AI-based tactical situational awareness using swarms of small robots and drones – participation in a technological challenge"

European Defence Fund research action EDF-2026-LS funds AI and robotics research for tactical situational awareness using swarms of small robots and drones and operates as a technological challenge with mandatory participation in common evaluation campaigns. Opening date 11 February 2026 and single-stage submission deadline 29 September 2026 at 17:00 Brussels time via the EU Funding and Tenders Portal. Topic budget €23,000,000 with maximum EU contribution per project €4,600,000 provided as lump sum grants at 100 percent of eligible costs and projects should aim to reach TRL 6 over an indicative duration of 48 months. Consortia must include at least three independent legal entities from three eligible countries and comply with security, ownership control, data sharing, equipment depreciation, and mandatory annex and registration requirements.

Opportunity Overview

AI-based tactical situational awareness using swarms of small robots and drones

Call facts (high level)

Funding source: European Defence Fund (EDF) — call EDF-2026-LS-RA-CHALLENGE, topic EDF-2026-LS. Type of action: Lump sum research grants implemented as a technological challenge. Objective: develop and test AI-enabled combinations of small robots, drones and sensors to improve tactical situational awareness and hidden-threat detection; systems must be evaluated in a common test environment and reach up to TRL 6.

Key dates:Opening 11 February 2026. Submission deadline 29 September 2026, 17:00 Brussels time.

Available budget and award size:Indicative topic budget €23,000,000; total call envelope €30,000,000. EU contribution per selected proposal cannot exceed €4,600,000 ¹.

1. 1Who can apply: legal entities (public or private) established in EDF-eligible countries (EU Member States and EDF-associated countries); consortium required (minimum 3 independent beneficiaries from 3 different eligible countries).
2. 2What is funded: research actions generating knowledge (mandatory) and related upstream/downstream research activities to test AI, swarming and sensing solutions in realistic scenarios via a technological challenge; projects must participate in experiment campaigns and common evaluation.
3. 3Funding modality and conditions: EDF lump-sum grants (fixed lump sums set at grant signature); equipment costs reimbursed under depreciation rules; financial support to third parties allowed within set ceilings.
4. 4Project duration and TRL: up to 48 months typically; objective to reach up to TRL 6 (technology demonstrator level).
5. 5Security and eligibility notes: EDF security, ownership/control and other EDF-specific checks apply (facility and personnel security, ownership control guarantees where relevant); participants subject to eligibility and exclusion rules in the call.

How to apply: prepare Part A (online) and Part B (technical PDF) and mandatory annexes via the EU Funding & Tenders Portal; proposals limited to page limits and must include detailed budget table (used to fix lump sums). Proposals will be evaluated against excellence, innovation, competitiveness, EDTIB autonomy, cross-border cooperation and implementation; passing overall threshold required for funding.

Footnotes

1. 1Full topic description, conditions and application documents are available from the call page on the Funding & Tenders Portal Topic page.

AI-based tactical situational awareness using swarms of small robots and drones – participation in a technological challenge (EDF-2026-LS-RA-CHALLENGE-DIGIT-AISAP-STEP)

Programme: European Defence Fund (EDF). Call: Research actions in the form of a technological challenge implemented via lump sum grants (EDF-2026-LS-RA-CHALLENGE). Topic page and submission: EU Funding & Tenders Portal – Topic page. Call document: Call fiche EDF-2026-LS-RA-CHALLENGE.

Opportunity Overview

This topic funds research teams to develop and demonstrate AI-enabled tactical situational awareness using heterogeneous swarms of small robots and drones in realistic, comparable test campaigns organised as part of a common technological challenge. The action targets solutions that reach up to TRL 6, are assessed through a shared test environment, and advance EU defence capabilities while contributing to the STEP deep and digital technologies objectives.

• Opening date: 11 February 2026
• Deadline: 29 September 2026, 17:00 Brussels time
• Deadline model: single-stage
• Type of action: EDF Lump Sum Grants for Research Actions (EDF-LS-RA) at 100% funding rate
• Indicative topic budget: €23,000,000
• Maximum EU contribution per proposal: up to €4,600,000
• Indicative project duration: 48 months
• Multiple proposals may be funded for this topic

Scope and Technical Content

The objective is to assess how AI can enhance tactical situational awareness in complex, dynamic ground environments by integrating cutting-edge technologies into unmanned collaborative platforms (UAVs and UGVs). Consortia must develop and bring systems and modules to common, objective evaluation campaigns within a technological challenge, using agreed protocols and metrics and a shared data environment.

Core technical areas:Autonomous deployment of heterogeneous robot and drone swarms; real-time multi-sensor data fusion (e.g., visual, radar, acoustic, environmental); AI- and ML-driven analysis for detection, recognition, classification and prioritisation of threats; dynamic adaptation to changing conditions (weather, lighting, obstacles); human-machine interfaces for intuitive operation, alerts, assisted decision-making and action planning; operations in GNSS-denied or compromised environments; distributed computing across the swarm with SWaP-C awareness; resilient intra-swarm communications; capability to detect new/unexpected threats and anomalous conditions; task allocation and resource optimisation within the swarm.

Threat detection context and performance measurement:Solutions must enable accurate detection and recognition of predefined threat classes, and preferably support discovery of unexpected threats or anomalies. Systems must record and share sensor data for full replay and reproducibility. Performance will be measured using a preliminary evaluation plan refined by the organisers; teams must agree on evaluation protocols/metrics, participate in both data-based and field tests, and contribute to debriefing workshops and database creation/annotation.

Mandatory activities (Research Actions):Generating knowledge: research on AI and classical techniques for mapping, detection, classification in complex ground environments; research on swarming and collaborative coverage/planning for UAV/UGV teams in dynamic/contested scenarios. Participation in evaluation campaigns: co-develop evaluation plans with organisers and peers; run field and data-based tests with systems/software; collect and share sensor data; attend debriefings. Optional: integration activities, studies, and design activities may be included. Prototyping, testing, qualification, and certification activities are not eligible under this research action type.

Functional and System Requirements

• Operate with and without GNSS; include robust localisation/navigation strategies
• Provide data logging enabling full replay and software-based reproduction of experiments; clearly state data classes that can be shared
• Address future operational integration with attention to SWaP-C and mixed low-cost/high-capability platforms through distributed computing
• Prefer inclusion of: jam-resistant communications; use of domain knowledge for conflict resolution and alerting on missing/contradictory detections; swarm task/resource optimisation for endurance and autonomy

Evaluation, Impact and Linkage to the Challenge Organiser

This participation topic is tightly linked to a sister organiser topic that sets up the shared test infrastructure and databases. Selected participation projects will be a linked action and must sign a collaboration agreement with the organiser and other participants. Expected impacts include improved tactical situational awareness for EU and associated countries, strengthened EDTIB competitiveness and autonomy, creation of reusable datasets, enhanced transparency/understandability of AI techniques, improved soldier protection, and reduced strategic dependencies.

Administrative and Legal Essentials

• Lump sum grant at 100% funding; lump sums fixed on reliable estimated budgets; depreciation applies to equipment; FSTP allowed up to €60,000 per third party
• Project work must occur in eligible countries; assets/resources outside eligible countries need prior authorisation and are not reimbursable
• Security and ethics compliance required; possible security scrutiny and, if applicable, SAL with classified handling rules; facility security clearance may be required before grant signature
• Intellectual property remains with the consortium; background/results must be free of third-country control; standard EDF IPR and access rights rules apply

Who Can Apply and How

Eligible Applicant Types

Eligible legal entities include public or private organisations established in eligible countries with executive management in those countries and not controlled by a non-associated third country or entity unless an ownership control guarantee is approved by the national authority. Typical entities: startups, SMEs, mid-caps, large enterprises, universities, research and technology organisations, nonprofit research bodies, and public bodies. International organisations are eligible only if all members are EU or EDF-associated countries and executive management is in an eligible country. Natural persons (except sole traders without separate legal personality) are not eligible as beneficiaries.

Consortium Requirement

Minimum 3 independent beneficiaries from 3 different eligible countries. Subcontractors involved in the action and associated partners must also meet the establishment/control conditions (with limited exceptions for unfunded associated partners subject to safeguards). A collaboration agreement with the organiser and other participants is mandatory for linked actions.

Geographic Eligibility

EU Member States (including OCTs) and EDF associated countries. As of this call, Norway is the associated country. Entities must have executive management in eligible countries and not be controlled by non-associated third countries, unless national guarantees under EDF Regulation Article 9(4) are approved. Activities must be implemented in eligible countries.

Funding Type and Rate

EDF Lump Sum Grant for Research Actions (LS-RA), reimbursed at 100% of the eligible lump sum amount. Lump sum based on an estimated budget that must respect eligibility rules for actual cost grants (e.g., best value for money for subcontracting and purchases). Indirect costs by 25% flat-rate or actuals if nationally accepted methodology is declared.

Application Method and Stages

Single-stage submission via the EU Funding & Tenders Portal. Proposals include Part A (online forms) and Part B plus annexes uploaded together as a single password-protected AES-256 zip file; the password must be emailed before the deadline to the dedicated mailbox. Classified material, if any, must not be uploaded online and requires prior arrangement with the granting authority.

Evaluation, Scoring, and Thresholds

Priority order for ties: Excellence and potential of disruption, then Innovation and technological development, then Competitiveness, then Creation of new cross-border cooperation, then number of Member States/associated countries in which applicants are established. Proposals meeting thresholds but not funded may receive the STEP Seal (subject to conditions).

Budget, Funding Amounts and Duration

• Topic budget: €23,000,000
• Maximum EU contribution per proposal: €4,600,000
• Funding rate: 100% (LS-RA)
• Indicative project duration: 48 months (extensions possible by amendment with justification)
• Equipment cost reimbursement: depreciation only
• Financial Support to Third Parties (FSTP): allowed up to €60,000 per third party

Compliance, Security and IPR

Security requirements:Security scrutiny may be applied; if classified information is involved, a Security Aspects Letter (SAL) will govern handling. For CONFIDENTIEL UE/EU CONFIDENTIAL or above, access requires FSC premises, PSC personnel, secure areas, and approved CIS accreditation. Subcontracting tasks involving classified information require prior written approval. Facility security clearance may be required before grant signature.

IPR and background/results control:IPR on results remains with the consortium. Background and results must not be subject to control or restriction by non-associated third countries or their entities. Access rights and standard EDF IPR provisions apply, including access for policy purposes and special report obligations for research actions.

Submission Package and Templates

Mandatory components:Part A (online): administrative data, participants, budget summary, declarations. Part B (uploaded in the zip): technical narrative with a strict page limit of 100 pages including work package descriptions. Mandatory annexes to upload with Part B: Detailed budget table (EDF LS RA), Participant information (entity description, key staff, relevant projects), List of infrastructure/facilities/assets/resources, Actual indirect cost methodology declaration (only if declaring actual indirects), Ownership control declarations for all beneficiaries, affiliated entities, associated partners, and subcontractors involved in the action, PRS declaration (only if Galileo PRS information is needed). Use only the templates made available in the Submission System.

Key templates and guides:Application Form Part B structure and instructions: EDF Application Form (Part B) template. Participant information template: Participant information (EDF) template. List of infrastructures/facilities/assets/resources: Template. Actual indirect cost methodology declaration (if applicable): Template. Ownership control guarantee (where needed): Template. PRS declaration (if PRS access required): Template. Model Grant Agreement: EDF/ASAP/EDIRPA Lump Sum MGA. Programme Security Instruction (PSI): EDF PSI.

Structured Classification of the Opportunity

Eligible Applicant Types:Startups; SMEs and mid-caps; large enterprises and prime contractors; universities and higher education institutions; research and technology organisations; nonprofit research bodies; public bodies and agencies (including defence labs and institutes); public-private consortia. International organisations only if composed exclusively of EU/associated members and executive management in an eligible country. Subcontractors, affiliated entities, and associated partners must also meet establishment/control conditions.

Funding Type:Grant (EDF Lump Sum Grant for Research Actions), reimbursed at 100% of the approved lump sum. Financial Support to Third Parties (cascade funding) is allowed up to €60,000 per third party.

Consortium Requirement:Consortium of at least 3 independent beneficiaries from 3 different eligible countries. Collaboration agreement with the organiser project is mandatory due to linked-action mechanism. A consortium agreement among beneficiaries is obligatory.

Beneficiary Scope (Geographic Eligibility):EU Member States (including OCTs) and EDF associated countries; currently Norway is associated. Executive management must be in eligible countries; entities must not be controlled by non-associated third countries except with approved guarantees. Activities must take place in eligible countries, with tightly limited exceptions for non-eligible locations (non-reimbursable).

Target Sector:Defence and security with emphasis on AI, autonomous systems and robotics, drones/UAVs and UGVs, multi-sensor fusion, command and control HMI, resilient communications, navigation/localisation including GNSS-denied operation, edge and distributed computing, data engineering and evaluation benchmarking. Contributes to STEP deep and digital technologies.

Mentioned Countries:EU Member States; Norway (EDF associated country). Geographic scope references also include Overseas Countries and Territories (OCTs) of EU Member States.

Project Stage:Research and development up to validation/demonstration in relevant environment (targeting TRL 6 through participation in common evaluation campaigns). Mandatory activity focus on generating knowledge; integration activities, studies and design are optional. Prototyping, testing, qualification and certification are not eligible under this research action type.

Funding Amount:Per project: up to €4,600,000 EU contribution. Topic envelope: €23,000,000. Funding rate: 100% of eligible lump sum.

Application Type:Open call, single-stage submission via the EU Funding & Tenders Portal. Part B and annexes must be submitted as a single AES-256 password-protected zip; the password must be communicated by email before the deadline.

Nature of Support:Monetary grant funding (lump sum). Non-financial support may include business coaching for SME beneficiaries under EDF.

Application Stages:1 stage (single-step submission and evaluation). Evaluation to grant preparation follows standard EDF process; invitation to GAP is not a funding commitment until all checks are completed.

Success Rates:Not specified in the call documentation. No historical success rate is provided for this specific topic.

Co-funding Requirement:No co-funding is required for LS-RA grants (100% EU funding). Lump sum budgets must comply with cost eligibility principles; prefinancing guarantees may be requested. If using actual indirect costs, a nationally accepted methodology declaration is required.

Evaluation Deliverables and Performance

• Milestones and deliverables agreed in Annex 1 of the Grant Agreement, with periodic progress reports (every 6–12 months, as set in GAP) and a special research report
• Mandatory participation in organiser-run evaluation campaigns, contribution to shared database creation and curation, and attendance at debrief workshops
• Quantitative, objective and comparable performance measurement per agreed metrics/protocols; data recording and sharing to enable reproducibility

Templates and Application Form Structure

Part B technical narrative outline:Project summary; Excellence and potential of disruption (concept, objectives, scope, functional requirements, expected impact); Innovation and technological development (innovation potential, complementarity with prior R&D, potential spin-offs); Competitiveness (advantage, market growth potential, IP strategy); EDTIB autonomy (non-dependency, security of supply, CFSP/CDP alignment); Creation of new cross-border cooperation (new and future cooperation, SME/mid-cap cross-border role and added value); Implementation (work plan and WBS, work packages with activities/milestones/deliverables, resources and budget, subcontracting, Gantt/PERT, consortium set-up and management, quality assurance, financial management and cost-effectiveness, risk management with likelihood/impact and mitigation, communication/dissemination/visibility with security pre-approval); Ethics and Security (issues and measures, including any EUCI background/foreground handling); Declarations (bonuses, PRS, international law limitations, lethal autonomous weapons ban, background/results free from restrictions, previous EDF/EDIDP/PADR links, double funding).

Annexes checklist:Detailed budget table (EDF LS RA); Participant information; List of infrastructures/facilities/assets/resources; Actual indirect cost methodology declaration (only if using actual indirects); Ownership control declarations and, where applicable, ownership control guarantees; PRS declaration (if PRS access needed). Use Submission System templates.

Key Rules, Do’s and Don’ts

• Respect the 100-page limit for Part B (including WP descriptions); excess pages are not evaluated
• Submit Part B and annexes as a single password-protected zip (AES-256) and email the password to the dedicated mailbox before the deadline
• Ensure all mandatory annexes are complete and compliant; missing ownership control declarations typically render the participant ineligible
• Budget estimates must comply with eligibility rules (purchases/subcontracting at best value for money, no conflicts of interest); inconsistencies may reduce the grant
• Subcontracting of core tasks or WP leadership is not permitted; associated partners cannot lead WPs
• Only depreciation for equipment is eligible; no full purchase price under this RA topic
• All work and resources must be in eligible countries unless explicitly authorised (non-reimbursable if outside)
• Adhere to the ban on projects concerning development of lethal autonomous weapons without meaningful human control (defensive early warning/countermeasures excepted)

Support and Contacts

• Call documents and templates via the Topic page
• General portal help: Funding & Tenders Portal Online Manual
• IT Helpdesk via the Portal for submission issues
• Call-specific questions: DEFIS-EDF-PROPOSALS@ec.europa.eu
• National Focal Points (NFPs) can assist with partner search and consortium building under EDF

Comprehensive Summary

This EDF topic finances research teams to design and bring to realistic evaluation campaigns AI-enabled tactical situational awareness using swarms of small robots and drones. Projects must deliver advances in autonomous multi-platform deployment, real-time multi-sensor fusion, AI/ML-based detection and prioritisation of threats, robust GNSS-independent navigation, resilient communications, distributed computing mindful of SWaP-C constraints, and intuitive human-machine interfaces. Consortia participate in a linked technological challenge with a common test environment and shared datasets, agreeing to harmonised protocols and metrics and contributing sensor data and annotations to enable comparable, reproducible, and objective performance assessment up to TRL 6. The action is funded as a 100% lump sum research grant, with up to €4.6 million per project and a total topic budget of €23 million. Applicants must form a cross-border consortium (minimum three legal entities from three eligible countries), comply with strict eligibility, security and IPR conditions, and submit a single-stage application via the EU Funding & Tenders Portal, including a password-protected zip for Part B and annexes. The expected outcome is a measurable leap in EU tactical situational awareness capabilities, stronger EDTIB competitiveness and autonomy, high-quality reusable datasets, and safer operational environments for soldiers. This initiative also aligns with the STEP deep and digital technologies priorities, integrating state-of-the-art AI and robotics into defence-relevant, benchmarked evaluations that drive technology maturation across the EU.

AI-Based Tactical Situational Awareness Using Swarms of Small Robots and Drones

Funding Opportunity Overview

This is a European Defence Fund (EDF) research action call supporting the development of advanced AI and robotics technologies for military tactical situational awareness. The call operates as a technological challenge where multiple research teams compete to develop and test innovative solutions in a common testing environment. Participation in evaluation campaigns is mandatory for all funded projects.

Call Identification and Timeline

Call Reference:EDF-2026-LS (also referenced as EDF-2026-LS-RA-CHALLENGE-DIGIT-AISAP)

Opening Date:11 February 2026

Submission Deadline:29 September 2026 at 17:00 Brussels time (single-stage submission)

Evaluation Period:September 2026 to March 2027

Grant Agreement Signature Target:By 31 December 2027

Funding Available

Total Budget for This Topic:€23,000,000

Maximum Grant Per Project:€4,600,000

Number of Projects to Be Funded:Several projects may be funded depending on proposal quality and available budget. The call does not specify a fixed maximum number of grants.

Funding Rate:100 percent of eligible costs for research actions

Grant Type:Lump sum grants (fixed amount based on estimated project budget, not actual costs)

Project Scope and Objectives

The call aims to develop AI-based solutions for tactical situational awareness using swarms of small robots and drones. Projects must address the automatic detection and characterization of threats in complex ground environments through combinations of advanced sensors, information fusion, and unmanned systems. Solutions should reach Technology Readiness Level (TRL) 6 through testing in realistic scenarios.

Key Technical Components

• Autonomous deployment of robot and drone swarms for coordinated data gathering
• Real-time data fusion from multiple sensor types including visual, radar, acoustic, and environmental sensors
• AI-driven analysis using machine learning algorithms for threat detection and pattern recognition
• Dynamic adaptation to changing environmental conditions such as weather and lighting
• Human-machine interface design for intuitive operator interaction and decision support

Projects must demonstrate capability to detect and recognize threats in known categories while potentially identifying unexpected threats. Systems should operate with and without global navigation satellite systems (GNSS) and must record sensor data for full flight replay and software-based reproduction of experiments.

Eligibility Requirements

Consortium Composition

• Minimum three independent beneficiaries (not affiliated entities) from three different eligible countries
• Beneficiaries must be legal entities established in EU Member States or EDF associated countries (currently Norway)
• Executive management structure must be located in eligible countries
• Entities must not be controlled by non-associated third countries unless approved guarantees are provided

Eligible Countries

All EU Member States and Norway (as an EDF associated country) are eligible. Entities from non-associated third countries may participate as associated partners without funding, subject to security and defence interest safeguards.

Participant Types

• Research organizations and universities
• Small and medium-sized enterprises (SMEs)
• Large companies and industrial partners
• Public bodies and government research institutions
• Associated partners (without funding) from eligible countries

Project Duration and Budget

Standard Project Duration:48 months. Longer durations may be accepted if duly justified, with extensions possible through amendment.

Budget Structure:Projects must request funding within the €4,600,000 maximum per project. Budgets are structured as lump sums covering all direct and indirect costs, with no requirement to report actual costs incurred.

Mandatory Activities and Deliverables

All projects must include the following mandatory activities as part of generating knowledge:

• Research on advanced detection and classification of threats using combinations of AI and traditional techniques for environmental mapping and threat identification
• Research on swarming techniques and planning for surveillance and tactical situation awareness, including collaborative coverage planning algorithms for heterogeneous swarms of UAVs and UGVs
• Mandatory participation in evaluation campaigns organized within the technological challenge framework, including contribution to evaluation plan discussions, participation in field and data-based test campaigns, collection and sharing of sensor data, and participation in debriefing workshops
• Delivery of sensor data collected during field tests
• Delivery of system descriptions for testing

Projects must demonstrate clear completion criteria for work packages including participation in test campaigns, data delivery, and system documentation. Proposals should describe how they harness synergies with other autonomous drone navigation activities.

Functional Requirements for Proposed Solutions

• Accurate detection and recognition of known threat classes with capability to detect unexpected threats using novel mechanisms
• Navigation and localization using multiple methods, both with and without GNSS
• Performance measurement in test campaigns using protocols and metrics from the preliminary evaluation plan
• Data recording capability enabling full flight replay and software-based experiment reproduction
• Relevance for future operational integration with appropriate SWaP-C (size, weight, power, cost) considerations
• Distributed computing capabilities allowing mix of low-cost and high-performance platforms
• Optional: jamming-resistant intra-swarm communication, domain data comparison capabilities, and task optimization algorithms

Evaluation and Award Criteria

Proposals are evaluated on six main criteria, each scored from 0 to 5 points. The overall threshold for funding is 30 points out of a maximum 45 points.

Excellence and potential of disruption assesses the soundness of the proposed approach, compliance with call objectives, and potential advantage over existing technologies. Innovation and technological development evaluates ground-breaking concepts, integration of existing knowledge, and potential for spin-offs to other defence applications. Competitiveness examines competitive advantage, market growth potential, and intellectual property strategy. EDTIB autonomy measures contribution to European Defence Technological and Industrial Base independence and security of supply. Creation of new cross-border cooperation evaluates new partnerships between entities across Member States and associated countries, with emphasis on SME and mid-cap participation. Implementation assesses work plan structure, milestones, deliverables, management structures, and risk management.

Special Features and Conditions

Technological Challenge Framework

This call operates as a technological challenge where all funded projects participate in a common testing environment. Participation in evaluation campaigns is mandatory. Projects benefit from a shared infrastructure set up specifically for objective and comparative testing of systems. The challenge includes both data-based tests using agreed evaluation protocols and field tests for robotic and autonomous systems evaluation. Results are shared through debriefing workshops to drive collective progress.

STEP Objectives

This topic contributes to the Strategic Technologies for Europe Platform (STEP) objectives in the deep and digital technologies investment area. Successful projects may be eligible for the STEP Seal, which can facilitate access to additional funding from cohesion policy funds or other sources.

Equipment Cost Treatment

Equipment costs are eligible only as depreciation costs, not as full purchase prices. This applies to all equipment used in the project.

Financial Support to Third Parties

Financial support to third parties (cascade funding) is allowed but only within a ceiling of €60,000 per third party recipient. This mechanism can be used to support innovative entities with relevant expertise.

Security and Classified Information

Projects may involve classified information. All classified information must be handled according to applicable EU and national security rules. Projects involving classified information at CONFIDENTIEL UE/EU CONFIDENTIAL or SECRET UE/EU SECRET levels require Facility Security Clearance (FSC) for beneficiaries. A Security Aspects Letter will be included in the grant agreement specifying security requirements.

Application Requirements

Submission Format

• Electronic submission only via EU Funding and Tenders Portal
• Part A: Administrative information filled directly in Portal (participant details, summarized budget)
• Part B: Technical description (maximum 100 pages including work package descriptions)
• Mandatory annexes: detailed budget table, participant information, infrastructure list, ownership control declarations, and other required documents
• All documents assembled in single password-protected ZIP file using AES-256 encryption

Mandatory Documents

• Detailed budget table (EDF LS RA template)
• Participant information forms for all beneficiaries and affiliated entities
• List of infrastructure, facilities, assets and resources
• Ownership control declarations (for all beneficiaries, affiliated entities, and subcontractors involved in the action)
• Actual indirect cost methodology declaration (if claiming actual indirect costs instead of 25 percent flat rate)
• PRS declaration (if project requires access to Galileo Public Regulated Service)
• Consortium agreement (recommended for multi-beneficiary projects)

Registration Requirements

All beneficiaries, affiliated entities, and subcontractors involved in the action must register in the Participant Register before proposal submission and obtain a Participant Identification Code (PIC). SME self-assessment is mandatory for all participants claiming SME or mid-cap status.

Financial Management and Payments

Payment Schedule:Initial prefinancing (normally 55 percent of maximum grant amount) paid 30 days from grant agreement entry into force, followed by interim payments linked to periodic reports and final payment of balance.

Prefinancing Guarantee:May be required, typically equal to or lower than prefinancing amount. Must be provided by approved bank or financial institution in euro.

Reporting:Continuous reporting via Portal tool for deliverables and milestones. Periodic reports (technical and financial) required for payment requests. Financial statements declare lump sum contributions for completed work packages.

Indirect Costs:Either 25 percent flat rate of eligible direct costs or actual costs if declared with proper methodology and national authority approval.

Liability and Recovery

Beneficiaries are jointly responsible for technical implementation. Financial responsibility for recoveries follows limited joint and several liability regime, with each beneficiary liable up to their maximum grant amount. Coordinator bears full liability for final payment recoveries. Affiliated entities are jointly liable with their beneficiary if required.

Key Conditions and Restrictions

• Projects must address new or upgraded defence products or technologies
• No lethal autonomous weapons without meaningful human control (except early warning systems and defensive countermeasures)
• Background and results must not be subject to control or restriction by non-associated third countries
• Activities must take place in eligible countries unless exceptional approval granted
• Subcontracting limited to less than 30 percent of total eligible costs per beneficiary
• No double funding from EU budget (except for coordinated Synergy actions)
• Consortium agreement mandatory if required by granting authority
• All communication and dissemination activities subject to security approval

Support and Guidance

Applicants can access the EU Funding and Tenders Portal Online Manual for step-by-step guidance on proposal preparation and submission. The Portal includes FAQ sections specific to this call. Technical support is available through the IT Helpdesk for submission system issues. Non-technical questions should be directed to DEFIS-EDF-PROPOSALS@ec.europa.eu. National Focal Points in each Member State can provide additional guidance on EDF opportunities.

Important Considerations for Applicants

• Submit applications well in advance of deadline to avoid technical problems; deadline extensions are not possible
• Ensure all consortium members understand mandatory participation in evaluation campaigns and associated obligations
• Verify that all participants meet eligibility criteria and have appropriate security clearances if handling classified information
• Prepare detailed work plans with clear, measurable completion criteria aligned with technological challenge requirements
• Document how proposed solutions address the preliminary evaluation plan and functional requirements
• Consider synergies with other autonomous drone navigation activities and explain complementarity
• Ensure balanced project budgets with sufficient resources and co-financing if needed
• Comply with all security, ethics, and data protection requirements from proposal stage onwards

Footnotes

1. 1The call operates under the European Defence Fund Regulation (EU) 2021/697 and the Strategic Technologies for Europe Platform Regulation (EU) 2024/795. Full regulatory framework and detailed guidance documents are available on the EU Funding and Tenders Portal.