CITY OF GREATER GEELONG COMMUNITY FESTIVALS GRANTS (Triennial) PART 1: FESTIVAL ASSESSMENT

ATTACHMENT 6 CITY OF GREATER GEELONG COMMUNITY FESTIVALS GRANTS (Triennial) PART 1: FESTIVAL ASSESSMENT FESTIVAL NAME: NUMBER OF YEARS FESTIVAL HAS BEEN HELD: NAME OF APPLICANT: PLEASE READ GUIDELINES AND COMPLETE THE ATTACHED APPLICATION FORM, THEN COMPLETE THE FOLLOWING CHECKLIST: Have you: Contacted the Arts & Culture Department to discuss your submission? (Essential.) Read the Grant Guidelines? Provided the relevant ABN and GST details of your group? Provided a Certificate of Currency for your Public Liability Insurance? Contacted Council s Events Unit (for events taking place on Council-owned property)? Provided copies of any approvals and/or permits from relevant property owners? Completed the Budget Section? Acquitted any previous City of Greater Geelong grants? COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 1 of 11

COMMUNITY FESTIVALS GRANTS (Triennial) SECTION 1: GUIDELINES What Is The Community Festivals Grants Program? The City of Greater Geelong is a municipality with great cultural strengths. Council is working to build on these strengths, and position the City of Greater Geelong as an exciting cultural centre of innovation and excellence. The Community Festivals Grants Program aims to strengthen community festival activities across the municipality and in doing so, celebrate the diverse and unique communities within the City of Greater Geelong. The Program is available to groups seeking to develop small to moderate sized festivals which celebrate local or community identity, provide a diverse range of arts activities in accessible locations, and enrich the cultural life of the Geelong community. Three categories of Community Festival grants are available: 1. Community Festivals (One-off) This grant supports festival-type events that feature a diverse arts and cultural program, but that only occur once, such as a major 100 th anniversary celebration for a historical building. 2. Community Festivals (Development) This grant provides seed funding for new and emerging festivals which plan to continue to develop and/or grow. Festivals may re-apply annually as often as desired. 3. Community Festivals (Triennial) This Triennial funding agreement provides support for wellestablished community festivals which have demonstrated strong potential to develop and/or grow. To qualify, the festival must have a proven track record of at least three successful years of operation, and demonstrate sound community development principles in planning, participation and provision of arts and cultural opportunities. Is Your Event A Community Festival? It is important to ensure that your event is a Community Festival as opposed to an arts project or major event. For the purposes of this program, a Community Festival is defined as: Primarily focused on meeting the cultural needs of the local community rather than a non-local audience. Celebrates local identity and uniqueness of place. Provides opportunities for community arts and cultural development. Offers a diverse range of cultural experiences and activities. Utilises space in a creative or different manner than that intended as its primary purpose eg. parks or a foreshore. Community participation is evident in the planning process. Is widely accessible and able to attract a broad range of participation and attendance. Who Can Apply for Triennial Funding? Festivals with a successful track record of 3 or more years. Incorporated (or those deemed to hold a similar legal status) not-for-profit community groups and organisations. Nonincorporated groups may apply if they have an auspice. (See Page 3 for further details.) If you have received funds from Council previously, you must ensure that you have spent the funds in accordance with the purpose for which the funds were provided (and as per the terms outlined in the Funding Agreement). You will need to have returned appropriate Evaluation documentation to Council to show that this has occurred to ensure that you are considered eligible to receive any further funds. You will also need to ensure that your organisation has no outstanding debts or is in arrears to the City of Greater Geelong to be considered for funding. How Much Can You Apply For? The Program has a total allocation of $100,000 per year, to be shared between community festivals in all three categories. In the interest of ensuring funds are available annually for new and emerging festivals, limited triennial agreements are available. Amounts available to Triennial applicants are determined by the scope and capacity of the festival, and the degree to which it demonstrates excellence in community cultural development principles. As an indication, previous applicants have received allocations ranging between $24,000 and $45,000 across three years. You may also apply for lower amounts. The number of other festivals currently in receipt of triennial funding will also influence the availability of funds in the program Triennial Agreements will be subject to annual review. Continued funding is conditional on meeting KPIs. When Can You Apply? Applications for Part 1 open 1 st July 2010 and close midnight 31 st July 2011. No extensions will be allowed for late applications. How Do You Apply? All prospective applicants must contact Arts & Culture Department on 5272 4878 to arrange an appointment to discuss their application prior to submission. Applicants who do not contact the Arts & Culture Department prior to submission will be deemed ineligible. PART 1 will be by online submission only. Eligible festivals may apply during the annual July grant round. Successful applicants will be announced in early September. These applicants will be invited to submit PARTS 2 and 3 in September 2011. Triennial Submissions are based on a business case model. Successful applicants will develop Key Performance Indictors in consultation with the Arts & Culture Department. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 2 of 11

COMMUNITY FESTIVALS GRANTS (Triennial) SECTION 1: GUIDELINES What Can Be Funded Under This Program? Small to moderate sized festivals with an arts and culture focus held within the Greater Geelong municipality will be considered for triennial funding if they have demonstrated a strong track record of successful operation for a minimum of three years. It should be noted that community festivals do not automatically qualify for triennial funding after three years of operation they must demonstrate exemplary principles of project management, arts programming and community cultural development. Triennial grants can be allocated to a range of items, including: Cost of development of professional Business Plans pertaining to the development for your event Innovative activities not currently being presented as part of the festival. Artist fees eg. Musicians, Artistic Director etc Expenses incurred for the provision of workshops Materials for art installations, performance art etc Venue hire (for the period of the event i.e. not ongoing) Equipment rental essential to the festival program Advertising and promotional expenses Food items, where provision of this food is integral to the cultural significance of the program eg. Cross-cultural learning through provision of an international cooking class. Community engagement activities for research purposes What will NOT be Funded? Festivals activities that have been completed prior to the grant application being acknowledged as successful (to ensure community organisations do not place themselves at financial risk). Planning or preparation activities that do not require expenditure or commitment of funds are acceptable. Festivals or events which will commit future Council funds to ongoing operational funding beyond the triennial agreement. Core business costs associated with the running of the festival organisation and its everyday functions (including staff salaries and wages). Festivals whose primary participants or target audience is core business (e.g. school event, where primary target audience is students/parents) A concert or series of performances to be held in a theatre or outdoor venue. (May be eligible under Arts Grants Program.) Events held outside City of Greater Geelong municipality. Competition prizes, awards or fundraising donations. Catering costs where provision of food is not considered integral to the cultural nature of the project (eg. Food and drink provided at a launch event). Changes to Project Prior to Completion Funds are allocated on the basis of project descriptions provided in PART 1, on the assumption that the event will be delivered as described. If you plan to substantially alter the nature of your event, change dates of delivery, cancel the event, or if grant funds cannot be expended within 12 months, or if you are unable to meet KPIs, you should contact the Arts & Culture Department immediately to request approval for changes, or to arrange to return grant funds if the event is not going to go ahead. What is an Auspice? If your group is not incorporated or a similar legal entity, you may wish to appoint an incorporated body to manage your application on your behalf. The auspice s role includes managing funds on behalf of an unincorporated group and is legally responsible to manage the funds in accordance with the Funding Agreement. Auspice organisations are advised to read the Grant Conditions and Funding Agreement to ensure that they fully understand their responsibility prior to signing. Contact the Arts & Culture Department on 5272 4703 if you are unsure as to whether you need to appoint an Auspice. Project Evaluation Allocated funds must be expended within 12 months of receiving the funding, unless otherwise negotiated, and must be allocated as indicated in the event budget. To be eligible for triennial funding to continue throughout the life of your Agreement, and to be eligible for future triennial funding submissions, you must provide evidence of the ongoing growth of your event through the annual submission of Project Update Reports in the first and second years, and a Final Evaluation Report in the third year, in accordance with the dates identified in the Milestone Schedule that will is provided in the Milestones and Reporting document. Any profit must be used in the group s ongoing running costs Random Audits As part of the Evaluation process, randomly selected projects may be required to provide additional detail of expenditure to improve project accountability. Council officers may request meetings with the Applicant to check progress during the period of the activity, or undertake an independent audit of financial records of the Applicant. Accurate financial records must be maintained and made available to the staff of Council in the event of any further audit by Council into the use of the grant. Privacy Information The personal information on the Community Arts Grants Application Form is collected by Council for the primary purpose of processing your grant application. Should you wish to access this information, you may contact Council on 5272 5272. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 3 of 11

COMMUNITY FESTIVALS GRANTS (Triennial) SECTION 1: GUIDELINES OTHER FUNDING OPPORTUNITIES AT CITY OF GREATER GEELONG It is important to ensure that you have chosen the correct grant program for your project. Council offers a variety of funding programs aimed at assisting the community with specific activities. In addition to the Community Festivals Grants Program, the City of Greater Geelong provides the following other funding opportunities to support its community: Community Arts Grants (Arts Project) The Community Arts Grants Program aims to support the initiation, development and delivery of quality arts projects, enriching the cultural fabric of the Geelong region and maximising community participation in local arts activity. The program is structured to enable a wide range of arts and cultural groups to obtain a share of the grant funds for a varied range of projects spanning all arts genres.. Eligible organisations may apply for activities that will take place within the Greater Geelong municipality, and which demonstrate benefit to the cultural life of the Geelong community. The program is advertised once per financial year, usually in July, and applications are accepted within specified timelines. Interested parties are required to meet with the Arts & Culture Department prior to submitting an application. Further details are available at www.geelongaustralia.com.au or by contacting the Arts & Culture Department on 5272 4703. Community Arts Grants (Professional Development) Professional Development Grants of up to $1,000 are available all year round, subject to availability of funds. Professional artists who reside permanently within the Greater Geelong municipality may apply at any time to finance selected cultural development activities, including, but not limited to, reimbursement of travel costs or registration fees for cultural conferences, programs, mentorships or other arts education activities for individuals. Further details are available at www.geelongaustralia.com.au or by contacting the Arts & Culture Department on 5272 4703. Community Arts Grants (Biennial) This biennial grant category provides a more substantial level of funding for the development of large-scale arts projects with one or more phases of activity that span across a two-year period. Grants of up to $12,000, disbursed across two years (max $6,000 per year), will be available to successful applicants. Community Arts Grants (Quick Response) The Community Arts Grants (Quick Response) supports urgent arts projects whose timelines prevent the applicant from applying within the major Community Arts and Community Festivals Grants program application period occurring annually in July. Applicants must provide a legitimate reason as to why the application could not take place within the timelines of the major annual funding round, and why funding is necessary at short notice (eg. project was devised at short notice to support an environmental disaster relief concert program). Councillor Community Grants Program The Councillor Community Grants Program is offered to assist not-for-profit community organisations in providing opportunities that benefit the wider Geelong community and help in achieving goals and outcomes consistent with Council s objectives. The program aims to provide an opportunity for a wide range of groups to obtain a share of the grant funds for a varied range of projects. Applications to assist in the establishment of new projects are encouraged. Eligible organisations may apply for either Ward-based or Municipal-wide activities that demonstrate benefit to the Geelong community. The Program has an allocation of $240,000 (per financial year) that is divided into the 12 Council Wards. This equates to an allocation of $20,000 per Ward which is available to expend on groups who apply and are eligible under this grant program. Generally grants are awarded for amounts up to $2,500. Victorian Seniors Festival Grant Program The Senior Citizens Festival in Geelong is a month-long celebration and acknowledgment of the important contribution that senior citizens make in our community. Grants are available for amounts of up to $400 for activities that take place during Seniors Week. The program is advertised once per financial year and applications are accepted within specified timelines. Eligible groups are required to meet the grant guidelines and complete an application which is available via the City's website at www.geelongaustralia.com.au or by contacting Council s Health Promotions Officer Aged & Disability Services Unit on 5272 5272. Bis-Sport Funding This small grant fund (for amounts between $100 to $1,500) is for Individual sports people over 12 years of age who are participating in regional, state and national sporting events or competitions. Funds can be used to assist participants with costs associated with: accommodation; travel; uniforms; special coaching activities; and special equipment etc. Applicants must conform to the grant guidelines and complete an application form. Further information can be obtained by contacting the Barwon Sports Academy on 5224 9110. Geelong Major Events Funding (GME) GME aims to develop a broad range of major events in the region by providing financial support to organisations delivering high quality, large scale events. Applications for funding will be accepted throughout the year but should be made at least four months prior to the proposed event. Further details are available via the City's website at www.geelongaustralia.com.au or by contacting Council s Events & Marketing Services Unit on 5272 5272. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 4 of 11

COMMUNITY FESTIVALS GRANTS (Triennial) SECTION 1: GUIDELINES Swim Sport and Leisure Sponsorship (Inkind Support) The City of Greater Geelong s Swim Sport and Leisure Centres provide services to Geelong s community with a wide range of programs and facilities available. Swim Sport and Leisure Sponsorship looks at investing in a number of opportunities that reflect our vision, corporate values and program initiatives. Contact the City s Swim Sport and Leisure Unit on 5272 5272 for further information regarding sponsorship opportunities and how to apply. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 5 of 11

COMMUNITY FESTIVALS GRANTS (Triennial) SECTION 2: Application Form CONTACT DETAILS OF ORGANISATION UNDERTAKING THE PROJECT: Name of Group or Organisation CONTACT DETAILS OF AUSPICE* ORGANISATION IF APPLICABLE: * For clarification, please refer to Grant Guidelines Name of Auspice Organisation Street address Phone number of Organisation Postcode: Address (please include postal address for correspondence) Postal address Postcode: Postcode: Contact person of Auspice Organisation Phone number of Organisation Contact person s title in Auspice Organisation Contact person s name Contact person of Auspice Organisation s phone numbers: Contact person s title in Organisation Business hours number After hours number Contact person s phone numbers: Mobile number Business hours number Mobile number After hours number Email contact Email contact COMMUNITY FESTIVALS GRANTS (Triennial) (6/2010) PAGE 6 of 11

ELIGIBILITY nb. Please complete ALL questions. 1. Legal And Taxation Requirements (a) Incorporation Number of Organisation* 4. Other Funding (a) Have you entered into a funding agreement or discussion regarding this event with any other City of Greater Geelong Department or Councillor? No Yes If yes, please provide details below. * nb. Only Incorporated Not-For-Profit groups, or those with an Auspice (refer previous section) can receive funds. (b) ABN (Australian Business Number) of the Organisation If you do not have an ABN, have you included a Statement by a Supplier Form with this application? (b) Have you received any funding from the City of Greater Geelong, for any other project In the last 18 months? Yes No If Yes, please proceed to Question 1(c) Please be aware that If you do not provide either an ABN or a Statement by a Supplier Form, Council is obliged to send 48.5% of your allocation directly to the Australian Tax Office (ATO). Statement by a Supplier Forms can be obtained from the Australian Tax Office. No Yes If yes, please provide details below. (b)(i) Name or nature of Council Funding Program (b)(ii) Name of Project funded (c) Are you Registered for the GST? No Yes If you are registered for the GST and you are allocated funds, Council will pay an additional 10% to accommodate the GST. 2. Capital Works & Equipment Does your proposed project involve one or more of the following? Building or renovations/ refurbishment works to the inside or outside of a building? Purchase (not hire) of equipment eg. sound equipment, instruments, mobile staging, indoor or outdoor venue amenities such as shade sails, air conditioners etc? Alterations/renovations to any outdoor spaces such as playgrounds, sporting grounds, parks or reserves etc? No If No, please proceed to Question 3 Yes 3. Insurance If Yes, your project is ineligible for funding under this program. Have you included a Certificate of Currency for Public Liability Insurance with this application? Yes If Yes, please proceed to Question 4 No If No, your project is ineligible for funding under this program.* * nb. Where insurance is not in place, Regional Arts Victoria (RAV) can provide recommendations for affordable cover for artists. RAV can be contacted on (b)(iii) Amount Received $ (b)(iv) Have you returned an Evaluation Report to the City of Greater Geelong regarding your previous funding?* No Yes *nb. If an Evaluation Report has not been received by Council for a previous project, any future projects will not be eligible for funding. 5. Ownership* and Permits (a) Who owns the facility where the event will take place? (b) Who manages this facility? (c) Has the owner/manager provided you with approval to undertake the project in this facility? No Yes (d) Have you attached a copy of the relevant approvals/ permits documentation from the management and/or owner of the property (required). No Yes (e) Have you contacted Council s Events Unit on 5272 4214 to arrange to submit appropriate Event Application Forms? No Yes COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 7 of 11

FESTIVAL DETAILS 1 Festival Summary (a) Festival Title (b) Describe your festival in 50 words or less: 2 Festival History (a) Describe the major developments or new components that have occurred in each of the previous three years that the festival has been produced: (c) Where does your festival take place? (b) Please advise of any other avenues you have investigated to assist with the funding of your festival: (d) When does the festival take place annually? Planning: From To Public Outcome: From To (e) What demographic groups typically attend your festival? 3 Festival Vision (a) What makes your festival important, unique or relevant? (f) How many local artists work on the festival each year? (g) How many of these artists are paid? (h) How many volunteers work on the festival each year? (b) Describe how you would use an increased level of funding to develop, innovate or improve your event: (i) How many community organisations are involved? (j) How many local businesses are involved? (k) How many times has your event occurred? COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 8 of 11

FESTIVAL DETAILS 4 Festival Outcomes Please explain how your festival and its planning processes respond to the following opportunities: (a) Strengthening local identity or cultural life (e) Environmental issues, such as energy use and greenhouse emissions, water use, waste & recycling, sustainable travel, natural environment, or awareness of human-nature relationships (f) Encouraging skills development (b) Building or strengthening community (c) Improving access to arts and culture for disadvantaged groups eg. people with disabilities or non-english-speaking backgrounds, low income earners, elderly people etc. 5 Festival Management (a) List key people/management structure of the festival, and any relevant skills held. (d) Creating paid employment for artists and the broader community. (b) Describe the way in which volunteers are sourced, engaged and used in the management of the event. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 9 of 11

BUDGET AND MARKETING PLAN Please detail the cost of running your festival (single year of operation) by completing the Budget section below: INCOME Please list ALL sources of income Nb. Show which income sources are already confirmed by placing an (X) next to these items. EXPENDITURE Please list ALL project costs, and attach quotes from suppliers/contractors. Nb. Show where you plan to allocate the grant funds by placing an (X) next to these items. City of Greater Geelong Community Arts Grant amount requested (do not list more than $6,000*) $ Artist Fees $ Other Grants (specify organisation/s) $ Materials $ Sponsorship and cash donations $ Marketing and Promotion $ Entry Fees (based on $ per head) $ Equipment $ Sale of product or merchandise $ Project Administration $ In-kind (also to be detailed below) $ Other (specify) $ Other (specify) $ Contingency $ TOTAL INCOME** $ TOTAL EXPENDITURE** $ * Successful festivals may be offered more than the requested amount. However, if Triennial application is unsuccessful, this application may be considered for funding under the Community Festivals (Development) stream, which has a cap of $6,000. Therefore, budget requests may not exceed $6,000. **Nb. Total Income MUST equal Total Expenditure In kind (non-cash) Summary: In addition to listing all In-kind items on both sides of the Budget section above, please also provide a summary breakdown of the estimated value of the In-kind contributions to the project (ie the voluntary services, in-kind services or donated goods) in the table below. nb. $10 per hour is a suggested figure to use when estimating voluntary labour costs. Description of In-kind Contribution eg: how much volunteer time has been spent on this project, or list of goods or services provided at no cost to the project, such as use of a venue, photocopying costs etc. Amount $ Volunteer labour (please detail) Goods (please detail) Services (please detail) Other (specify) Total Contribution $ COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 10 of 11

BUDGET AND MARKETING PLAN ARTS & CULTURAL PROGRAM List the key elements of the festival s arts and culture program. eg. Sculpture exhibition, buskers, jazz concert etc. If this has substantially varied on an annual basis, provide a list of key elements for each year. MARKETING PLAN Please list the key promotional strategies you will employ eg. brochures, newspapers, radio, direct mail, launch etc. Please also provide the dates when these strategies will be utilised. Need any help completing your application? Please contact the Arts & Culture Department on 5272 4703 who can provide you with assistance and further information about your application and this program. COMMUNITY FESTIVALS GRANTS (Triennial) PART 1 (6/2011) PAGE 11 of 11