CREATE BERLIN – PROJECT GUIDELINES CREATE BERLIN stands for projects which strengthen the image of the city of Berlin as an UNESCO-awarded "City of Design." Projects bearing the name "CREATE BERLIN" must feature the required quality, professionalism and radiance to fulfil the high standards of Design Made in Berlin. With the honorable responsibility of acting as the Ministry of Foreign Affairs for Berlin Design, CREATE BERLIN demands that the designers and initiators comply with the following guidelines when submitting a project: I. PROJECT SUBMISSION ► The proposal of a project should be submitted early! The Board of Directors and Board of Trustees at CREATE BERLIN need sufficient time to evaluate a project proposal. For effective PR work, sufficient lead time before the expected project start is necessary. A minimum time frame of four months is required between project submission and project start. Proposals must be precisely worded and need to include all relevant information! → A Project Outline on a maximum of two A4 pages must be submitted, containing the following points: 1. Who are the project partners and who is the coordinator / contact for CREATE BERLIN? 2. When and where is the project to take place? 3. What goal is being pursued by the participating partners? 4. Why is the project interesting for CREATE BERLIN and what is the qualitative positioning of Berlin as a design location? 5. What are the plans for the evaluation, consolidation and continuation of the project? → On another A4 page, precise information must be given on the financing of the project: 1. Compilation of the total budget is required for the project, including all direct costs. 2. What amount is intended for the financial and non-financial participation of CREATE BERLIN? 3. What are the measures planned for a possible failure of the project and the arising disprofits and losses - especially through project partners and project beneficiaries? 4. What are the plans for a repatriation of funds to CREATE BERLIN? Note: According to the public attribution law, CREATE BERLIN must demand an invoice from the project responsible upon participation which abides by the public procurement law and the federal budget law and can only disburse the available funds on presentation of the complete and correct bill of expenses. II. PROJECT EXECUTION ► A CREATE BERLIN project is conducted as follows: 1. Project planning by the project partners The planning and description for a project are to be professional and complete, as well as persuasive and concise. Therefore, please note: For the project's content description a maximum of two A4 pages should be used, plus another A4 page for the financing and budget account. 2. Submission of the project to the CREATE BERLIN office Projects are only to be submitted when ready for consideration. Before the submission, direct coordination with the CREATE BERLIN office is recommended. This way, the project submitter can obtain important information and optimize his/her project proposal! 3. Examination of the project by the Board of Directors and the Board of Trustees After a project proposal is submitted, it will be considered by the CREATE BERLIN Board of Directors and Board of Trustees. (This process takes place quarterly.) Project submitters should be prepared to present and discuss their project in front of the Board of Directors and, if necessary, also the Board of Trustees. 4. Notice of decision on the project proposals through the CREATE BERLIN office After a decision is made by the Board of Directors and the Board of Trustees, the CREATE BERLIN office will notify the project submitter of the decision. 5. Realization of the project through the project partners The project partners are obligated to realize the project in coordination with the office and in compliance with the given recommendations and requirements. 6. Summary and project invoice by the project responsible After the execution of the project, the project partners summarize the project and hand over the complete and correct account of expenses to the CREATE BERLIN office. 7. Disbursement of the project attribution by CREATE BERLIN After examination of the account of expenses, the project attribution is disbursed to the project responsible by the CREATE BERLIN office. III. CHECKLIST FOR THE PROJECT INVOICE 1. Account for receipts and expenses in chronological order and in accordance with the outline of the cost and financing plan (approved budget). 2. Ensure that the documentation clearly lists the date of the recipient's expenses as well as the payer's receipts and the reason for payment. 3. If eligible for an input tax deduction (according to § 15 UstG): Account for receipts and expenses without the respective sales tax (net proceeds). 4. Double-check that the document is clear and accurate. The document needs to include all receipts and expenses related to the attribution purpose. 5. Include all original receipts for all items/jobs. 6. Include documents regarding any contracts closed by you. 7. For the financial backer, document your decisions regarding contracts, orders (include offers if applicable), and other relevant decisions. If necessary, include copies of your notes on decisions regarding factual adequacy, economy and profitability. Please note: - For benefits over 1000 Euro, at least three written quotes have to be proposed and presented. - For benefits from 500 Euro to 999 Euro, an informal (also available by telephone) pricing with at least three companies is required. Record the information for further reference. - For benefits up to 499 Euro, no comparative pricing or annotation is required. For the billing of travel costs (flights, accommodation, etc.) at least three written quotes have to be proposed and presented. Information on the maximum refundable disbursement for travel abroad can be obtained from the CREATE BERLIN office. On all accounts, always arrange the terms before a respective booking with the CREATE BERLIN office. 8. Indicate important decisions in a specified commentary and refer to the relevant figures. Download CREATE BERLIN Projektrichtlinien [PDF, 0.1MB]