Continuous call vs competitive call – what does it mean for a business?

A continuous call and a competitive call are two different ways of accepting and assessing grant applications. For a business, the difference is practical: it affects how quickly the documentation must be prepared, the risk of the budget being exhausted, how the project is assessed and the moment when it is worth deciding to submit an application.

In a competitive call, a business usually competes with other applicants within a specified deadline. In a continuous call, what may be crucial is preparing a complete application quickly, as the call may end earlier if the funds are used up.

In the 2021-2027 perspective, the Implementation Act uses the terms competitive and non-competitive project selection. However, the terms “competitive call” and “continuous call” are widely used in practice and reflect well the differences in how calls are organised.

What is a call for grant applications?

A call for applications is a formal period during which the institution accepting documentation allows businesses, organisations or other entities to apply for public funds. A call may concern a grant, a preferential loan, a sub-grant, reimbursement of costs or another form of support.

From a business's point of view, the mere announcement of a call does not mean that the project automatically qualifies for funding. Each call has its own rules, including:

• a specified type of applicants,
• permitted types of projects,
• a catalogue of eligible costs,
• the minimum and maximum project value,
• the level of funding,
• the required own contribution,
• start and end dates for implementing the investment,
• project selection criteria,
• the required attachments,
• rules for formal and substantive assessment.

Information on current and planned calls can be checked, among other places, on the European Funds Portal, in the PARP call schedule or on the websites of the institutions responsible for a specific programme, e.g. NCBR.

Competitive call – how does it work?

In a competitive call, the institution announces a specific period for accepting applications and then assesses the submitted projects according to set criteria. After the assessment, a list of projects selected for funding, a reserve list or a list of negatively assessed projects is drawn up.

In practice, this means that a business not only has to meet the formal conditions, but also has to obtain a sufficiently high score compared with other applicants. Meeting the minimum requirements alone is often not enoughif the call budget is limited and the number of good projects is large.

What matters most in a competitive call?

In a competitive call, the quality of the project is of key importance. The application should be prepared not only correctly in formal terms, but also convincingly in substantive, financial and strategic terms.

A business should verify above all:

• whether the project corresponds to the objectives of the given measure,
• whether the company meets the conditions for participating in the call,
• whether the planned costs fall within the catalogue of eligible costs,
• whether the schedule is realistic,
• whether the budget is logically justified,
• whether the indicators are achievable,
• whether the project has a sufficient business rationale,
• whether the investment produces measurable results,
• whether the company is able to provide its own contribution,
• whether the project can score points under the bonus criteria.

In a competition, what matters is not only whether the project is admissible, but also whether it is better than other projects submitted in the same call.

Continuous call – how does it work?

A continuous call means that applications are accepted over a longer period or until the available allocation is exhausted. Depending on the programme, assessment may be carried out on an ongoing basis, in rounds or in the order in which documents are received. The detailed rules always follow from the rules of the specific call.

For a business, a continuous call may seem more convenient, as it formally gives more time to prepare the documentation. In practice, however, this does not always mean lower risk. If interest in the programme is high, the funds may be allocated faster than expected and the institution may suspend or close the call before the originally planned date.

What matters most in a continuous call?

In a continuous call, what is particularly important is readiness of documentation and speed of action. A business that only starts analysing the call rules, collecting quotes, preparing the budget and describing the project after the call is announced may lose its time advantage.

It is worth preparing in advance:

• a description of the planned investment,
• a list of expenditure,
• an estimated net and gross budget,
• sources of financing for the own contribution,
• basic financial data of the company,
• information on de minimis aid,
• a justification of the need for the project,
• the expected results of the investment,
• registration and financial documents,
• quotes or an analysis of market prices, if required.

A continuous call rewards entities that are prepared even before applications start being accepted.

Continuous call vs competitive call – the key differences

The difference between a continuous call and a competition concerns not only the deadline for submitting documents. It also affects the strategy for preparing the project, how risk is assessed and the decision on when to start work on the application.

Is a continuous call easier than a competitive one?

Not always. A continuous call may be simpler organisationally, but it does not automatically mean a greater chance of obtaining funding. If funds are limited and interest in the programme is high, submitting a complete and correct application quickly becomes crucial.

In a continuous call, a business should avoid assuming that, since the deadline is long, preparing the documentation can be postponed. This is one of the more common mistakes. The call may be closed early, and a company that has not prepared its documents in advance loses the opportunity to apply.

A competitive call, on the other hand, requires a more strategic approach. It is not enough to describe the project as necessary for the company. You need to demonstrate that the project corresponds to the programme objectives, is feasible, cost-effective and produces results consistent with the assessment criteria.

How should a business prepare for a competitive call?

In a competitive call, the starting point is an analysis of the project selection criteria. They show what points can be awarded for, which conditions are mandatory and which elements of the project may determine its place on the ranking list.

Before starting work, it is worth answering the following questions:

• does the company meet the definition of an eligible applicant?
• does the project fall within the type of projects provided for in the call rules?
• has the investment not been started too early?
• are the costs eligible?
• is the level of funding consistent with the regional aid map or other limits?
• does the project have a real market rationale?
• does the company have the financial capacity to implement the project?
• can the durability of the results be demonstrated?
• does the investment fit with the programme objectives?
• does the project have elements that score bonus points in the assessment?

In a competition, it is worth working not only on the description of expenditure, but also on the logic of the project. The assessing institution should see the link between the problem, the investment, the costs, the schedule, the results and the programme objectives.

How should a business prepare for a continuous call?

In a continuous call, it is worth starting preparations even before the application submission system opens. What matters most is the ability to submit complete documentation quickly without having to supplement basic information repeatedly.

A business should prepare in advance:

• a description of the company and its business to date,
• a description of the planned investment,
• a list of expenditure,
• preliminary quotes or cost calculations,
• information on the project location,
• the expected schedule,
• financial assumptions,
• documents confirming SME status, if required,
• information on previous State aid,
• technical, environmental or formal documents, if relevant to the project.

In a continuous call, a business should monitor the institution's announcements. Changes to the call rules, exhaustion of the allocation, suspension of application intake or updates to documents may have a direct impact on the ability to submit an application.

Current support options can be initially checked in the free grant search engine with an AI Assistant, which helps narrow down potential programmes according to the type of business and the planned investment.

The most common mistakes businesses make when choosing the call type

Business owners often focus solely on whether a programme offers a grant, overlooking how the call is conducted. This is a mistake, because the call type affects the timing, the risk and the way the documentation is prepared.

The most common mistakes are:

• postponing preparation of the application in a continuous call,
• assuming that a long deadline means no time pressure,
• failing to take into account the risk of the budget being exhausted,
• preparing the project without analysing the assessment criteria,
• focusing solely on the amount of the grant,
• underestimating the own contribution,
• failing to allow for the time needed to prepare attachments,
• an overly general description of the project objective,
• no justification of costs,
• adopting an unrealistic schedule,
• failing to take into account the obligations after signing the agreement.

In practice, a project should be assessed not only in terms of whether funding can be obtained, but also whether the business will be able to implement and settle the investment correctly.

When to choose a continuous call and when a competitive one?

A business does not always have a choice of call type, as it follows from the rules of the given programme. It can, however, decide whether a given call is suitable for it and whether it is worth committing resources to preparing the documentation.

A continuous call may be advantageous when:

• the company already has a well-prepared project,
• the documents are ready or can be prepared quickly,
• the scope of the investment is clearly defined,
• the business can quickly confirm its sources of financing,
• the project does not require lengthy technical arrangements,
• the company is ready to respond efficiently once the call opens.

A competitive call may be advantageous when:

• the project has a strong strategic rationale,
• the investment meets the bonus criteria,
• the company can prepare extensive documentation,
• the project stands out from standard investments,
• the business has time to refine the description, budget and indicators,
• the project requires solid substantive argumentation.

You should not automatically assume that a continuous call is more accessible and a competitive one more difficult. The chances are determined by the project's compliance with the call rules, the quality of the documentation, the available budget and the method of assessment.

How to assess your chances before submitting an application?

Before submitting an application, it is worth carrying out a brief eligibility analysis. It should cover not only checking whether the company falls within the group of eligible applicants, but also an assessment of the project's real chances.

A minimum analysis should cover:

• the business's status,
• the project location,
• the sector and type of business activity,
• the purpose of the investment,
• the physical scope of the project,
• the net and gross value of costs,
• the level of own contribution,
• the possible level of funding,
• the project start and end dates,
• consistency of costs with the catalogue of eligible expenditure,
• formal, financial and organisational risks,
• the possibility of properly settling the project.

Only after such an analysis can you assess whether it is worth preparing a full application. This scope is covered by the funding analysis and selection service, and in the next step – preparation of a grant application.

Why does the call type matter for a company's finances?

The call type affects the planning of the company's cash flows. In the case of grants, a company often has to incur the expenditure first, secure its own contribution or arrange bridge financing. If the call is competitive, you have to take into account the risk of not receiving funding despite having incurred the costs of preparing the documentation.

In a continuous call, the risk may concern above all time. If the company fails to prepare a complete application before the call closes, it loses the opportunity to apply, even if the project was good in substance.

Therefore, before starting work, it is worth establishing:

• what the total value of the investment is,
• what part of the costs may be eligible,
• whether VAT will be an eligible cost,
• what the required own contribution will be,
• whether the company is able to finance the project before reimbursement,
• whether external financing will be needed,
• when the grant funds can realistically be received,
• what obligations will arise after signing the agreement.

This approach reduces the risk of preparing an application that looks attractive at the idea stage but is difficult to finance or settle.

Summary – what do continuous and competitive calls mean for a business?

Continuous and competitive calls differ above all in their organisation, the pace of action and the risk borne by the business. In a competitive call, the key factor is the quality of the project against the criteria and other applications. In a continuous call, quickly preparing complete documentation and monitoring the availability of funds are of great importance.

For a business, the most important conclusion is simple: the call type should influence the way the project is prepared. Documentation is planned differently for a ranked competition than for a call that may end once the allocation is exhausted.

Before submitting an application, it is worth verifying:

• whether the company qualifies for the programme,
• whether the project falls within the scope of the call,
• whether the costs are eligible,
• whether the schedule is realistic,
• whether the company has its own contribution,
• whether the project stands a chance under the assessment criteria,
• whether the call is at risk of closing quickly,
• whether the documentation can be prepared on time.

If you are planning to apply for funding, it is worth verifying the eligibility of the investment, call deadlines and the possible level of support in advance. We invite you to discuss your project before you start preparing the application.Contact an expert