FILM HUB SOUTH EAST PROGRAMME AWARDS: Guidelines For Applicants

Transcription

1 FILM HUB SOUTH EAST PROGRAMME AWARDS: Guidelines For Applicants Published July OVERVIEW OF FILM HUB SOUTH EAST AND THE BFI FILM AUDIENCE NETWORK 2. FHSE PROGRAMME AWARDS OVERVIEW 3. ACCESS TO INVESTMENT 4. THE APPLICATION PROCESS 5. DETAILED GUIDANCE ON COMPLETING THE APPLICATION 6. WHAT HAPPENS NEXT 7. QUESTIONS AND HOW TO CONTACT US 8. APPENDIX A: DEFINITION OF SPECIALISED CINEMA 9. APPENDIX B: IMPORTANT INFORMATION

2 1. OVERVIEW OF FILM HUB SOUTH EAST AND THE BFI FILM AUDIENCE NETWORK 1.1. INTRODUCTION TO FILM HUB SOUTH EAST Film Hub South East (FHSE) is one of nine regional Hubs which collaboratively form the UKwide BFI Film Audience Network, which is created, funded and led by the British Film Institute (BFI). The mission of FHSE is to facilitate and support a collaborative network of exhibitors across the South East in order to extend film choice, increase audiences and enhance audience engagement with specialised and independent British film across the UK. Working across Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Oxfordshire, Surrey and West Sussex, FHSE will provide Hub members with a wide range of investment opportunities, training, networking, audience research and screening programmes. From local film clubs to multiplexes, FHSE will bring together film exhibitors to better serve its diverse population, reaching as many new and existing audiences as possible FHSE AIMS & OBJECTIVES The work of FHSE is led by a defined set of aims and objectives. FHSE aims to: Ensure specialised cinema is accessible to as many people in the South East as possible. Raise the profile of specialised cinema and those exhibiting it. Increase the opportunities for exhibitors and audiences to engage with cinema in all its diversity. Foster stronger links between organisations developing audiences for film e.g. with commercial, cultural, and community venue and festivals, galleries, museums and archives. Expand audience reach including greater engagement with underserved, hard-toreach, and disabled audiences. Increased diversity of content and experience across the exhibition sector. Provide more opportunities to learn about and engage with film culture. FHSE will achieve these aims through: Building a collaborative network which works together to deliver an exciting range of film activity. A better understanding of audience profile and behaviour across the region including any barriers to engagement. Ensuring excellence in delivery across the sector. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 2 of 25

3 1.3. SPECIALISED CINEMA The use of Specialised Cinema underpins the work of FHSE and the BFI Film Audience Network. It is defined as: Independent British film Foreign language/world cinema with subtitles Documentaries Work with stories and subjects relating to diversity, for example Black, Asian & Minority Ethnic, disability and LGBTQ Archive/Classic film (film made from 1895 until the last years) Short film programmes Artists Film/Experimenta Please see Appendix A for a full definition of Specialised Cinema CINEMA PLUS FHSE has a special focus on cinema plus and would like to see it reflected in all of its work. Cinema plus refers to associated activities and events which seek to enhance and deepen audience understanding and engagement with film. Suitable examples of cinema plus activity include but are not limited to: Q&As, introductions, talks or masterclasses at screenings. These events could involve cast, crew or experts (such as critics, historians, teachers, curators, archivists and artists) Practical workshops related to individual screenings/a curated programme of screenings Programme notes for all audience members which offer insight into the screenings Educational activity An installation/display/exhibition with events for a public venue such as a museum Live accompaniment (such as soundtracks or narration) Cinema plus activities can also take place online. The inclusion of an online presence for supported projects is actively encouraged. This may take the form of social media activity, online assets (videos, pictures, programme notes, interviews, podcasts, blogs), interactive assets (quizzes, questionnaires, apps) which will leave behind a permanent digital legacy BFI FAN AIMS & OBJECTIVES The work of FHSE is aligned with the BFI Film Audience Network (FAN). Its aims are to create a collaborative model of shared programming, marketing and audience development initiatives in order to build audiences for a greater diversity of film across the whole of the UK. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 3 of 25

4 The priorities for BFI FAN are to support: REACH: expanded audience reach including greater engagement with underserved and harder to reach audiences. DEPTH: more opportunities to learn about and engage with film culture. BREADTH: increased diversity of film content and settings in which to experience film. CAPABILITY: building and developing professional skills and effective and creative partnerships within the film exhibition sector. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 4 of 25

5 2. FHSE PROGRAMME AWARDS OVERVIEW The FHSE Programme Awards will provide FHSE members with the opportunity to build new audiences for specialised film through the creation of curated film programmes with special events. Available investment: Round one: 20,000 Round two: TBA How much can I apply for? Up to 5000 (to support up to 80% of the total project cost) ROUND ONE Open Call opens: Friday 4 July 2014 Open Call Closing Date: Tuesday 2 September 2014 When will the awards be announced by? Friday 31 October 2014 ROUND TWO Open Call opens: Monday 3 November 2014 Open Call Closing Date: Monday 26 January 2015 When will the awards be announced by? Monday 16 March 2015 FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 5 of 25

6 2.1. PROGRAMME AWARDS AIMS & OBJECTIVES The overall aim of the FHSE Programme Awards is to boost audience choice and increase audience engagement with specialised and independent British film in the South East. Within this aim and the priorities of the BFI Film Audience Network (Reach, Depth, Breadth and Capability), the specific objectives of the FHSE Programme Awards are to: Increase opportunities for more diverse audiences across the South East to engage with a wider range of specialised and independent British film, including those in areas with a limited provision Support and promote high-quality, distinctive, diverse film exhibition projects of scale and ambition Enable programmers and exhibitors to develop curatorial skills and be more adventurous and experimental in their programming choices Enhance audiences understanding of and engagement with film through the provision of cinema plus activities (see definition) Develop new ways to build stronger relationships between film exhibitors and audiences Create opportunities for new partnerships between FHSE members and with content providers and rights holders Extend and develop the film exhibition sector s capability and expertise 2.2. OUTCOMES Through investment in the Programme Awards, FHSE will seek to bring about key changes for the longer term: An increase in the size, diversity, and geographic spread of audiences viewing specialised and independent British film South East audiences willing to take greater risks in their viewing choices Greater ambition and increased skills, knowledge and capacity for programmers and cinemas/venues FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 6 of 25

7 2.3. WHAT CAN WE SUPPORT? The principal aim of the Programme Awards is to support new and adventurous programming initiatives of quality and curatorial ambition which will boost choice and develop new audiences for specialised and independent British film in the South East. We are looking for projects which bring new opportunities for audiences to engage with film through content, approach and presentation. Cinema plus We expect all proposals to incorporate cinema plus elements in order to enhance understanding, maximise engagement, stimulate attendance and to raise the project s profile. Suitable examples of cinema plus activity could include but is not limited to: Q&As, introductions, talks or masterclasses at screenings. These events could involve cast, crew or experts (such as critics, historians, teachers, curators, archivists and artists) Practical workshops related to individual screenings or a curated programme of screenings Programme notes for all audience members which offer insight into the screenings Educational activity An installation/display/exhibition with events for a public venue such as a museum Live accompaniment (such as soundtracks or narration) Cinema plus activities can also take place online. The inclusion of an online presence for supported projects is actively encouraged. This may take the form of social media activity, online assets (videos, pictures, programme notes, interviews, podcasts, blogs), interactive assets (quizzes, questionnaires, apps) which will leave behind a permanent digital legacy. Suitable proposals FHSE hopes to support a wide range of exhibition activity through the Programme Awards which could include but is not limited to: Programmes curated around a particular theme, genre, national cinema or geographic origin Retrospectives or seasons FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 7 of 25

8 Programmes featuring archive material (from either regional and/or national collections) Touring programmes Documentary or non-fiction programmes Screenings with live accompaniment (such as soundtracks or narration) Packages of film prints from outside the UK that would not otherwise be available to venues All applications must be able to demonstrate audience reach, curatorial ambition and a considered approach to cinema plus activity. Film Festivals Film festivals are only eligible for the FHSE Programme Awards if they can clearly demonstrate that the proposed activity is additional to the normal core activity of the festival. Examples of non-core activity for film festivals include but are not limited to: Projects which take place outside of the standard geographic reach or timeframe of the normal film festival Projects which tour culturally significant elements that would otherwise be unable to reach a wider audience Funding for film festival core activity is available through the BFI Film Festival Fund ( CONDITIONS OF PROPOSALS Only members of FHSE can apply. If you are not already a member, please complete the Film Hub South East membership application form on the FHSE website: Applicants must secure 20% match funding of the total project cost, which can either be cash or in-kind support. Successful applicants will be required to carry out evaluations during and following the planned activity using templates supplied by FHSE. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 8 of 25

9 2.5. WHAT WE WILL NOT SUPPORT The following are not eligible for investment under the FHSE Programme Awards: Programmes that are focussed around other artforms, such as opera, literature, dance on film or entire programmes of artists moving image, or where film is not the central art form Work which is already fully funded or work which a publicly subsidised venue should reasonably be expected to be offering as part of its core funded programme Film festivals unless the application can clearly demonstrate that the proposed activity is additional to the normal core activity of the festival. This could relate to touring culturally significant elements that would otherwise be unable to reach a wider audience or audience development work that takes place outside of the normal timeframe of the festival Costs that are already covered by other funding (including parallel BFI Funds such as the BFI Neighbourhood Fund, BFI Film Festival Fund or BFI Programme Development Fund) Programmes showcasing locally made shorts unless the shorts are a subsidiary element of a wider, curated programme, or are predominately programmes of short archive films Programmes involving filmmaking except where it forms a minor element of the overall programme, such as a young person s engagement activity designed to increase understanding of the films contained in the project Activities that have already taken place or goods/services already paid for by the application closing date The creation of new films or new artists moving image work Support for significant capital expenditure Activity that duplicates what already exists in the same location or which serves the same audience Activity that is not related to film Activities that take place outside of the South East region (Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Oxfordshire, Surrey, West Sussex). Ongoing overheads, although applications can include an allocation of administrative and overhead costs Fundraising events Activities which should be covered by statutory education provision FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 9 of 25

10 Activities that do not meet the fund s criteria 3. ACCESS TO INVESTMENT 3.1. WHO CAN APPLY? To be eligible for the FHSE Programme Awards your organisation must be both a member of Film Hub South East and a properly constituted organisation. Please see below for further details on membership and organisation status. Film Hub South East membership In order to apply you (or your organisation) must have applied for and received confirmation of member status with Film Hub South East. To find out more about becoming a Film Hub South East member and apply for membership please visit our website and complete the online application form: Legally constituted organisations FHSE can accept Open Call applications from legally constituted organisations operating in the South East, or an unincorporated group supported by a legally constituted organisation nominated to receive investment on behalf of the member. A legally constituted organisation may be one of the following: Private company limited by guarantee Private company limited by shares Legally constituted partnership Limited liability company registered at Companies House Community Interest Company registered at Companies House Charity or trust registered with the Charity Commission Schools, colleges and universities Local authority or statutory body FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 10 of 25

11 Applications can be made on behalf of multiple partners or consortia provided a lead applicant is identified. Any offer of investment will be made to the lead applicant who will be the only point of contact for FHSE s grant awarding and monitoring processes. Applicants and/or their partners should have direct experience of film exhibition and/or audience development activity in the UK such as cinemas, cinema chains or consortia, film festivals, film societies or arts organisations with experience of film curation. Individuals cannot apply PARTNERSHIP FUNDING Partnership funding (including in kind support) is an important demonstration that there is genuine support for the programme. We require partnership funding of at least 20% of the total budgeted cost of the project. Partnership funding can be cash or in kind (or a mixture of cash and in kind) and can include but is not limited to: anticipated income such as box office or other ticket sales; programme booking fees; sponsorship; philanthropic support; private donations; charitable funding; or funding from other public sector sources WHAT WE CAN PAY FOR Eligible costs These include, but are not limited to, the following: research and curatorial fees staff (although the apportioned costs of existing staff should not exceed 15% of the amount you are asking us for) marketing, publicity materials, advertising and/or promotion costs venue and/or equipment hire payments to rights holders, distributors and sales agents transportation costs of prints and/or equipment volunteer expenses hospitality and/or travel for VIPs (such as talent for cinema plus activities) fees for composers or performers of live music accompaniment recording of events within the project for legacy purposes insurances and/or licences FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 11 of 25

12 audit, monitoring and evaluation creation of archive packages for screening in appropriate digital formats Ineligible costs The investment must be used solely for the purposes of delivering the event or programme, and cannot be used for: the general running costs of your organisation or your partners organisation parties, for example opening and closing night galas capital expenditure except where purchase of small scale equipment is less costly than hiring FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 12 of 25

13 4. THE APPLICATION PROCESS To apply for investment through the FHSE Programme Awards scheme please ensure you complete all of the following steps: 1) Carefully read these guidelines Please contact the FHSE team (via to: or phone to: ) if anything is unclear or you require any support. 2) Discuss your application with the Film Hub South East team Get in touch with us to discuss your interest in submitting an application. We will be able to talk you through the suitability of your proposals and put you in touch with an Audience Development Producer to help you progress your ideas. We recommend participating in one of our free Advice Surgeries with a member of the FHSE Management Board to discuss and develop your proposal before completing your application. More information on Advice Surgeries and available booking dates can be found at 3) Complete your Supporting Document templates. Use the Supporting Documents templates, to tell us about your Planned Programme, create a Project Plan and a Project Budget and create a Risk Assessment. More information on the Supporting Documents can be found below (point 5.3) and the completed templates should be uploaded as part of you application. 4) Complete and submit your application form online at 5) Include all relevant documents. These guidelines explain what we need. Make sure you include everything that we ask for but do not include any other documents. If we need further information to help us assess your application we will contact you. In all cases we recommend discussing your application with FHSE first to gain additional guidance and professional support. By telephone: By filmhubse@brighton.ac.uk With one of our Audience Development Producers (ADPs) contact the office for information and to get in touch For detailed support please book a space at an FHSE one-to-one Advice Surgery FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 13 of 25

14 5. DETAILED GUIDANCE ON COMPLETING THE APPLICATION 5.1. CREATING AN APPLICATION The first step is to create an application. The link to create a new application can be found on this page: You will need to fill in the name of the main contact, address and the name of the membership organisation. This will generate an application session, which you will be able to return to using a link which will be automatically ed to you THE APPLICATION FORM IMPORTANT: The information you enter on your application will ONLY be saved if you save it using the red SAVE THIS APPLICATION FOR LATER button at the bottom of the page before closing it. Q1. Is Your Organisation A Member Of Film Hub South East? Investment opportunities are only open to FHSE members. If you are unsure if your organisation is a member, please check: Q2. Name Of Lead Organisation Please enter the name of the Member Organisation who will serve as the Lead Organisation on this project. Q3. County Which county in the South East is this organisation based in? Contact Information Use Q4 Q8 to enter the contact information for the individual that will serve as the main contact on this project. All communications will be sent through this person. Please let us know immediately if these details change at any point during the application process or project. Q4. Name Of Main Contact Q5. Job Title Of Main Contact Q6. Address Of Main Contact Q7. Phone Number Q8. Mobile Number Project Overview Q9. Project Title Provide the title of your proposed project. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 14 of 25

15 Q10. How Much Money Are You Applying For From Film Hub South East? Use this space to tell us what is the total amount of investment that you are applying for from FHSE? Please note that this cannot exceed Q11. What Percentage Is Your Award Request Of The Total Cost Of Your Project? Use this space to tell us what percentage of the TOTAL COST of your proposed project you are asking FHSE to support. Please note this cannot exceed 80% of the TOTAL COST of the proposed project. Q12. How Many Screenings Are You Proposing? Provide the total number of screenings you are proposing to hold as part of your proposed project. Q13. What Are The Screenings Start And End Dates? Provide the proposed start and end dates of screening activity. If this is not known yet, please provide approximate dates. Q14. Where Will These Screenings Take Place? Provide the proposed locations for your screenings and events as part of this project. If not known yet, please provide suggested locations and venues. Q15. What Are Your Target Audience Numbers For These Screenings? Please tell us how many people you aim to attract to your screenings. Include the overall total for the whole project, and the average numbers per screening. Q16. Who Is Your Target Audience For These Screenings? Please describe whom your proposed activity is for. Include demographic information such as age, gender, ethnicity and social background. Project Detail Q17. Please Outline The Project And How It Meets The Programme Awards Objectives As Outlined In The Guidelines Here we would like you to provide a summary of the project activity you would carry out with FHSE support and how it meets the objectives of the Programme Awards as outlined above (point 2.1). Please keep your answer as clear and concise as possible. Q18. Please Specify The Cinema Plus Activities You Are Proposing To Enhance Your Screenings Here we would like you to outline the additional activity that you are planning to enhance your screenings. Please refer to point 2.3 above for full information on what we define as suitable Cinema Plus activity. Q19. Does Your Proposal Involve Any Partner Organisations? (Please Specify Who And Their Involvement In The Project) FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 15 of 25

16 Are you partnering with any other organisations? Use this space to tell us who they are and what part they will play in delivering your proposed project. Q20. Please describe your organisation with a specific focus on previous film screening activity In this question we are asking you about the core activity of your organisation and how your proposed project will fit within it. Outline your organisation s relevant track record in terms of specialised and independent British film and delivering Cinema Plus activities. If you have no experience with this kind of project please specify this and explain the steps you will take to ensure the successful delivery of your proposed project. Q21. What Are The Planned Marketing And Press Activities? Please outline how you will raise awareness of your proposed project with your target audience. Specify which channels you will use (e.g. print, online, social media, events etc) and how you will use these channels to promote your project. Q22. Film Festivals Only: How Is Your Proposed Project Additional To Your Standard Core Festival Activity? Please only complete this question if your organisation is a Film Festival. In this question we would like you to explain how your proposed project is additional to your normal core festival activity. Please refer to point 2.3 above for further information on what FHSE defines as additional activity SUPPORTING DOCUMENTS All applicants must provide the following using the Supporting Documents template which can be downloaded from and must be submitted with your application form: Planned Programme A completed programme plan, which outlines your targets for the project including: - Number of screenings - Number of titles to be screened (features or short film programmes) - Audience numbers per screening - Total audience numbers for the overall programme - Number of screening locations - Titles, locations and cinema plus proposals for your programme FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 16 of 25

17 You will be asked to keep this document updated throughout the project as part of your reporting commitments Project Plan The Project Plan should clearly outline the actions that need to take place in order to successfully deliver your project, who in your organisation will be responsible for them and when the actions need to take place. These actions should be organised using the following categories: PLANNING This section refers to any actions that need to take place during the planning phase of your proposed project. For example this may include but is not limited to: programme research, booking the venues, researching and organising Cinema Plus activities, investigating and organising the correct licencing for your screenings and events, recruiting volunteers, booking security, ensuring FHSE Award Terms and Conditions are met etc. MARKETING This section refers to any action which relates to marketing and promoting your project. For example this may include but is not limited to: writing copy for press releases, designing printed materials such as posters or flyers, printing posters and flyers, speaking at local community meetings, local radio or tv coverage, organising street flyering, updating the website etc. DELIVERY This section refers to any actions which need to take place during the delivery of your screenings and events. For example this may include but is not limited to: managing the venue during screenings, liaising with host venues, overseeing print transport, volunteer coordination, ensuring licencing conditions are met, technical management, guest management, running Cinema Plus workshops, writing and printing programme notes, budget management etc. EVALUATION This section refers to any actions which take place related to the collection of data during your project and the delivery of your final evaluation report. For example this may include but is not limited to: distribution of FHSE surveys during and following FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 17 of 25

18 events, recording data captured by surveys, recording of ticket data, keeping records of all income and expenditure, writing final evaluation, creating final budget, collating marketing materials for submission to FHSE etc Project Budget Please use the Project Budget template to detail the income and expenditure of your proposed project. Only fill in boxes that are white. Please do not write over shaded boxes as these contain automatic calculations. INCOME In the Income section, please provide details of all of your projected income for this project using the following categories: FHSE PROGRAMME AWARDS INVESTMENT The total amount you are requesting from FHSE. PARTNERSHIP FUNDING This is the direct investment that is coming from organisations that are partners in the project. This includes the investment from your own organisation. Please specify if the investment is cash or in-kind. If the investment is in-kind please specify exactly what the in-kind support is and the value of it to your project (e.g. venue hire for 16 November in-kind value 600). OTHER INCOME (E.G. BOX OFFICE) This is income that is going towards the project from any other source than FHSE investment or partnerships. This could be projected ticket income, advertising revenue, revenue from selling catering pitches at outdoor screenings etc. Specify if all Income is cash or in-kind funding, and indicate whether funding has been confirmed yet. EXPENDITURE In the Expenditure section, provide details of all of your projected expenditures for your proposed project using the following categories: FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 18 of 25

19 PLANNING COSTS This should be any costs associated with the planning and preparation stages of your project. For example this may include but is not limited to: research costs, volunteer recruitment costs, site visits, printing evaluation forms, etc. MARKETING COSTS This should be any costs associated with the marketing and promotion of your project. For example this may include but is not limited to: print costs, purchase of advertising, facebook ad campaign, etc. DELIVERY COSTS This should be any costs associated with the core delivery of your screenings and events. For example this may include but is not limited to: venue hire, licence fees, film hire, speaker fees, equipment hire such as PA system, etc. STAFF COSTS This should be any costs associated with staffing for your project. OTHER COSTS Use this section to inform us of any costs which you do not feel fit into the above categories. Your Planning, Marketing and Delivery expenditure should correspond with any actions that incur costs on your Project Plan with the exception of staffing costs. Specify if costs in the Expenditure section will be met using FHSE investment, Non- FHSE cash, or will be provided in-kind. Please make use of the Notes column if any expenditure costs need clarifying. Please make sure that your income and expenditure totals balance before submitting your application. Applications with incorrect budgets may be rejected as ineligible for support. If your application is successful you will be asked to report your actual budget against your projected budget during your final evaluation and submit evidence of all Income and Expenditure Risk Assessment FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 19 of 25

20 What are the risks to your project? The Risk Assessment should identify all possible risks to your project, assess the likelihood or each occurring (low, medium or high) and show what actions you will take to prevent or mitigate these risks. 6. WHAT HAPPENS NEXT 6.1. ACKNOWLEDGEMENT On receipt of applications, each application will be logged and assigned a Unique Reference Number (URN). Your URN will be sent to you by within 10 working days. You will need to quote this application in all future correspondence regarding your application. If you do not receive this acknowledgement within 10 days, please contact FHSE ELIGIBILITY ASSESSMENT Your application will be assessed by the FHSE Staff to ensure that it meets the eligibility criteria set out in this document. If your application fails to satisfy any of the eligibility criteria your application may be rejected and you will be notified in writing ASSESSMENT Eligible applications will be assessed by the FHSE Management Board once the Application deadline has passed. Proposals will be assessed and scored against the assessment criteria formed of FHSE and FAN objectives outlined in this document and how well the project meets practical considerations such as value for money, viability and planning. All recommendations will be ratified by the FHSE Open Call Scrutiny Sub-Committee, which is made up of members of the FHSE Advisory Group APPLICANT INTERVIEWS The FHSE Management Board may decide they would like more information from you regarding your application or would like to discuss your proposal further before making a recommendation. In this instance you may be asked to attend an applicant interview. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 20 of 25

21 6.5. RECOMMENDATION An award recommendation will be one of the following: - Decline - Award at full amount - Award at reduced amount - Deferral pending further discussion and additional information We may request additional information from you to support your application and an offer of support may be contingent on certain conditions being met. We may also offer a reduced amount of support than that applied for OFFER OF INVESTMENT If your project proposal is successfully approved you will be contacted by a member of the FHSE team to inform you of this. A formal offer of investment will follow with: - Special conditions of the Award and Payment Schedule - Standard terms and conditions of the award - Acceptance of Offer declaration - Guidelines for marketing, reporting and evaluation If you accept all of the conditions laid out in these documents, you will need to return the Acceptance of Offer declaration, entering into a formal contract with FHSE in regards to the delivery of the proposed project as outlined in your application and supporting documents PAYMENT OF THE AWARD We will set out a payment schedule for payment of instalments of the award with the successful applicant. This will include a holdback of at least 10% of the award total against delivery of the final evaluation reports USE OF THE AWARD Any award must be used exclusively for the purpose for which it was requested in your application. Projects are intended to be for public benefit and not private gain. Any income received by the successful applicant or its partners is expected to be applied against the budgeted cost of the project. Any underspend on total budget should be FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 21 of 25

22 reimbursed to Film Hub South East in proportion that the amount of the award bears to the total budgeted costs MARKETING AND CREDITING PROJECT SUPPORTERS As a condition of any successful award, the awardees website and all marketing materials relating to the supported project must carry logos and information crediting the support of Film Hub South East, the BFI Film Audience Network, and the National Lottery REPORTING AND EVALUATION Once your project is completed you will need to submit a final report within two months including: - Final project evaluation explaining how you met the targets outlined in your application and supporting documents and the objectives of the Programme Awards, FHSE and FAN - Final budget (with all income and expenditure outlined) - Evidence of income and expenditure (such as receipts and invoices) - Quantitative data relating to the number of people attending your screenings and tickets sold/issued - Qualitative data collected using surveys at your screenings and events (this will be provided by FHSE) - Evidence of your marketing materials - Any other reasonable evidence requested by FHSE FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 22 of 25

23 7. QUESTIONS AND HOW TO CONTACT US If you require more information please contact: Film Hub South East University of Brighton Grand Parade Brighton BN2 0JY Website: Phone: Facebook: /filmhubse FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 23 of 25

24 APPENDIX A: DEFINITION OF SPECIALISED CINEMA The BFI s definition of specialised film relates to those films that do not sit easily within a mainstream and highly commercial genre. The BFI believes in the diversity of film and of audiences. We want films to find their audiences and audiences to build their appreciation of a wide range of films. A wider knowledge of film gives us a wider knowledge of different cultures and ideas. We believe that the on-going development of film culture relies on both familiarity with the great titles of film history, and on experimentation with new ideas and forms. Foreign language films with subtitles In almost all circumstances foreign-language films will be classified as specialised due to most audiences lack of familiarity with and resistance to subtitles. Documentaries In almost all circumstances feature-length documentaries intended for theatrical distribution will be classified as specialised because non-fiction cinema tends to have a narrower appeal than fiction. Archive / Classic films Films from the beginning of cinema s history until the last years, older titles shown again on the big screen so that today s audiences can experience important or overlooked titles in their original format. Artists Film / Experimenta Feature-length films or programmes of shorts that express an artistic vision or particularly experiment with the film form for aesthetic purposes. Short Film Programmes Short films give new film makers a chance to learn their craft, find their cinematic voice and to see how audiences respond to their work. Classic short films can give audiences the chance to see the first films by now famous filmmakers, and students of filmmaking the chance to see the format at its best. For these reasons, feature-length (70 mins+) programmes of short films will be considered. Other Criteria Films that fall outside of the above parameters may also be considered on the basis of unusual or undefinable genres; complex and challenging subject matter; innovative or unconventional storytelling/narrative structure. Films with stories and subjects relating to diversity (for example Black, Asian and minority ethnic people; disability; LGBT) may also be classified as specialised. British film British films are those that are in receipt of a Certificate of a British Film under the terms of Schedule 1 of the Films Act 1985 as amended i.e. films that pass the UK s Cultural Test. British films do not include films certified as British under any of the UK s co-production treaties or under the European Convention on Cinematographic Co-Production for the purposes of eligibility for this investment. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 24 of 25

25 APPENDIX B: IMPORTANT INFORMATION 1. The information in these guidelines can change. The law and Government regulations on distributing National Lottery funds may also change. FHSE therefore reserves the right to review this Programme and/or change its policies, procedures and assessment criteria. 2. The application form does not necessarily cover all the information FHSE uses to decide which applications to fund. FHSE can ask applicants for extra information. As part of due diligence we may require copies of the applicant s or the applicant s partners audited and/or management accounts. 3. All applications are made at the applicants own risk. FHSE will not be liable for loss, damage or costs arising directly or indirectly from: The application process; FHSE s decision not to provide an award to an applicant; or Dealing with the application. 4. FHSE s decisions on applications are final. 5. FHSE will not pay the award until it has received a fully executed copy of the Acceptance of Offer. 6. FHSE will publicise information on the number of applications it receives and the awards made. 7. The Freedom of Information Act 2000 gives members of the public the right to request certain information held by FHSE. This includes information held in relation to applications to FHSE s Lottery funding programmes or schemes. Therefore if you chose to apply to FHSE you should be aware that the information you supply, either in whole or in part, may be disclosed under the Freedom of Information Act. 8. Sometimes some of FHSE s Management Board, Advisory Group members or FHSE staff may be involved in some way with applicants. This interest has to be declared in applications from such applicants. The relevant Management Board member, Advisory Group member or staff member will not be involved in assessing the application or the decision to make an award. Applicants are advised not to try to influence the success of their application by approaching a Management Board member, Advisory Group member or staff member. 9. It is important that applicants carefully check the information given in the application form. FHSE s standard terms & conditions entitle it to withhold or reclaim an award in the following circumstances: If the application was filled in dishonestly or with incorrect or misleading information about the organisation or the project whether deliberately or accidently; and If during the term of the agreement the awardee acts dishonestly or negligently to the disadvantage of the project. 10. Complaints and appeals: Film Hub South East s decision is final. Inevitably, applicants will have to be turned down and may be disappointed by this result. Formal appeals against the decision will not be considered unless the applicant has good cause to believe that the procedures for processing the applications were not adhered to, or applied in such a way as to prejudice the outcome of the application. FILM HUB SOUTH EAST PROGRAMME AWARDS GUIDELINES 2014 Page 25 of 25