as the project leader, the cultural operator [as defined in section 5], from a country participating in the programme, must act as the legal co-signatory for the EU grant agreement awarded by the European Commission. This is in addition to having a specific and essential involvement and coordinating role in the design and implementation of the project and in its financing (this means guaranteed participation from their own or raised and secured money and equal to at least 5% of the total budget21).

“Co-organiser”: to be considered as a co-organiser, the cultural operator [as defined in section 5], from a country participating in the programme, must have a specific and essential involvement both in the design and implementation of the project and in its financing (this means guaranteed participation from their own or raised and secured money and equal to at least 5% of the total budget). The involvement of co-organisers must be clearly indicated in the project application.

“Associated Partner”: to be considered as a partner, the cultural operator [as defined in section 5] will participate in the activities of the project but is not expected to have a specific and essential involvement and coordinating role in the design and implementation of the project or in its financing.

“Project”: to be admissible as a project, the period of eligible expenditure of projects must last no longer than twelve months and must involve co-organisers (including the project leader) from at least 3 participating countries.

“Public or Private body/organisation”: for this call for proposals a public body is considered as any body, any part of whose costs are financed from the state budget as of right, either by central, regional or local government. That is, these costs are financed from public sector funds raised through taxation or fines or fees regulated by law, without going through an application process which might result in their being unsuccessful in obtaining funds. Organisations that depend on state funding for their existence and receive grants year after year, but for which there exists at least the theoretical possibility that they may fail to receive money one year are considered by the Commission as private bodies.

21 Contributions “in kind” cannot be included as part of the financial participation.

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Annex D: CONTRACTUAL OBLIGATIONS

1. Contractual conditions:

Community funding will take the form of an EU grant agreement between the Commission and the project leader; who will be designated as the beneficiary. As a condition for the grant, the Commission requires the beneficiary (project leader) and the other co-organisers to sign an agreement on the arrangements for the project, including the financial provisions.

An example of the grant agreement used by the Commission can be accessed from the following internet site:http://europa.eu.int/comm/culture/eac/how_particip2000/pract_info/pdf_word/cult2000grant_agree_annual_en.pdf

Beneficiaries must adhere strictly to the applicable administrative rules and must respect the conditions of the Culture 2000 programme and the Council and Commission's Financial Regulations.

For full information about the Financial Regulations, applicants should refer to http://europa.eu.int/eur-lex/en/search/search_oj.html and search for the following two Official Journals:

- Date: 09/2002. Official Journal Series/Number: L/248 (Council Regulation No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities)

- Date: 12/2002. Official Journal Series/Number: L/357 (Commission Regulation No.2342/2002 of 23 December 2002 laying down detailed rules for the implementation of Council Regulation No.1605/2002 on the Financial Regulation applicable to the general budget of the European Communities).

The Commission attaches the utmost importance to sound administrative and financial management of projects.

The Commission cannot be held legally liable for projects that have received financial support. The financial support that it provides does not constitute a claim on the Commission and cannot therefore be transferred to a third party.

2. Observance of deadlines

The deadlines indicated in the EU grant agreement must be observed. Exceptionally, where a project has been delayed, only one extension of the EU grant agreement period may be granted. Any official request, which must be submitted at least two months before the end of the eligibility period laid down in the EU grant agreement, must state how much extra time is being applied for and why the delay has come about and must clearly indicate the proposed modified timetable and budgetary implications. Requests will be examined on their merits – and if accepted – an amendment to the EU grant agreement will be sent to the beneficiary for acceptance and signature.

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Any delay which results in a project being completed after the agreed completion date and which is not subject to a prior agreed amendment to the original EU grant agreement by the Commission as explained above, will result in the funding being reduced by excluding all non-eligible expenditure, i.e. that expenditure incurred after the agreed completion date.

3. Co-financing

Community funding under this programme will be subject to written and binding proof of the significant financial commitment (amount of the commitment) of the project leader and co-organisers for the realisation of the project.

The beneficiary must supply evidence of the co-financing provided either by way of own resources or in the form of financial transfers from third parties.

4. Report and Final Accounts

On completion of a project that has received Community funding, the project leader must submit an activity report, including final accounts, on the results and be prepared to supply the European Commission with any information it may need to enable it to evaluate the project. This report must give a succinct but full description of the results of the project as compared with the initial objectives and must be accompanied by any publications produced under the project.

This document must also include a report from each co-organiser detailing their participation throughout the project.

5. General Provisions

Use of grants awarded to beneficiaries is subject to inspection and financial control by the Commission and/or European Court of Auditors and/or European Anti-Fraud Office (OLAF).

Any concealment by any applicant of all or part of any information which might have an incidence on the Commission's final decision will automatically render the application invalid or, if it is discovered at a later stage, will entitle the Commission to terminate the EU grant agreement and demand the full reimbursement of all sums received by the beneficiary under the EU grant agreement.

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