THEATRE SECTION Theatre: Multi-Year Grants to Professional Organizations

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1 GUIDELINES AND APPLICATION FORM THEATRE SECTION Theatre: Multi-Year Grants to Professional Organizations Follow these three steps to apply for this grant: Step 1 Step 2 Step 3 Read the Program Guidelines for details about the purpose of the program, who and what is eligible, grant amount, assessment process and criteria, etc. Read the Additional Information for Completing the Application Form and the Important Information sections. If you still have questions about the program or the application process, contact one of the program officers indicated below. Complete all sections of the attached application form. Be sure to use the checklist (Part F of the form) to confirm that you have completed all relevant sections of the form and have included all required support material. The Canada Council for the Arts is committed to equity and inclusion, and welcomes applications from diverse Aboriginal, cultural, official language minority and regional communities, including people who are Deaf and/or have disabilities. Deadline 15 February 2013 If this date falls on a weekend or statutory holiday, the deadline moves to the next business day. Your completed application form and all required support material must be postmarked on or before the deadline date. The Canada Council will not accept applications postmarked after the deadline date, incomplete applications, or those submitted by fax or . Further Information Program Officers Theatre Section Canada Council for the Arts 350 Albert Street, P.O. Box 1047 Ottawa ON K1P 5V (toll-free) or , and the appropriate extension number Nancy Guertin, ext nancy.guertin@canadacouncil.ca Bruce Sinclair, ext bruce.sinclair@canadacouncil.ca TTY: THG1E Robert Allen, ext robert.allen@canadacouncil.ca Lise Ann Johnson, ext liseann.johnson@canadacouncil.ca

2 PROGRAM GUIDELINES Mandate, principles and practices of the Theatre Section The Theatre Section (Section) supports the creation, production and dissemination of professional theatre, and respects diversity of practices, cultures and company mandates. This support helps ensure the presence and advancement of Canadian professional artists at home and abroad. The Section places emphasis on artistic advancement and vitality, effective management, synergy among diverse producing and presenting partners, as well as the relationships that artists and companies develop with their audiences. The Section adapts to changes in practice through analysis informed by the artistic community s viewpoints. Fundamental principles and practices The Section creates and administers theatre programs working with the following fundamental principles and practices, which reflect the values and priorities of the Canada Council. They describe the areas where the Section pays particular attention. The importance of recognizing a diversity of practices and forms of theatre with emphasis on Canadian works and artists and theatre for young audiences. Equitable participation within the theatre ecology of professionals from Aboriginal, culturally diverse, official language minority and Deaf and disability arts communities. The importance of the peer assessment process to determine funding recommendations based on published assessment criteria within a comparative and competitive context, and in line with the long-term analysis and vision of the Section. The importance of providing positive and critical feedback based on the peer assessment process. The importance of ongoing dialogue with artists and companies in the theatre community. All of the values expressed in the fundamental principles are integral to the program. The program is aligned with the priorities, directions and policies of the Canada Council. Peer assessment committees work within this framework with the program assessment criteria listed in these guidelines. In order to support a plurality of voices in the theatre community and the development of audiences, the Section encourages companies or organizations that undertake particular activities or initiatives that involve artists from Aboriginal, culturally diverse, official language minority and Deaf and disability arts communities to include information on these activities in their request, so that peers can take this into consideration. Theatre: Multi-Year Grants to Professional Organizations / 2

3 Program Description This program offers support for the artistic and operational activities of professional theatre companies and play development centres that are directly involved in the creation, production and dissemination of theatre works and in the development of new works and a limited number of professional theatre service organizations that are involved in the development of the theatre community. Components The program is divided into four components, which group together different types of organizations active in the Canadian theatre community. The grouping of organizations allows for more nuanced criteria and requirements and leads to a more profound and in-depth targeted assessment. Multi-year cycle of support 4 years and 2 years The program offers a four-year cycle of support for most applicants in components II, III and IV. For organizations in transition, newly integrated into the program or for which the peer assessment committee or the Theatre Section has concerns and wishes to monitor more closely, the cycle of support is for two years. For all applicants in Component I the cycle of support is for two years, and is not automatically renewed. Ineligible applicants are: Specialized theatre presenters including festivals Multidisciplinary presenters Schools and training centres. Component I: Biennial support for a cycle of production (page 7) This component offers two years of support for a cycle of activities leading to the premiere of at least one original Canadian work. The activities in the cycle can include the coordination of a tour of a previous production, remounts and workshops; however the focus of the cycle must be the premieres of new productions. This component is designed to support theatre artists who have and wish to maintain a light administrative infrastructure, with the option to build partnerships adapted to the exploration and production of artistic projects that need not fit into an ongoing season of activities. The cycle of activities is grounded in exploration and guided by a strong artistic vision, encouraging freedom of ideas, form and content in the proposed activities. Renewal of support in this component is not automatic. This component is not subject to the Fair Notice Policy or the Regular Adjustment Policy. Theatre: Multi-Year Grants to Professional Organizations / 3

4 Program Description (continued) Component II: Support for independent producing companies (page 8) This component offers support for artistic and operational activities for theatre companies that do not have the responsibility of a venue (rehearsal spaces excepted). The cycle can include all the phases of development, production and dissemination. The activities are driven by a vision based on creative vitality and artistic advancement. These companies create a body of work that reflects the vision of its artistic leadership, develops the professional artistic community, and builds a sustained relationship with an audience. Though the companies structure can be light, it must be conceived to enable the companies to maintain and develop ongoing activities. As the number of companies in this component is potentially high and their activities varied, the companies will be grouped to allow for a more nuanced evaluation by the peer assessment committee. They may be grouped by audience (young audience, adult audience or both) or type of dissemination (touring, presentation in one s home market, etc.). Component III: Support for companies with venues, including Production Centres (page 10) This component supports the artistic and operational activities of theatre companies that offer a season of performances in a venue and to companies with a production centre. For companies with Production Centres, one of the eligibility criteria differs but the assessment criteria remain the same. The four-year cycle of support can include all the phases of development, production and dissemination. The activities are driven by a vision based on creative vitality, artistic advancement and collaboration. The programming in these companies can be varied and must demonstrate the links the organization has with artists and other companies in the community through production, presentation and the use of its facility. Through their activities, these companies offer a stimulating environment for the artists in their community and (with the exception of Production Centres) maintain a close, sustained relationship with a continually developing audience. Component IV: Support for Play Development Centres and National Service Organizations (page 13) This component is divided in two: Support for Play Development Centres and Support for National Service Organizations. The component supports a limited number of organizations, and foresees access for organizations whose mandate may have an impact on a national level and is not already covered by other organizations already supported in this program. Support is targeted to those activities that have an impact on the creation, production and dissemination of theatre by professional artists. Theatre: Multi-Year Grants to Professional Organizations / 4

5 Glossary PRODUCTION: a theatre work rehearsed and presented for a series of performances before an audience, on tour or in other dissemination contexts. The following six definitions apply to production: Premiere of an original Canadian work: a theatre production of an unproduced dramatic work (in text form or otherwise) that may already have been published, that the company has developed, designed, rehearsed and produced for a series of performances before an audience. It cannot be a translation or a limited adaptation of an existing theatre work from the classical or contemporary repertoire. Other premieres are included in New Production. New Production: the initial run of a theatre production designed, rehearsed, produced and presented for a series of performances before an audience. The script (in text form or otherwise) can be from the existing repertory (classical or contemporary), or can be the adaptation or translation of an existing work. Remount: when the initial run of a theatre work has closed and the work requires rehearsal before subsequent performances by the company that originally created the work. A production is a remount if the company presents it for a run in the company s home market, otherwise it is a tour. Tour: a series of presentations of a production for which the producing company receives a guaranteed fee. A tour can be local, national or international. Artistic co-production: when a company enters into a partnership, in the spirit of artistic exchange and risk sharing (as reflected in the choice of participating artists) to produce a premiere or new production for a series of performances before an audience. Each of the producing companies in the partnership can count this as their premiere or New Production. Commissions or artistic collaborations are not considered coproductions. Financial co-production: when a company enters into a partnership with other organizations to create a New Production, where the partner(s) provide(s) financial support for the production costs, without influencing the artistic development of the production. Each of the producing companies in the partnership count this work as their production and the company that retains artistic control counts this as their premiere or New Production. Theatre: Multi-Year Grants to Professional Organizations / 5

6 Glossary (continued) DISSEMINATION: the presenting of performances of a theatre work (or a series of performances) for an audience. The following six definitions apply to dissemination activities: Self-presentation: a series of presentations where the costs of dissemination to the public are paid by the producing company. Tour: a series of presentations of a production for which the producing company receives a guaranteed fee. A tour can be local, national or international. Co-presentation: a series of presentations where the costs of dissemination are shared by different partners and the revenues are divided according to the financial agreement between the companies. Co-presentation with services provided: a series of presentations where the costs of dissemination are shared by the different partners and the revenues are divided according to the financial agreement between the companies. This agreement is further enhanced by services provided by the presenting partner (residency, free space and other means of production support, etc.). Hosting: a performance or series of performances where dissemination costs are covered by an organization that pays a fee to the company to present its production. Hosting with services provided: a performance or series of performances where dissemination costs are covered by an organization that pays a fee to the company to present its production. This agreement is further enhanced by services provided by the presenting partner (residency, free space, and other means of production support, etc.). CANADIAN WORK: this includes the creation or remounting of an original Canadian work; a free adaptation of a dramatic or literary work drawn from the Canadian or international repertoire, a collective creation or other forms of theatrical writing that are not text-based. In cases of doubt, the peer assessment committee will be asked to determine if the work in question qualifies as a Canadian work. PRODUCTION CENTRE: a dedicated facility for use by a company and equipped with the necessary infrastructure to develop, rehearse and design the company s productions and possibly present them. The company may occasionally welcome an audience into the facility but does not offer a theatrical or artistic season. The company must own or be responsible for the long term management of the centre. This can include companies which co-own a production centre, but excludes companies in residence. Theatre: Multi-Year Grants to Professional Organizations / 6

7 Component I: Biennial support for a cycle of production Objective Eligibility Assessment Criteria To support a cycle of production and dissemination grounded in exploration and guided by a strong artistic vision. The company: must be incorporated as a non-profit organization must employ professional artists must have as its principal mandate the creation, production and dissemination of theatre works must have received at least one grant from the Theatre Production Project Grants for Established Artists program in the past five years OR have received an operating grant from the Section must have a cycle of work that extends over two years leading to a premiere after which the company must submit a request for a new cycle of production may have a cycle of activities that includes remounts and workshops but must include at least one Premiere of an original Canadian work (see glossary), for which there is a series of public performances. The peer assessment committee will be basing the merit of each eligible application on the following criteria. Please address the weighted criteria below. The key words of each criterion are in bold. The criteria are detailed in a series of questions to guide applicants. You are free to articulate your answers in any format you choose. Artistic (80 percent) Artistic interest of the cycle of production (60 percent) What are the activities of the proposed cycle, and how do they fit into the artistic director s vision and the company s mandate? What is the company s specific approach to the creative process? What motivates the aesthetic choices, including the choice of artistic collaborators? Artistic impact (20 percent) What will be the impact of the proposed project on Canadian theatre practice and its artists (research, originality of the artistic project, plurality of voices, etc.)? Dissemination and Impact (10 percent) Why are the anticipated presentation spaces appropriate to the proposed cycle of production? Who is the target audience and how does the company plan to reach them (communications strategies, tools, partnerships, co-production, copresentation, residency, etc.)? Administration (10 percent) What is the administrative plan for the proposed cycle of production: budgetary balance and viability, diversification of revenues, judicious use and sharing of resources and, if appropriate, description of partnerships (coproduction, co-presentation, residency, etc.)? Theatre: Multi-Year Grants to Professional Organizations / 7

8 Component II: Support for independent producing companies Objective Eligibility Assessment Criteria To support the ongoing artistic and operational activities of professional theatre companies that produce regularly and have a long term vision grounded in artistic advancement and vitality, effective management and an ongoing relationship with audiences. The company: must be incorporated as a non-profit organization must employ professional artists must have as its principal mandate the creation, production and dissemination of theatre productions must not own or be responsible for the long term management of a performance venue, or a production centre (rehearsal spaces excepted); a company can be in residency in a venue, but cannot be responsible for the facility must have received at least one grant from the Theatre Production Project Grants for Established Artists program in the past three years OR have received an operating grant from the Section in the past OR have produced an average of two productions per season in the last five years must produce a minimum of four productions over four years, of which two are Premieres of original Canadian works or New Productions. Other productions can be remounts or tours must sustain an artistic and administrative structure built to support the mandate and mission of the company. The peer assessment committee will be basing the merit of each eligible application on the following criteria. Please address the weighted criteria below. The key words of each criterion are in bold. The criteria are detailed in a series of questions to guide applicants. You are free to articulate your answers in any format you choose. Assessment will be based on the three years of activity preceding the four-year cycle ( ), the projects proposed in the first two years of the upcoming cycle ( ) and the plans for the last two years of the cycle ( ). Artistic (70 percent) Interest of the programming and the ongoing artistic advancement of the company (50 percent) How does the artistic director s vision relate to the company s mandate and further the artistic advancement of the company? For companies that produce theatre for adult audiences and theatre for young audiences, how is this aspect of the programming integrated into the vision of the artistic direction and activities of the company, and what are the particularities that arise? What motivates programming and aesthetic choices, including the choice of artistic collaborators? If applicable, what is the artistic motivation for co-production choices? What are the risks involved in the proposed new productions and premieres of original Canadian work? Theatre: Multi-Year Grants to Professional Organizations / 8

9 Component II: Support for independent producing companies (continued) Assessment Criteria (continued) Artistic impact (20 percent) What is the company s contribution to the vitality and advancement of theatre practice (development of new work, professional development, plurality of voices, outreach, mentorship, residencies, etc.)? Dissemination and Impact (15 percent) Impact of the programming on the company s dissemination possibilities: What are the company s dissemination objectives (in terms of performances, audiences and markets), and what are the strategies, partnerships and tools the company is developing to attain its objectives? Presentation in one s home market (if applicable): Who is the target audience (or audiences), what are the relationships being built to engage this audience and what are the audience development objectives? Why are the anticipated performance spaces appropriate to the proposed programming and targeted audiences? Touring (if applicable) : What is the artistic motivation for touring in Canada and/or abroad? Hosting (if applicable): What is the artistic motivation behind hosting choices and how do these choices contribute to the company s audience development? Administration (15 percent) What is the administrator s vision, how does it serve and support the proposed artistic plan and what is the management structure (administrative resources, umbrella management, etc.)? What is the management plan: budgetary balance and viability, use of financial and human resources and description of partnerships (co-productions, co-presentation, etc.)? How does the company s board of directors contribute to the advancement of the company s objectives? If applicable, describe reserve funds and their intended use (new work, touring vehicles, equipment, etc.) and describe any financial exchanges or obligations maintained with related holding companies, parent companies, or associated foundations. Theatre: Multi-Year Grants to Professional Organizations / 9

10 Component III: Support for companies with venues, including Production Centres Objective Eligibility To support the ongoing artistic and operational activities of theatre companies that are responsible for a facility. These companies produce regularly, have a long term vision and effective management grounded in artistic advancement and vitality, build partnerships in the theatre community, and maintain a close, sustained relationship with a continually developing audience (excepting production centres). The company: must be incorporated as a non-profit organization must employ professional artists must have as its primary mandate the creation, production and dissemination of theatre productions must have received at least one grant from the Theatre Production Project Grants for Established Artists program in the past three years OR have received an operating grant from the Section in the past OR have produced an average of two productions per season in the last five years must own a building or manage one with a long-term lease, or be the principal occupant of a venue for which it is responsible for providing a season, or own or be responsible for the long term management of a production centre must present on an ongoing basis a season of at least three productions in the venue, including at least one premiere of an original Canadian work or one new production, or, for production centres, must produce a minimum of four productions over four seasons, of which two are Premieres of original Canadian works or New Productions. Other productions can be remounts or tours must sustain an artistic and administrative structure built to support the mandate and mission of the company. Not eligible Theatre companies with only a rehearsal space see Component II. Theatre: Multi-Year Grants to Professional Organizations / 10

11 Component III: Support for companies with venues, including Production Centres (continued) Assessment Criteria The peer assessment committee will be basing the merit of each eligible application on the following criteria. Please address the weighted criteria below. The key words of each criterion are in bold. The criteria are detailed in a series of questions to guide applicants. You are free to articulate your answers in any format you choose. Assessment will be based on the three years of activity preceding four-year cycle ( ), the projects proposed in the first two years of the upcoming cycle ( ) and the plans for the last two years of the cycle ( ). Artistic (60 percent) Interest of the programming and the ongoing artistic advancement of the company. (40 percent) How does the artistic director s vision relate to the company s mandate and further the artistic advancement of the company? For companies that produce theatre for adult audiences and theatre for young audiences, how is this aspect of the programming integrated into the vision of the artistic direction and activities of the company, and what are the particularities that arise? What motivates the production and aesthetic choices, including the choice of artistic collaborators? If applicable, what is the artistic motivation behind co-production choices? What are the risks involved in the proposed new productions and premieres of original Canadian works? Artistic impact (10 percent) What is the company s contribution to the vitality and advancement of theatre practice (development of new work, professional development, plurality of voices, outreach, mentorship, residencies, etc.)? Artistic collaborations (10 percent) How does the company ensure that its infrastructure is accessible to the theatre community (co-productions, co-presentations, artistic residencies, mentoring activities, workshops, etc.) and to the artistic community at large (relationship to other arts disciplines, to the community, loans or rentals at favorable rates, partnerships, etc.) If applicable, what are the artistic motivations behind financial coproduction, co-presentation or hosting choices and what are the main points in the partnership agreements (realistic and relevant production revenues and expenses and equitable division thereof, value of services offered, etc.)? Theatre: Multi-Year Grants to Professional Organizations / 11

12 Component III: Support for companies with venues, including Production Centres (continued) Assessment Criteria (continued) Dissemination and Impact: (20 percent) Impact of the programming on the company s dissemination possibilities: What are the company s dissemination objectives (in terms of performances, audiences and market)? Presentation in one s venue (if applicable for production centres): Who is the target audience (or audiences) and what are the strategies, partnerships and tools the company plans to develop to attain these objectives (subscription and single ticket strategies, school groups, etc.)? What are the challenges the company faces in audience development (for example: broadening, engaging or renewing the audience)? Touring (if applicable): What are the plans for touring in Canada and abroad? What are the strategies and tools developed to attain the touring objectives and what are the artistic motivations for these plans? Hosting (if applicable): What is the artistic motivation behind hosting choices and how do they contribute to audience development? Administration (20 percent) What is the administrator s vision and how does it serve and support the proposed artistic plan? What is the management structure and operational model of the company? What is the management plan: budgetary balance and viability, diversification of earned, public and private revenue, use of financial and human resources, physical resources, and partnerships, etc.? How does the board of directors contribute to the advancement of the company s objectives? What is the company s plan to successfully manage the succession process for the artistic and administrative leadership? If applicable, describe reserve funds and their intended use (new work, touring vehicles, equipment, etc.) and describe any financial exchanges or obligations maintained with related holding companies, parent companies, or associated foundations. Theatre: Multi-Year Grants to Professional Organizations / 12

13 Component IV: Support for Play Development Centers and National Service Organizations General Objective Objectives Eligibility To support the activities of a limited number of non-producing national theatre organizations that contribute to the vitality of Canadian professional theatre practice. This component is divided in two: Play Development Centres National Service Organizations Play Development Centres To support the activities of organizations whose primary mandate is the development of new theatre works in a national perspective. Play Development Centres must be incorporated as a non-profit organization must represent, group together and provide services to professional producing structures or professional artists must employ professional artists must have received at least one grant from the Theatre Production Project Grants for Established Artists program in the past three years, OR have received an operating grant from the Section in the past OR have operated as a Play Development Centre for the five preceding seasons with a minimum average of two plays developed by the Centre going on to production by a professional theatre company per year must sustain an artistic and administrative structure built to support the mandate and mission of the company. Theatre: Multi-Year Grants to Professional Organizations / 13

14 Component IV: Support for Play Development Centers and National Service Organizations (continued) Assessment Criteria Play Development Centres The peer assessment committee will be basing the merit of each eligible application on the following criteria. Please address the weighted criteria below. The key words of each criterion are in bold. The criteria are detailed in a series of questions to guide applicants. You are free to articulate your answers in any format you choose. Assessment will be based on the three years of activity preceding four-year cycle ( ), the projects proposed in the first two years of the upcoming cycle ( ) and the plans for the last two years of the cycle ( ). Artistic (50 percent) How does the centre approach the development of new theatre work (dramaturgy, readings, workshop exploration with a director, etc.)? What are the processes and criteria used for establishing the program of activities? How does the centre contribute to the larger development and producing theatre ecology in Canada and/or abroad? How does the centre contribute to the professional development of Canadian theatre artists? Impact (30 percent) How does the centre help build links between primary creators and producers in Canada and/or abroad and what are the outcomes of those links (productions, readings, playwright tours, etc.)? How does the centre promote and distribute artists work? Administration (20 percent) What is the administrator s vision and how does it serve and support the centre s program of artistic activities? What is the management structure and how does it serve this vision (administrative resources, umbrella management, etc.)? What is the management plan: budgetary balance and viability, diversification of revenues, use of financial and human resources and description of partnerships? How does the board of directors contribute to the advancement of the centre s objectives? If applicable, describe the reserve funds and their intended use (new work, maintenance of space, equipment or infrastructure, etc.). Theatre: Multi-Year Grants to Professional Organizations / 14

15 Component IV: Support for Play Development Centers and National Service Organizations (continued) Objectives Eligibility Assessment Criteria National Service Organizations To support a limited number of national organizations that represent and group together stakeholders in the Canadian theatre community. National Service Organizations must be incorporated as a non-profit organization must have as its primary mandate the long-term sustainability and vitality of professional theatre practice members must be professional producing organizations and/or professional artists must have received at least one grant from the Support to Theatre Service Organizations program in the past three years OR have received an operating grant from the Section in the past must have an administrative structure built to meet programming needs. National Service Organizations The peer assessment committee will be basing the merit of each eligible application on the following criteria. Please address the weighted criteria below. The key words of each criterion are in bold. The criteria are detailed in a series of questions to guide applicants. You are free to articulate your answers in any format you choose. Assessment will be based on the three years of activity preceding the four-year cycle ( ), the projects proposed in the first two years of the upcoming cycle ( ) and the plans for the last two years of the cycle ( ). Impact and relevance (70 percent) What is the makeup of the organization s membership and what is its composition from an inclusive national perspective? What is the program of activities and how is it relevant in light of changes influencing the theatre community (forums of discussion, exchange and/or debate, analysis and dissemination of information, plurality of voices, etc.)? How does the organization impact Canadian artists and companies, and their partners? Administration (30 percent) What is the administrative vision and how does it serve and support the organization s mandate? What is the management structure and how does it serve this vision (administrative resources, umbrella administration, etc.)? What is the management plan: budgetary balance and viability, diversification of revenues, use of financial and human resources and description of partnerships, etc.? What is the composition of the Board of Directors and what are the members roles and responsibilities, their contribution to the objectives of the organization? If appropriate, describe reserve funds and their intended use. Theatre: Multi-Year Grants to Professional Organizations / 15

16 ALL COMPONENTS Grant Amount The entry level grant for each of the program s components is $25,000. CADAC Financial and Statistical Reporting For Component I, the grant is a fixed amount of $25,000 per year for each year in the biennial cycle. These grants cannot be used to fund activities that occurred before this program s deadline. After analysing each eligible application, the peer assessment committee establishes a list of priorities basing their recommendations on the program s assessment criteria, contextual analysis provided by the Theatre Section and the availability of funds. All applications to the program are evaluated in a competitive, comparative context and the normal outcome of the peer process is the reallocation of funding resulting from analysis. Peer assessment is a competitive process within which regular adjustments to grant amounts are made. Funding adjustments, increases or decreases, are based on an organization s performance according to the program objectives and assessment criteria. Adjustments also reflect the funds available and the number of applicants competing for those funds. While an increase to a grant amount does not have a maximum, a decrease (as part of the regular peer assessment process for any competition) will not exceed 20 percent. If your organization is successful in obtaining a grant in Components II, III and IV of this program, it will be subject to the Canada Council Fair Notice Policy. The Canada Council for the Arts collects financial and statistical information through a national online database called CADAC (Canadian Arts Data / Données sur les arts au Canada). The CADAC website enables arts organizations applying for operating funding from public funders that are partners in CADAC to submit their financial and statistical information in the same format. Arts organizations that apply for an operating grant at the Canada Council for the Arts are required to use the CADAC Financial Form for Arts Organizations and the CADAC Statistical Form for Arts Organizations to submit the information that is required in Part E of the attached application form. Please go to the CADAC website to access and use these forms. Step-by-step instructions for the process of completing, uploading, and submitting the required information is provided in Part E of the attached application form. Applicants are encouraged to review the following guides at for useful instructions on how to complete both the CADAC Financial and Statistical Forms. CADAC Financial Form for Arts Organizations: CADAC Statistical Form for Arts Organizations: Theatre: Multi-Year Grants to Professional Organizations / 16

17 Assessment of Applications Assessment process Peer evaluation is fundamental to the Canada Council s decision-making process. Eligible applications will be evaluated by a peer assessment committee, composed of experienced individuals who are recognized as professional artists by their peers. Committee members will also be selected with consideration to fair representation of artistic specializations, gender, generations, Aboriginal peoples, people who are Deaf and/or have disabilities and the cultural and regional diversity of Canada. New committees are formed for each competition. Applications in English are submitted to English-language committees for assessment and selection; applications in French are submitted to French-language committees. In collaboration with the Section, the peer assessment committee recommends the value and number of grants for final approval by the Board of the Canada Council, within the budget available. All decisions are final. For further information on this subject, please see Peer Assessment: How the Council makes its decisions, posted on the Canada Council s website. Assessment criteria The committee s recommendations will be based on the relative merit of your proposal in a national competitive context, and on the funds available. Please note that the applications will be evaluated on the criteria within the context of each organization s artistic mission, geographic and artistic environment and their available resources. The committee will also take into consideration the organization s quality of work, history and contribution to the art of theatre. The peer assessment committee takes into consideration, in its deliberations, the production assessments undertaken by independent assessors. Deficit reduction plan It should be noted that the Theatre Section considers that an accumulated deficit representing more than 10 percent of a company s total operating revenue may indicate financial instability. Companies in this situation must provide an explanation and a deficit reduction plan. Funds/reserves normally arise from a surplus and are voted on through a specific motion by the organization s Board of Directors. For example, they can be restricted to facility renovation or construction, equipment purchase or replacement, artistic development projects, or for stabilization purposes or meeting contingencies. There is no maximum to restricted funds. Unrestricted funds may amount to as much as 25 percent of your annual revenues (covering up to three months of operation) without affecting the level of operating support you receive from the Canada Council. If you have an unrestricted fund of more than 25 percent of the total budget, please explain its purpose. Priorities for funding After the applications have been assessed as described above, the assessment committee will list the applications recommended for funding in priority order. Where there are applications of similar merit and there are limited funds for access and increases, the committee will give priority to companies that respond to the Canada Council priorities: Aboriginal, culturally diverse, official language minority and Deaf and/or disability arts; or the Theatre Section s priorities: Theatre for Young Audiences. Theatre: Multi-Year Grants to Professional Organizations / 17

18 Fair Notice The Canada Council is committed to a transparent process whereby performance concerns and substantial funding reductions are conveyed to organizations in a timely manner. Any grant reduction of more than 20 percent requires advance notice as per the Canada Council s Fair Notice Policy and will be applied at the next competition deadline. This policy takes effect when an organization is assessed poorly against the program objectives and assessment criteria and/or the organization s activities change and are no longer consistent with the program objectives. Concerned Status An organization may be placed on Concerned Status if it is experiencing organizational instability (usually financial or administrative in nature). This is a tool to monitor organizational health and to stipulate conditions that need to be satisfied in order for an organization to remain competitive in an operating program. The organization will be notified in writing explaining why they have been placed on Concerned Status and how the organization will be monitored. Theatre: Multi-Year Grants to Professional Organizations / 18

19 ADDITIONAL INFORMATION FOR COMPLETING THE APPLICATION FORM General Information The presentation of your application including Appendices and Budget is of critical importance. You need to allow ample time to complete your request. Peer assessment committee members have a large volume of material to read and limited time to discuss each application. It is important to tell a concise and compelling story of your organization. Ensure that descriptions of proposed plans or projects are supported by solid rationale and evidence of your organization s ability to carry them out. Avoid repetition and statements that are unsubstantiated, reactive or negative. Given the volume of material presented to the peer assessment committee, the clarity, tone and accuracy of your application are very important. Committee members tend to react positively to thoughtful, constructive analysis and negatively to vagueness or defensiveness. Artistic vision should not be confused with programming decisions. Organizations have different ways of describing artistic vision. Generally, it is a compelling interpretation of an organization s mission and mandate. It is an overarching statement by an organization about the art that it makes, and about the role it plays for audiences and within the community. It can be a strategic direction that is challenging and bold and envisions the organization s destination. You may organize the material as you wish, using prose, point form or tables. Make sure that your statement can be easily read and understood by the peer assessment committee members. Keep in mind that you are addressing the committee members rather than the Canada Council program officers. As stewards of an arts organization, the members of the board must be fully aware of the organization s history, raison d être and future directions. The application must be signed by the chairperson or president of the Board of Directors acknowledging their responsibility in ensuring that the artistic vision is carried forward within the organization and the community. Theatre: Multi-Year Grants to Professional Organizations / 19

20 IMPORTANT INFORMATION Processing the Application Application preparation You are responsible for providing all the information and support material requested. Submit only the material requested. Extra material will not be shown to the peer assessment committee. The Canada Council is not responsible for the loss or damage of material submitted. It is important to inform the Canada Council of any changes to your contact details. All the documents requested and the application form must be submitted: printed on one side only on separate sheets of white paper (letter format, 8½ x 11 inches) with a black font size of 11 points or larger with paper clips (documents cannot be bound, placed under plastic or stapled). Avoid unusual formatting as it can make documents hard to read. Acknowledgement of receipt The Canada Council for the Arts will send you a notice acknowledging that your application has been received. It does not confirm that your application is eligible. The Canada Council will make decisions about your eligibility based on the information you provide in your application. If your application is ineligible, you will be informed approximately 12 weeks after the deadline. Only eligible applications will be submitted to the peer assessment committee. Response time You will be informed of the result of your application by mail after the spring meeting of the Canada Council s Board of Directors, approximately six months after the application deadline. The Canada Council does not release results by telephone or . Personal Information The Privacy Act gives individuals the right to access and request correction of personal information about themselves. The Canada Council will protect personal information as required by the Privacy Act. The information will be stored in a series of Canada Council data banks described in Info Source, a government publication that is available on the Internet. All other information may be accessible to others under the Access to Information Act. The Canada Council for the Arts may share information related to applications and awards with officials in other arts and cultural industry funding agencies, on a confidential basis, to assist with program planning and evaluation. Theatre: Multi-Year Grants to Professional Organizations / 20

21 Grant Terms and Conditions If your application is successful, the terms and conditions will be outlined in the grant notification letter. These are some of the conditions: Grant payment Grants will be paid in two installments per year (subject to the Canada Council s internal calendar for funding distribution). The first installment will be paid upon receipt of the signed grant acknowledgement form and after you have satisfied any conditions that are described in your grant notification letter. Should its parliamentary appropriation be reduced, the Canada Council may adjust funding commitments in a multi-year cycle. The Canada Council reserves the right to: Redistribute, delay or suspend payments if your organization does not carry out its planned program of activities; undergoes major changes in artistic and/or administrative direction; or does not meet its obligations as a grant recipient, including the requirement to submit regular reports to the Canada Council and comply with the acknowledgement policy. Decrease the allocated grant amount at any time if the Canada Council s or the Theatre Section s program budget is reduced; if the organization shows a significant reduction in the artistic quality of its productions or its financial and administrative performance, or if the organization is in significant difficulty and does not follow up on specific recommendations of the peer assessment committee or the Theatre Section. Audit policy The Canada Council reserve the right to conduct periodic audits with applicant organizations regarding the information provided to prove their eligibility, supporting documents or any other conditions pertaining to grant allocation. Acknowledgement of Canada Council for the Arts support You must acknowledge the support of the Canada Council for the Arts in all promotional material associated with the grant. Details about the acknowledgement policy will be included with the grant notification letter. Final report Your next application will serve as the final report for this grant. A final report for this grant will be required. Theatre: Multi-Year Grants to Professional Organizations / 21

22 Theatre: Multi-Year Grants to Professional Organizations The Canada Council for the Arts requires only one copy of the application form. Type or print in black ink. Do not bind your completed application form (in other words, do not use spiral binding, mount it in plastic, staple it, etc.) If you are completing the form on a computer, use the following format. PART A1 IDENTIFICATION OF THE APPLICANT Registered/legal name of applicant organization: Name of organization to receive the grant (if different from registered/legal name): Permanent address: Address (if different from permanent address): Street address and suite number Street address and suite number City City Province or territory Postal code Province or territory Postal code Telephone Fax Telephone Fax Website Website PART A2 CADAC ID Please provide your CADAC ID below: CADAC ID: Note: Go to the CADAC (Canadian Arts Data/Données sur les arts au Canada) website at to register your organization. You will receive your CADAC ID through an confirmation from CADAC. You must indicate this number above or your application will be considered incomplete. PART A3 AMOUNT REQUESTED (check one component) Component I: $25,000 / per year for a two-year cycle ( and ) Component II: $ / per year for a four-year cycle ( , , and ) Component III: $ / per year for a four-year cycle ( , , and ) Component IV: $ / per year for a four-year cycle ( , , and ) We are also submitting, under separate cover, an application to the 1 March 2013 Theatre Production Project Grants competition. We understand that if we receive support from the Theatre: Multi-Year Grants to Professional Organizations program, our project grant application will not be brought to the Production Project Grants peer assessment committee. Personal information collected on this form will be stored in the Personal Information Bank for the appropriate program. PROTECTED WHEN COMPLETED THFO1E 11-12