FREQUENTLY ASKED QUESTIONS

Funding and Application Process

Can I apply?

To determine your eligibility, please use our Eligibility Checklist. Generally, applicants must be a Dutch legal entity (such as an SME, Industry, Research Organisation, or University), or the proposed activities must have a significant impact in the Netherlands. We also recommend attending our Info Sessions and submitting an Idea Outline. Check the Application Steps section for a step-by-step overview of the application procedure.

Are SMEs eligible to apply?

Yes, SMEs can apply, but it is advised to have a research organisation or academic partner.

If only two projects are funded per year, why is the call continuously open?

The call is open to allow ongoing submissions and feedback, rather than limiting it to a short application window.

Is the funding only available once a year, or is there another call in autumn?

The call is permanently open, but evaluations happen once a year. The next evaluation is expected in approximately one year.

What are the evaluation criteria?

For detailed information on the evaluation criteria, please refer to the Call for Projects and Application Documents.

Do I need to submit an idea outline?

Submitting an Idea Outline is optional, but it is strongly recommended.

Is the Innovation Seed Funding equity-free?

Yes.

How much funding does Phi-Lab Netherlands provide per project?

Phi-Lab Netherlands provides a financial innovation incentive of €200,000 EUR per project.

Intellectual Property and Research Partnerships

How is IP dealt with?

Our approach to Intellectual Property Rights (IPR) management is as follows:

Research teams may bring existing intellectual property (IP) from their university into the project. This “background IP” remains under the management of the originating university, ensuring that pre-existing rights are respected and seamlessly integrated into the new research.
New, foreground IP generated during the funded projects remains with the research team or the associated commercial entity or spinoff. This approach encourages teams to innovate freely, knowing that they retain ownership of their discoveries.
Phi-Lab Netherlands does not hold any IPR from the projects. However, it retains a non-exclusive, royalty-free license to use any generated IP for educational and research purposes. This license is strictly limited to research in regional, national, and European projects executed with public funding, ensuring that NL Phi-Lab can contribute to further scientific advancement without impeding the commercialisation process.

Does the research partner have to be from the EU? Can it be from the UK?

Yes, a research partner from the UK can be eligible if they are registered with ESA. The applicant must be registered in ESA systems.

Can we keep our software licences and have our background IP protected, or does attending the programme entitle ESA to background and foreground IP?

The proposal includes a section where you can specify background IP, and there will be no claim on background IP from ESA or Phi-Lab. Foreground IP ownership will be discussed and handled on a case-by-case basis during the negotiation when more than one party is involved and when major technical support is expected from Phi-Lab partners.

Project Scope and Programme Compatibility

Is subcontracting services allowed in the programme?

Yes, subcontracting services is allowed but it must be preferably procured from ESA member states. The Netherlands strongly prefers the subcontracting costs to stay within the country, unless it can be proven not possible to procure those services from an entity within NL and EU first. The proposal must specify tasks, costs, and justifications for subcontracting the services outside NL, and this must be approved by the Phi-Lab manager.

Can we combine this programme with the ESA BIC programme?

No, they are separate programmes targeting different stages of product/business development. However, a Phi-Lab project with strong commercial potential could later transition and continue with ESA BIC.

If we are already in ESA BIC, can we use this programme for an add-on to our incubator project?

If after completing ESA BIC you have a significant innovative research question, you can apply for Phi-Lab. In this case, you are still advised to partner with a research institute or university to form a stronger application.

What guidance is available for research institutions on support in the application process?

Find a commercial partner who can help monetise your research. You can also form a consortium that includes market studies and engagement with potential clients. In principle, a research institute can apply without a commercial partner if they provide a clear market entry strategy, letters of support, and commitment from industry.

Can forming a company be an outcome of this project?

Yes, that is a possible outcome and one way to commercialise the outcome of a Phi-Lab project. In this case, a next possible step could be an application to the ESA BIC programme.

How long is the project period?

The project period typically lasts 18 months, with a maximum duration of up to 24 months.

Budget and Co-Funding Requirements

What is the project budget?

The minimum project budget is the sum of the €200K from the Innovation Seed Funding and the additional co-funding contributions (in cash or in-kind) that are required and encouraged to expand the project scope.

What are the co-funding requirements?

The co-funding requirements are specified in the Call for Proposals document.

What can the financial incentive be spent on?

The financial incentive can be spent on the following:

Staff costs (up to 50% of the total budget).
Subcontracting costs.
Access to data sources or intellectual property.
Materials, equipment, and facilities (equipment remains the property of Phi-Lab Netherlands).
Travel, subsistence, and accommodation costs.

Other

How can I acces facilities and services offered by partners?

Access to facilities and services offered by partners will be arranged by Phi-Lab management upon request from your team.

What is the difference between Phi-Lab Netherlands and ESA BIC?

The key differences between Phi-Lab Netherlands and ESA BIC are as follows:

If you want to start your own company, use ESA BIC. If you are interesting in developing a new technology and not necessarily turning it into a business yourself, then consider Phi-Lab Netherlands. Phi-Lab Netherlands projects may lead to the creation of a new company, but that is not necessary.
Related to the previous point, if your business model is fully developed, ESA BIC is more suitable. If it is still in the early stages, Phi-Lab Netherlands may be a better fit.
If you have a strong understanding of your market, ESA BIC is recommended. If your market knowledge is still developing, consider Phi-Lab.
ESA BIC applications usually relies on technology at a Technology Readiness Level (TRL) typically be between 4 and 6, while Phi-Lab Netherlands can rely on technology at any TRL.

Where will Phi-lab Netherlands projects be executed?

The core activities of the project will take place at NL Space Campus. Discussions at coffee break are idea multipliers. You are expected to work at the NL Space Campus for at least two days a week to help foster a creative and collaborative research environment.

Can we apply to other ESA Phi-Labs as well?

Yes, that is a possibility for some of the other member states, but not all. We advise you to check specific tender conditions of the other Phi-Labs (Austria, Switzerland, UK, Poland, Finland, Norway, Spain are or will be soon operational).

Where can I get more information?

If you have any further questions, you can email us at info@esaphilab.nl.

FAQ