ZMINA:Resilience. Support for International Showcasing of co-creation projects

General questions

1. What is the objective of the "Support for international showcasing of co-creation projects" strand?

The "Support for international showcasing of co-creation projects" strand supports the international promotion of cultural and creative products created through collaboration between Ukrainian organisations and organisations from other Creative Europe countries (EU countries; non-EU countries). The goal is to expand the audience for such products, increase their visibility, and create opportunities for further screenings and tours.

2. Can organisations founded by Ukrainians but registered abroad act as partners?

Yes, such organisations may act as international partners, as they are officially registered in a Creative Europe country. However, there is an important condition: the project must not be limited to working exclusively within the Ukrainian diaspora. It is important that not only Ukrainian communities abroad are involved, but also local audiences, artists and institutions of the host country. The project should build connections between Ukrainian culture and the cultural field of the partner country, as well as cultural and artistic organisations from Ukraine and other Creative Europe countries.

3. Can individual artists or sole proprietors (PE/FOP) apply?

No. This call is open only to legal entities (organisations). Individual artists may participate as members of the creative team or as partners through an organisation, but they cannot be direct sub-grant recipients. This means that individuals who, under regulatory requirements or established practices in a particular jurisdiction, may have a status comparable to that of a legal entity are not eligible to serve as sub-grant recipients. An individual, even in the capacity of an entrepreneur, is not an eligible sub-grant recipient. This also means that the terms and conditions of any other calls for proposals from any other donors cannot be applied by analogy to interpret the eligibility of a sub-grant recipient.

4. Are there any restrictions for applying organisations?

The basic requirements are: legal entity status, registration in a Creative Europe country, and operations in the cultural and artistic sector. A further restriction is that projects from the audiovisual sector are not eligible — this applies to projects, not necessarily the organisation's overall field of activity. Additional restrictions may be determined by the regulatory requirements of the country of registration. For Ukraine, in particular, restrictions apply to organisations located in temporarily occupied territories, and to organisations with legal forms that are no longer in force.

5. How many partners should a project have?

A project must involve at least two organisations from two different countries, one of which must be an organisation from Ukraine, whilst the others must be organisations from other Creative Europe countries.

6. Does the application have to be submitted by a single organisation?

The application is submitted by one of the project partners, who thereby acts as the lead partner of the consortium; however, the project must be implemented in partnership with all organisations within the consortium.

7. Can partners have a purely formal role in the project?

No. The partnership must be genuine and equal, not merely formal. It is important that partners play an equal role, exchange experiences, make equal contributions to the project, and engage with audiences in their respective countries.

8. Can only pre-existing projects be showcased?

Yes. At the time of application, the project to be showcased must already exist or be in the final stages of development within the framework of international cooperation. The grant supports its presentation to new audiences, not the creation or production process as such. The source of funding for the creation of the project is not relevant.

9. Can projects that have already received funding from ZMINA:Resilience be submitted?

Yes. Projects that have received funding under previous calls for proposals in the "International Co-Creations" and/or "International Cooperation Seed Funding" strands may also be submitted.

10. Which cultural sectors are eligible to participate?

All cultural and artistic sectors, with the exception of the audiovisual sector.

11. Can a finished product created by a single organisation be submitted?

No. The work must have been co-created by an organisation from Ukraine and an organisation from another Creative Europe country. This is a call to support the showcasing of co-created works, not a call to support finished products of individual organisations.

12. Can we apply if the product was not co-created with a Creative Europe country organisation, but the artist/artiste lives in a Creative Europe country?

No. Funding is provided to organisations, not to individuals. An artist who does not represent a registered organisation is not a partner within the meaning of this call. A cultural organisation registered in a Creative Europe country is required.

Presentation events

13. How many presentation events must be held?

At least 6 public presentation events: at least 3 in Ukraine and at least 3 in other Creative Europe countries.

14. Can presentations take place online?

Yes, but only for events in Ukraine, where online or hybrid formats are permitted due to the security situation.

15. We would like to showcase at an international festival. Is this permitted?

Yes. Participation in festivals is one of the accepted formats for promoting cultural and creative products, provided the project meets the other requirements of the call for proposals.

16. What is considered an organisation's "home city or town", where presentation events are not permitted?

Under the terms of the open call, presentation events may NOT take place in locations that are the base of the partner organisations. By "home city or town" we mean: (1) the place of the organisation's official legal registration; (2) the city/town where the organisation or its team is actually based (for example, if the organisation is legally registered in one city but, due to relocation or other reasons, actually operates and has an office in another). When filling in the application, each partner must clearly indicate both their legal and actual locations. The planned cities for project presentations must differ from these locations. During the final reporting stage, compliance with these requirements will be verified against contracts for venue hire, tickets, completion certificates, etc. Events held in "home" locations will not be counted, and the costs associated with them may be deemed ineligible.

Duration and budget

17. What is the required project duration?

The project must be fully implemented within 7 months of signing the grant agreement, within the timeframe specified in the open call.

18. Is an own contribution required?

Yes. The project requires partners to make their own contribution of at least 10% of the total project budget. This contribution must be in cash and must be reflected in bank statements. It may be divided among the partners by mutual agreement.

19. Can we include co-funding in the form of in-kind contributions, voluntary work, or premises provided free of charge?

No. Co-funding must be exclusively in cash and must be recorded in the organisations' financial statements as having been provided using cash funds. Co-funding must be financial in nature and supported by accounting documents.

20. How are grant funds disbursed?

70% of the grant is disbursed upon signing the agreement, and the remaining 30% following approval of the final reports, but in any case within the limits of the funding available to the ZMINA:Resilience project partners (see the Draft subgrant agreement template provided in the open call for further details).

21. How should the budget be distributed between partners?

There are no fixed percentage requirements (e.g., 50/50) for distributing the budget between partners. However, the distribution should be based on the principles of fairness, transparency, and each partner's actual contribution. When planning the budget, the following should be taken into account: the budget should reflect the active role of both parties; it must cover the costs of all mandatory presentation events; and the minimum own contribution of 10% may be distributed among the partners in any proportion as agreed by them.

22. Is there a limit on administrative costs?

Yes. Management and administration costs may not exceed 20% of the total project budget.

23. Is double funding of the same costs permitted?

No. Double funding from the EU budget is prohibited.

24. Our project has already received other funding. Can we apply?

Yes, provided you do not claim funding for the same costs. Double funding of the same costs is not permitted.

25. Is it possible to generate a profit (for example, from ticket sales)?

Yes. However, any income must be reinvested in the project and reflected in the budget.

26. Who will own the copyright to the materials produced?

The project partners remain the owners of the results produced within the project. The partners of the ZMINA:Resilience project, the European Union as the grant provider, or third parties do not acquire ownership of the results, unless otherwise specified by the partners.

27. Is there a requirement to transfer the rights to reproduce, publicly communicate, re-use and create derivative works of the final product?

The partners of the ZMINA:Resilience project and the European Union may be granted the right to use the final product and related materials for information, communication, policy and promotional purposes, in the form of a licence in accordance with a template or other instructions specified by the ZMINA:Resilience project partners and the European Union. The licence grants the right to reproduce, publicly communicate, re-use and create derivative works.

Documents and application

28. What documents are required from partners?

1. Letter of guarantee — from each partner, completed using the template provided in the open call.
2. Official registration extract — for each partner, in accordance with the requirements of their country of registration. For organisations from Ukraine — an extract from the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organisations (requested at usr.minjust.gov.ua), containing all available information as of the date of the open call or a later date. How to get a full extract from the state registry in Ukraine?
3. Current version of the Articles of Association or equivalent founding document (where required for the legal entity) — all pages, for each partner. For organisations from Ukraine, this document is mandatory.

Please note: if the original language is neither English nor Ukrainian, both the original and a full (non-notarised) English translation must be provided. Each document is required from each partner.

29. In what language should applications be submitted?

In English.

30. How are applications evaluated?

Applications are reviewed in three stages:

1. Checking applications for compliance with technical criteria.
2. Qualitative evaluation of applications by independent external experts.
3. Final selection by the Selection Committee.

All terms and conditions are described in detail in the open call.

31. Is it possible to receive individual feedback on the evaluation results?

No. No feedback is provided at any stage of the evaluation process or regarding the results.

32. When is the deadline for submitting applications?

The call operates on a rolling basis and will remain open for 16 months, with several selection rounds (June 2026 – October 2027). Evaluation and selection takes place every three months. The deadline for a specific selection round can be found in the open call.

33. The character counter on the platform shows a different count than Word or Google Docs. Which one should I trust?

Always use the platform's character counter as your guide. It may show a slightly different character count to external word processors — this is normal. Before submitting your application, paste your text into the relevant field on the platform and check the character count there. Do not rely on Word or Google Docs to count characters. Do not complete your application on the platform at the last minute before the deadline.

34. I was suddenly logged out of the system whilst filling in the application form. My data has disappeared. Why did this happen?

The platform automatically logs you out if there is no user activity for a certain period. To avoid losing your data, save your progress regularly as you fill out the form. Also, do not leave the form open for long periods without interacting with it. Do not fill in the application on the platform at the last minute before the deadline.

35. Can I expect technical support or consultations after the application deadline has passed?

No. Once the deadline has passed, the project team will not provide any advice, technical support, or assistance regarding the submission of applications. Please complete your application and submit it well in advance. If you leave it until the last minute and encounter technical difficulties, we will unfortunately be unable to help you, and your application will not be considered.

Support

36. Where can I ask further questions?

• Weekly online group consultations: every Tuesday at 11:00 Kyiv time (EEST), duration up to 1 hour — register here
• Support email: [email protected] (responses within 2 working days)

Support team working hours: Monday–Friday, 09:00–18:00 EEST. Weekends (Saturday, Sunday): closed.

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