ARTS COUNCIL OF NORTHERN IRELAND NATIONAL LOTTERY FUND INTERCULTURAL ARTS GRANTS PROGRAMME GUIDANCE NOTES Application round Deadline for Receipt of Decisions opens applications 24 February 2014 4pm, 3 April 2014 June 2014 Copies of these Guidance Notes and Application Form are available to download at www.artscouncil-ni.org. If you require information on any aspect of the programme please contact the Participatory Arts Team on 028 9038 5200 or e-mail ldevlin@artscouncil-ni.org Page 1
Guidance Notes Please read these notes carefully before completing the application form February 2014 Introduction Improving relationships between and within communities and building a shared and better future for everyone, is a vital element of the Arts Council s vision, which is to place the arts at the heart of life in Northern Ireland. That vision applies to everyone. It is absolutely inclusive and means ensuring that everyone living here - regardless of social, economic, community or ethnic background - has the opportunity to access and engage fully with the arts, and enjoy the many benefits of doing so. As part of its Intercultural Arts Strategy, this 3-year Intercultural Arts Grants programme, launched in May 2012, aims to provide opportunities for minority ethnic communities across Northern Ireland to access the arts; and use artistic activities as a creative vehicle in which to explore and highlight social issues that impede access and participation in the arts. Projects for this programme will be targeted, locally tailored and informed by the social issues identified within the strategy. Projects will demonstrate clear linkage with the key strategic themes of the programme identified below. A copy of the Arts Council s Intercultural Arts Strategy can be obtained from the Council s website: http://www.artscouncil-ni.org The Intercultural Arts Grants programme will support meaningful collaboration between ethnic minority communities and artists. Applications to the programme will have to demonstrate that the proposed project is informed by consultation with the target group. We are looking for high quality and exciting participant-led arts projects that meet the strategic themes of the programme. Artist-led interventions can take many different forms- through music, visual arts (public art, sculpture, craft etc), performing arts (theatre, dance, carnival, circus arts) and literary arts (poetry, playwriting, short stories and so on). The list is not intended to be prescriptive. Page 2
Strategic Themes The Arts Council proposes to meet the creative and social needs of minority ethnic communities through a set of strategic themes: 1. Intercultural Engagement Promoting exchanges between different cultural groups within society 2. Development of the Minority Ethnic Arts Infrastructure Develop collaborative working, through arts and cultural activity between new and existing communities 3. Using the arts to develop community cohesion Working to promote cohesion and integration for a shared and better future for all 4. Using the arts to increase awareness of diversity Develop understanding of the diversity that exists in Northern Ireland 5. Development of programmes that use the arts to develop Good Relations Working to develop good relations between new and existing communities in Northern Ireland 6. Using the arts as a vehicle to tackle racism Working to tackle racism between new and existing communities in Northern Ireland A copy of the Arts Council s Intercultural Arts Strategy can be obtained from the Council website: http://www.artscouncil-ni.org Applications must state how the proposal responds to one or more of these themes. Who can apply? The programme is aimed at constituted community and voluntary groups working at a local level with minority ethnic communities. Who cannot apply? Individuals Arts Organisations Organisations with statutory obligations to provide services for Minority Ethnic Communities Broadcasters (excluding community service broadcasters) Local Authorities Central Government Departments Page 3
How much can you apply for? Grants from 500 to 10,000 are available. You can apply for up to 100% of the eligible costs of the project. What you can apply for (These are examples only) Projects and events Commissions and productions Artists fees up to 35 per hour or a maximum of 150 per day for workshop-based activity. Artists /volunteers /essential administrative travel expenses within Northern Ireland at 25.7p per mile Venue hire for workshops Language translation costs Materials/equipment Equipment hire Publicity and marketing costs Co-ordination costs (Which are not already part of an existing salary) Premium payment costs any additional costs you are likely to incur through the involvement of Section 75 groups, e.g. carers costs, visual aids (e.g. Braille), sign language and hearing assistance. Note: these costs must be accounted for separately and will be paid retrospectively at the end of the project. What you cannot apply for Retrospective events Party political and religious activities Travel outside Northern Ireland Excursions Tickets to attend events Overhead Costs (exceptional circumstances may be considered in a small number of cases). Activities that are not arts related Fees for non arts-based courses Fees for further or higher education courses at third level Ongoing building maintenance costs Web site design and upkeep Building design (architecture) Fundraising events Activities or events which duplicate what already exists Catering/hospitality Page 4
What are the criteria for decision making? The Council will assess your project against the following criteria: Criterion 1: Strategic impact Criterion 2: Partnership working Criterion 3: Quality of arts activities planned Criterion 4: Organisational and Project Viability Your project must meet ALL the above criteria. It is very important that you think carefully about how your project satisfies each criterion and use the application form to demonstrate this. Criterion 1 Strategic Impact: You should indicate how your project links to one or more of the identified themes of this programme as detailed on Page 3 above. Criterion 2 Partnership Working: Your project should have the widest possible support of your local community and the maximum possible impact. You should provide any evidence you have that there is a demand for your project, e.g. letters of support, market research, evaluation of previous projects. You need to give careful consideration to the way in which your project is organised and presented so that it provides access to people from all sections of society and builds community cohesion. You need to show that you are committed to working in partnership with relevant organisations in order to meet the strategic themes of this programme. Criterion 3 - Quality of Arts Activity: You will need to demonstrate that the artists or facilitators involved in your project have relevant experience, achievement or ability to deliver the project to the target group. This should include CV s including names, skills and experience of artists and the other main people who will be involved in the project. If you have not identified artists we can support you in doing this by providing guidance on where to source artists and arts organisations. Artists involved in the delivery of the project may be required to attend an information session on the programme. Criterion 4 - Organisational and Project Viability: You need to tell us about any plans you have already made and how you will manage and carry out the activity to achieve its aims. You need to show how you will manage the main stages of your project and what each stage contains. You have to demonstrate that your project represents good value for money and show what financial control systems you have in place to make sure that money is spent wisely. Page 5
Assessment and Decision Making Process Once we have received your completed application we will acknowledge this in writing and you will be given a unique reference number. The application will be assigned to a Community Arts Officer who will be responsible for the assessment process. You may be contacted for additional information following the initial checking of the application. A decision will be made through a moderation process. Moderation is the name given to the meeting of Directors, Arts Development Officers and Assistant Arts Development Officers to decide/ make recommendations on which applications should be funded and to what level. We aim to inform you of our final decision within 3 months of the closing date. If you are unsuccessful you will receive a letter outlining the reasons for the decision. If successful you will receive a letter of offer setting out the conditions attached to the offer. Please note: Your project cannot start until after you have received the Letter of Offer. Depending on the level of funds available, it may not be possible to support all applications which simply meet the relevant criteria. Under such circumstances applications, which, in the opinion of the Arts Council, best meet the criteria will be successful. Projects will receive the grant in instalments, which will be set out in the letter of offer. Page 6
Complaints Procedure You can make your complaint in whatever form is most convenient to you. You can telephone and speak to the appropriate member of staff. If you do not know who you should talk to, our Receptionist will help. Alternatively you can write to, fax or email the Complaints Administrator at: Arts Council of Northern Ireland MacNeice House 77 Malone Road Belfast BT9 6AQ Tel: 028-9038 5200 Email: complaints@artscouncil-ni.gov.uk Further information is available at http://www.artscouncil-ni.org/other/complaints.htm Page 7
Frequently Asked Questions 1. Who can apply to this scheme? The programme is aimed at constituted community and voluntary groups working at a local level with minority ethnic communities. Individuals are not eligible to apply to this programme. 2. How much can I apply for? Grants from 500 to 10,000 are available. You can apply for up to 100% of the eligible costs of the project. 3. Can I apply for more than 10,000? No, the maximum award is 10,000. The total costs of your project may be more than 10,000 but the council will not make grants of more than 10,000. 4. When will I get a decision on my application? We aim to inform you of our final decision within 3 months of the closing date of the programme. Please note that if you fail to meet our requests for further information this will delay our decision. 5. Who can help me with queries concerning completion of the application form? The Arts Council s Community Arts Development Officers will be available to answer queries concerning completion of the application form and guidance on contacting artists. 6. Do artists have to be involved in my project? Yes. Artists and/or arts organisations must be involved in all projects. The Arts Council s Community Arts Development Officers can provide advice on how to access artists. 7. How do I buy services? You will need to seek minimum of two quotations (fax or email confirmation should be obtained) for supplies and services up to 1,500 in value (inc VAT); 4 selected tenders for supplies and services between 1,500 and 10,000 in value (inc Vat); 5 selected tenders for supplies and services between 10,000 and 30,000 in value (inc Vat). This requirement does not include contracting artists to carry out workshops or give performances. The Arts Council of Northern Ireland reserves the rights to examine all paperwork to verify compliance with this condition. 8. What is a Premium Payment? A payment of up to 3,000 is available for successful applicants who can clearly demonstrate that additional costs are associated with the delivery of their project for people with particular needs as defined under Section 75 of The Northern Ireland Act 1998. This payment must be accounted for separately and will be paid retrospectively at the end of the project on detailed evidence of expenditure. Under this programme, Language and Interpretation costs are considered core to the programme and do not fall into the Premium Payment category. Page 8
9. Do I have to evaluate my project? Yes, all projects receiving funding under this scheme will be required to report on their activity. All grant recipients will be required to submit monitoring information at the midpoint and end of the project. 10. What if I don t have an Equality Policy/ Statement? We can supply you with a sample Equal Opportunities Statement but it must be formally adopted by your organisation and you must provide us with evidence of this. 11. Do I have to meet all of the Strategic Themes of this programme? Your application should meet at least one of the stated themes. 12. Can I submit an application by email, on disk or by fax? No. 13. Why does the Chair or a Committee member of the organisation have to sign the form? The Chair or a Committee member has to sign the application so that we have evidence that the application has been properly approved by the management committee. 14. How should I describe my project? On the application form you should describe your project in no less than 50 and no more than 200 words. For all projects you must attach a full description which must contain; Start and finish dates of the project; Locations of all events within the project; Names of artists, tutors, facilitators (if known) for each event or project; OR details of the process you intend to use to select the artists or and arts provider/arts organisation. Projected participation including numbers and age ranges and whether they will actively participate or will be an audience for a final presentation; For organisations whose programme includes the production of artistic material (journals, magazines, or books, film, CD, or other media) a list of titles with print run and projected sales. Such organisations should also document promotional events associated with these materials (launches, readings, viewings, etc.); Name of Project Manager for each major element, along with experience statement. Details of any preparatory work you have already done, e.g. pilot programme Discussions with possible participants and level of community support Details of any premium payment services you intend to deliver (for section 75 groups), including a rationale for providing the service, types and costs of services and numbers of people involved Detailed budget including a breakdown for any single budget line over 1,000 Page 9