1 Project & Development Grants Information for applicants This package contains the following important information: An overview of Carclew Funding Programs Project and Development Grants Eligibility criteria Assessment criteria Grant assessment process Important information for applicants Hints and tips for completing your application Frequently asked questions Step-by-step guide to completing your application Before you fill out your application form you must: 1. Read through all this information. 2. Read through the entire application form. 3. Develop your idea. 4. Prepare a draft application. 5. Talk or meet with Carclew s Funding Officer to discuss your project and receive feedback on your draft application. PLEASE NOTE: No consultation appointments can be made in the week prior to the application closing date. Whilst a consultation is not part of eligibility criteria, it is highly recommended.
2 Overview of Carclew Funding Programs Carclew funding programs provide financial assistance for the creation and delivery of activities, experiences, skills development and cultural engagement for and by children and young people aged 26 and under in South Australia. There are five components of the program: Program Grants - for youth arts companies. Scholarships - for young emerging professional artists. Arts and Education Awards - for artists who have demonstrated success in working in schools and teachers who have demonstrated excellence in arts teaching and curriculum leadership. Quick Response Grants - for invitations to young artists at short notice to assist career development. Artists in Schools. Project and Development Grants - for children, young people and community.
3 Project & Development Grants Project and Development funding supports artistic projects with a tangible outcome eg. exhibition/ installation, performance, manuscript etc. Project and Development funding can also support your career development as an artist eg. skills, ideas, networks, reputation etc. Your application may involve both. Purpose: This financial assistance exists to encourage, develop and promote the artistic practice of people who are 26 and under by supporting opportunities for: Skills development in creative practices Professional development in artistic career building Exploration of new art forms Access to cultural heritage Creation of original new work Participation in workshops, master-classes, summer schools etc Exposure to emerging methods Bridging the gap from developing artist to artist of significance Children and/or young people to create art
4 Project & Development Grants There are two funding rounds offered each year. For activity occurring between January - June CLOSING DATE 15 September For activity occurring between July - December CLOSING DATE 15 March Aims: Project and Development funding will provide financial assistance towards projects by and/or for children and/or young people or non-profit organisations that will: Support the creative skills development of young artists. Provide a professional entry point for young artists. Support young artists who are making brave, exciting new art. Empower young artists through professional development opportunities. Assist established artists to work alongside emerging artists, sharing influences, inspirations, methods and core practice. Boost the active participation and exhibition of children s and young people s art and culture in community-focused events. Promote excellence in youth arts activity and delivery. Make the arts more accessible to children and young people. Enable organisations to create artistic skills development programs and mentor schemes that offer unique opportunities to young people.
5 Eligibility Criteria If the applicant is a young artist they must be: Age 26 or under at the closing date. An Australian citizen or have permanent resident status in Australia. Be able to articulate their relationship and commitment to the arts and cultural industries in South Australia, if the project or activity does not take place in South Australia. PLEASE NOTE: Young artists developing their own projects can apply as individuals or as a group. (A 60% majority of the group must be age 26 or under at the closing date.) If the applicant is an organisation or a group, it must be: A properly constituted, non-profit organisation or must have nominated an appropriate organisation to administer the grant on its behalf. Other eligible applicants: Non-profit organisations building skills development programs/ mentoring schemes for young artists that will continue to be available for other young artists beyond the funding period.
6 Eligibility Criteria You are NOT eligible if: PLEASE NOTE: Your project is profit making. If you can make a profit from the activity then you don t need financial assistance. (Any surplus identified through a draft budget should be reallocated in the project to ensure that the final application budget is breakeven.) The activity or company is already in receipt of a Program Grant from Carclew. The project is a curriculum-based school project (schools may apply if the proposed project involves a professional artist working towards a community outcome). The activity is being coordinated by post-secondary institutions or is part of tertiary study requirement, in any way. The assistance is towards amateur theatre or theatre that is predominantly by people over 27 years of age. The event/activities are outside South Australia (except for individuals undergoing professional development opportunities). The support goes towards competitions, awards or school concerts or fundraising events. As an individual you have previously received a grant from Arts SA or have been funded for this project by Arts SA. Your costs are associated with touring to regional schools. Your project activity falls outside the calendar period for which funding has been allocated. You have an un-acquitted grant with Carclew or Arts SA. You do not complete the application form as per instructions in this document. Your budget does not identify sources of financial support in addition to the amount requested in the application. Equipment may be purchased as long as it directly relates to the project seeking funding. Applicants must include a statement noting how the equipment maybe accessed by other practitioners for professional use. It is essential to discuss this with Carclew s Funding Officer before submission.
7 Assessment Criteria Your application will be assessed against the following criteria: All funded projects will meet the overall goals of Carclew Directions 2013 16: Leadership, Relevance, Artistic Vibrancy and Accountability. Is the project an opportunity for the creation of new work or new skills? (Artistic Vibrancy) Does this project demonstrate excellence of artistic practice? (Leadership) Is the budget realistic, does it add up and is there support from sources other than the Carclew grant? (Accountability) Where relevant, has the applicant secured/identified the appropriate practical mechanisms such as project location, material, expertise, conference/festival registration etc? (Accountability) (For artists) Does the opportunity for professional development match the artistic skills of the artists involved? (Relevance) (For organisations) Where appropriate, are young people genuinely involved in project planning, development, delivery and evaluation? Is evidence provided? (Relevance)
8 Grant Assessment Process Carclew appoints a peer advisory committee to assess the allocation of Project and Development funding. Advisory committee members are not Carclew staff. They are independent arts professionals representing each of the specified art form areas. The committee is chaired by a member of the Carclew Board. Applications are processed. Individual committee members read and assess all applications. The committee meet to comprehensively discuss all applications. The committee makes recommendations about the allocation of funding. Committee recommendations are provided to the Carclew Board for endorsement. Applicants are notified of assessment outcomes. A Carclew Funding Officer works with the advisory committee to: Provide background information as required. Clarify issues and provide supplementary information as required. Document feedback to applicants and recommendations to the Carclew Board.
9 Important Information for Applicants If you are uncertain about applying for funding, you can attend an information session about Project and Development grants. Session dates and times are available on the Carclew website carclew.com.au or contact reception at Carclew on 8267 5111. It is highly recommended that you discuss your proposal with Carclew s Funding Officer. You can do this over the phone in the first instance and then, if necessary, meet in person to receive feedback on your draft application. Advice should be sought as early as possible before the closing date. You must submit a draft application at least two working days before your meeting. No appointments for a meeting can be made in the week prior to the closing date. If you or your group has previously received a grant from Carclew or Arts SA you must ensure that you have submitted a satisfactory acquittal report before you are eligible to apply for further funding. Where an applicant does not have an ABN, or an organisation is not incorporated, they must nominate an auspicing body and provide details (including confirmation from the nominated body) in Section 12 of the application form. It is the applicant s responsibility to contact Carclew to arrange collection of support material after assessment. Support material will be held for six months after the closing date and if not collected before this time your material will be disposed of. All successful projects will be required to adhere to the following: Carclew Employment Clearance for Working with Children Policy, Arts SA Protocols for Working With Children in Art, National Companion Card program.
Hints & Tips for completing your application 10 Discuss your project proposal with key people including artists involved, professional peers and Carclew s Funding Officer. Seek feedback to assist you to plan your project. Do this early in your project planning. Give yourself ample time to complete your application. Ideally you should begin drafting the application at least six to eight weeks before the closing date. Letters of support need to clearly demonstrate to the assessment committee that the project has created enthusiasm from, for example, community, venues, contributing artists or supporting organisations. Support letters will be more meaningful if they clearly outline the strengths of your project/abilities (that you can do what it is you are applying for). Form letters (non-specific support) are of limited value to the committee. Read and understand the assessment criteria. Ask yourself how does my project address the assessment criteria? The assessment committee is bound by the criteria; the clearer you are about how your project addresses the assessment criteria the stronger your application will be. Does the budget add up? The committee cannot fund a project that shows a surplus or deficit. The notes to budget page must also be completed. Make sure your support material is of good quality with clear audio and visuals where appropriate. Put yourself in the committee s position. It is very important that all the relevant information is included in clear, concise, direct detail - it is quality, not quantity that will assist!
Frequently Asked Questions 11 How much can I apply for? You can apply for a maximum of $10,000. Do I have to be young? Can I apply for a grant if I have not undertaken formal arts training? No, you don t have to be young, but children or young people do need to be the prime beneficiaries of the project. If your project involves a group of young artists, at least 60% have to be aged 26 or under. Yes. There are many examples of world-famous artists who have never received formal training. It is, however, very important that the art you are making is original and that there is obvious and logical skill growth within the project and for your arts practice. What do you mean by support material? Support material is tangible evidence of the skills and talents of the core people involved in your project, especially artists receiving fees or wages. This evidence needs to demonstrate that the people involved in your project have the skills, knowledge, experience, talent and ability to do what it is you have said they will/can do. It is usually provided in the form of a small portfolio (for visual artists), documentation of previous work (for performance artists), a demo-tape (for sound artists), and can include selected reviews, photographs, slides, references etc. Please refer to the step-by-step guide for more detailed information about support material. Why can t I make a profit? Project and Development funding is not designed to support projects that are, or could be seen as, commercial ventures. The grant is to ensure that the project can go ahead. If you expect to make money from the project (like fundraising, ticket sales etc) then you must show in your budget that all money you plan to collect/earn/receive will be spent entirely on the project. If you expect to have a significant amount of money left over, then you have no argument for financial assistance. PLEASE NOTE: Being paid for your work (receiving a fee or wage) is different to making a profit.
Frequently Asked Questions 12 When will I know if I ve got the grant? You will know the outcome of your application within 12 weeks of the application closing date and before the period for which funding is available. However, you may find there is little time between notification and the first day of the six month block. Your planning for project commencement should be mindful of this. Can I make more than one application? Yes. Every application will be considered equally against the assessment criteria. Please note that submitting more than one application does not improve your chances of success. If you are planning to submit more than one application in the same round, it would be a good idea to explain why you need/ want to do both projects within the six month period for which the funding is allocated. If I do get the grant, can I apply again in the next round? As long as you meet the criteria and eligibility of the given round you can apply as many times as you want whether you have or have not been successful on previous occasions. Can I apply to Arts SA for funding assistance for the same project? Generally no, but in some instances it is possible. You must first discuss your project with Carclew s Funding Officer and staff at Arts SA to check if your project is eligible to do this. Staff at both agencies are there to assist you to interpret the eligibility criteria and it is important to seek their advice. Be sure to not waste your time writing an application only to find out that it is not eligible later. Can I apply for a grant for a project which I have been previously unsuccessful? Yes. The assessment committee considers each application comprehensively and provides detailed feedback. It is important to seek this feedback from Carclew s Funding Officer as it will assist you to improve your application for submission in following rounds.
13 Section 1 APPLICANT DETAILS Name of Person Writing this Application Provide the name of the person who will act as the key contact for the project. This person will be responsible for all correspondence with Carclew. Name of Group, Individual or Organisation Applying If you are an individual, provide your name in full. If you are a group, provide the full name of the group. If you are an organisation, provide the legal name or trading name and Australian Business Number [ABN]. Contact Details Provide the individual, group or organisation s current mailing address, email address, telephone number, fax number and website URL. Individual s Details Provide your date of birth. Indicate if you are male or female. Section 2 ART FORM CATEGORY Nominate one art form that best fits your project. Highlight the art form area which best fits your project. Please discuss this with Carclew s Funding Officer if you need clarification. The art form area that you select determines which peer assessor will lead discussion of your application during assessment.
14 Section 3 PROJECT CATEGORY Project Category Identify which category (below) best describes you as the applicant. The category that you select will determine what compulsory support material you are required to submit. If you are unsure, please consult Carclew s Funding Officer. If you do not submit the required items your application may not be assessed. Insert the correct project category you are applying for. Category 1 Young artists developing projects either as an individual or as a group. Compulsory support material must include: A single page listing names, ages and Date of Birth of all artists involved in the project. Current CV s or professional biographies of all artists involved in the project (1 page per person maximum). If you are applying for assistance to exhibit/present/perform, proof of invitation or participation is essential. Young artists developing projects with the support of a professional mentor (or a mentoring company). Compulsory support material must include: or A single page listing names, ages and Date of Birth of all artists involved in the project. Current CV s or professional biographies of all artists involved in the project, including your mentor. A clear outline of how you expect you will work with your mentor (50 words maximum). A summary of the professional benefits you expect to gain by working with your mentor (50 words maximum). A statement from your mentor, detailing: what they will bring to the development of the project, group or artist and how they plan to work with you (100 words maximum. To be signed by mentor).
15 Section 3 PROJECT CATEGORY Category 2 Non-profit organisations attracting the participation of children and/or young people as project collaborators and creative presenters in arts and cultural activities. Compulsory support material must include: Current CV s or professional biographies of all artists involved in the project. Non-profit arts organisations building pilot skills development programs/ mentoring schemes for young artists. Compulsory support material must include: or Current CV s or professional biographies of all artists involved in the project. or Freelance professional artists or cultural practitioners seeking to develop an independent arts or cultural development project with children and/or young people. Compulsory support material must include: Current CV s or professional biographies of all artists involved in the project.
16 Section 4 PROJECT DETAILS Project Title Write in the name of project or activity. Summary of the Proposed Project You need to provide a brief description of the project or activity you are applying for. It should include who, what and why. (50 words maximum). Amount Requested Enter the exact amount you are requesting. This figure should be the same as in your budget. Do not include GST in your requested amount. If you are registered for GST you will receive your grant plus GST. Date and Place of the Project Provide specific information on where and when your project will take place.
17 Section 5 PROJECT DESCRIPTION Project Description Your project description must outline what you want to do, why you want to do it, how you will do it and why it should happen. What do you want to do? Describe clearly and succinctly what you plan to do. Avoid jargon or unrelated details. Why do you want to do it? Explain why this project is important at this time. What will you as an artist gain as a result of doing this project? Explain what are the benefits and outcomes of the project. How do you propose to do it? Explain how you plan to undertake the project the process. Why should it happen? Why is it important to do this project? How will it enhance your individual practice or how will it contribute to arts and culture in South Australia?
18 Section 6 PROJECT SUPPORT Support for the Project from Two Referees Provide the name, contact details and occupation and/or arts expertise of two people who are aware of the project and can attest to the artistic and creative merit of your proposal. You must make sure that they are aware of the application before you submit. Your referees cannot be family members, or people who are involved with, or will financially benefit from the project and must be individuals, not organisations. Section 7 SUPPORT MATERIAL Compulsory Support Material Check the compulsory support material required for the Project Category that you are applying for and provide a list of these. Maximum individual file size 5MB. Please name your files clearly and as detailed as possible. A preference would be to name your files as follows: Jane Doe Letter of Support 1.pdf Jane Doe Work Example 1.jpg Jane Doe Budget.xls Jane Doe Notes to Budget.doc Compulsory Artistic Support Material General Information In this section you must list all the artistic support material that you have provided with this application. Support material relates to file links, images, videos, printed books, manuscripts, booklets, programs, etc. Where possible please upload digital versions of your support material. Maximum individual file size 5MB. Some art form areas require specific artistic support material to be submitted.
19 Section 7 SUPPORT MATERIAL Compulsory Artistic Support Material Specific Art form Areas Theatre If your proposal involves: A production of an existing script - provide a full copy of the script. A new work - provide five pages of material which best represents your intentions. This could include a synopsis or treatment; images, diagrams or other material that outline the process you will undertake to develop the story or ideas into a work for the stage. A script development - provide a five-page extract of written work which best represents the quality of the writing expected and either a) a full synopsis of the story and the process involved in creating its translation to the stage or b) an artistic rationale for the idea and an outline of the process you will undertake to develop it into a work for the stage. Creative Writing Provide a sample (maximum 15 pages) of your writing in the genre/s nominated in your intended project. You should provide a sample that you feel best represents the literary merit of your writing. To finish a novel - provide one complete chapter as a sample of your work. For script commissions provide a full copy of a recent script that best represents the quality of the writing expected for this proposal and a synopsis of story and character/s for the new work. Dance Provide a link to a video file showing up to 15 minutes of work that is relevant to your proposal. Music Provide a link to a recording of the artist(s)/group relevant to the proposal. Where there are several key artists, please provide links to files for each artist. Applicants seeking support to record an EP of original work must provide a demo of the relevant songs/compositions.
20 Section 7 PROJECT SUPPORT Compulsory Artistic Support Material Specific Art form Areas Visual Arts Provide one of the following: Up to 10 images in jpg format or link to images. Files must be high quality. For video artists only, a link to a file of no more than 5 minutes presented as a single-track show reel. Upload explanatory notes of up to 250 words. For web-based artists only, an active URL or link to a digital presentation of your work. Upload explanatory notes of up to 250 words. Film/Video Provide an example of work relevant to the proposal For film/video artists only, a link to a file of no more than 5 minutes presented as a single-track show reel. Upload explanatory notes of up to 250 words. For web-based artists only, an active URL or link to a digital presentation of your work. Upload explanatory notes of up to 250 words. Multi Arts Incorporating two or more art forms. Please see artistic support material requirements for the nominated art forms. Support Letters Applicants to all categories should consider submitting support letters from any relevant organisations, communities, peer artists, or young people specific to the activities proposed. Support letters should not exceed 5 pages in total. Applicants proposing a period of secondment or residency must also include letters of acceptance or invitations from the relevant organisation.
21 Section 8 BUDGET Important information about developing your project budget. Your budget is an essential part of your application. It should reflect the project description and demonstrate project planning. Using only the excel budget sheet provided, complete the summary of anticipated expenditure and income for your project. You must also complete the notes to budget page in the application to highlight to the assessment committee how you have calculated your costs. A Carclew Project and Development grant cannot cover 100% of the costs of your project. You must identify additional sources of financial support and/or in kind donations for your project to be eligible for consideration. If your budget includes significant unsecured income (eg. other grants where the outcome is not yet known), please provide a statement in your notes to budget about contingency planning should you be unsuccessful in securing that income (ie. will the project go ahead and how?). If you are registered for GST, do not include it in your budget figures. If you are successful, you will receive your grant plus GST. Show in kind (non cash) contributions in both the income and expenditure sections of your budget. Be realistic about what you ask for don t underestimate the time and cost of the project. Likewise, don t inflate your costs. Make sure that you consider: - the personnel time involved - any travel, accommodation and living allowance involved - any materials, venue and equipment hire involved - hidden costs such as insurance, catering, documentation, incidentals etc. Cannot show surplus or deficit.
22 Section 8 BUDGET INCOME Earned Income This may include: Box office a calculation of the price of tickets/workshop fees/artworks by the number of tickets/ participants/artworks expected to be sold. Fundraising income. Any other sales it is important to not overestimate your project s ability to create income through sales. Other Grant Income Grant income may include: Federal Government e.g. Australia Council, Department of Environment, Water, Heritage and the Arts. State Government Grants e.g. Department of Environment and Heritage, Office for Youth, Community Arts (Arts SA), Community Benefit SA. Local Government Non Government Grant e.g. Janet Holmes à Court Artists Grant, Graham Smith Peace Trust. Your Own Contribution Provide details of cash or in kind (non cash) contribution to the project by you or your organisation. Sponsorship and Donations This is what has been contributed for free, or at a reduced rate and can include borrowed equipment, the use of rehearsal space, donated goods, discounted goods or services. In-kind contributions are valued at what these services, facilities or equipment would cost in the marketplace. Sponsorship may include: Sponsorship cash or in-kind goods or services provided to you, usually in exchange for benefits to the sponsor e.g. Logo placement on printed material or verbal acknowledgement at functions. Donations may include: In-kind donations goods or services provided to you free of cost. Cash donations.
23 Section 8 BUDGET EXPENDITURE Artist Salaries, Fees, Allowances and Associated Costs For expenditure items such as salaries, fees and living allowances, please ensure that you seek professional advice on valuing and costing artist fees and allowances. If unsure please contact Carclew s Funding Officer for advice. Allowances may include living away from home allowance, meals and incidentals. Associated costs may include workcover, payroll tax, and superannuation. Production/Project Costs These may include: Materials Venue and equipment hire Insurance Catering Launch Props and Costumes Set construction Promotion, Documentation and Marketing Costs These may include: Publicist Flyers Posters Advertising Catalogues Travel and Accommodation These may include: Petrol allowance Car hire Hotel/motel charge
24 Section 8 BUDGET EXPENDITURE Administrative Costs These may include: Insurance Stationery Rent Telephone and internet Audit fees Photocopying Section 8 BUDGET CHECKLIST Check that the request to Carclew is the same amount as that shown on the budget page. Check that you have completed the notes to budget page, including a statement about contingency planning for significant unsecured income. Check that your budget balances. Income [including the amount requested from Carclew] and expenditure must be equal. Check that you have attached copies of quotes for items included in the budget. Check that you have clearly indicated in the right hand column of the budget the items that this application will fund.
25 Section 9 OTHER SUPPORT Are you applying for funding assistance for this project from other funding bodies including Arts SA? Answer yes/no. If yes provide: - Grant information - Closing date - Amount requested - Contact person If your application to Arts SA for this project is successful you will not be eligible to receive funding from Carclew for the same project. If you, as an individual, have previously received a grant from Arts SA, you are no longer eligible to apply to Carclew s Project and Development Grants. Discuss this with Carclew s Funding Officer if you require clarification.
26 Section 10 PREVIOUS FUNDING What grants have you sought from Carclew in the last 2 years? Please include the following information for each: Project title Year of application Amount requested Amount approved Acquittal status
27 Section 11 ADMINISTRATIVE DETAIL Your funding application to Carclew is accepted on the basis that the applicant complies with the Income Tax Assessment Act, Goods and Services Tax, and pay as you go withholding tax arrangements, as applicable to your circumstances. If you are unsure of your circumstances it would be best to check with an Accountant and if you want to know more about ABN (Australian Business Number) or GST (Goods and Services Tax), go to the Australian Taxation Office website at ato.gov.au To receive funding from Carclew, a compliant Tax Invoice will be required. Organisation and Individual Applicants Do you have an ABN? What is your ABN? Are you registered for GST? Indicate yes or no. If yes, supply your ABN. Indicate yes or no. Organisations Only Is the applicant organisation legally constituted? Indicate yes or no. Is the applicant organisation an Incorporated Association? Indicate yes or no. Upload an attachment detailing the organisation s Mission and Vision statements and the core objectives of the organisation (1/2 page maximum). If the applicant organisation is a constituted body. Upload an attachment detailing the arts activity the organisation has previously undertaken (1/2 page maximum).
28 Section 12 AUSPICING If you do not have an ABN or you are not a constituted body you will need to arrange a suitable non-profit organisation to receive and administer (auspice) the grant monies on your behalf. You must attach evidence (eg, signed letter) from the auspicing body which confirms the auspicing arrangement. Carclew can act as an auspicing body if arranged prior to your application being submitted. Do you require your grant to be auspiced? Indicate yes or no. Name and contact details of the auspicing body. Provide details. Auspicing body confirmation. Attach document from the auspicing body which confirms the auspicing arrangement.
29 Section 13 STATISTICAL INFORMATION Demographic Information Answer yes/no. Please indicate if your project involves: People with a disability People from culturally and linguistically diverse backgrounds Aboriginal and/or Torres Strait Islanders People living in regional or remote communities If you are working with any of these groups please include a statement in your project description addressing who and how. If your project targets or involves Aboriginal and/or Torres Strait Islander communities, evidence of community support and consultation for the project should be provided as part of your support material. Please provide an estimation of numbers of: Participants involved in the project Audience members Supply numbers.
30 Section 14 DECLARATION AND ACKNOWLEDGEMENT Declaration and Undertaking of Applicant This declaration must be accepted for your application to be considered. Carefully read then tick the declaration acceptance box. By ticking the box and submitting the application, you are accepting the declaration. Acknowledgement of Applicant by Carclew Applicants will receive acknowledgement of their application following submission.