SEPO Consulting: Empowering EU RIs for a Successful ESFRI Roadmap 2026 application

At SEPO Consulting, we are excited to announce that we will be publishing a series of regular tips aimed at helping EU research infrastructures navigate the application process for the ESFRI Roadmap 2026. The deadline for submissions is set for April 2025, and while that may seem like ample time, the complexity and depth required for a successful application mean that the earlier you start, the better your chances of success.

To kick things off, we want to share some insights into a key element of the application process: effective planning.

Tip #1: Develop a well-defined plan early on

One of the most critical steps to ensuring a smooth and successful ESFRI application is to start with a detailed and well-structured plan. The ESFRI process is highly competitive and involves contributions from multiple stakeholders, each bringing their expertise and input. To handle this complexity, a clear roadmap for your proposal’s development is essential. Here are some key recommendations to consider when setting up your planning process:

1. Define tasks and responsibilities

Before diving into the writing phase, identify all the major tasks required to complete the application. This includes:

- Data gathering from all relevant partners and stakeholders,

- Drafting the proposal, addressing both scientific and implementation criteria,

- Financial planning and budgeting, and

- Engagement with institutions and Member States.

For each task, assign a responsible team member or group to ensure accountability. This division of responsibilities will help keep the project on track and avoid bottlenecks.

2. Create a retroplanning schedule

With the April 2025 deadline in mind, working backward from that date is a great way to ensure your timeline is both realistic and manageable. This is what we call retroplanning. Start by marking the final submission deadline on your calendar, and then establish key milestones:

- First draft of the proposal: Allow enough time for revisions and feedback loops.

- Stakeholder reviews: Plan internal and external reviews to validate the content and ensure all perspectives are included (before and in between the process)

- Final draft and approvals: Keep in mind that institutional approvals can take time.

Ensure there are ample buffers for each step to account for unforeseen delays or the need for additional information. A solid retroplanning approach will give you the flexibility needed to address last-minute changes without compromising the quality of the submission. Do not neglect consultation processes between your consortium members. 

3. Allocate resources efficiently

Be clear on the resources—both human and financial—required to complete the application. Make sure the team has access to the expertise and tools needed for data analysis, strategic writing, and financial planning. Engaging external experts or consultants where necessary can fill any gaps in internal capacity.

Usually the scientific case of ESFRI application is well done by consortia but do not forget to spend time on the implementation which is where you will show that you know how to build your infrastructure and where you will give guarantees about its management and sustainability. It is crucial to keep this aspect in mind. Lastly, time needed to talk with Member States shouldn’t be under-estimated, especially considering the delays in having the letters signed. This is the key thing to start before the rest of the application preparation.

Follow our upcoming posts for more tips and insights on optimising your ESFRI roadmap journey. Together, we can ensure that your infrastructure’s contribution to European research is recognised and supported. Feel free to reach out if you'd like to learn more about how SEPO Consulting can assist you in planning your application process.