DOWNTOWN FESTIVALS GRANT PROGRAM 2007 Application Guidelines

Transcription

1 2007 Application Guidelines DESCRIPTION The Downtown Festivals Grant Program is intended to: a) Encourage the creation of new Festivals from mature arts and cultural organizations, and from other organizations proposing new Festivals with the potential for tourism, downtown revitalization, and wide community participation; b) Support the development and enhancement of new and creative aspects of existing Festivals, maximizing the fullest potential for tourism, downtown revitalization and revenues. Under this Program the definition of a Festival is: a multi-faceted arts and cultural event of one or more days, produced by a non-profit organization, with significant community participation and an established audience or significant potential audience. The downtown area generally encompasses Neeginan Park, Osborne Village, The Forks, the Exchange District, the North St. Boniface District, the West Broadway neighbourhood, and the University of Winnipeg & Spence area neighbourhoods. Geographical boundaries of the above-mentioned neighbourhoods will encompass and be guided by the following streets: Maryland Street, Higgins Avenue, Des Meurons Avenue and Corydon Avenue west to Stafford Street. ELIGIBILITY CRITERIA All applicants for grants under this program must: be registered as a non-profit corporation in Manitoba be located in and, primarily, provide cultural benefits to the residents of the City of Winnipeg present activities that benefit, enhance, and encourage downtown activity, and tourism from both outside and within Winnipeg provide opportunities for volunteers to participate in organizing and implementing the Festival demonstrate artistic excellence in the programming demonstrate financial responsibility, either by financial statements or, in the case of new organizations, a sound business plan demonstrate the ability to inform the public of the Festival through marketing and promotional plans to fully maximize audience potential provide evidence that the administration and board of directors have previous experience in this or a related field, especially in the case of new organizations. EVALUATION CRITERIA The following factors are considered in evaluating grant requests: Artistic Merit Artistic quality of the program content Standards of artistic achievement demonstrated in past activities (if an established organization) Artistic vision of the project, and the plan to achieve the vision Distinctiveness of the proposed project in the context of comparable activities in Winnipeg Note: funding will be based on the extent and quality of the artistic content. Organizational Competence Evidence of financial stability and accountability Evidence of a clear mandate, competent administration and a functional volunteer board of directors Deadline: October 3, 2006 Page 1 of 5

2 Evidence of an appropriate publicity/marketing plan for the project Demonstrated need for financial assistance from the City Evidence of other sources of revenue, such as: financial support from audiences, donations, gifts-in-kind from the private sector, and funds from other levels of government Community Impact Level of public access to the festival, including access by Winnipeg s diverse communities Projected benefit to the downtown area Potential benefit to the city from tourism Opportunities for volunteer involvement Opportunities for members of the public to attend free events Note: Priority will be given to programs that provide opportunities for the public to attend free events. APPLICATION PROCESS There is one Downtown Festivals Grant deadline each year: in October, for all activities taking place in the following year. Applications may be mailed or delivered, but received at WAC no later than 4 pm on the deadline date. Applications may not be submitted by or facsimile transmission. Submission of a complete application that has sufficient information, and is clear, concise, and easy to handle is the responsibility of the applicant. The granting process is competitive and applicants should submit the best application possible. Submission of a request does not guarantee the applicant will be awarded all or any of the amount requested. All application documents should be typed or written on white, letter-sized paper (8½ X 11 ). Please do not staple applications or bind them in any way in folders, binders or plastic covers. All sections and pages should be numbered (ie Section 1: page1, 2, 3; Section 2: page 1, 2, 3) Incomplete or late applications will not be considered for funding. All applicants are required to assemble and submit four packets of the required materials to: Winnipeg Arts Council Lower Level Centennial Concert Hall Suite Main Street Winnipeg, MB R3B 1C3 Note: organizations that have not previously applied in this category are expected to establish their eligibility with Winnipeg Arts Council staff prior to submitting an application. Required Materials Section 1. Completed and Signed Grant Registration Form and Summary Sheet (pages 4 & 5 of this document) Section 2. Detailed New Festival or New Element Proposal, describing the festival, considering the evaluation criteria and responding to the following questions (maximum 3 pages): In what area of the City of Winnipeg will the Festival take place? Who is the potential audience for your Festival? What role and level of participation do you anticipate for volunteers? What component of your Festival is available to the public at no charge? What steps will you take to encourage wide community participation? How do you plan to develop a tourist market? Why should your organization receive a grant from the City Section 3. Clearly defined schedule of activity Section 4. Organizational History or Company Profile, including its mandate and objectives (1 page) Section 5. Current List of Board of Directors, including committees they serve on and brief bios Page 2 of 5

3 Section 6. Detailed Festival Budget and/or Business Plan consistent with the planned activities including all revenues* and expenses (*please indicate if revenues are confirmed or anticipated) Section 7. Most recent audited annual financial statements or review engagement Section 8. Deficit reduction plan/detailed information on purpose and use of surplus funds (if an organizational deficit/surplus is shown) Section 9. Copies of articles of incorporation (first time applicants only, or if significant changes have occurred.) Section 10. Current season program reviews and brochures APPROVAL PROCESS WAC program staff review applications to ensure they are complete, conducting interviews with applicants as appropriate. Applications are assessed on the basis of: demonstrated artistic quality and contribution to the art form; effective organizational and financial management; level of public support; ability to achieve the stated goals and objectives. This evaluation is undertaken by a panel of qualified persons. Based on these assessments, grants are awarded by the Winnipeg Arts Council. Notification of the award is given to applicants by mail, and decisions are generally announced within three months of the deadline date. CONDITIONS OF ASSISTANCE Grant funds must be applied to current expenses associated with the approved project, and not used to subsidize any other project of the applicant, or to reduce or eliminate accumulated deficits. Activities cannot be funded retroactively. The organization must be governed by a volunteer board of directors As a condition of funding, the support of the Winnipeg Arts Council must be acknowledged on promotional materials related to funded activities, including brochures, print ads, programs, posters, signage and media releases. The required wording and WAC logo are available for download on the WAC website at The term of a grant is one year, and previously funded projects must be completed before a new application can be accepted. Receipt of a grant does not guarantee funding in the following or any subsequent year. MAXIMUM AMOUNT OF GRANT The maximum grant available under the Downtown Festivals Grant Program is $25,000. In exceptional circumstances the Council may choose to recommend a higher than maximum grant. The Winnipeg Arts Council is an agency of the City of Winnipeg. Page 3 of 5

4 2007 Registration Form Deadline: October 3, 2006 AMOUNT REQUESTED: $ DATES OF THE FESTIVAL: to support a New Festival or a New Element of an Existing Festival (please circle one of the above) NAME OF THE FESTIVAL: Brief (2-3 sentences) Summary of New Festival/New Element: (This does not replace a longer, more detailed description; this is for summary only.) ORGANIZATION: DATE OF INCORPORATION: CONTACT: POSITION: SENIOR EXECUTIVE: (if different from contact) ARTISTIC DIRECTOR: ADDRESS: POSTAL CODE: TELEPHONE: FAX: WEB SITE: Checklist of materials included in each of the four packets in the following order: Section 1. Grant Registration Form and Summary Sheet (pages 4 & 5 of this document) Section 2. Detailed New Festival/New Element Proposal (maximum 3 pages) Section 3. Clearly Defined Schedule of Activity Section 4. Organizational History or Company Profile, including its mandate and objectives (1 page) Section 5. Current List of Board of Directors, including committees they serve on and brief bios Section 6. Detailed Festival Budget and/or Business Plan Section 7. Most recent audited or independently prepared annual financial statements Section 8. Deficit reduction plan/detailed information on purpose and use of surplus funds (if applicable) Section 9. Copies of articles of incorporation (first time applicants only, or if significant changes have occurred) Section 10. Current season program reviews and brochures As an authorized officer of the applicant, I hereby attest to the accuracy of the information contained herein: Signature Position Date Page 4 of 5

5 2007 Summary Sheet YEAR Number of Members/Subscribers Employees (person-years) Volunteers Audience Attendance Paid Audience Attendance Unpaid Are the organization's premises occupied as owner or tenant? FESTIVAL BUDGET SUMMARY (Detailed Budget must also be attached) Revenues Budget Expenses Budget EARNED REVENUE SALARIES & FEES Ticket Sales (Singles) Artistic Salaries & Fees Subscriptions/ Memberships Other FUNDRAISING Donors: Foundations Corporate Individual Production Salaries & Fees Administrative Salaries & Fees Fundraising/ Development Salaries & Fees Marketing/ Promotion Salaries & Fees Ancillary Services/ Other Salaries & Fees OPERATING EXPENSES Merchandise/ Concessions Production Sponsorships Administration Other Fundraising/ Development GRANTS Confirmed: Marketing/ Promotion Other Governments Yes? No? Ancillary Services/ Other Manitoba Arts Council Culture, Heritage & Tourism TOTAL EXPENSES Manitoba Film & Sound Other Provincial Canada Council Canadian Heritage Other Federal City of Winnipeg SURPLUS/ (DEFICIT) WAC Downtown Festivals Grant TOTAL REVENUES Page 5 of 5