GUIDELINES AND
APPLICATION FORMS 
FOR A GRANT AGREEMENT

(Specific information for the preparation of proposals for the call for proposal 1 /2011
published in the Official Journal of the European Union on 21 July 2010).

A European Union Programme

MEDIA Mundus 2011

1.	Procedure for the submission of the application

1.1 	Introduction
All Application forms are contained herein (Application File). Before completing your proposal, please make sure you have also carefully read the Work Programme.  

MEDIA Mundus grants are incentives to carry out actions which would not be feasible without this financial support. Based on the principle of co-financing, they complement the applicant's own financial contribution and/or national, regional or private assistance that has been obtained elsewhere. Subsidised actions may not benefit from any other European Union funding for the same activity.
MEDIA Mundus grants need to have a European added value. In view of the limited amount of financing available, certain types of projects are likely to be rejected if:
–	projects would happen the same way without European financial contribution; the added value of the European contribution needs to be demonstrated.
–	on the European side projects involve professionals from few territories without justifying the European added value of such project.  

When selecting the projects to be supported, the Commission will examine the range of proposals in order to achieve global coverage.   

Acceptance of an application by the Commission does not constitute an undertaking to award a financial contribution equal to the amount requested by the beneficiary. The awarding of a grant does not establish an entitlement for subsequent years.

Please respect the format provided and follow the page order. If you need to include more information, use an annex, although annexes are not to be used as a substitute for completing the appropriate sections in the form. All relevant documents are available on the Internet at the following address: http://ec.europa.eu/media  

Proposals should be prepared in English or French.

1.2 	The applicant group
Except for projects submitted under Action n°1-Option 1, applications must be submitted by a group meeting three criteria:
–	the group shall have a minimum of three partners (including the coordinator). However, projects with only two partners (including the coordinator) may be admitted where the necessary networking is guaranteed. The networking is guaranteed if the coordinator of the project is a European network of audiovisual professionals/companies covering more than ten European Member States;
–	the coordinator of the group must have its registered office in a Member State of the European Union or of Iceland, Liechtenstein or Norway; 
–	the group must include at least one co-beneficiary linked to the audiovisual sector which has its registered office in a non-EU country (other than Croatia and Switzerland). 
For projects submitted under Action n°1-Option 1, applications must be submitted by a group meeting two criteria:
–	the coordinator of the group must have its registered office in a Member State of the European Union or of Iceland, Liechtenstein or Norway; 
–	the group must include at least one partner linked to the audiovisual sector which has its registered office in a non-EU country (other than Croatia and Switzerland). The partner can be an associated partner or a co-beneficiary (see below).  
There are three different categories of partners:
The Coordinator
The coordinator is the leader of the group and bears overall project management responsibility. The coordinator acts as the conduit for all communications between the Commission and the proposal/project from its submission to its conclusion. The coordinator organises and manages the submission of a proposal including all of the documents needed and the project deliverables. The coordinator is a beneficiary and a partner, who is subject to supplementary rights and obligations towards the Commission, due to his functions as liaison between the participants and the Commission, being responsible for collecting, integrating and submitting project deliverables.
The Co-beneficiary
The co-beneficiary is a partner involved in the design and implementation of the project and contributing to its funding. If the project is selected, each co-beneficiary must sign a mandate, annexed to the grant,  by which he grants power of attorney to the coordinator to act in his name and for his account during the implementation of the project and undertakes to provide a particular financial contribution to the project. The costs incurred by a co-beneficiary for the action are eligible. The co-beneficiary shall also keep at the Commission's disposal all original documents relating to the agreement and agree that the Commission audit the costs related to the granted action. 
The Associated Partner
The associated partner is a partner who takes part in the implementation of the proposed activities of a project, but not to the same extent and at the same level of participation as a co-beneficiary; in particular, a partner cannot benefit from the Community. 

1.3 	Pre-registration
Pre-registration of proposals is recommended in order to help the Commission services to prepare the evaluation.

The pre-registration should be done by e-mail to the address below. The pre-registration should include the name of the contact person for the proposal, the acronym of the proposal (this is the working title of the project, so it should be catchy), the full title of the proposal and the language in which the full proposal will be submitted. It shall also include the lot number.

It is requested that pre-registration be submitted by 25/09/2010 at the latest to the following email address: EAC-MEDIA-MUNDUS@ec.europa.eu 
No acknowledgement of receipt of the pre-registration will be sent by the Commission services.

1.4	Proposal Submission
Proposals must be submitted to the Commission by the deadline of 15 October 2010.
Proposals must be submitted by registered mail (a/) AND besides, some parts of the proposal must also be sent by email (b/). 

a/ Registered mail

One original and 3 copies of the complete proposals and annexes must be sent by registered mail at the applicant's own expense and by the relevant deadline - postmark will be proof of submission - to the following address: 

Ms Aviva Silver
European Commission
Directorate General Education and Culture
Directorate D– 
Unit D3 – MEDIA programme and media literacy
Office MADO 18/68
B–1049 Brussels
Belgium

All envelopes should be clearly marked
"MEDIA Mundus 2011- Action n° …", (please indicate the number of your Action)

Applications delivered by hand must be received by the services of the Commission at the latest on the relevant deadline before 15.00 hours to the address indicated above.
For express couriers, the date of delivery to the express courier company will be proof of sending.
Applications sent by fax or email only will not be accepted.
b/ Email
Besides the submission of the proposal by registered mail, some parts of the proposal (forms A1, A3 (including the explanatory notes), B2 and C) must also be submitted by 15/10/2010, 23:59 at the latest to the following email address:  EAC-MEDIA-MUNDUS@ec.europa.eu . All emails should include in their title "Submission MEDIA Mundus- Action n° …", (please indicate the number of your Action). All these documents must be sent in one Word document. No further Information or annexes/supporting documents should be submitted by email.

1.5	Acknowledgement of receipt
Within two weeks after receiving the email and the mail application, the Commission will dispatch an Acknowledgement of Receipt by e-mail to the person who sent the e-mail application to the Commission).
The sending of an Acknowledgement of Receipt by the Commission does not imply that a proposal has been accepted as eligible for evaluation.
Applicants, who have not received an Acknowledgement of Receipt by end October 2010, should contact the Commission.

1.6 	Selection information
No changes to the dossier can be made after the application has been submitted. The Commission reserves the right to request additional information clarifying elements of the application. Applicants should give full and prompt replies to any such requests.
Only applications that fulfil the eligibility criteria will be considered for a grant. If an application is deemed ineligible, a letter indicating the reasons will be sent to the applicant.
Selected proposals will be subjected to a financial analysis, in connection with which the Commission may ask the persons responsible for the proposed actions to provide additional information and, if appropriate, guarantees.
The selection results will be published on the MEDIA website within two weeks following the grant award final decision, the decision is expected to be in January 2011.
The signature of agreements between the Beneficiary and the Commission will take place once all administrative procedures are finalised, at the latest in April 2011.
Should an application be unsuccessful, the Commission will inform the applicant as soon as possible and in writing of the reasons for its decision with regard to the criteria established in the MEDIA Mundus Work Programme 2011.
No file or document submitted will be returned to applicants at the end of the evaluation and award procedure.
2.	ELIGIBILITY CRITERIA
As the first step in the assessment and selection process, the Commission will check the applicants' compliance with the eligibility criteria. Failure to meet these criteria will result in the application being excluded from the selection process.

The eligibility criteria are the following:

1.	The project for which support has been requested must correspond to at least one of the actions/objectives of the MEDIA Mundus programme (see the Work Programme). 

2.	The proposal must be submitted by a group whose coordinator has its registered office in a Member State of the European Union or in Iceland, Liechtenstein or Norway and the proposal needs to include at least one co-beneficiary from a third country, other than Croatia or Switzerland.

3.	The official application file is completed in full, including the necessary stamps and signatures (where indicated in the application form) and received by the specified deadline indicated in the call for proposals. 

3.	
GROUNDS FOR EXCLUSION
Applicants must state that they are not in any of the situations described in Articles 93(1), 94 and 96(2) of the Financial Regulation applicable to the general budget of the European Communities (Council Regulation (EC, Euratom) No 1605/2002) and set out below. Applicants will be excluded from participating in this call for proposals if:
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 judgment which has the force of res judicata;
c.	they have been guilty of grave professional misconduct proven by any means which the awarding authority can justify;
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 contract is to be performed;
e.	they have been the subject of a judgment 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.	they are currently subject to an administrative penalty referred to in Article 96(1) of the Financial Regulation.
Applicants cannot receive any financial assistance if, at the time of the grant award procedure, they:
a.	are subject to a conflict of interest;
b.	are guilty of misrepresentation in supplying the information required by the awarding authority as a condition of participation in the grant award procedure, or fail to supply this information;
c.	are not in any of the situations of exclusion listed in Articles 93 and 1 of the Financial Regulation.
In accordance with Articles 93 to 96 of the Financial Regulation, administrative and financial penalties may be imposed on applicants who are guilty of misrepresentation or are found to have seriously failed to meet their contractual obligations under a previous agreement.

To respect these provisions, the coordinator and each co-beneficiary of the applicant group must certify that they are in none of the situations listed in Articles 93 and 94 of the Financial Regulation, by signing the 'Declaration of honour with respect to exclusion criteria' form in their application.
4.	SELECTION CRITERIA
The selection criteria must allow verification of the applicants' financial and operational capacity to complete the proposed action or work programme.
4.1.	Operational capacity
The applicant group must have the professional skills and qualifications required to complete the proposed action. At the time of submitting the application, the applicant group must provide evidence of: 
-	human and technological resources within the group (evaluated on the basis of the curricula vitae, stating all the relevant professional experience);
-	solid experience within the organisation; 
-	a satisfactory market share of audiovisual markets.
4.2.	Financial capacity
The applicants must have stable and sufficient sources of funding to maintain their activity throughout the period in which the proposed action is being carried out. This criterion will be evaluated on the basis of the following documents to be provided by the coordinator of the applicant group:
-	The profit and loss accounts of the coordinating body and the balance sheet for the last two financial years for which accounts have been closed.
-	The financial capacity form in the application file duly completed. The key data will be based on the coordinator's annual accounts for the last two financial years for which accounts have been closed.  The coordinating body shall guarantee that these figures are exact and verifiable.
-	The bank identification form duly signed by the coordinating body and certified by the bank (original signatures required).
If, on the basis of the documents submitted, the Commission considers that the applicant's financial capacity has not been proven or is not satisfactory, it may:
-	reject the application;
-	request further information;
-	propose a grant agreement with a reduced rate of pre-financing;
-	propose a grant agreement without pre-financing.
Exemption

The financial capacity is not verified in the case of public bodies. If the coordinating body is in this situation, this should be mentioned in the appropriate form (Form B2) in the application file. 

4.3 	Audit 
Grant applications for an EU contribution over EUR 500,000 must be accompanied by an external audit report produced by an approved external auditor. This report shall certify the accounts of the coordinator for the last year available. This obligation does not apply to public bodies and secondary or higher education establishments. 
5.	AWARD CRITERIA
The award criteria (see Work programme) are used to assess the quality of the proposals submitted in terms of the objectives and priorities set. Grants will be awarded within the limits of the budgetary resources available.
When selecting the projects to be supported, the Commission reserves its right to evaluate projects focusing on the same audiovisual markets (Latin America for example) against each other, in order not to duplicate projects but to achieve global coverage.  

Application File

Structure of the proposal:

1.	Check list
2.	PART A: 4 Administrative forms (A1, A2, A3, A4) 
3.	PART B: 4 Administrative forms (B1, B2, B3, B4)
4.	PART C: Description of the proposal and list of deliverables
5.	3 Annexes: A/ Annual Accounts; B/ Legal documents; C/ CVs

CHECKLIST

Please use this checklist to ensure that you meet all the eligibility criteria and attach all of the necessary documents. 
Please make sure to have carefully read the Work Programme before filling out the application forms! 

Eligibility criteria:
 The proposal must have been submitted by the deadline indicated in the Call for Proposals.
 The proposal must be submitted by a group whose coordinator has its registered office in a Member State of the European Union or Iceland, Liechtenstein or Norway and which includes at least one co-beneficiary whose registered office is in a non-EU country (other than Croatia and Switzerland).
 Forms A1, A2, A3 and A4 must all be filled in and supplied in the application dossier.
 Form A4 of the proposal must be stamped and signed by the authorised legal representative of the coordinating body of the group.
 The action for which support has been requested must correspond to at least one of the actions described in the work programme.

Official forms:
 	Checklist duly completed.
  	Application forms A1, A2, A3, A4, B1, B2, B3 and B4 are completed. 
 	Please make sure that all dates, signatures and stamps required on application forms A4, B1, B3, B4 have not been forgotten.
  	Please make sure that the templates of the Explanatory Note to the budget, part A and B, are filled.
  	Part C has been duly completed

Annex A: Information on the financial capacity of the coordinator (not applicable for public bodies): 
Please make sure that the following documents are annexed to the form B2: 

	Complete annual accounts (balance sheet, profit and loss accounts and relevant annexes) of the applicant organisation for the last two years available if it is a non-profit organisation or a commercial company, (Exemption: Public bodies).
	 If the EU contribution requested is over EUR 500,000, an external audit report produced by an approved external auditor must be provided. (Exemption: Public bodies and secondary or higher education establishments). 

Annex B: Information on the organisation of the coordinator:
Please make sure that the following documents are annexed to the form B3: 

	Copy of the legal registration document or other proof of legal status (Statutes, articles of incorporation/association), translated in English or French if the original document is in a non-European language

	Proofs establishing that the person named as legal representative is the statutory legal representative of the applicant organisation. Where a different person is mentioned in the application as authorised to sign any agreement, a letter or proxy (signed by the Statutory Legal Representative.

	If applicable, the VAT registration document should be provided.

Annex C: Information on the operational capacity of the coordinator, the co-beneficiary (ies) and the associated partner(s): 

	Job description of staff members involved (or to be involved) in the proposed action.

PART A: Administrative forms (A1, A2, A3, A4) 

To be completed by the coordinator	

Proposal Submission Forms	

–MEDIA Mundus 2011	A1	
Training (Action 1)
Extension Initial Training MEDIA 2007		□
Extension continuous Training MEDIA 2007		□              Continuous Training MEDIA Mundus		□
Market access (Action 2)			□
Distribution & Circulation (Action 3)	□
Cross-over-activities (Action 4)		□
		
Proposal Acronym
		
General Information on the Proposal	
Proposal Title
(max. 200 char.)	
	
Coordinator 
(name and origin)		
Co-beneficiaries (if applicable)
(name and origin)		
Associated Partners (if applicable)
(name and origin)		
Participants (if applicable)
(number and origin)		
Place and date of events 
(if applicable)		
Objectives and implementation of the project (max. 1000 characters)	

	
Project duration
 (including preparatory period)	Start date: …/…./….
End date: …/…./….	
Project cost (EUR)		
Requested EU Contribution (EUR) and % of the estimated budget 		
2008, 2009, 2010 MEDIA International contribution 
(if applicable)		
Reasons for the budget increase (max.200 characters) (if applicable)		

Project Type
Tick in the corresponding box for Training, Market access, Distribution & Circulation or Cross-over-activities.
Proposal Acronym
Provide a short title or acronym of no more than 20 characters. This title will be used for all future actions and should therefore be catchy
Proposal Title
Give a comprehensive title no longer than 200 characters.
Coordinator
Provide the name and the origin of the applicant organisation (coordinator). The coordinator is the leader of the group and bears overall project management responsibility. The coordinator acts as the conduit for all communications between the Commission and the proposal/project from its submission to its conclusion. The coordinator organises and manages the submission of a proposal including all of the documents needed and the project deliverables. The coordinator is a beneficiary and a partner, who is subject to supplementary rights and obligations towards the Commission, due to his functions as liaison between the participants and the Commission, being responsible for collecting, integrating and submitting project deliverables.
Co-beneficiaries
Provide the name and the origin of each co-beneficiary. A co-beneficiary is a partner involved in the design and implementation of the project and contributing to its funding. If the project is selected, each co-beneficiary must sign a mandate, annexed to the grant,  by which he grants power of attorney to the coordinator to act in his name and for his account during the implementation of the project and undertakes to provide a particular financial contribution to the project. The costs incurred by a co-beneficiary for the action are eligible. The co-beneficiary shall also keep at the Commission's disposal all original documents relating to the agreement and agree that the Commission audit the costs related to the granted action. 
Associated Partners
Provide the name and the origin of each associated partner. The associated partner is a partner who takes part in the implementation of the proposed activities of a project, but not to the same extent and at the same level of participation as a co-beneficiary; in particular, a partner cannot benefit from the Community funding. 

Participants
Provide the number and the origin of the participants. 
Place and date of events
List the dates and the places of the planned events. 

Objectives and implementation of the project 
You should not use more than 1000 characters, including spaces and punctuation. The abstract should, at a glance, provide the reader with a clear understanding of the objectives of the proposal and how the objectives will be achieved and their relevance to the objectives specified in the MEDIA Mundus Work programme 2011. 
Project duration
Please insert the duration of the action in months and dates. As a general rule, the action must start between 01/02/2011 and 31/12/2011 and projects must be completed by 31/03/2012 at the latest. If necessary, the beneficiary may be allowed to start the action before the agreement is signed. In this case, applicants shall request it formally in the Form A3 provided below. Please note that only preparation costs for the activities will be considered as eligible before signature of the agreement, at the earliest starting on 01/01/2011. 
Project cost
Please insert the estimated project cost for your project. The cost should be expressed in EUR, rounded up to the nearest EUR. 
Requested MEDIA Mundus contribution in EUR 
Please insert the EU contribution requested for your project. The cost should be expressed in EUR, rounded up to the nearest EUR. Applicants from countries outside the Euro zone must use the conversion rates published in the Official Journal of the European Union, series C, on the date of publication of this call for proposals.
Please also insert the percentage of the requested MEDIA Mundus contribution in relation to the estimated budget of the project.

MEDIA International contributions in 2008, 2009 and 2010
Please insert, if applicable, previous MEDIA International contributions for the project.

Budget Increase
Please explain (max. 200 characters) why there is a budget increase (if applicable)

One form for each member of the group (coordinator, co-beneficiary(ies) and associated partner (s))	

Proposal Submission Forms	
			
MEDIA Mundus - 2011	A2	
Proposal Acronym 		
Information on Organisation	
Organisation	
Organisation legal name 	
	
Organisation short name 		
Legal address 	
PO Box 		Postal Code 		Cedex 		
Street name and number 		
Town 		Country 		
Internet homepage		

Person in charge 	
Name		First name(s)		
Title 		
Address (if different from above)	
PO Box 		Postal Code 		Cedex     		
Street name and number 		
Town 		Country 		
Phone 1 		Phone 2 		
e-mail		Fax 		

Previously submitted similar proposals? 	YES/NO			
If yes, programme name(s) and year 		
If yes, proposal number(s) or contract number 		
Budget 		

Ongoing grants and new applications under review under other EU programmes granted in the course of the last three years and request for subsidy in progress. In this case, specify "P" in the column "status" 	YES/NO			
Title & reference of the action	Status (O/P)	Total costs of the action	EU
contribution	Duration of the action (years/months)	

					

Organisation legal name
Please insert the name under which the organisation is registered in the official trade register and in the language it is registered.
Organisation short name
This refers to the short name chosen by the organisation for this proposal (and other EU-funded projects, if appropriate). This short name should normally not be more than 20 characters and should be used in all documents relating to this proposal.
Legal address
Fill in only the fields forming your complete postal address (e.g. if the P.O. Box is sufficient, you do not have to give a street name). If your address is specified by an indicator of location other than a street name and number, please insert this instead. 
Town and Country
Insert the name of the town and country as commonly used.  
Person in charge
Please insert in this section the data of the main project manager or team leader in charge of the proposal for the organisation. For organisation number 1 (the coordinator), this will be the person the Commission will contact on all issues concerning this proposal. This person must be authorized by the organisation he/she represents to coordinate the proposal and to commit the organisation. 
Title
For example: Prof., Dr., Mr., Ms., etc.
Phone and fax numbers
Please insert the complete numbers including country and city/area code (example +32-2-2991111).
Previously submitted proposals or signed contracts
If your organisation has: 
•	previously submitted a similar proposal to other EU programmes or
•	participated (or still participates) in a similar project with other EU programme,
then the programme name and year and proposal numbers or contract numbers must be indicated. 

The coordinator fills in the form (A3A,B,C and explanatory note) for the entire budget of the project	

Proposal Submission Forms	
			
MEDIA Mundus 2011	A3

Proposal Acronym 		

I herewith request to start the action before the agreement is signed. 	  	

PART A; ESTIMATED BUDGET FORM (in EUR), an explanatory note to be annexed to this form

PART B: SUMMARY ESTIMATED BUDGET FORM 

PART C: FINANCING PLAN FORM

Part A: Estimated Budget Form

Proposal Submission Forms	

MEDIA Mundus 2011	A3 A

1.	Personnel Costs	n° of persons	n° of days	average price /day	Total (€)	
1.1	Management positions	 	 	 	 	
1.1.1	Specify title (1 row per job title)	 	 	 	 	
1.1.2	(add rows if necessary)	 	 	 	 	
1.2	Team members	 	 	 	 	
1.2.1	Specify title (1 row per job title)	 	 	 	 	
1.2.2	(add rows if necessary)	 	 	 	 	
 	 	 	 	 	 	
Total Heading 1 – Personnel Costs (max 25% total budget)	 	
 	
2.	Travel and subsistence costs	n° of persons	destination and n° of trips  or n° of days	average price/trip or day	Total (€)	
2.1	Travel and subsistence for contractor team	 	 	 	 	
2.1.1	Travels	 	 	 	 	
2.1.2	Subsistence	 	 	 	 	
 	 	 	 	 	 	
2.2	Travel and subsistence for participants, trainers, A/V professionals' services and PR costs etc…	 	 	 	 	
2.2.1	Travels	 	 	 	 	
2.2.2	Subsistence	 	 	 	 	
Total Heading 2 – Travel and subsistence Costs 	 	
3.	Equipment	 	n° of days or unit 	average price/day or unit	Total (€)	
2.3.1	Specify (1 row per equipment)	 	 	 	 	
2.3.2	(add rows if necessary)	 	 	 	 	
Total Heading 3 – Equipment 	 	
 	 	 	 	 	 	
4.	Consumables	 	n° of days or unit 	average price/day or unit	Total (€)	
2.3.1	Specify (1 row per consumables)	 	 	 	 	
2.3.2	(add rows if necessary)	 	 	 	 	
Total Heading 4 – Consumables 	 	
 	
5.	Other costs	n° of persons (when relevant only)	n° of days or units	average price/day or unit	Total (€)	
5.1	Promotional costs 	 	 	 	 	
5.1.1	Advertising costs	 	 	 	 	
5.1.1.1	Radio					
5.1.1.2	Printed press					
5.1.1.3	Audiovisual support					
5.1.1.4	Internet					
5.1.1.5	Other (specify)					
5.1.2	Design and Publication/printing costs	 	 	 	 	
5.1.2.1	Specify					
5.1.2.2	(add rows if necessary)					
						
5.1.3	Promotional and PR activities (Press conference, cocktail, representation costs…)	 	 	 	 	
5.1.3.1	Press conference					
5.1.3.2	Cocktail and catering					
5.1.3.3	Social events					
5.1.3.4	Representation costs					
5.1.3.5	Other (specify)					
5.1.4	Prints costs					
5.1.4.1	Coppyright and screening fees					
5.1.4.2	Transport of prints					
5.1.4.3	Subtitling and translation of prints					
5.1.4.4	Other (specify)					
5.2	Rental of conference rooms	 	 	 	 	
5.3	Didactic material	 	 	 	 	
5.4	Distance learning tools	 	 	 	 	
5.5	Subcontracting costs	 	 	 	 	
5.5.1	Fees of audiovisual professionals' services and PR costs	 	 	 	 	
5.5.1.1	Press Attaché					
5.5.1.2	Journalist					
5.5.1.3	Tutor/Expert/trainer					
5.5.1.4	Chair/moderator/panellist					
5.5.1.5	Other (specify)					
5.5.2	Translation	 	 	 	 	
5.5.3	Interpretation	 	 	 	 	
5.5.5	External accounting services	 	 	 	 	
5.5.6	Other (specify)	 	 	 	 	
5.6	Others (specify)	 	 	 	 	
 	 	 	 	 	 	
Total Heading 5 – Other Costs	 	
 	
OVERHEADS	 	 	 	 	
Max. 7% of Total of Headings 1+2+3+4+5	 	 	 	0	
 	
TOTAL BUDGET OF THE ACTION (1+2+3+4+5+overheads)	0	

All prices are given in Euro. Applicants from countries outside the Euro zone must use the conversion rates published in the Official Journal of the European Union, series C, on the date of publication of this call for proposals.

The budget for the action, attached to the application, must have revenue and expenditure in balance and show clearly the costs which are eligible for financing from the EU budget.

The allocated amount may not exceed the amount requested.

Applicants are strongly advised to re-check all automatic calculations.

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

The grant may not have the purpose or effect of producing a profit for the beneficiary. Profit is defined as a surplus of receipts over costs. The amount of the grant will be reduced by the amount of any surplus.

Subsidised projects may not benefit from any other EU funding for the same activity.

Explanatory note 
Please attach an explanatory note to the above estimated budget form. This note will be used for the evaluation of the award criteria, especially for the assessment of the cost effectiveness of the proposed action. The applicants have to explain the reasoning behind the amounts stated in the estimated Budget. 
	
The Note to the estimated budget must be sufficiently detailed to allow identification and control of the proposed activity. The presentation of the Note to the estimated budget will be identical "heading by heading" to the estimated budget. 
	
In the event that costs such as Personnel costs or Overheads are distributed over one or more activities, a detailed justification for such distribution must be included in the Note to the estimated budget. 

Eligible costs

The Estimated Budget must only state eligible costs.

Eligible costs of the action are costs actually incurred by the beneficiary, which meet the following criteria: 
o	they are incurred during the duration of the action as specified in the grant agreement, with the exception of costs relating to final reports and certificates on the action’s financial statements and underlying accounts; 
o	they are connected with the subject of the agreement and they are indicated in the estimated overall budget of the action; 
o	they are necessary for the implementation of the action which is the subject of the grant; 
o	they are identifiable and verifiable, in particular being recorded in the accounting records of the beneficiary and determined according to the applicable accounting standards of the country where the beneficiary is established and according to the usual cost-accounting practices of the beneficiary; 
o	they comply with the requirements of applicable tax and social legislation; 
o	they are reasonable, justified, and comply with the requirements of sound financial management, in particular regarding economy and efficiency. 
The beneficiary's internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action with the corresponding accounting statements and supporting documents. 
Eligible Direct Costs Categories
The eligible direct costs for the action are those costs which, with due regard for the conditions of eligibility set out above, are identifiable as specific costs directly linked to the performance of the action and which can therefore be booked to it directly. 

1. Personnel costs
The cost of staff assigned to the action comprise actual salaries plus social security charges and other statutory costs included in the remuneration, provided these staff are remunerated in accordance with the normal practices and provided these are regarded as acceptable by the Commission. 

The costs of the administrative support to carry out the project are normally included as part of the overheads and not in personnel costs. The only exception to this is for co-ordination costs that can only be charged by the co-ordinating partner.

The three elements that must be used to calculate the total personnel costs that can be charged to the project are:

•	working time to be charged must be recorded in time sheets throughout the duration of the project. The person in charge of the work/project manager designated by the beneficiary should certify the records at least once a month. Even though the costs for permanent staff cannot be charged to the project for the additional cost case, their working time must be recorded. The whole working time must be recorded, not just the time devoted to the project;
•	remuneration costs charged should be taken from the payroll account and should be the total gross remuneration plus the employer’s portion of social charges (e.g. holiday pay, pension contributions, health insurance and social security payments);
•	remuneration costs can be calculated individually for each staff member or as an average by category of staff (the method should however fairly represent actual labour costs).
Productive time is the total number of hours worked, excluding holidays, personal time, sick leave, or other allowances. In order to obtain an hourly rate, the salary costs must be divided by the productive time. Total productive hours can be obtained either on the basis of actual hours recorded in time sheets or on the basis of standard hours. In the latter they should represent the total workable hours based on the contract of employment less a provision for non-chargeable time such as holiday and sick leave (these must correspond to the actual situation of the beneficiary). Where productive hours are calculated based on standard hours, working time charged to the project should exclude overtime. On average, the Commission considers a figure of about 210 days or 1680 hours per full-time employee per year to be reasonable.
2. Travel and subsistence costs
Travel and subsistence allowances for staff and external experts taking part in the action, as long as their participation is necessary to carry out the action provided that they are in line with the beneficiary’s usual practices on travel costs or do not exceed the scales approved annually by the Commission. 
3. Equipment
Durable equipment charged to the agreement must be specifically required for the project, have an expected life equal to or greater than the duration of the work under the agreement and must be capitalised in the books of the beneficiary according to the national accounting rules. Depreciation can be calculated on equipment which has been purchased after the start date of the agreement.
Durable equipment costs are charged to the project by means of depreciation calculations and percentage of the use of the equipment for the project. 
4. Consumables and supplies
Costs of consumables and supplies, provided that they are identifiable and assigned to the action.
Consumables shall relate to the purchase, fabrication, repair or use of any materials, goods or equipment and software which:

•	do not have a life expectancy greater than the duration of the work under the contract; 
•	are not placed in the inventory of durable equipment of the beneficiary; 
•	are not treated as capital expenditure in accordance with the accounting conventions and policies of the beneficiary. 
This category of costs covers access rights or licences for software but does NOT include office supplies, mailing, utilities, etc. which are covered in the overheads category. No direct charge shall be made for consumables where it is the usual practice of the contractor to include these costs in actual overheads.
5. Other direct costs
Other specific direct costs than those in the categories set out above. These include, in particular, costs arising directly from requirements imposed by the agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.), including the costs of any financial services (especially the cost of financial guarantees and financial transfer costs). Such costs may also include specific costs incurred by the co-ordinator for fulfilling his responsibilities as the body responsible for the overall management of the action and the co-ordination of the beneficiaries. In addition, they may also include such items as costs related to organisation of seminars, workshops, conferences, including rental of meeting rooms, production of brochures and other dissemination material etc. They may also include the cost of subcontractors. This cost should be reasonable and reflect the normal price of the market. Subcontracts are to be awarded to the tender offering best value for money, i.e. the one offering the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential beneficiaries, care being taken to avoid any conflict of interests.

Eligible Indirect Costs (Overhead)

These costs represent the beneficiary's general administrative costs. They are considered as eligible when they relate indirectly to the implementation of the proposed action but do not fall into any of the above-mentioned categories. 
These costs should be in line with the principles set out in this guide. They cannot exceed a flat-rate amount of 7% of the total eligible direct costs of the action (budget headings 1+2+3+4+5) and may not include costs entered under another budget heading. 

Overhead costs encompass the following categories: 
	
Premises and related expenses (e.g. rent, insurance …) 

Office expenses and consumables (e.g. telephone, postal services, photocopies …) 

A flat rate overhead of 7% of the total eligible direct costs can be charged to the project. 
Non-allowable costs
The following costs are not allowed:
•	return on capital;
•	debt and debt service charges;
•	provisions for losses or potential future liabilities;
•	interest owed;
•	doubtful debts;
•	exchange losses;
•	VAT, unless the beneficiary can show that he/she is unable to recover it according to the applicable national legislation;
•	costs declared by a beneficiary and covered by another action or work programme receiving a EU grant;
•	excessive or reckless expenditure;
•	any costs related to the preparation of the proposal for the projects.

Proposal Submission Forms	

MEDIA Mundus 2011	A3 B

Part B: SUMMARY OF THE ESTIMATED BUDGET

Organisation role	No 	Short name 	Organisation
Country 	Personnel	Travel and subsistence ccostss	Equipment 	Consumables;	Others 	Indirect costs (overheads) 	Total eligible Costs	Requested EU Contribution	
Coordinator	1											
Co-beneficiary	2											
Co-beneficiary	3											
Co-beneficiary	4											
Add row if necessary												
Total												

												

												

NB: Organisation Role

•	The coordinator fills in the line "Coordinator"
•	Each co-beneficiary fills in one line "Co-beneficiary"

Organisation number 
The coordinator of a group is always number one. Please allocate numbers (from 2 to X) to the other members of the group.

Proposal Submission Forms	

MEDIA Mundus 2011	A3 C

Part C: FINANCING PLAN FORM
SOURCES OF INCOME	TOTAL INCOME FORECAST	%	
	In Euro	 	
Own Investment of the applicant group:	 	 	
 	 	 	
Revenue from the action: (please detail number and unit price)	 	 	
* Participation fees	 	 	
* Sales of publications	 	 	
* Other (please specify)			
(add rows if necessary)			
Contributions from private sources:                                     
(please specify)	 	 	
(add rows if necessary)	 	 	
Contributions from public funds other than the EU:
(please name partner) 	 	 	
 (add rows if necessary)	 	 	
Total 	 		
Contribution from the MEDIA Mundus Programme	 		
TOTAL INCOME OF THE ACTION(¹)	 	100%	
(¹) This Total should be exactly the same as the Total budget for the action.		

	

To be completed, stamped and signed by the coordinator	

Proposal Submission Forms	

MEDIA Mundus 2011 	A4
	
Proposal Acronym 		
	
As coordinator (on behalf of all co-beneficiaries and associated partners) I take note of the following statement

'All personal data (such as names, addresses, CVs, etc.) will be processed in accordance with Regulation (EC) No. 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data (Official Journal L 8, 12.01.2001). Such data will be processed solely in connection with the assessment of the proposal by the Commission department responsible for the MEDIA Mundus. On request, partners may obtain access to their personal data and correct or complete them. Any questions relating to the processing of these data can be addressed to the following contact person: EAC-DATA-PROTECTION@ec.europa.eu by indicating the reference of the call. Partners may lodge a complaint against the processing of their personal data with the European Data Protection Supervisor at any time.'

Name of the Authorised Legal Representative:
Function:
Date:
Stamp of organisation:

Signature of the Authorised Legal Representative:

 	

PART B: Administrative forms (B1, B2, B3, B4) 

The  coordinator and each co-beneficiary  fill in the B1 form 
(one form per member)

If the group has more than 20 co-beneficiaries, only the coordinator must fill in the form.

Proposal Submission Forms	

MEDIA Mundus 2011	B1	

Declaration of honour with respect to the Exclusion Criteria

I undersigned as an authorised legal representative of the organisation indicated below certify/declare on my honour that  the organisation I am representing is not in any of the situations described in the Article 93(1), 94 and 96 of the Financial Regulation of the European Commission.

To be signed by the Authorised Legal Representative of the organisation,

Name:
Function:
Legal name of the organisation:
Place:
Date:

The coordinator fills in the B2 form and 
provides the requested financial documents	

Proposal Submission Forms	
			
MEDIA Mundus 2011	B2	
Information concerning the coordinator's financial capacity	

Tick only the relevant box for the coordinator of the applicant group: 

	If the coordinator is a commercial company: therefore it has enclosed its complete annual accounts for the last 2 years. 
	If the coordinator is a non-profit organization: therefore it has enclosed its complete annual accounts for the last 2 years.
	If the coordinator is a public law body: it requests to be exempted from the verification of its financial capacity.

FINANCIAL INFORMATION 	Currency:	…	
To be filled by commercial companies and non-profit organizations			
	2010**	2009	2008	
Profit or loss financial year after tax / Bénéfice ou perte après impôts	 	 	 	
Depreciations / Amortissements	 	 	 	
Dividends / Dividendes	 	 	 	
Equity / Fonds propres+reserves	 	 	 	
Total balance sheet / Total du bilan	 	 	 	
Currents assets / Actif circulant	 	 	 	
Liabilities / Dettes à court terme	 	 	 	
Total costs from the P&L account / Charges globales du CR	 	 	 	
** If you don't have the figures for 2010, please provide the figures for 2009 & 2008

ANNEX A: SUPPORTING DOCUMENTS TO BE ANNEXED TO THIS FORM 
- For commercial companies: Complete and certified annual accounts (balance sheet, profit and loss account and the annexes) for the 2 most recent years available 
- For non profit companies:  Complete and certified annual accounts (balance sheet, profit and loss account and the annexes) for the 2 most recent years available
- In the case of an application for an EU contribution over EUR 500,000, please provide an external audit report produced by an approved external auditor. This report shall certify the accounts of the coordinator for the last year available. This obligation does not apply to public bodies and secondary or higher education establishments. 

B3
To be completed and signed by the coordinator 

Proposal Submission Forms	

MEDIA Mundus 2011	B3	
Administrative Information on the coordinator 	

LEGAL ENTITIES FORM

The coordinator of the group must complete and sign the adequate Legal Entity form according to its legal status (private or public), to be found at: http://ec.europa.eu/comm/budget/execution/legal_entities_fr.htm. 

The coordinator must check that all the data included in this form are coherent with the official documents sent.

ANNEX B: SUPPORTING DOCUMENTS TO BE ANNEXED TO THIS FORM 

The coordinator must provide the following documents:

- Copy of the legal registration document or other proof of legal status (Statutes, articles of incorporation/association).

- Proofs establishing that the person named as legal representative is the statutory legal representative of the applicant organisation. Where a different person is mentioned in the application to be authorised to sign any agreement, a letter or proxy (signed by the Statutory Legal Representative) is required.

-  If applicable, the VAT registration document should be provided.

To be completed and signed by the coordinator	

Proposal Submission Forms	

MEDIA Mundus 2011	B4	
Financial Identification of the coordinator	

Please use the form corresponding to the financial identification of the applicant according to the country where the organisation is established. The correct forms must be downloaded on the website http://ec.europa.eu/budget/execution/ftiers_en.htm. The applicant must check that all the data included in this form are coherent with the official documents sent

NAME (1) 

ADDRESS
CITY 
COUNTRY	ACCOUNT NAME	

			

			

			

			

		POST CODE	

		

			
CONTACT			
					
TELEPHONE		FAX			
					
E - MAIL			

	BANK		
BANK NAME			
			
ADDRESS			
			
(BRANCH)			
					
TOWN/CITY		POSTCODE			
					
COUNTRY			
				
NUMBER COMPTE			
			
IBAN(2)			

 DATE + SIGNATURE ACCOUNT HOLDER:	
 (Mandatory)

	
DATE _________________	

BANK STAMP + SIGNATURE OF BANK REPRESENTATIVE
(both mandatory) (3)

  (1)	The name or title under which the account has been opened and not the name of the authorized agent
 (2)	If the IBAN Code (International Bank account number) is applied in the country where your bank is situated
 (3)	It is preferable to attach a copy of recent bank statement, in which event the stamp of the bank and the signature of the bank's representative are not required. The signature of the account-holder is obligatory in all cases.

PART C: 
Description of the proposal and list of deliverables

PROPOSAL PART C

Action 1-Option 1. Extension Training MEDIA 2007	
- Extension Initial Training MEDIA 2007	 						
- Extension Continuous Training MEDIA 2007						
Action 1-Option 2. Continuous Training MEDIA Mundus		
Action 2. Market access								
Action 3. Distribution and circulation 					
Action 4. Cross-over activities							

A: Title page

A separate page with the following information:

MEDIA Mundus 2011

Proposal acronym:				

Proposal full title: 										

B: Project profile
(Short, precise, verifiable) – maximum 7 pages (Times New Roman 12)

Quality of the content of the activity	
Please briefly describe the objectives of your project and the manner in which these objectives are implemented (if applicable, please provide CV's of tutors, trainers, head of studies…).
	
 Project management  	
•	Please describe the potential and the expertise of the partners of the applicant group, regarding content and regional focus of the project. 
•	Please attach the responsible person(s) curriculum vitae. (Annex C of your proposal)
•	Does the coordinator have a solid experience in the organisation of similar events/actions? 
•	Management approach: project’s organisational structure, partner roles the decision-making mechanisms
	
International and European dimension and added value of the project	

•	What is the pertinence of the geographic zones and their economic potential? 
•	How does the project take European diversity into account?
•	How is the principle of reciprocity implemented? (Not applicable for extension projects )
•	What is the benefit for European and third country professionals/audiovisual works? 
	
Impact	
•	Please describe the short,- mid,- and long term effects	
•	Added value for the European Union to support the project	

C: Result visibility and dissemination

The results of the project are called ‘deliverables’. These may be physical (workshops; reports, etc.); operational (attainment of a deadline, etc.); or other (publication of a web site, a group decision, etc.).

List of Deliverables 

Del. No. 	Deliverable title	Lead beneficiary	Estimated indicative cost	
Nature	Dissemination 
level
	Delivery date

							

Deliverables list: Tabular listing of deliverables indicating deliverable number, deliverable title, participant leading production of deliverable, estimated effort attributed to the production of the deliverable, nature of deliverable, date to be delivered to Commission.

ANNEXES

ANNEX A: SUPPORTING DOCUMENTS TO BE ANNEXED TO THE FORM B2 (only for the coordinator)

o	For commercial companies: Complete and certified annual accounts (balance sheet, profit and loss account and the annexes) for the 2 most recent years available 
o	For non profit companies: Complete and certified annual accounts (balance sheet, profit and loss account and the annexes) for the 2 most recent years available
o	For an EU contribution over EUR 500,000: an external audit report produced by an approved external auditor. (Exemption: Public bodies and secondary or higher education establishments). 

ANNEX B: SUPPORTING DOCUMENTS TO BE ANNEXED TO THE FORM B2 (only for the coordinator) 

The coordinator must provide the following documents:
o	Copy of the legal registration document or other proof of legal status (Statutes, articles of incorporation/association).
o	Proofs establishing that the person named as legal representative is the statutory legal representative of the applicant organisation. Where a different person is mentioned in the application to be authorised to sign any agreement, a letter or proxy (signed by the Statutory Legal Representative is requested.
o	If applicable, the VAT registration document should be provided.

ANNEX C (for each partners of the applicant group)

CVs of the people in charge of the project.