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Grant Analysis

Purpose & Target

This grant, INFOSTRATEG VIII, aims to boost Poland's artificial intelligence (AI) potential by funding practical solutions using AI and blockchain technology. Specifically, this call seeks projects that develop advanced AI tools and algorithms based on public data to support economic development in the tourism sector.

Core Objective: To develop and implement AI and blockchain solutions with direct practical applications, strengthening Poland's AI capabilities.
Target Participants: Research units ('jednostki naukowe') and businesses ('przedsiębiorstwa') registered and operating in Poland. This includes Micro, Small, Medium, and Large enterprises.
Sector Focus: This grant is SECTOR-SPECIFIC, primarily targeting the TECHNOLOGY sector with a direct application in TOURISM.
Geographic Scope: Eligible applicants must be registered and conducting operations exclusively within Poland.
Key Screening Criteria: Your organization must be a Polish scientific unit or business, and your project must align with developing AI/blockchain tools for tourism, including experimental development work.
Program Context: This is the 8th competition within the broader INFOSTRATEG program, which focuses on advanced information, telecommunication, and mechatronic technologies.

Financial Structure

This grant offers significant funding for research and development projects, structured across three phases with specific financial rules.

Total Call Budget: The overall budget available for this competition is 44,000,000 PLN.
Maximum Funding per Phase per Project:
Phase I: Up to 6,000,000 PLN.
Phase II: Up to 2,000,000 PLN.
Phase III: Up to 22,000,000 PLN. Note: A project can potentially receive up to 30,000,000 PLN if it successfully progresses through all three phases.
Eligible Costs: Funding is provided for projects that include a combination of:
Basic Research ('badania podstawowe')
Industrial Research ('badania przemysłowe')
Experimental Development Work ('eksperymentalne prace rozwojowe')
Pre-implementation Work ('prace przedwdrożeniowe') (only for scientific units)
Pre-implementation Work – De Minimis Aid ('prace przedwdrożeniowe – pomoc de minimis') (only for enterprises)
Pre-implementation Work for Advisory Services ('prace przedwdrożeniowe na usługi doradcze') (only for SME enterprises)
Cost Categories and Funding Rates (Intensity of Public Aid):
Scientific Units: Receive 100% funding for qualified costs, provided the project falls under non-economic activity. Scientific units can only carry out projects as non-economic activity.
Enterprises: Funding rates vary based on enterprise size (Micro, Small, Medium, Large) and the type of research activity. Specific percentages of qualified costs are as follows (based on the provided table):

| Enterprise Status | Basic Research | Industrial Research | Industrial Research +15% Premium | Industrial Research +5% Premium | Experimental Development | Experimental Development +15% Premium | Experimental Development +5% Premium | Pre-implementation (De Minimis) | Pre-implementation (Advisory) | |-------------------|----------------|---------------------|---------------------------------|---------------------------------|--------------------------|------------------------------------|------------------------------------|----------------------------------|--------------------------------| | Micro | 100% | 70% | 80% | 75% | 45% | 60% | 50% | 100% | 50% | | Small | 100% | 70% | 80% | 75% | 45% | 60% | 50% | 100% | 50% | | Medium | 100% | 60% | 75% | 65% | 35% | 50% | 40% | 100% | 50% | | Large | 100% | 50% | 65% | 55% | 25% | 40% | 30% | 100% | n/d |

Premiums: Enterprises can increase their funding intensity for industrial research and experimental development by an additional 15% (e.g., for effective collaboration, widespread dissemination of results, timely IP availability, or project location in specific regions) or 5% (for project location in other specific regions). These premiums cannot be combined for the same project.
De Minimis Aid Limit: The maximum value of de minimis aid cannot exceed 300,000 EUR (gross value) combined with any other de minimis aid received by the enterprise and its related entities over the current and two preceding tax years.
Basic Research Cost Limit: Costs for basic research cannot exceed 10% of the project's total qualified costs.
Subcontracting Limits:
For projects primarily involving basic, industrial, or experimental development research:
- Single enterprise: Maximum 60% of total qualified costs.
- Consortium enterprise: Maximum 50% of costs incurred by that specific enterprise.
- Scientific unit: Maximum 10% of costs incurred by that specific unit.
For pre-implementation work (including de minimis aid): Maximum 70% of costs incurred by the specific entity.
Important: Consortium members cannot subcontract work to each other.
Indirect Costs: Calculated as a lump sum ('ryczałt'), with the rate depending on the applicant type and research category.
Value Added Tax (VAT): VAT is an eligible cost only if the beneficiary has no legal means to recover it. An affidavit on VAT eligibility is required.
Own Contribution: In some cases, an own contribution (financial or in-kind) may be required or allowed. In-kind contributions can include volunteer work, free use of premises/equipment, or intangible assets acquired at market value from third parties. In-kind value must reflect market prices and be formally documented.

Eligibility Requirements

To be considered for this grant, your business or organization must meet the following strict requirements:

Eligible Organization Types:
Scientific Units ('jednostki naukowe'): Entities as defined by Polish law (art. 37 ust. 1 pkt 1 ustawy o NCBR), meeting the criteria of a research and knowledge-dissemination organization (art. 2 pkt 83 rozporządzenia 651/2014), and not exclusively focused on widespread dissemination of R&D results through teaching, publications, or knowledge transfer.
Enterprises ('przedsiębiorstwa'): Entities as defined in Annex I to Regulation 651/2014. This includes:
- Micro, Small, and Medium-sized Enterprises (MŚP): Defined by employee count and annual turnover/balance sheet total (e.g., Micro: <10 employees, <=2M EUR turnover/balance; Small: <50 employees, <=10M EUR turnover/balance; Medium: <250 employees, <=50M EUR turnover or <=43M EUR balance).
- Large Enterprises ('duże przedsiębiorstwo'): Any enterprise not qualifying as an MŚP.
Geographic Requirement: All applicants must be registered and actively conducting business operations within Poland.
Consortium Requirements:
Projects can be undertaken by a single entity or a consortium.
Consortia can consist of a maximum of 3 entities.
Consortium structures can be: scientific units only, enterprises only, or a combination of enterprises and scientific units (at least one of each).
If applying as a consortium, the application must include details for all consortium members.
Each consortium member must participate in at least one task involving basic research, industrial research, experimental development work, or pre-implementation work.
Project Scope Requirement: Your project must include experimental development work ('eksperymentalne prace rozwojowe'). Basic research, industrial research, or pre-implementation work are optional but can be included.
Financial Standing and Exclusions:
Applicants must not be classified as an 'enterprise in difficulty' under EU state aid rules.
Must not have outstanding budget liabilities or unpaid social security and health insurance contributions.
Must not be subject to exclusion from funding due to sanctions.
Must not be required to repay unlawful state aid deemed incompatible by the European Commission.
Projects cannot have already started before the application submission date. If any project-related work (like R&D activities, signing contracts for goods/services, or making advance payments) began before submitting the application, all project expenses will be deemed ineligible. Exceptions include pre-application activities like tendering processes for subcontractors or signing conditional agreements.
Intellectual Property (IP): Applicants must possess the necessary intellectual property rights for the planned project work.
Ethical Compliance: Projects must adhere to ethical principles concerning Artificial Intelligence, ensuring the resulting system is safe and reliable.

Application Process

Applying for the INFOSTRATEG VIII grant involves a structured electronic process with clear deadlines and multiple evaluation stages. Application Submission

Method: Applications must be submitted exclusively in electronic form through the NCBR's LSI system (lsi.ncbr.gov.pl). You'll log in via the NCBR website.
Confirmation: Upon submission, you will receive an electronic confirmation with a unique application number and date. After this, no further changes can be made to the application, except for specific instances during the evaluation process when explicitly requested by NCBR.
Withdrawal Policy: You may withdraw your application at any stage before the competition results are published by submitting a signed statement electronically via ePUAP or e-Delivery system.

Timeline and Deadlines

Call Announcement Date: August 18, 2025
Application Submission Window: From September 18, 2025, to December 5, 2025, at 16:00.
Results Announcement: NCBR will send decisions to applicants within 6 months of the application closing date (i.e., by June 5, 2026).

Required Documentation and Materials

Core Application Form: Completed in the LSI system.
Mandatory Attachments: As specified in 'Załącznik nr 10 do RK – Wykaz załączników do wniosku'. This includes a declaration confirming the accuracy of information and the applicant's authorization to represent the entity. This declaration's original (paper) must be submitted with the funding agreement, or can be confirmed with a qualified electronic signature.
Supporting Materials: While filling the application, you can include graphics, diagrams, charts, formulas, and tables in PDF attachments (max 2 A4 pages per attachment).

Evaluation Process Projects undergo a two-stage evaluation: 1. Preliminary Evaluation: Conducted by NCBR staff. This is a pass/fail check on basic eligibility, timely submission, completeness, and required attachments. If criteria 3 or 4 (completeness/attachments) are not met, you may be asked once to rectify them within 5 days. If criterion 1 (applicant eligibility) is not met, the application is dismissed immediately. 2. Substantive Evaluation: Performed by external experts, including a panel meeting. This panel comprises at least three experts, potentially including a Steering Committee member and an expert designated by the Ministry of Sport and Tourism. - Panel Meeting: You will have a meeting with the expert panel (via electronic communication) for up to 60 minutes (75 minutes if you present). You can make a 15-minute presentation (max 12 slides), which must be submitted at least 2 working days prior. Up to 5 representatives with full project knowledge can attend. - Feedback and Corrections: After the panel meeting, NCBR will provide feedback based on expert comments, allowing for one opportunity to clarify or correct the application within 10 days. These corrections cannot increase the requested funding or change the project's core objectives or technological scope. If further corrections are proposed by the panel to reduce direct qualified costs (up to 10%), you have 3 days to implement them. Post-Evaluation and Award

Ranking Lists: NCBR creates ranking lists of positively and negatively evaluated projects. Positively evaluated projects are ranked based on their scores, with tie-breaking rules applied.
Funding Recommendation: Only projects that receive a positive substantive evaluation AND rank high enough to fit within the limited number of projects to be funded per phase (e.g., max 3 for Phase I, 2 for Phase II, 1 for Phase III) will be recommended for funding.
Decision: The NCBR Director issues funding decisions. If your project is recommended, you must submit necessary documents via the LSI system within 5 days of request for the decision to be issued.
Contract Signing: After a positive decision becomes final, a funding agreement is signed electronically with NCBR. You must provide documents for contract signing within 7 days of request.

Evaluation Criteria

Your application will undergo a two-stage evaluation process: preliminary and substantive. The substantive evaluation will determine your project's score and its likelihood of receiving funding. Preliminary Evaluation Criteria (Pass/Fail) This initial stage checks for basic compliance: - Eligibility of Applicant: Whether your organization meets the participation conditions specified in section 5 of the Regulations (e.g., type of entity, registration in Poland). Failure here results in application rejection. - Timely Submission: Application must be submitted electronically via the LSI system by the deadline. - Completeness: All mandatory fields in the application form must be filled out correctly according to the instructions. - Required Documents: All necessary supporting documents must be attached to the application. Substantive Evaluation Criteria (Scored and Access Criteria) This stage involves external experts and a panel meeting. Your project will be assessed based on: Scored Criteria (Minimum Thresholds Apply) Projects must achieve a minimum of 3 points in each of the following three core criteria: - 1. Innovation of Project Results (0-5 points): Evaluates the degree of innovation of the project's outcomes. A minimum of 3 points is required for positive evaluation. Possible scores: - 5 points: European/worldwide innovation. - 4 points: Multi-dimensional national innovation (product and process innovation). - 3 points: National-scale innovation. - 2 points: Multi-dimensional innovation at the implementing entity's scale. - 1 point: Innovation at the implementing entity's scale. - 0 points: No innovation. - 2. Applicant's Competencies and Potential (0-5 points): Assesses the R&D manager's and key R&D personnel's experience, adequacy of planned HR resources, management team's experience, technical resources (existing and planned), and complementarity of consortium members' resources. A minimum of 3 points is required. - Projects scoring more than 2 points are not possible if: demonstrated resources do not ensure project realization potential; the resource acquisition plan is inadequate; or there's a lack of adequate experience/competencies of the R&D manager and key R&D staff. - 3. Scope, Adequacy, and Feasibility of Planned Work (0-5 points): Evaluates whether planned work is logically structured, assigned to correct categories (research/development), adequate to the project schedule and expected outcomes, clearly defines measurable milestones, and effectively identifies/manages risks. A minimum of 3 points is required. - Projects scoring more than 2 points are not possible if: tasks are not properly assigned to research/R&D categories; key milestones are not measurable or their impact on project continuation is not defined; or planned work scope does not lead to target product indicators. Additional Scored Criteria (Optional, Not Requiring Minimum Thresholds)

4. Benefits of Project Results Application in Practice (0-1 point): Assesses the feasibility and realism of the implementation concept, applicant's potential for implementation, correctness of outcome/impact indicators, risk identification, and IP protection plan.
5. Scientific Value (0-1 point): Assesses if the project contributes new elements to existing knowledge.
6. Planned Cooperation (0-1 point): Rewards projects planning to establish a consortium.

Access Criteria (Pass/Fail) Your project must meet all of these criteria for a positive evaluation: - 1. Project Compliance with Thematic Scope and Program Goals: Project must align with the contest's theme (AI/blockchain for tourism) and contribute to the program's objectives and indicators. - 2. Eligibility, Justification, and Adequacy of Expenditures: Costs must be necessary, relevant, adequately justified, and correctly assigned to research/work categories. Funding amount and subcontracting limits must comply with regulations. - 3. Intellectual Property Rights: Applicant must have necessary IP rights for project work, and demonstrate no existing protected solutions would make the proposed solution unreasonable. - 4. Ethical AI Principles: Actions undertaken in the project must align with AI ethics, leading to a safe and reliable system (verified via a checklist). - 5. Diffusion Effect (for Large Enterprises only): If a large enterprise is applying (alone or in a consortium of only large enterprises), it must demonstrate how it will contribute to the Polish economy, e.g., through cooperation with Polish SMEs, NGOs, or research organizations. - 6. Compliance with Equal Opportunities: Project must promote gender equality and non-discrimination (race, ethnic origin, religion, disability, age, sexual orientation), and ensure accessibility for people with disabilities. - 7. Compliance with Sustainable Development: Project must have a positive impact on sustainable development through solutions applied during implementation and practical application of results. Tie-Breaking Rules If multiple projects receive the same score, priority will be given based on the highest score in the following criteria, in order: 1. Innovation of Project Results 2. Applicant's Competencies and Potential for Project Realization 3. Scope, Adequacy, and Feasibility of Planned Work 4. Scientific Value If still tied, the project requesting a lower funding amount will be ranked higher. Phase Progression Criteria Funding for subsequent phases (II and III) is contingent on successful 'Selection' based on specific criteria and maximum project limits per phase. Projects are evaluated after Phase I completion (for Phase II funding) and Phase II completion (for Phase III funding). - Phase I to Phase II: Evaluates compliance of realized work with the agreement and guidelines (e.g., defining data sources, system concept, technical design, detailed Phase II/III schedule, resource planning, system maintenance costs, AI ethics), and the quality, reliability, efficiency, and accuracy of the solution (e.g., data adequacy, technical design against ISO/IEC 42001:2023). A minimum of 10 points in Criterion 1 and 6 points in each sub-criterion of Criterion 2 is required for transition. - Phase II to Phase III: Evaluates compliance of realized work with the agreement and guidelines (e.g., detailed technical design, prototype development, technical documentation against ISO/IEC 42001:2023, ISO 9241), AI ethics, and the quality, reliability, efficiency, and accuracy of the solution (e.g., functional mockup visualization, declared tourist traffic forecast accuracy). A minimum of 10 points in Criterion 1 and 6 points in each sub-criterion of Criterion 2 is required for transition. If multiple projects exceed the limit for the next phase with identical scores, the 'Quality, Reliability, Efficiency, and Accuracy of the Solution' criterion (Criterion 2) will be decisive.

Compliance & Special Requirements

This grant program comes with several key compliance and special considerations to ensure proper execution and alignment with broader objectives. Regulatory Compliance

Legal Framework: Projects must adhere to applicable Polish and EU laws and regulations, including state aid rules (Regulation 651/2014) and de minimis aid rules (Regulation 2023/2831).
Data Protection: Compliance with RODO (GDPR) is expected, as each party involved (NCBR, applicant, project implementer) is considered a separate data controller.
Ethical Standards: Strict adherence to ethical principles, especially concerning Artificial Intelligence. A specific checklist for AI ethics ('Lista weryfikacyjna stosowania etyki w zakresie sztucznej inteligencji') is provided and will be evaluated.

Project Implementation and Phasing

Mandatory Phased Approach: Projects must be divided into three consecutive phases:
Phase I (Proof of Concept): Focus on creating an initial system version for evaluation and acquiring necessary data. Duration: 6 months (4 months execution, 2 months transition/evaluation).
Phase II: Focus on creating a generic system capable of handling all use scenarios. Duration: 6 months (4 months execution, 2 months transition/evaluation).
Phase III: Focus on system improvement and preparing for implementation of results. Duration: 28 months.
Strict Progression: Funding for Phase II and Phase III is conditional upon successful completion and positive evaluation of the preceding phase by NCBR, based on defined transition criteria and competitive selection among projects.
No Time Extensions: NCBR does not foresee the possibility of extending the duration of any project phases (I, II, III).
Task Structure: Each phase has a maximum number of tasks (e.g., Phase I: 5 execution tasks + 1 development task per applicant/consortium member during transition period).

Intellectual Property (IP) and Commercialization

Ownership: The Ministry of Sport and Tourism ('Uprawniony') holds all property rights to project results if the project receives funding for all three phases. The applicant will be granted a license to use these results.
Partial Project Ownership: For projects that end after Phase I or Phase II, the applicant (or consortium members) retains the property rights to the results, governed by the funding agreement. Transfer of rights between consortium members must occur at market value and comply with state aid rules.
Implementation Responsibility: The Ministry of Sport and Tourism is responsible for implementing the solution within three years of project completion if the project was funded through all three phases.

Special Requirements

Diffusion Effect (Large Enterprises): Large enterprises applying alone or in consortia composed exclusively of large enterprises must demonstrate a 'diffusion effect' into the Polish economy. This means cooperating with Polish SMEs, NGOs, or research organizations during project implementation or sustainability phases (e.g., through R&D activities, implementation, or further research based on project results). Subcontracting can count towards this.
Risk Management: Applications must identify and describe the most significant risks associated with project implementation and outline appropriate risk management plans.
Sustainable Development: Projects must demonstrate a positive impact on sustainable development.
Equal Opportunities: Projects must promote equality between women and men and non-discrimination, ensuring accessibility for people with disabilities.

Communication and Administration

Electronic Communication: All communication with NCBR, including notices and decisions, will primarily be electronic (e-mail, ePUAP, LSI system). Applicants must ensure their contact information is up-to-date and maintain active electronic mailboxes. Failure to do so may lead to the application being left without consideration.

Grant Details