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Call key data
Full Scale Exercises
Union Civil Protection Mechanism Funds
Estimated EU contribution per project
between € 500,000.00 and € 1,000,000.00
Link to the call
Link to the submission
The overall objective is to improve civil protection preparedness and response to all kinds of disasters inside or outside the Member States/Participating States of the Mechanism by providing a testing environment and a learning opportunity for all actors involved in civil protection assistance interventions: a full-scale exercise.
The scenario for the exercises should build on risk assessments.
Examples can be, but not exclusively, extreme weather, wildfires, floods, earthquakes, tsunamis, industrial risk, critical infrastructure disruption, marine pollution, epidemic/health risk, CBRN and multi-sectorial emergencies.
In addition to the main theme, cross cutting issues such as gender, age, persons with disabilities, human rights, environmental sustainability, green economic practices, digitalisation, resilience in infrastructure, the protection of cultural heritage, etc. are encouraged to be considered and included as relevant.
The beneficiaries will design, plan, conduct and self-evaluate one full-scale exercise project in Member States.
The full-scale exercise project must include the following elements and activities:
- Activation of the Mechanism: The UCPM must be activated, whereby all the procedures involved are tested, developed and/or used as learning and exploring opportunity.
- EU Civil Protection Team: A EUCP Team must be deployed at least during the full-scale field exercise and its dimension and composition should be adapted to the features of the exercise (minimum four members). The EUCP Team shall be composed as for real deployment and taking into account the function profiles i.e. a team leader, deputy team leader, ERCC liaison officer (ERCC LO) and coordination and assessment experts as team members that shall work closely with the Technical Assistant Support Team (TAST).
The exercises in the project shall contain injects dedicated to the EUCP Team including meetings with relevant authorities, assessments in the field and activities to facilitate coordination of the European assistance.
- Deployment of Modules and/or other response capacities (full team or skeleton teams depending on the scenario and objectives).
- CECIS or CECIS Marine Pollution: The Common Emergency Communication and Information System (CECIS) shall be used, as a minimum, during the request, offer and acceptance of assistance by the Member States. During marine pollution related exercise, CECIS Marine Pollution shall be used.
- National operational structures: The national operational structure of each applicant's national civil protection or marine pollution competent authority, as necessary depending on the exercise scenario, must take part in the exercise as exercising audience. As a minimum, the involvement must be in the form of participation by the 24/7 national contact point in the exercise. The involvement of the decision-making bodies (e.g. for declaring national emergency / disaster and activating the UCPM) as exercise audience is highly encouraged. The above mentioned is not applicable for international organisations.
- EU Host Nation Support Guidelines: During the exercises, the EU Host Nation support (HNS) guidelines shall be implemented and tested. The established cell or liaison officers responsible for HNS in case of emergency shall be involved as exercise audience. Other relevant line ministries and administrations involved in national emergency management and host nation support shall also be involved. A topic on HNS is encouraged in a Table-top and/or a Command Post exercise.
- EU Observers programme: minimum 10 observers trained in the UCPM (minimum MBC, CMI, TEC or equivalent) will be part of the EU Observers Programme during the full-scale field exercise. The coordinator shall invite observers from each Member State and from each eligible third countries. In case of duly justified reason, the number of observers can be increased upon approval of the European Commission.
Once received the invitation, the competent authority in every country will designate the observers providing a letter of motivation and a CV of the candidate. Based on these documents, the coordinator will make a selection of minimum 10 observers. The person designated shall agree to take part in the activities organised for the programme.
The observers' travel and subsistence costs from the port of departure must be included in the budget.
Guidelines for the EU Observers Programme:
- Observers should be engaged in the exercise rather than acting only as merely observers.
- In this regard, observers can be assigned roles in the exercise play.
- The consortium will provide the observers a standardised form to collect information and observers’ views on the exercise. The EU Observers programme shall include in its agenda a final workshop prior to the hot wash-up session. In this workshop, the observers’ views on the exercise will be gathered and common conclusions will be made. These conclusions are to be presented during the hot wash-up session by a spokesperson designated by the group.
- Evaluation: A proper evaluation must be implemented for the whole full-scale exercise project, from the starting date to the end of the project, namely the preparatory actions, the different exercises, and the after-action activities. At least one person will be appointed for the evaluation of the preparatory and after-actions activities. For the evaluation of the exercises, a team of evaluators will be created aiming at covering the different locations, sites or levels of the exercise. An evaluation report including the lessons identified will be delivered at the end of the project and disseminated through the Union Civil Protection Knowledge Network. The implementation plan of the lessons identified shall be presented in the way forward meeting.
- Other activities: This full-scale exercise project must comprise the following activities (unless specified as optional):
- Preparatory actions:
- Kick-off meeting.
- 1 st planning conference.
- 2 nd planning conference.
- 3 rd planning conference.
- Workshops, trainings, seminars, etc.
- Other meetings/conferences as appropriate.
- Exercises: A mandatory full-scale field exercise along with a minimum of one previous exercise in a progressive approach. This previous exercise can be either a table-top, a command post or both.
- Table-top exercise with a minimum duration of 8 hours.
- Command post exercise with a minimum duration of 8 hours.
- Full-scale field exercise with a minimum duration of 36 hours.
- After-action activities:
- Workshops and seminars.
- Way forwards meeting focusing on the implementation of the lessons identified.
- Preparatory actions:
The characteristics and guidelines for each activity are explained in the Technical guide for UCPM full-scale exercises.
Projects must clearly demonstrate that they are complementary to the preparedness efforts already made in their countries. The complementarities must be described in the project proposal (Part B of the Proposal Template).
Projects should seek contact with other relevant ongoing projects, to achieve possible synergies and take into account the results of projects supported by other EU funding programmes.
Project deliverables such as reports, papers and publications shall be made available through the UCPKN online platform, which is the virtual hub for the Knowledge Network community to find and share information, showcase good practices, make contacts and new connections, and work together on areas of common interest. When relevant, activities should be complementary to activities financed through the European Neighbourhood Instrument and the Instrument for Pre-Accession instrument.
The following activities are not considered as eligible for funding under the Full-scale exercise topic:
- Online platforms: To avoid duplication with the UCPKN online platform, proposed projects should make use of the existing features and tools available on the platform for their project activities. If relevant, outputs and activities should be linked to the UCPKN platform and shall not replicate or foresee the development of similar online platforms. It is possible that several project outputs may be selected to become integrated into the UCPKN online platform.
- Full-scale exercises in Eastern and Southern Neighbourhood countries that can be funded under other UCPM programmes (i.e.: PPRD EAST, IPA CARE).
- Financial support to third parties is not allowed.
Regions / countries for funding
Moldova (Moldova), Albania (Shqipëria), Bosnia and Herzegovina (Bosna i Hercegovina / Босна и Херцеговина), Island (Ísland), Montenegro (Црна Гора), North Macedonia (Северна Македонија), Norway (Norge), Serbia (Srbija/Сpбија), Türkiye, Ukraine (Україна)
Education and training institution, International organization, Non-Profit Organisation (NPO) / Non-Governmental Organisation (NGO), Other, Private institution, incl. private company (private for profit), Public Body (national, regional and local; incl. EGTCs), Research Institution incl. University, Small and medium-sized enterprise (SME)
Proposals must be submitted by a consortium consisting of at least three beneficiaries from a minimum of three different eligible states.
One applicant will be acting as coordinator. This role should be covered by the host country for the exercise. The coordinator will be responsible for managing the action, submitting reports and deliverables and acting as intermediary for all contacts with the Commission.
The coordinator should be a civil protection public entity.
International organisations may participate in the consortium only in addition to the minimum three eligible applicants and cannot act as the coordinator.
Affiliated entities are not counted towards the minimum consortium requirements.
Reminder: Only entities from Member States and International Organisations are eligible. International organisations may work in cooperation with entities from EU Member States and UCPM Participating States but cannot act as lead consortium partner nor does their participation count for the “minimum number of entities” above- mentioned.
The proposal needs to show that a meaningful contribution to the project is made by all of the beneficiaries participating in the consortium, which ensure that the minimum eligibility criteria are met, and to demonstrate that activities and results will be developed jointly in partnership. All the proposals, regardless of the composition of the consortium, must demonstrate relevance and added value for the UCPM.
Applications will only be considered eligible if their content corresponds wholly (or at least in part) to the topic description for which they are submitted.
In order to be eligible, the applicants (beneficiaries and affiliated entities) must:
- be legal entities (public or private bodies)
- be established in one of the eligible countries, i.e.:
- EU Member States (including overseas countries and territories (OCTs))
- Participating States in the UCPM: Albania, Bosnia and Herzegovina, Iceland, Moldova, Montenegro, North Macedonia, Norway, Serbia, Türkiye and Ukraine.
- European Neighbourhood Policy countries and IPA Beneficiaries are not eligible as member of the consortium but, if an agreement with the project’s consortium is reached, they may participate with teams and
- capacities in the field exercise. There are separate specific EU funding programmes that accommodate the needs of these countries
Other entities may participate in other consortium roles, such as associated partners, subcontractors, third parties giving in-kind contributions, etc. (see section 13 of the call document).
other eligibility criteria
Natural persons — Natural persons are NOT eligible (with the exception of self-employed persons, i.e. sole traders, where the company does not have legal personality separate from that of the natural person).
International organisations — International organisations are eligible. The rules on eligible countries do not apply to them.
Entities without legal personality — Entities which do not have legal personality under their national law may exceptionally participate, provided that their representatives have the capacity to undertake legal obligations on their behalf, and offer guarantees for the protection of the EU financial interests equivalent to that offered by legal persons.
EU bodies — EU bodies (with the exception of the European Commission Joint Research Centre) can NOT be part of the consortium.
Associations and interest groupings — Entities composed of members may participate as ‘sole beneficiaries’ or ‘beneficiaries without legal personality’. Please note that if the action will be implemented by the members, they should also participate (either as beneficiaries or as affiliated entities, otherwise their costs will NOT be eligible).
Countries currently negotiating association agreements — Beneficiaries from countries with ongoing negotiations (see list above) may participate in the call and can sign grants if the negotiations are concluded before grant signature (with retroactive effect, if provided in the agreement).
Relevance for EU Macro-Region
EUSAIR - EU Strategy for the Adriatic and Ionian Region, EUSALP - EU Strategy for the Alpine Space, EUSBSR - EU Strategy for the Baltic Sea Region, EUSDR - EU Strategy for the Danube Region
UN Sustainable Development Goals (UN-SDGs)
max. 24 months
Proposals must be submitted electronically via the Funding & Tenders Portal Electronic Submission System (accessible via the Topic page in the Search Funding & Tenders section). Paper submissions are NOT possible.
Proposals (including annexes and supporting documents) must be submitted using the forms provided inside the Submission System ( NOT the documents available on the Topic page — they are only for information).
Proposals must be complete and contain all the requested information and all required annexes and supporting documents:
- Application Form Part A — contains administrative information about the participants (future coordinator, beneficiaries and affiliated entities) and the summarised budget for the project (to be filled in directly online)
- Application Form Part B — contains the technical description of the project (to be downloaded from the Portal Submission System, completed and then assembled and re-uploaded as PDF in the system)
- mandatory annexes and supporting documents (to be uploaded as PDF files/included in Part B):
- Detailed budget table (mandatory excel template available in the Submission System)
- CVs (standard) of core project team
- Activity reports of last year (all participants) (not applicable to public bodies, Member State authorities, international organisations, private higher education institutions that have been established for more than 5 years)
- List of previous projects (key projects for the last 4 years) (dedicated section included in Part B)
- Letter of support from the competent national civil protection authority of each country participating in the consortium that will benefit directly from the action’s results (except for participants which themselves are the national authority). Only letters submitted from the competent civil protection authority acting at national level will be accepted. This requirement also applies to proposals dealing with a particular hazard (for instance, marine pollution), for which authorities other than the national civil protection authority may be responsible. Guidance on the information to be provided to the national authority when seeking endorsement is available here (specific word template available in the Submission System).
Your application must be readable, accessible and printable. Proposals are limited to 50 pages (Part B), excluding annexes. Evaluators will not consider any additional pages.