2018 Grants Program Program Guidelines The Arts Gala Grants Committee is responsible for disbursing funds raised at the annual Newmarket Celebrates the Arts Gala. The Committee s mandate is to provide support to artists and organizations so as to foster a vibrant and diverse arts community in Newmarket. Grants for Projects/Events offer funding to individuals, ad hoc groups, collectives and organizations for the creation, production, presentation and distribution of arts and art services. Funding is not automatically renewed from year to year. Individuals/collectives/groups/organizations that have received funding from the Newmarket Celebrates the Arts Grant Program for the same project or event for two years in a row are not eligible to reapply for a third year for that particular project or event. However, the same individual/collective/group/organization may apply for a different project or event. This project or event must be sufficiently different or unique in innovation from that funded in the two previous years. Grants for Post-Secondary Education offer funding towards fees associated with courses and other related program expenses to complete the undergraduate program that the grant applicant is currently enrolled in. Grants for Youth offer funding towards fees associated with arts or crafts courses or lessons and/or towards the required materials and supplies or instrument required for the courses or lessons. Areas of the Arts Supported Through the Grant Program In its Cultural Master Plan, the Town of Newmarket includes a list of cultural activities divided into 11 categories as outlined below. Applications for Projects/Events grants may have a heritage or cultural component, but the primary focus must encompass one or more of the arts or crafts categories. Similarly, applications for the Youth or Post-Secondary grants should embrace at least one of these arts or crafts categories: Performing Arts: Folk Music, Non-Classical & New Music, Spoken Word Theatre, Classical Music, Musical Theatre & Opera, Dance & Mime, Circus & Magic Visual Arts: Printmaking, Photography, Performance Art, Sculpture & Installation, Painting & Drawing, Conceptual & Interdisciplinary Communications Media: TV Broadcasting, Webcasting & Blogging, Radio Broadcasting Heritage: Material Heritage, Built Heritage, Natural Heritage, Folkloric Arts Festivals & Events: Independent, Civic Literary Arts: Poetry, Non-Fiction, Storytelling, Publishing & Media, Fiction Electronic Arts: Video, Film, New Media, Digital & Animation, Audio
Page 2 of 7 Civic Arts: Urban design, Landscape, Public Art, Architecture Crafts: Wood, Stone, Metal, Textiles & Fabric, Mixed Media, Glass, Ceramics Design Arts: Industrial Design, Graphics Aboriginal Heritage: Performing Arts, Visual Arts, Heritage, Festivals & Events, Literary Arts, Electronic Arts, Crafts Eligibility Criteria Grants for Youth (maximum $1,000) Newmarket resident Demonstrated need* Demonstrated potential Must have a primary arts focus Must be 17 years of age or younger * Demonstrated need: Please note that grant eligibility for both the Youth and Post-Secondary Education grants is based not only on merit, but also on the individual s financial need. That is why we ask for a letter of support from someone who knows your financial circumstances well enough to address this issue. Grants for Post-Secondary Education (maximum $5,000) Newmarket resident Demonstrated need* Registered in an undergraduate program at a post secondary institution (including professional training school, university or college) with an arts focus and intends to pursue a career in one of the following disciplines: performing arts, visual arts, communications media, literary arts, electronic arts, civic arts, crafts or design arts Must be 25 years of age or younger The grant program will not fund either a Masters Degree or a Ph.D * Demonstrated need: Please note that grant eligibility for both the Youth and Post-Secondary Education grants is based not only on merit, but also on the individual s financial need. That is why we ask for a letter of support from someone who knows your financial circumstances well enough to address this issue. Grants for Projects/Events put on by Individuals/Collectives/Community Organizations (maximum $5,000) Newmarket resident or collective Project must be Newmarket based Must benefit the Newmarket community Must have a primary arts focus Project cannot take place before application deadline
Page 3 of 7 Ineligibility Criteria Grant cannot be used as a donation to another cause Travel or accommodations Uniforms Personal equipment Banquets/trophies/prizes Expenses relating to capital projects Fundraising activities For-profit business initiatives Commissioned projects Staff/Organizer salaries Individuals/collectives/groups/organizations that have received funding from the Newmarket Celebrates the Arts Grant Program two years in a row for the same project/event are ineligible. New projects or events from the same individuals/collectives/groups/organizations are welcome. The project or event must be sufficiently different or unique in innovation from that funded in the two previous years. Deadline for Application Submission The deadline for filing your 2018 application is 4:00 p.m., Tuesday May 1, 2018. Assessing Grant Applications The Arts Gala Grants Committee will assess all complete grant applications. The Committee will rank the applications using specific criteria, based on the questions in the Application Form, to determine who will receive funding. The number of grants awarded, and the amount of each grant, are based on the annual program budget and are at the discretion of the Committee. Please ensure that you complete the application fully. Every question must be answered. Long applications are not necessarily better applications. The best applications are focused, keeping all answers relevant to the question. Please be advised that a well-developed budget is an integral part of your application and counts significantly in the ranking of the application. Please note that staff will not follow up with you if items are missing from your application submission. Incomplete applications will not be funded.* *An incomplete application is an application that is missing any additional information that has been requested to accompany the application form. As noted, an incomplete application will not be funded. However, if application questions are left unanswered or partially answered, this does not constitute an incomplete application but a poorly completed application and will be addressed during the ranking process. Finding Out About a Grant Decision For 2018, a letter informing you whether or not you have received a grant will be sent once decisions are finalized most likely the last week of June. We do not give grant results by telephone or email, so please do not call or email us for this information.
Page 4 of 7 Decisions of the Arts Gala Grants Committee on all grants are final and cannot be appealed. If You Get a Grant If you are awarded a grant, your name, or your group s name, may be used in future promotional materials for the grants program. There is also a possibility that you or your group may be asked to perform and/or display your artwork at a future Newmarket Celebrates the Arts Gala. If this causes you concern, please let us know. Conditions of Funding Grants must be used for the purposes for which they were given and within one year from the date of the grant notification. You must acknowledge the support of Newmarket Celebrates the Arts in all written material. Grants for Projects/Events: Upon completion of the project/event for which the grant was awarded, you must provide a Post Event Follow-Up Report to the Arts Gala Grants Committee, outlining the success of the project/event. We ask that you use the Post Event Follow-Up Report template that we send to you. You must report back to the Arts Gala Grants Committee within 60 days of receiving your grant, or within 60 days after the project/event takes place. If you do not send the requested follow-up report you will not be considered for future funding. If an individual/collective/group/organization does not proceed with its original proposal, the Arts Gala Grants Committee reserves the right to request some or all of the grant money be returned. Grants for Youth and Post-Secondary Education: If you are awarded a grant in the Youth or Post-Secondary Education category, you must report back to the Arts Gala Grants Committee on the use of the funds within 60 days of receiving your grant. There is no template for this report. You may use your own format. If you do not send the requested follow-up report you will not be considered for future funding. If you do not proceed with your original proposal, the Arts Gala Grants Committee reserves the right to request some or all of the grant money be returned. All applicants must sign the Declaration included with the application form, which clearly lists all terms and conditions of funding. Obtaining Applications 1. Visit www.newmarket.ca and click on Things to Do and then click on the Arts & Culture subheading. From the Arts & Culture landing page, click Grant Applications on the left menu bar. 2. Open the PDF application. The application can be printed off as a blank document or the document can be filled out online and then printed. You cannot save information in the online PDF document. 3. If you would rather fill out your application using Word, just email us at artsgrants@newmarket.ca and we will send you the application form in Word by return email. Application Procedures
Page 5 of 7 You must submit a completed application form as well as all requested support material. Support material represents a significant part of your proposal and has a substantial impact on the assessment of your project s artistic quality. If you omit any of the requested information, your application will be considered incomplete and will not be considered for funding. Staff will not follow up with you regarding incomplete applications or missing information. However, if there are extenuating circumstances and you cannot submit all the requested information with your application, please let us know before the application deadline. Hard-copy applications must not be stapled or placed in a binder. Please just clip pages together when submitting your application, as we have to make photocopies of your submission. Handwritten applications will not be accepted. Please make sure you provide a complete return address. Do not leave out your postal code or any other part of the address. If material is requested on the application form, send only material that best represents your work and relates to what you are proposing in your application. Let us know if you would like support material mailed back to you when we no longer need it. Submission Options 1. Submit soft copies electronically: Completed application forms together with any attachments can be submitted by email to artsgrants@newmarket.ca 2. Mail or drop off hard copies: Drop off or mail a hard copy of your completed application form, together with any attachments and supporting material to the address below. For your convenience, there is also a mail drop box outside the front doors which can be accessed any day of the week and at any time of day. Supervisor, Culture Services Arts Gala Grants Committee Town of Newmarket Municipal Offices 395 Mulock Drive Newmarket, ON L3Y 4X7 Questions? Call the Supervisor of Culture Services at (905) 953-5300 ext. 2618 or email artsgrants@newmarket.ca Q&A Quick Reference 1. How do I find out if I am eligible for a grant? Individual grant program categories contain eligibility requirements. To find out what we fund, go to our website at www.newmarket.ca Click on Lifestyle and then on Arts and Culture. Or, you may call or email the contact above.
Page 6 of 7 (2) Where can I get an application? Can I get one online? Applications and program guidelines for all programs are available for downloading on our website at www.newmarket.ca Click on Things To Do heading and then on the Arts and Culture subheading. From the Arts and Culture landing page, click Arts Grants on the left menu bar. Or, you may call or email to request that the material be emailed to you. (3) How much money will I receive if I am chosen for a grant? The maximum funding available varies with the type of grant. Depending on the number of applicants and the amount of funds available for disbursement, successful applicants may receive all or only part of the funds requested in their applications. (4) May I talk to someone before I fill out my application? Yes. If you need to speak to someone call the person listed above under Questions? (5) May I apply for a grant at any time? No. The deadline for filing your 2018 application is 4:00 p.m., Tuesday May 1, 2018. (6) May I fax my application to you? No. Applications must be emailed, mailed, sent by courier or delivered in person to the address listed in the Grant Program Guidelines. (7) Do I really need to send in support materials? Yes. Some grant programs require support materials as part of a complete application. Submissions missing requested support material will be not be considered. (8) What if my application is missing something? Incomplete applications will not be considered, so make sure your application is complete, signed and accurate. You may wish to have someone else review your application before you send it in just to ensure it is complete. (9) What if I miss the application deadline? Late applications will not be considered. (10) Will you let me know that you have received my application? No. (11) How long do I have to wait for a decision on my application? We will let you know our decision by letter approximately 60 days after the application deadline. Decisions will not be communicated by telephone or email. (12) If I get turned down, may I appeal?
Page 7 of 7 No. Decisions are final and cannot be appealed. (13) If I get turned down, may I apply again next year? Yes. (14) If I am successful in receiving a grant, may I apply again next year? Yes, as long as you have submitted the required follow-up report and have not received funding during the previous two consecutive years for the same project or event. (15) May I apply for more than one grant at a time? Yes, if the grants are for different projects or events. You may not apply for more than one grant in the same year for the same activity. (16) If I get a grant, do I have responsibilities to you in return? Yes. All requirements are listed on the Declaration that is included with the application.