2019-10-14 grant application guidelines · 2019-10-24 · if the final costs of a given project is...

Version1.2(November2018)

NATO PUBLIC DIPLOMACY PROGRAMMES

CO-SPONSORSHIP GRANTS FOR PUBLIC DIPLOMACY PROJECTS PUBLIC DIPLOMACY DIVISION, INTERNATIONAL STAFF, NATO HEADQUARTERS

Blvd. Leopold III, B-1110 Brussels, Belgium

GRANT

APPLICATION

GUIDELINES

TABLE OF CONTENTS

Contents

NATOPublicDiplomacyDivisionCo-SponsorshipGrants____________________________________________ 1

Selectioncriteria_________________________________________________________________________________________ 2

Timelines_________________________________________________________________________________________________ 3

Levelofsupport__________________________________________________________________________________________ 4

Financialrules____________________________________________________________________________________________ 5

In-kindcontribution____________________________________________________________________________________10

VisualacknowledgementofaNATOcontribution____________________________________________________11

Application:Listofthemandatorydocuments_______________________________________________________12

HowtofillintheGrantApplicationForm_____________________________________________________________15

FinalReport:Listofthemandatorydocuments______________________________________________________18

HowtofillintheGrantFinalReportForm____________________________________________________________21

NATO PUBLIC DIPLOMACY DIVISION CO-

SPONSORSHIP GRANTS

GrantApplicationGuidelines Page1

NATOPublicDiplomacyDivisionCo-SponsorshipGrants

GOAL

Oneof thegoalsofNATO’sPublicDiplomacyDivision(PDD) is to fosterawarenessand

understanding of NATO, its values, policies, and activities, and to increase the level of

debateonpeace,security,anddefencerelatedissues.Tothisend,theDivisionconducts

andsupportsawiderangeofpublicdiplomacyactivities,includingconferences,seminars,

andotheroutreachprojects,designedtoengagewithaudiencesaroundtheworld.

Co-sponsorship for conferences, seminars, workshops and other relevant public

diplomacyactivities,suchasdigital,multimediaoronlineprojects,onpeaceandsecurity-

related issues is available in the form of discretionary grants from NATO's Public

Diplomacy Division. Typically, recipients of these grants are Non-Governmental

Organisations (NGOs), universities, think tanks, and other pertinent civil society

organisations.ProjectsshouldfocusonaspectsofNATO'scurrentagenda,suchas:

• Defenceandsecurity(includingdefenceinvestmentandcapabilities);

• Projectingstability/NATOPartnerships;

• Defence,deterrenceanddialogue(withfocusonNATO-Russiarelations);

• Transatlanticsecuritycooperation&newsecuritychallenges.

SOCIAL MEDIA PROMOTION

NATO PDD highly encourages organisers to join the official Facebook Group ‘NATO

Engagement’ and to advertise this platform by distributing the link amongst the

participants.Itisfurthermoreanoptiontopromotetheprojectpriorandposttheactual

eventwithinthiscommunity,inordertoreachouttothedesiredtargetaudience.

SELECTION CRITERIA


Selectioncriteria

TheNATOPublicDiplomacyDivisionusesthefollowingcriteriatoselectprojectsforco-

sponsorship:

• RelevancetoNATO’scurrentagendaandcommunicationpriorities.

• Educational value and/or relevance to public discussion of peace and security

issues; thecontributionof theproject toNATO'sgoalofdevelopingan informed

debateontheseissues.

• Expectedimpactandreachoftheproject.

• Abilitytouseresourcesefficientlytoachievetheexpectedoutcome.

• NATO reserves the right to decline a project application from a grantee who

previouslyfailedtoabidebythetermsofaprevioussponsorshipgrantwithNATO.

Decisionsonwhethertosupportaproject,aswellasthelevelofsponsorshipawarded,are

madeatthediscretionofNATOauthorities.

TIMELINES


Timelines

Wekindly invite you to sendyour co-sponsorshipgrantapplications tooneof the two

fundingroundsheldthroughouttheyear.Pleaseseebelowthedeadlinesformemberand

partnernations.

A. MemberNations

Deadline for project

submissions

Projectstartbetween

15November2019 1February 2020- 30June

2020

15April2020 1July–31December2020

B. PartnerNations

Deadline for project

submissions

Projectstartbetween

15November2019 1February2020–30June

2020

15April2020 1July2020–31December

2020

LEVEL OF SUPPORT


Levelofsupport

• Projectsupto€10,000aretypicallyeligibleforupto100%sponsorship;

• Projectsbetween€10,000and€20,000aretypicallyeligibleforupto€10,000in

sponsorship;

• Projectsabove€20,000aretypicallyeligibleforupto50%insponsorship.

Ifthefinalcostsofagivenprojectislowerthaninitiallyestimated,theNATOsponsorship

willbereducedaccordingly.

FINANCIAL RULES


Financialrules

1. Thefollowingrulesapplytoexternal,non-profitorganisationsseekingsubsidies for

projectsandprogrammesviaNATO'sPublicDiplomacyDivision.

2. In order to avoid anymisunderstanding or potential for disputes between parties,

applicationsmustprovidealltherequiredinformation.Incaseofdoubt,donothesitate

tocontacttheNATOProgrammeOfficer(ifknown)orsendyourquerytothegeneral

emailaddress:[email protected]. (Queriesrelatedto

projects originating in Russia or Ukraine should be directed to NATO Information

Offices in the respective countries. Please consult paragraph 4 of the ‘Application’

sectionfordetails.)

3. InordertobeeligibleforaNATOsubsidy,allmandatorydocumentsmustbereceived

by NATO by the deadline (see above). NATOwill aim to provide a decision on the

applicationnolaterthantwo (2) months after the deadline.

4. Theprojectmuststartandendduringthesamecalendaryear.

5. OnlythefollowingexpenseswithinthegrantprogrammecanbereimbursedbyNATO:

• Transportation costs. Only economy class airfares will be covered and only for

speakersorparticipants.

• Hotelaccommodationatareasonablelevel;

• Meals,coffeebreaks,andreceptions,whendirectlylinkedtotheproject,andupto

amaximumof25%ofthefinalcostscoveredbyNATO’sco-sponsorship;

• Rentalofeventfacilitiesprovidedandinvoicedbyathirdparty;

• Equipmentrentalprovidedandinvoicedbyathirdparty;

• Interpretationandtranslationservicesprovidedandinvoicedbyathirdparty;

• Onlineactivityservicesprovidedandinvoicedbyathirdparty;

• Moderatorandspeaker’sfeesforservicesprovidedandinvoicedbythirdparty;

• Costsassociatedwithensuringthepromotionandvisibilityoftheproject,where

such expenses can be verifiably documented and services are provided and

invoicedbyathirdparty.e.g.photography,productioncosts(videoorinternet),e-

materialcosts,broadcastingcosts;

• Fees for special services directly related to the sponsored project, where such

expensesareclearlydetailedandareapprovedbyNATOinadvance;

FINANCIAL RULES


• Productionanddistributionofprogrammes/invitations,documentationprovided

to participants, and post-project proceedings provided and invoiced by a third

party;

• Overheadsof5%ofthefinalcostscoveredbyNATO’ssponsorshipcanbeincluded

tocoverallcosts linkedtoadministrationoftheprojectandothercosts,suchas

remunerations, honoraria, and fees. Pleasenote that these typesof cost arenot

eligibleforinclusioninothercategories;

Please note that costs associated with the participation of members of NATO’s

InternationalStaffarepaidforbyNATO,therefore,thesecostsmustnotbeincludedin

theco-sponsorshipapplication.

6. Ingeneral,staffcostsarenotcovered.Servicesandproductsprovidedbythegrantee

resulting in tangible deliverables (e.g. filming, editing, translation, report writing,

onlineproductandcontentdevelopment)canbeconsideredifthefollowingconditions

arefulfilled:

• Therequestedworkmustbeprovidedbytrainedandexperiencedspecialists(e.g.

translationmustbedonebyaprofessionaltranslator);

• Thefinalreportmustcontainthetimesheets(date/time/durationworkedonthe

project)ofthespecialistinvolved,priceperhour,and/orpriceperpieceofwork

delivered;

• Astatementsignedbythegranteecertifyingthatthepricerequestedisatorbelow

localmarketpriceforsuchdeliverables.

7. Ifthegranteeneedstocontracttheservicesofaprivateentrepreneur,thefollowing

supportingdocumentsmustbeincludedinthefinalreport:

• StatementofWork(SoW);

• Acleardescriptionofdeliverables;

• Costs;

• Duration/Timing;

• Statement confirming that there is no direct or indirect relationship with any

memberofthegranteeorganisation;

• Statement of the supplier that his/her duties/responsibilities are not sub-

contracted;

• Thepaidinvoice.

FINANCIAL RULES


8. Should the grantee wish to receive an advance payment of 50% of the approved

sponsoring amount, this should be clearly stated in the letter of request. After the

completionof theproject and the receipt byNATOof the final report, including all

supportingdocuments,thebalancecanbepaidontheconditionthat:

• ThetotalfinalcostundereachbudgetcategorycoveredbyNATOandthetotalfinal

costoftheprojectareequaltoorgreaterthantheestimatementionedinthebudget

atthetimeofapplication.Incasethecostsincurredarelowerthantheamounts

notedintheestimate,onlyactualcostswillbereimbursed;

• Inthecaseofa100%subsidy(seelevelofsupport),allsupportingdocumentshave

beenreceived,meet thecriteriaoutlinedin theseguidelines,andare legibleand

properlyformatted;

• Inthecaseofapartialsponsorship(seelevelofsupport),allsupportingdocuments

foratleastanamountequaltotwiceoftheapprovedsponsoringamounthavebeen

received,meetthecriteriaoutlinedintheseguidelines,andarelegibleandproperly

formatted(forexample,ifthetotalestimatedcostofaconferenceis€80,000and

NATOsponsorshipwas€20,000,justificationforatleast€40,000willberequired).

9. Thefinalreportbudgetmustbealignedwiththeinitialapprovedbudgetasprovided

byNATOwith theaward letter.All evidence (invoices, contracts, travel tickets, etc.)

mustbereferencedandthisreferencenumbermustbestatedinthefirstcolumnofthe

finalreportbudget.Acostsummaryperbudgetitemcategorymustbeprovidedsothat

declaredcostscanbeeasilyidentifiedandverified.

10. For the purpose of co-sponsorship, NATO cannot undertake direct payments to

individuals(likeprivateentrepreneursorprivatepersons).NATOcanonlyundertake

directpaymenttorecognisedorganisationsandinstitutions.

11. Thenameofthegranteeandthenameofthebankaccountownermustbethesame.

12. AllsupportingdocumentsmustbelegibleandsubmittedinFrenchorEnglish,thetwo

officialNATOlanguages.IftheoriginalsareinalanguageotherthanEnglishorFrench,

translationofallkeycomponentsmustbeprovidedbythegrantee.Keycomponents

aredate,supplier,providerand/orclientname,natureofserviceorcost,andanyother

relevantinformation.

13. Acceptablesupportingdocuments:

FINANCIAL RULES


• Paidinvoices;

• Transportationinvoices,hotelreceipts;

• NATOwillacceptscansofreceiptsinPDFformat,providedthattheyaresubmitted

inasinglefile,usinganonlinedocumentsharingtool(e.g.WeTransferorDropbox),

butthegranteemustkeeptheoriginalsforat leastfive(5)yearsforNATOaudit

purposes.

14. Unacceptabledocuments:

• "Proforma"invoices,expenseswithoutcorrespondinginvoices,bankstatementsor

copiesofpaymentorderswithoutsupportinginvoices;

• NATOwillnotcoverdailyallowancesor“perdiem”.

15. Whenapplicable,theexchangerate,usingthedateoftheevent,mustbeprovidedfrom

anofficialsource(e.g.NationalBank).

16. NATOreservestherighttorequestanyadditionaldocumentsifjudgednecessary.

17. Incaseofchangeofdate,title,characterand/orformatoftheproject,thegranteemust

immediately,priortothestartoftheproject,informtheresponsibleNATOOfficerin

writing. If the project is postponed to another calendar year, the grantee will be

required to reimburse the paid advance and the awarded (co)-sponsorshipwill be

cancelled.Anewrequestcanbesubmittedforthefollowingbudgetyear,butwillbe

assessedinlinewithevolvingpriorities.

18. Oncetheco-sponsorshipisapprovedandanawardlettersent,theapprovedbudgetamountsandcategories cannotbemodifiedwithoutpriorapproval. In caseswhere

adjustmentstoamountsincertainbudgetcategoriesbecomenecessary,arequestfor

adjustment,withjustifications,shouldbesubmittedtoNATOassoonaspossibleand

nolessthantwo(2)weeksbeforethestartofthesponsoredproject.Itisnotpossible

torequestanincreaseintheoverallsponsorshipamount.

FINANCIAL RULES


19. Finalreport:

• AninitialassessmentreportmustbesubmittedtotheNATOPublicDiplomacy

Divisionno more than two (2) weeks following the event/completion of the

project;

• Adetailedfinalreportontheevent,alongwithallsupportingdocuments,must

besubmitted to theNATOPublicDiplomacyDivisionno more than two (2)

months following the event/completion of the project.

20. Failureofagranteetosubmitinvoicesorothercredibleevidenceoftheexpenditureas

outlinedabovewithintwo(2)monthsafterthecompletionoftheprojectmayleadto

cancellationofpaymentofthesecondinstalmentofthesubsidy.Itmayalsojeopardise

futureNATOsupportofthegrantee’sactivities.

21. Ifthegranteefailstopresentthefinalreport,NATOwillseekreimbursementofthe

firstinstalmentofthesubsidy.

22. If,afterreceivingthefirsthalfoftheNATOsubsidy,thegranteefailstocompletethe

sponsored project or to duly justify the approved expenses, NATO will also seek

reimbursementofthesefunds.

IN-KIND CONTRIBUTION


In-kindcontribution

Inexceptionalcircumstances,in-kindcontributions,inthecalculationofthetotalcostsfor

asponsoredproject,canbetakenintoaccountiftheymeetallthefollowingcriteria:

• the in-kindcontributionsarementionedandspecifiedassuch in theapplication

form;

• thein-kindcontributionsaretangibleandarequantified(e.g.usageofaconference

room free of charge, catering offered, interpretation equipment installed and

operatedfreeofcharge);

• the in-kind contributions are not directly or indirectly related to manpower,

honorariaorcopyright;

• thein-kindcontributionsaredocumentedandsubmittedaspartofthefinalreport

(e.g.aletterfromthedonorcertifyingtheircontributions);

• theamountmentionedbytheapplicantforthein-kindcontributionsisatorbelow

themarketpriceforsuchitems.

Itisimportanttonotethatin-kindcontributionscanbeconsideredaspartoftheoverall

costs of an event only and in no circumstances will such contributions be covered or

reimbursedbyanyNATOsubsidy.

VISUAL ACKNOWLEDGEMENT OF A NATO

CONTRIBUTION


VisualacknowledgementofaNATOcontribution

Aspartof itspublicdiplomacyefforts,NATOprovidesvariousformsofsupporttonon-

commercialeventsorprojectsundertakenbythirdparties.

Themainaimof thevisual acknowledgementof aNATOcontribution is toensure that

NATO’sroleinsupportingtheeventorprojectisacknowledged.Undernocircumstances

shouldtherecipientofaco-sponsorshipprojectusetheNATOlogoinsuchawayastolead

audiencestoperceivetherespectiveexternaleventorpublicationasoneofNATO’sofficial

activities.

TheuseoftheNATOlogoisgovernedbyNATO’svisualidentityguidelines.Asageneral

rule, the visual recognition of the NATO contribution to publications and conference

materialproducedbythirdpartiesconsistsoftheNATOlogo,standardsizeof1.5cmx3cm

varyinginproportiontothesizeofthemedium,followedbyanacknowledgmentsentence

(e.g.“Thiseventisco-sponsoredbytheNorthAtlanticTreatyOrganization”).

The visual identity guidelines, along with digital versions of the NATO logo, will be

communicated to you upon confirmation of your grant. (Please note: if your project is

executed in support of specific NATO communications activities, NATO PDD may also

provideyouwithaccesstoasetofspecifictoolswhereyouwillfindrelevantguidanceand

resourcesontheimplementationoftheseactivities.)

When requesting a co-sponsorship grant, it is understood that you agree and will

comply with the above conditions.

APPLICATION: LIST OF THE MANDATORY

DOCUMENTS


Application:Listofthemandatorydocuments

TheApplicationforagrantmustincludethefollowingdocuments:

LetterofRequest:

• Datedandsignedbythepersonresponsiblefortheproject;

• Onanofficialletterheadwithanofficialstampoftheorganisation;

• Indicationoftheprojectobjective(brief)andthefinancialsumrequested;

• Inclusionofallbankdetails(name,address,IBANandBIC/SWIFT).

Ascannedversionoftheoriginalletterofrequestisaccepted.

A structured outline for the applicant’s activity (based on the following elements:

objectives,audienceinsight,strategy,implementation,assessment).

2.1. Summary:abriefsummaryoftheproposedactivity(i.e.structure,timeline,etc.).

2.2. Objectives:anexplanationofhowtheactivitywillcontributeintheframeworkof

NATO’scurrentagendaandcommunicationpriorities.

2.3. Audience insight:anexplanationoftowhomtheactivityisaimedat.Isthegoal

tochangeorinfluencetheirattitudesandbehaviourstohelpachievetheobjective?

Whatarethebarrierstochangethattheactivitycanhelptoaddress?

2.4. Strategy: an outline of the approach to be applied, covering

proposition/messaging,channels,andpartners/influencers.Theexpectedmedia

coverage,useofsocialmediatoolsasawaytopromotetheproject,andwaysto

publiciseNATOsupportshouldalsobeconsidered.

2.5. Implementation: an outline of how the communicationswill be delivered and

whattacticswillbeused.Thisshouldcompriseaclearplanthatallocatesresources

and sets out timescales (including an indicative timelineofmilestones andkey

eventsintheframeworkoftheactivity,anagendaandlistofparticipantswhere

possible).Notingtheinvolvementofanyinfluencersorpartnerorganisationswho

may increase event visibility or amplify communication efforts, is also

recommended.


DOCUMENTS


2.6. Assessment: Please state which metrics you will use to measure outputs and

outcomes for theactivity. IncooperationwithNATOPDD,anonlineassessment

surveywillbedesignedtogatherparticipants’feedback.

2.7. Outputs: what is delivered/what target audience is reached? (distribution,

exposure,reach).

• Expectedcoverage—e.g.interviews,clips,brochuresandmentions.

2.8. Outcomes:whatistheaimedimpact/resultofyouractivityonthetargetaudience

(impact,influence,effects/attitude/behaviouralchange)?

• Quantifiable changes that occur because of the project – e.g. result of

behavioural(perception)change.

Setspecifictargetsandthetimeframeinwhichtheyaretobeachieved.

ThecompletedGrantApplicationForm

Send your application, along with all the necessary supporting documentation, to the

responsible Officer in NATO’s Public Diplomacy Division and/or, if by email to

[email protected].

Projects originating in Russia should be sent to:

NATOInformationOffice

attachedtotheEmbassyofBelgium

Ul.Mytnaya3

119049Moscow

RussianFederation

Tel:+74959373640/3641

Email:[email protected]


DOCUMENTS


Projects originating in Ukraine should be sent to:

NATOInformation&DocumentationCentre

4LSikorskyStreet

04112Kyiv

Ukraine

Tel:+380442990619

e-mail:[email protected]

PLEASE NOTE THAT ONLY COMPLETE APPLICATIONS, WHICH INCLUDE ALL MANDATORY SUPPORTING DOCUMENTS, WILL BE CONSIDERED

HOW TO FILL IN THE GRANT APPLICATION FORM


HowtofillintheGrantApplicationForm

Checklist

Thischecklististohelpensurethatyourgrantapplicationiscomplete.

Projectinformation

• Non-ProfitOrganisation:please fill inall requested informationaboutyournon-

profitorganisation.TheNATOfinancialrulesdonotallowsubsidiestoindividuals.

Pleasenotethatthecontactperson(s)mustrepresentthegrantee.

• TypeofProject:AnypublicdiplomacyprojectthatfulfilsthecriteriasetbyNATO,

including conference, workshop, seminar, essay competition, documentary film,

publicevent,on-lineproject,audio-visualproject,etc.

• TitleofProject:Thetitleshouldreflectthecontentoftheprojectandremainthe

samethroughouttheproject.

• Target Audience: Specify the type of audience: e.g. media, civil society, opinion

formers, industry professionals, youth, and the approximate number for each

category.

• Agendaandlistofparticipants

• Venue:Specifythecompleteaddressincludingcountryofthevenueandthedateof

theevent.

• AdditionalCo-sponsoringInstitutions:Pleaseindicatethenameandtheestimated

amount,includingin-kindcontributions,perco-sponsoringinstitution.Thisfieldis

mandatoryforanyprojectsponsoredbyNATOunlessNATOiscovering100%of

thecosts.

• Request forNATOSpeaker(s):Providenames(and ifknown, titles)ofrequested

speakersfromNATO,ifany.

• TotalBudget/BudgetrequestedfromNATO:specifythetotalestimatedcostofthe

project and the total amount requested fromNATO’sPublicDiplomacyDivision.

Please indicate the currency. These amounts must be the same as the totals

mentionedinthebudgettable.

Budgettable

• (a)Travelexpensesforspeakers:(Note:asNATOStaffMembersmusttravelunder

NATO’sbudget,theirtravelcostscannotbeincludedinthissection.)



o Hotel:theestimatedtotalcostequalsthetotalnumberofnightsmultiplied

bythenightlyroomrate.

o Transport: This field includes speakers’ transportation to and from the

venue and all local transportation (flight, train, taxi, and bus orminivan

rental).

• (b)Travelexpensesparticipants:

o Sameprinciplesasabove(a)apply

• (c)Meals/Catering:thiscannotexceed25%ofthefinalcostscoveredbyNATO’s

co-sponsorship.Thistypeofcostmustbeprovidedandinvoicedbyathirdparty.

Theestimatedcostsshouldbesplitintothreecategories:

o Meals: please specify the number ofmeals and the estimated number of

participants.

o Coffeebreaks:pleasespecifythenumberofcoffeebreaksandtheestimated

numberofparticipants.

o Reception: please specify the number of receptions and the estimated

numberofparticipants.

• (d)Rentals:Thistypeofcostmustbeprovidedandinvoicedbyathirdparty.All

costsmustbewithinthemarketpriceforthetypeofservicesrequested.Forthe

category‘otherrentals’adescriptionmustbeprovided.

• (e)Linguisticservices:Thistypeofcostmustbeprovidedandinvoicedbyathird

party.Allcostsmustbewithinthemarketpriceforthetypeofservicerequested.

• (f) Organisational expenses: This field covers the expenses generated by the

organisationoftheeventanddirectlysupportedbythegrantee:

o Overheadsof5%:Asexplainedinthefinancialrules,overheadsof5%ofthe

final NATO grant can be included to cover all costs linked with

administration of the project and other costs such as remunerations,

honoraria,andfees.Pleasenotethatsuchcostsarenoteligibleforinclusion

inothercategories.

• (g) Deliverables: This relates to services and products provided by the grantee

resultingintangibledeliverables(e.g.filming,editing,translation,reportwriting,

onlineproductandcontentdevelopment).PleaserefertoPoint6aboveforfurther

guidance.

• (h)Other:Adescriptionoftheneedmustbeprovided.Thisserviceorproductmust

beprovidedandinvoicedbyathirdparty.Allcostsmustbewithinthemarketprice

forthetypeofserviceorproductrequested.Forexample:



o Onlineactivities:e.g.eventpage,relateduseofsocialmedia,providedand

invoicedbyathirdparty.

o Moderatorandspeaker’sfees:Thiscoversservicesperformedbyrecognised

experts.NATOOfficialsandmembersofgovernmentscannotreceivefeesfor

officialrepresentation.Inaddition,NATOwillnotreimbursemoderatoror

speakerfeesformembersoftheorganisationinreceiptofthegrant.

o Audio-visual Products and Services: If some deliverables are produced

internally, NATO could consider the reimbursement of the costs directly

involved.SeePoint6aboveformoredetails.

o Anyothercostsmustbelisted,alongwithafulldescription.

• Note:Whenit ismentionedthattheservicemustbeprovidedandinvoicedbya

third party, thismeans a legal, commercial relationshipmust exist between the

applicantandthesupplier.Anofficialinvoice,mentioningdate,address,andname

ofthesupplier,andthelistandcostofthegoodsand/orservicesprovidedmustbe

includedwiththefinalreport.

FINAL REPORT: LIST OF THE MANDATORY

DOCUMENTS


FinalReport:Listofthemandatorydocuments

AsNATO’sPublicDiplomacyDivisionrequirestimelyfeedbackfromgranteesforreporting

purposes, grantees are requested to provide this feedback in two stages: an initial

assessmentreportandthefinal report. Furtherguidanceisbelow.

Initialassessmentreport

No later than two weeks after the completion of the project, the organisers of the

projectwillproduceaninitial assessmentreport,evaluatingtheeffectsandresultsof

the activity and documenting the efforts taken to promote NATO, including NATO

visuals.Thisreportcanbesentbyemail.

Thisreportwouldinclude:

1.1. Outputs:

• Target audience reached/attendance (number of participants, list of attendees,

sectorbreakdownwhenpossible);

• Mediacoverageassessment(includingweb-basedmedia),i.e.pressclippings;

• Socialmediastatistics&analysisandscreenshotsofsocialmediaactivities;

• Videoclippings,soundbitesandhigh-resolutionpictures.

1.2. Outcomes:

• Howweretheobjectivesoftheprojectmet?

• Whatwastheactualoutcome?

• Surveyresults:

o Stakeholdersatisfactionrating(includingsomequoteswhenpossible);

o Attitude/behaviour change: what will be the effect on the

perception/information level of the target audience (percentage change,

improvement,reinforcement)?

o Howwilltheaudienceusetheinformationtheyhavereceived?

Forlongertermprojects,interimassessmentreportswillberequired.Detailsshould

beagreedwiththeNATOOfficerresponsible.


DOCUMENTS


Finalreport

No later than two months after the completion of the project, the organisers will

submitafinalreport.

Thisreportmustinclude:

2.1. Part A(Finance)

2.1.1. GrantFinalReportForm

BoththeFinancialReportandannexessubmittedmustfullycorrespondwiththe

budgetcategoriespreviouslyreviewedandapprovedbyNATO’sPublicDiplomacy

Division. All documentsmust contain reference numbers andmust be grouped

accordingtothecategories inthereport. Inaddition,allannexestothefinancial

reportmust bepresented in the sameorder as indicated in that report and the

approvedbudget.

2.1.2. Itemisedinvoices

Invoices must clearly identify address, phone, and name of organisation, a

description/purpose of the good/service purchased/rented, and date of

transaction.Allreceipts/invoicescanbepresentedonphotocopiedpagesaslongas

theyarenumberedandaclearreferenceismadetothelistingpresentedinthefinal

report.Multiplereceipts/invoicescanbephotocopiedonthesamepage,solongas

theyare legibleand labelledasoutlinedabove.Dateson invoices/receiptsmust

correspondtodateofevent.

Pleasenotethatonesetofinvoicesisrequired,aswellasscansofthereceiptsin

PDFformat(submittedinasinglefile,usinganonlinedocumentsharingtool,such

asWeTransferorDropbox).

Note:Notips(taxi,service)willbereimbursed.Ifreceiptsdonotconformtothese

requirements,theywillberejected.

Inthecaseofapartialgrant(seelevelofsupport),alleligiblesupportingdocuments

foranamountequaltoatleastdoubletheapprovedsponsoringamountmustbe

provided.

Intheeventthatthefinalcostofaneventislessthantheoriginalagreedbudget,

theoveralllevelofreimbursementwillbepro-ratedonthebasisofthepercentage


DOCUMENTS


originallyacceptedbyNATO.E.g.ifthetotalcostoftheeventhasbeenestimatedat

€30,000andNATOagreedasponsorshipupto€15,000(50%of€30,000)),and

evidence is provided for €28,000, then sponsorship provided by NATO will be

reducedaccordinglyto€14,000(50%of€28,000).

2.1.3. BankInformation

Asignedanddateddocumentcertifyingcurrentbankdetails.

2.1.4. Translationofdocuments

IntheeventthattheoriginalsarenotinFrenchorEnglish,allessentialelements

mustbetranslated(seePoint12ofthefinancialrulesforadescriptionofessential

elements).

2.2. Part B (Project implementation and assessment)

2.2.1. AnupdatedversionoftheinitialassessmentreportprovidedtoNATO;

2.2.2. Aconsolidatedreportofthesurveyresults;

2.2.3. FinalProgrammeoftheevent;

2.2.4. FinallistofParticipants;

Thefinallistofparticipantswhoattendedtheevent.Addalsoalistofparticipants

forallmealsandaccommodationforwhichNATOprovidesfinancialassistance.

2.2.5. Additionalcomments;

Ifneeded,pleasesubmitanyadditionalcomments.

2.2.6. Translationofdocuments.

IntheeventthattheoriginalsarenotinFrenchorEnglish,allessentialelements

mustbetranslated(seePoint12ofthefinancialrulesforadescriptionofessential

elements).

HOW TO FILL IN THE GRANT FINAL REPORT FORM


HowtofillintheGrantFinalReportForm

Checklist

Thisistoensurethatyourfinalreportiscomplete.

ProjectInformation

PleasecopyalltheinformationindicatedinthesamesectionoftheGrantApplicationform

withexceptionofTotalsandAdditionalCo-sponsoringInstitutionsfields.

For the Additional Co-sponsorship Institutions, please mention the name and the

confirmedamountperco-sponsoringinstitution.Thisfieldismandatoryforanyproject

sponsoredbyNATOunlessNATOiscovering100%ofthecosts.

Pleasementionthetotalprojectcost(A)andthefinalcontributionrequestedfromNATO

(B). This amount (B) cannotbehigher than the sponsorship approvedbyNATO in the

awardletter.

PleaseindicatethenameoftheProjectRepresentative,dateandsignthispage.

BudgetTable

ThebudgettablemustcorrespondtothebudgettableprovidedbyNATOwiththeaward

letter.

1. Reference Number Column: all supporting documents must carry the reference

numbermentionedinthiscolumn(SeePoint9oftheFinancialRulesandPoint2ofthe

“FinalReport:Listofthemandatorydocuments);

2. FinalTotalCostColumn:mentionallthecostsincurredforthisbudgetcategoryinthe

relevantcurrency;

3. Estimated Total Cost Column: this column must contain the estimated costs as

indicatedinthebudgetprovidedbyNATOwiththeawardletter;

4. Agreed NATO Contribution Column: this column must contain the agreed NATO

contributionasapprovedinthebudgetwiththeawardletter;

5. TotalCost:Theamountsinthesecellsequalthesumofallitemsinthecorresponding

column.Pleasedouble-checkthesecalculations.

2019-10-14 grant application guidelines · 2019-10-24 · if the final costs of a given project is...

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