FAQ
InCubed stands for Investing in Industrial Innovation and focuses on developing innovative and commercially viable EO products and services.
Use this section as operational reference for pitches, costs, consortium setup and proposal submissions.
Pitch
What can I expect in the pitch meeting?
The pitch invitations are sent by ESA. Attendees may include ESA InCubed team members, subject matter experts, relevant National Delegations and consortium participants.
You will have 15 minutes to present your proposal, followed by Q&A. The session duration is up to 60 minutes.
What videoconference tools are used for the pitch?
MS Teams is used by default, but bidders can request Webex.
Who should I involve in the pitch?
Bring people aligned with the pitch agenda, including business, technical and subcontractor/customer representatives when useful.
Costs & Payments
Can ESA pay subcontractors directly?
No. ESA pays directly to the prime contractor, not to subcontractors.
Can I include marketing costs?
Yes. In InCubed, up to 5% of total cost can be allocated to marketing, within allowable-cost rules.
Is there a limit on external costs?
For external providers above 5,000 EUR, procurement details are required. For totals above 100,000 EUR, signed separate PSS forms are required. Hours from external providers cannot be quoted as labour hours.
What are in-kind contributions?
In-kind contribution is an allowable cost category under ESA rules when specific conditions are met (traceability, no public-fund overlap, technical relevance, depreciation limits).
What is an allowable cost?
Allowable costs are eligible costs useful for activity success (labour, materials, services, facilities, etc.). Free third-party contributions not in the consortium are not allowable.
Consortium
Can I use employees fiscally resident outside the prime/subcontractor country?
If the entity is recognised as a State Entity by ESA, directly paid employees can charge hours. If paid by a foreign subsidiary, it is treated as external service and cannot cover key activities/personnel.
How does ESA assess a State Entity?
Criteria include registered office, decision centres, research centres and territory where work is performed.
Do I qualify as SME?
ESA follows EC recommendation 2003/361/EC and related SME definition guidance.
Can customers be based outside ESA Member States?
Yes. Only if a customer is part of consortium, ESA Member State constraints apply.
What is supplier vs subcontractor?
Suppliers are external providers; subcontractors are consortium members. Key developments must be handled by prime or subcontractors, not external suppliers.
Who should be the prime?
The prime must be an entity registered in esa-star with intent to commercialise the developed product.
Proposal Preparation and Submission
How can I speed up the application process?
Follow template instructions carefully, communicate proactively, and submit ahead of deadlines where possible.
How do I create a Bidder Restricted Area (BRA) on esa-star?
Register on esa-star and follow ESA BRA tutorials. Create BRA as soon as you are allowed to proceed to Proposal Part 2.
How should I communicate with the InCubed team?
Preferred channel is directly on ideas.esa.int for confidential, traceable discussions.
I need a major change in proposal after pitch. What should I do?
Inform ESA transparently and explain the change (for example adding subcontractors).
I am going to miss a deadline. What should I do?
Request an extension explicitly on ideas.esa.int and wait for ESA confirmation; provide a firm new submission date.
In what format should I submit files?
Part 1 on ideas.esa.int webform (+ zip financial workbook). Part 2 on esa-star with PDF/signatures and required workbook formats.
What is a typical application processing schedule?
Refer to the official flow in How to apply for deadlines and ESA response windows.
When should I contact my National Delegate?
After Proposal Part 1 approval (except country-specific exceptions), to obtain support needed for Proposal Part 2 submission.
Other
What is Background Intellectual Property?
Background IP is IP required to perform a contract but not created under that contract. Access rules follow ESA contractual clauses.
What is object code?
Object code is compiled, machine-readable software. At activity completion, ESA requires access to the final product (object code or platform link).