The masculine form used in this document is understood to designate men and women equally.

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1 Grant Application Presentation Guide Introduction 2. Presentation of the application file 3. Grant application form 3A. Amount requested 3B. Nature and description of the project 3C. Required documents 3D. Support materials and documents 3E. Technical specifications 3F. Identification and commitment 3G. General information for statistical purposes 4. Report on the use of the grant Note: This guide is not a summary of the program. It is provided for information purposes to facilitate the presentation of a grant application. It is therefore essential to read the program description before completing the application form. In particular, to identify the requisite supporting documents. You can submit your grant application online. Go to Mon dossier CALQ and consult the online help section for further information regarding the various sections of the application form. The masculine form used in this document is understood to designate men and women equally. 1. Introduction This guide is intended for artists and writers who apply for one of the following grant categories: Grants for Emerging artists (all disciplines) Mid-career grants (in literature and storytelling) Development grants (all disciplines) 1

2 The following is a list of grant application forms according to artistic discipline, grant category and section. Grants for Emerging artists: Specific form Development grants: Performing arts and Multidisciplinary arts Architectural research, Digital arts, Visual arts, Film and video, Arts and crafts Literature, Storytelling (Development and Mid-career grants) Travel grants (all disciplines): Specific form Studios and studio-apartment residencies: Specific form Please make sure to use the right form for your application. The application form can be downloaded from the webpage for the section or discipline concerned. The CALQ reminds applicants of the importance of preparing grant applications bearing in mind all of the evaluation criteria stipulated for each grant category and its corresponding sections. 2. Presentation of the application file To facilitate the examination of applications, applicants should complete the form in block letters using black ink. The same rule applies to supporting documents attached. The application file must be submitted in letter format (21.6 cm x 27.9 cm or 8½ x 11 ). Documents must be printed in black ink on white paper, using only one side of the page. To facilitate photocopying, do not staple or bind the documents. Moreover, pages in the application must not be inserted in protective sleeves but simply attached with a paper clip. Please fill each page fully to reduce the number of sheets to be photocopied, bearing in mind the instructions on the application form. Unless otherwise indicated, applicants are strongly advised not to send original documents. The CALQ will assemble the grant applications in a particular order and photocopy them for members of the jury. Accordingly, it is pointless to invest in an original presentation or submit several copies of the application file, apart from the supporting documents requested. Applicants are reminded to keep a copy of their grant application. Once the application form has been completed, applicants are encouraged to review it, bearing in mind the evaluation criteria to see if it complies. Generally speaking, only letters of undertaking from collaborators are submitted to the jury. Reference letters from 2

3 colleagues or influential individuals and letters of recommendation are not submitted to the jury. Applicants are also advised to have their texts read by another person to ensure clarity and check spelling. For any further information, applicants should contact the arts officer responsible for their file at the CALQ. 3. Grant application form The application form contains the basic information required to process applications. Applicants should complete the form with due care. 3A. Amount requested The amount of financial support requested must comply with the requirements of the applicant's project. The maximum allowable amount for each section is specified in the program description. The CALQ determines the amounts for each grant awarded taking into consideration the funds available, budgets submitted and eligible expenses. The allowable maximums for the program cannot be increased. Eligible expenses are detailed in the program and vary according to the discipline, grant category and section. 3B. Nature and description of the project The project must be clearly and succinctly presented to enable the jury members to readily grasp its nature, discern the artist's or writer's intention and evaluate the project's relevance in relation to the evaluation criteria. A "project" means a research approach, an intention to realize artistic work, a one-off or long-term exploration in a given discipline, a professional development project, a residency or travel project, etc. The applicant should use the first person singular to describe himself or present his project. The text submitted should describe his objectives, intentions, means of action, and ability to adhere to the stipulated timetable. He may also mention his sources of inspiration, the atmosphere he hopes to evoke, the form he wishes to explore, develop or elaborate, and any other facet of the work known at the preliminary stage. Applicants are also advised to present their collaborators, if applicable. Finally, the project should have a title or at least a working title, which the artist may subsequently modify if do desired. 3

4 An applicant presenting a project in a genre that differs from his usual artistic practice is well advised to annex documents summarizing what he has already accomplished in the new genre he wishes to explore. To be eligible, an application must be submitted at least four weeks before the project start date. The financial support will only cover activities commenced after this date. 3C. Required documents WITH RESPECT TO THIS SECTION: Never submit originals of supporting materials or documents. The CALQ cannot be held responsible for lost or damaged originals or supporting documents. Curriculum vitae The curriculum vitae must not be presented in prose form nor exceed three pages, and this applies for the artist applicant, each participant artist and collaborators. A curriculum vitae must present information in chronological order, beginning with the most recent activities. Each activity must be preceded by the year in which it was carried out. Depending on the artistic discipline concerned, the following sections must be provided: Personal information Only the artist applicant s surname and given name should appear on a curriculum vitae submitted to the CALQ. All other personal information must be provided in the identification section of the application form, which remains confidential and is removed during the evaluation process. Training Education: university, conservatory and college studies Advanced training: internships, workshops, courses; Other: study tours, research assistance, etc. Indicate the year of completion for courses and internships attended. 4

5 Dissemination of works Indicate events such as exhibitions, festivals, screenings, concerts, shows, etc. and publications. Specify the years in which these events took place and, if applicable, the names of collaborators, curators or publishers. Mention whether a catalogue accompanied the exhibition. In the case of concerts, indicate the year, venue and works interpreted. Employment Applicants should mention only jobs related to their artistic careers. Indicate the name of the employer, the job title and briefly describe the position and responsibilities. Other mentions Applicants are encouraged to point out activities demonstrating their involvement in the arts community such as participation on a board of directors, jury, professional association or national organization, or awards, grants and honourable mentions received. They can also list works that are part of private or public collections, commissions (indicate the year, title of the work, instrumentation and recipient), and important works or articles they have written or that have reviewed their work (indicate the title, author, publication, publisher, year of publication, volume, issue and page numbers, as the case may be). Detailed work plan The applicant must include a detailed work plan with his grant application. This will indicate how he intends to organize his time to complete his project. This work plan must be divided in weeks or months, depending on the different steps anticipated to complete the project. The work plan will advise jury members of the feasibility of the project. Detailed budget The artist or writer must present a balanced budget with respect to the requirements for his project. Projects must present complete and detailed budget forecasts including other probable or confirmed funding sources (e.g.: a detailed film or video production estimate). Studios and studio-apartment residencies Applicants do not have to submit an itemized budget to support their application. 5

6 Eligible expenses A list of the main eligible expenses to be included in the detailed budget follows below. Living expenses An artist or writer can claim living expenses up to a maximum of $1700 per month, which amount can be allocated to offset the loss or reduction in income related to the realization of the project. Such expenses do not have to be itemized. These expenses are attributable to the applicant artist or, in the case of a professional development project, to the artist applicant and participant artists. This support serves to defray expenses related to lodging, meals, telephone and electricity, daycare, etc. For information on business and special tax credits or any other tax-related question, please consult your municipality, the ministère du Revenu or your professional association. Project-related expenses Project-related expenses may include: Development grants (and Mid-career grants for literature and storytelling) Research expenses (book purchases, subscriptions to research centres or specialized libraries, location scouting, etc.) All applicants Production costs: equipment rental, rental of a studio or workshop (indicate a global sum that includes electricity, heating, etc.), the purchase of certain materials or accessories, collaborators' fees, copyists' fees (does not apply to literature), payments for professional fees (teachers, collaborators, etc.), registration fees, and expenses arising from service and other contracts Such expenses must be itemized. The federal goods and services tax and provincial sales tax (GST and QST) are not justified if the applicant possesses a tax exemption number. Certain travel expenses: plane, train, car rental, and others. If the artist must use his own car, for example to transport heavy equipment, he may claim up to a maximum of 0.43 $* per kilometer. Daily travel expenses fall under the heading of living expenses. * Rate based on the Conseil du trésor directive, which may vary in the course of a year. 6

7 Living expenses: such expenses apply for each participant, provided that they do not exceed the amount of the grant awarded. It is not necessary to itemize these expenses but the nature of the project must warrant them. Funding sources These include: The amount of the grant requested from the CALQ The artist's personal contribution to the project, where applicable Other probable or confirmed sources of funding accorded by public or private organizations. The CALQ cannot award a grant in respect of the same expenses related to a project already supported under another program of the CALQ or any other organization whatsoever. 3D. Support materials and documents The application file must be complete and include all requisite documents in order for it to be deemed eligible and evaluated. Dependent upon the program concerned, consult the Contents of the application file section and verify the types of eligible documents, their duration and the number of copies required. Ensure that all supporting documents (CDs, DVDs, cases, etc.) are properly identified with the applicant's name and stage name, if applicable. Documentation for audio and video materials For audio documents, each piece submitted must be identified with the applicant's name, not just the name of the group; also provide the title, year of completion and duration for audio documents. Run time must not exceed a maximum of 15 minutes per application file. It is advisable for applicants to attach an information sheet providing additional information on supporting documents, e.g. the names of performers and musicians who collaborated on production of the work presented, suggestions of which pieces should be audited (in the case of a CD), lyrics for songs, and French translation of songs written in a language other than French or English. It is essential to submit recent works. 7

8 Description of audio and video materials The number to be indicated in the first column of the application form must correspond to the order of presentation of the works, followed by the year in which the work was produced. Applicants are advised to first present the works most relevant to the project, followed by a selection of most recent works. Next, indicate the author's name, title of the work and its duration. In the "Format" box, indicate the original format in which the work was produced before transfer onto a digital support. Any other information deemed relevant, e.g. other creative artists, performers and collaborators, should be indicated in the last column. If space on the application form proves insufficient, the applicant may use a separate sheet, making sure his name is clearly indicated. Documentation for visual materials To ensure a fair assessment of works, it is crucial to present them photographed proficiently. Do not hesitate to call upon a professional photographer or digital photography specialist to take the required photographs. For the visual arts, works should be photographed in front of a neutral backdrop without distracting elements. Where possible, also include a wide view of the exhibition, if applicable. Description of visual materials In this section, applicants must describe the digital images submitted to support the application. The number indicated in the first column of the application form must correspond to the order of presentation of the works, followed by the year in which the work was produced. It is recommended that applicants present the work chronologically, starting with the earliest ones. Next, the applicant should indicate the title of the work (if it has one) and the place where the photograph was taken. In the case of the visual arts, this can be an exhibition where the work was presented or the place where it is still exhibited, should it form part of a permanent collection, for example, or have been produced in conjunction with the program to integrate the arts into architecture. If the work was photographed in the artist's studio, this need not be mentioned. The artist should then specify the medium used, e.g. acrylic, wood, glass, etc. The work's dimensions must be given in centimetres, the height mentioned first according to accepted convention. If space on the form proves insufficient, all of the descriptions for the works should be submitted on a separate sheet, making sure the applicant's name is clearly indicated. 8

9 Written documentation Scores: Scores must be identified with the artist's name, title of the work and year composed. Generally, a sound recording must accompany the scores, which should be in letter format (21.6 cm x 27.9 cm or 8½ x 11 ). Note relating to film and video projects Applicants must attach a document confirming that they exercise full control over the content and production of their work as well as all production and distribution agreements. Description of handwritten or printed documents The number indicated in the first column of the application form must correspond to the order of presentation of the works, followed by the year in which the work was produced. It is recommended that applicants present works chronologically, starting with the earliest ones. Next, applicants should provide their name, the title of the work and its description (ex: novel, song). Any other information deemed relevant should appear in the last column. If space on the form proves insufficient, descriptions of the works can be provided on a separate sheet, making sure the applicant's name is clearly indicated. Press file The press file must contain photocopies of the most relevant press clippings published during the previous five years. These articles may be reviews or analyses of the artist's work. It is unnecessary to include press releases or clippings that simply announce an event. The press file must contain no more than five pages dated and submitted in letter format (21.6 cm x 27.9 cm or 8½" x 11"). Documents must be printed in black ink on white paper, using only one side of the page. For long articles that mention other artists, applicants should underline the passages concerning them. Applicants should not highlight these passages as they will be rendered illegible or invisible when photocopied. If the article that concerns the artist is submerged among other articles or advertising in a newspaper, the applicant should cut it out and submit only the relevant segment. Pages in excess of the allowable maximum will be withdrawn. All articles submitted should be photocopied and identify the newspaper or magazine, author's name and publication date. Texts that have been transcribed are accorded limited credibility. However, transcriptions of reviews or analyses that have appeared in electronic media are acceptable, provided they are clearly identified, including the medium, title and topic of the program, name of the critic or reviewer and broadcast date. 9

10 An emerging artist or writer who does not have a press clipping file is still eligible for the program. 3E. Technical specifications Supporting materials must be presented on a CD or DVD in a format readable on Windows, using one of the following software platforms or plug-ins: Internet Explorer version 10 or earlier QuickTime version 7.7 or earlier: Standard Macintosh video and audio format (.mov). Do not use a HD video format. Shockwave Player version 11.6 or earlier Windows Media Player version 12 or earlier Flash Player version 13.0 or earlier Acrobat Reader version 11 or earlier VLC Media Player Note: It is the applicant's responsibility to ensure that all documents reach the CALQ intact and in acceptable formats. File names Use short file names (12 characters or less, if possible, before the extension). For Macintosh users, it is important to check that the file extension (.MPEG,.JPG) appears correctly at the end of the file name so that Windows can open the files. To do so, activate the function that allows the Windows extension to be inscribed automatically at the end of the document name. Use only letters, numbers and underscore as certain symbols, particularly # / $ %? *, cause problems in Windows. If you have several files to present, begin each file name with a number that indicates the order of reading that you recommend, e.g., 01_mountain.jpg, 02_lake.jpg, etc. The list of all files submitted must appear as soon as the medium is opened. Do not create file directories or directory trees. Acceptable format types DVD±R and CD-R only Indicate the number of clips or tracks to be viewed or audited. In both cases, screening notes facilitate the jury's deliberations. Specify the start and end points for passages to be reviewed. 10

11 Only submit DVDs that are readable in NTSC Region 1 format (namely, the North American standard). Acceptable file formats Audio or video files For video, the recommended formats are MPEG 1 to 4, MOV and AVI. For audio, the MP3 and M4A formats. Digital image files Submit files in.jpeg or.png format only, PC compatible. Submit images at a resolution of 72 PPI that do not exceed 1 MB. Save images directly on a CD-ROM or DVD without creating folders (repertories). Do not present presentations, regardless of their form (PowerPoint, PDF, etc.). Websites Submit an exact URL address. Indicate the proper path to access supporting materials posted on the website and the password, if applicable. Ensure that the website is readable in the computer environment described above and with the Chrome browser. Ensure that the site remains accessible for at least four months after the application deadline. Note: The CALQ cannot be held responsible for broken links that might make your website inaccessible at the time of evaluation. If the viewing of your website is essential to the assessment of your application, you must provide a CD-ROM version. Unacceptable support materials MAC (McIntosh Apple Computer) formatted files that are not fully compatible with the PC system Zip files or other compressed files 35mm slides Vinyl records Audio and video cassettes Blu-ray disks Materials that must be downloaded or that require the installation of file extensions (plug-ins) or other run-time software 11

12 NOTE: If the supporting materials accompanying your application cannot be presented in accordance with the above-mentioned specifications, please contact the program officer for the program concerned. REMINDER The CALQ cannot be held responsible for the loss or damage to supporting materials submitted with your application. 3F. Identification and declaration Make sure to sign and date the application form. By signing the form, the applicant certifies that the information provided is accurate and that he accepts the program rules and undertakes to submit a detailed report on the use of the grant. 3G. General information for statistical purposes The information provided in this section is intended to assist the CALQ in better understanding the profile and needs of its clientele. Your cooperation in completing this section is greatly appreciated. This page will be withdrawn during the evaluation process. Subject to the provisions of the Act respecting Access to documents held by public bodies and the Protection of personal information, the CALQ respects the confidentiality of the documents and information in its possession and of those sent to it. 4. Report on the use of a grant An applicant who has already received financial support under a CALQ grant program is obliged to produce a Report on the use of the grant, which must be submitted within a maximum of three months from the project's completion date indicated on the application form. This final report must describe the project's state of completion or research results, and indicate the expenses incurred, including supporting documentation for major expenses. The grant recipient must ensure that all required documents are included as specified in the report. 12

Grant Program for the Arts and Literature in the Outaouais Region

Grant Program for the Arts and Literature in the Outaouais Region Application form for artists 2017-2018 Conseil des arts et des lettres du Québec Ville de Gatineau MRC des Collines, MRC de la Vallée-de-la-Gatineau, MRC de Papineau, MRC de Pontiac Support for professional