THE REGION OF WATERLOO ARTS FUND GRANT APPLICATION GUIDELINES

The Arts Fund application process consists of two stages: Stage 1: The Basics Stage 2: The Details All applicants are invited to submit information as outlined on the application form. Only those applicants from Stage 1, who are shortlisted, are invited to complete and submit the more detailed Stage 2 application form.

Who can apply? Organizations and individual practitioners in all arts disciplines, including performing (theatre, music, dance), visual, literary, film/video/media, interdisciplinary and community arts are eligible to submit an application for consideration. Unincorporated projects and collectives may submit proposals, but corporations must be not-forprofit, managed by a volunteer board and the majority of its members and/or clients must live or work in the Region of Waterloo. Evaluation Criteria: artistic merit / originality visibility / impact / significance clarity and quality of concept, steps, purpose artistic credentials and track record artistic work appropriately remunerated contribution to the cultural vibrancy of our region / public benefit viability of work plan and budget capacity for completing project as presented possibility of leveraging funding from other sources likelihood project will happen regardless of Arts Fund investment makes art happen

The Arts Fund does not grant funds for expenses that are ongoing*, such as: operating costs (e.g. core staffing, office expenses, rent, insurance) core program offerings regular presentation seasons repeated, definitive components of ongoing events such as festivals *Please note, however, that the Arts Fund does invest in: start-up projects and new programs (normally, 2-3 years / iterations) experimentation, innovation, trial runs, pilot projects exceptional elements in regular program offerings

The Arts Fund does not normally invest in: capital projects tools and equipment for personal use marketing, promotion organizational planning and development fundraising art classes and instruction projects in which art-making is incidental or secondary artistic production originating outside the region Only one application per applicant is permitted. For timelines and application deadlines, go to: www.artsfund.ca

PLEASE NOTE: Previous grant recipients are eligible if prior grants are in good standing and if Final Reports have been completed and submitted. For confirmation, contact Stevie Natolochny, Region of Waterloo, at 519 575-4450 or [email protected] before proceeding.

INSTRUCTIONS FOR COMPLETING STAGE 1: THE BASICS Please limit your information to the space provided in the Stage 1 section of the application form. Do not include supplementary materials (letters of support, DVDs etc.) with your Stage 1 application. Such materials will not be considered until Stage 2. Fifteen (15) copies of your Stage 1 application must be received at the ARTS FUND office by 4:00 p.m. on the published deadline date. Late applications will not be accepted.

INSTRUCTIONS FOR COMPLETING STAGE 2: THE DETAILS PLEASE NOTE: Only those applicants from Stage 1 who are short listed are invited to complete and submit the more detailed Stage 2 section of the application form. Please limit your information to the space provided in the Stage 2 section of the application form. Please include attachments and supporting materials (i.e. website links, letters of support, CVs, DVDs) with your application. Details below. Fifteen (15) copies of your Stage 2 application must be received at the ARTS FUND office by 4:00 p.m. on the published deadline date. Late applications will not be accepted. Stage 2 Attachments and Supporting Materials PROJECT BUDGET: Please fill out the provided BUDGET SUMMARY FORM. All applicants must enclose a proposed project budget which shall show, at minimum, both projected revenue and expenses as follows: REVENUE: List all anticipated sources of revenue including all grants and donations and whether any sources have been confirmed. You may also include in-kind contributions, but these should be substantiated by supplying names and contact information for each contributor. EXPENSES: List all projected expenses and details of those costs which you propose to underwrite through an Arts Fund grant. If you are awarded a grant, you will be required to fill out the actual amounts in the BUDGET SUMMARY FORM for the Final Report. SUPPORT MATERIALS During the Stage 2 evaluation process, the Arts Fund Board will review materials which support the application. Attachments such as artist CVs, letters of support, audio, video, photographic or written materials, and website links will be assessed. Please Note: Send copies only; original materials will not be returned.

To ensure consistency and compatibility, please follow these guidelines regarding format and size: Text material should be: double-spaced main text font 11pt minimum .doc or .pdf format if submitted as digital file Images submitted as digital files should be: JPEG format Maximum 1MB file size Maximum resolution of 1024 x 768 pixels Video / Audio on CD/DVD must be playable on standard CD/DVD player Uploading 1-2-3 The Arts Fund is offering Stage 2 applicants the option of submitting links to support material uploaded to content sharing services: 1. Upload the material (use only standard services readily available and free of charge: YouTube, Vimeo, Flickr, Picasa, Soundcloud, etc.) 2. Append the relevant link(s) to your paper Stage 2 Application form as noted in Question 2.14. 3. Send a supplementary email message with the relevant links and URLs to: [email protected]. Please reference your projects Application ID number (found in your notification letter), name, email address, and telephone number. Stage 2 Checklist of items attached to each of the 15 copies of the application: Project budget for the proposed project (required) A summary of most recent years Operating Budget (required of institutional applicants) Letter(s) of commitment from project partners (required if applicable) Support materials and/or work plan in support of your application (optional) NB: Double check application form for budget figures, dates, signatures and deadlines. Final adjudication will be made by the Board of Directors. All applicants will be advised by mail. Applications should be mailed, couriered or hand-delivered to: Region of Waterloo ARTS FUND Attn: Stevie Natolochny Council & Administrative Services c/o Regional Clerks Office Regional Administration Building, 2nd Floor 150 Frederick Street, Kitchener, ON, N2G 4J3 For further information you may contact: Stevie Natolochny Phone: 519-575-4450 Email: [email protected]

Your personal information will be shared in confidence with board members of the Region of Waterloo Arts Fund and employees of the Regional Municipality of Waterloo. The names, address, contact information and locations of successful funding recipients, together with details of their respective projects, may be made available to the public, along with the amount of the award. Questions regarding the collection and use of personal information by the Arts Fund may be directed to Stevie Natolochny at 519-575-4450.