On 1 October 2025, partners of the INPROCAP project met in Taastrup, Denmark, for the project’s Review Meeting with Project Officer Silvi Serregi. Hosted by the Danish Technological Institute, this key milestone provided a collaborative platform to review progress, exchange insights, and align strategies for the next phase of implementation. Focusing on innovation procurement within the Big Science sector, the meeting brought together experts from across Europe to share experiences, reflect on lessons learned, and define concrete actions to strengthen future cooperation and training initiatives.
Key Discussion Areas
The consortium addressed:
- Project sustainability
- Main activities, challenges, and outcomes across all work packages
- Long-term impact for the Big Science ecosystem
Establishing Knowledge Baselines and Industrial Outreach Channels
Under this activity, the consortium analysed innovation procurement practices across various market sectors. The goal was to identify transferable lessons for the Big Science ecosystem. A benchmarking exercise was carried out, mapping leading projects and networks such as ENRIITC, PERIIA, EIROFORUM, LEAPS-INNOV, ATTRACT, I.FAST, and QUACO.
To complement this analysis, partners conducted interviews with representatives of Big Science Organisations (BSOs) and distributed questionnaires among Industry Liaison Officers (ILOs) to capture their views and experiences.
These activities revealed several challenges. The original project design did not foresee direct input from BSOs, which later proved essential for understanding their diverse governance structures, procurement rules, and specific needs. Interviews confirmed strong heterogeneity across BSOs, while responses from 16 ILOs showed that knowledge of innovation procurement remains limited. Cross-sector comparisons also demonstrated that, although many principles are shared, practical outcomes often depend on sector-specific contexts.
Training of Innovation Procurement Advisors
During the Amsterdam meeting in June 2025, ILOs and project partners jointly reviewed and validated the INPROCAP training modules. Their feedback highlighted the importance of a flexible format — combining online delivery with at least one in-person session — as well as the inclusion of practical case studies and clear, accessible terminology. Among the most requested topics were Innovation Partnerships, Pre-Commercial Procurement (PCP), and Competitive Dialogue procedures.
To ensure the continuous quality and relevance of the training, a dedicated Control Group was established later that month. Composed of representatives from DTI, CDTI, EU-XFEL, NCBJ, NWO-I, and PEDAL Consulting, the group oversees the content, structure, and delivery of the programme, making sure it meets the needs of ILOs and other stakeholders.
Further industry input was collected through a survey in August 2025, primarily targeting small and medium-sized enterprises. The results showed a strong interest in fundamental procurement concepts, market consultations, and opportunities to present innovative solutions. Respondents expressed a preference for morning webinars and welcomed the idea of panel discussions with experts.
Building on these insights, the consortium finalised the first version of the Training Manual for ILOs and companies. This manual offers a structured pathway to strengthen innovation procurement capabilities through well-designed modules, practical tools, and real-world examples.
Innovation Procurement Training for Research Infrastructures
Within Work Package 4, INPROCAP focuses on strengthening the practical innovation procurement capabilities of Research Infrastructures and their staff. The activities aim to enable BSOs to confidently apply advanced procurement procedures while ensuring compliance with EU rules and promoting a culture of innovation.
To support this, partners are developing a set of ready-to-use tools and training resources that can be directly applied to real project contexts. The work also fosters cross-BSO collaboration and peer learning, helping organisations share experiences and align approaches across Europe.
Through these efforts, INPROCAP seeks to deliver tangible outcomes — from more consistent methodologies and higher-quality procurements to stronger cooperation within the Big Science community.
Communication and Dissemination
Under Work Package 5, INPROCAP continues to strengthen visibility, engagement, and knowledge exchange across the Big Science ecosystem. Current efforts include regional events, community-building initiatives, and a comprehensive communication campaign to promote the INPROCAP training programme and its outcomes.
These actions not only raise awareness about innovation procurement but also connect ILOs, BSOs and SMEs within a growing Community of Practice. Through regular updates, shared success stories, and active dialogue, Work Package 5 supports the project’s overarching goal of fostering a sustainable and collaborative innovation procurement culture in Europe.
Sustainability and Exploitation Strategy
Looking beyond the project’s lifetime, INPROCAP partners are committed to ensuring that its results remain accessible, practical, and relevant for the Big Science community. The project’s sustainability strategy focuses on maintaining and continuously improving key assets, including training manuals, slide decks, templates, checklists, and recorded webinars — all available through the online INPROCAP Toolbox.
To promote long-term uptake, these resources are actively shared within the Big Science network and through the INPROCAP Community of Practice (CoP), fostering collaboration and peer learning among ILOs, BSOs, and SMEs.
Continuous feedback from users will guide future updates, ensuring that the materials evolve alongside emerging needs and examples from the field. All resources remain centrally accessible via the Knowledge section on the INPROCAP website, enabling easy local adaptation and continued use well after the project concludes.
Looking Ahead
In the second half of the project, INPROCAP partners remain committed to promoting an inclusive, collaborative, and impactful approach to innovation procurement. Particularly within the large-scale research infrastructure ecosystem.
With strengthened partnerships, an expanding stakeholder network, and ongoing training activities, the consortium is well positioned to achieve lasting results.
Stay tuned as INPROCAP continues to shape the future of innovation procurement in Europe.
