Guidelines: Project Grant Program – Organizations

January 28, 2019

Guidelines: Project Grant Program – Organizations

Phase 1 Request for Proposals – Deadline: April 8, 2019, 4:30 pm MST; Opens March 4
Phase 2 Application – Deadline: June 10, 2019, 4:30 pm MST; Opens May 11

Download the Full Program Guidelines as a PDF UPDATED April 3, 2019

If you require any accommodations that would allow you to fairly access this process, please contact 403.476.2031 or email grants@calgaryartsdevelopment.com.

For more details see the Accommodation and Accessibly section below. If you have questions or concerns, see the Investment Program FAQs and Application Checklist.

Program Overview

This program is intended to provide equitable access to one-time project funding on a yearly basis to arts organizations not funded through the Operating Grant or City-Builder programs from 2019 onwards, with the intention of supporting projects that exemplify what our artistic community has to offer and ensures citizens of Calgary continue to have access to meaningful, high-quality artistic experiences.

Apply for up to $20,000 to cover almost any expense related to a project or initiative. Total funding available is $200,000.

Please note that previous versions of these guidelines stated a total pool of $400,000, which was incorrect. This has been corrected to $200,000 as of April 3.

We are sorry for any inconvenience this has caused. Contact Sara Bateman, Director, Community Investment & Impact, at sara.bateman@calgaryartsdevelopment.com with any concerns.

Who Can Apply: Any non-profit organization registered as a society or charity in Alberta not currently funded through Calgary Art Development operational programs.

*NEW* Unincorporated or unregistered non-profit arts-based groups, collectives, and organizations that can at minimum demonstrate the following:

• Effective leadership and ongoing operations for at least one year.
• Clear lines of accountability and defined roles/responsibilities.
• Rigorous and sustainable basic financial practices/tools.

We will only accept one application per organization, and one application for a single project. A project may receive funding through only one Calgary Arts Development grant per calendar year.

Selection Process:

• Criteria: Artistic Impact, Public Impact, Planning.
• Two Phase Process: Request for Proposal and an invited application.
• Peer assessment committees for both phases.

Notification of Results, Phase 1 Request for Proposal: Early May 2019
Notification of Results, Phase 2 Application: Late July 2019

Accommodation and Accessibility

The Calgary Arts Development Community Investment team is available at any time to answer questions and to offer support and feedback at any time during the application process.

Staff can answer specific questions and/or provide feedback up to two business days before the application deadlines. Please contact the team as early as possible to ensure they can provide the best support possible.

Calgary Arts Development is committed to open, fair and transparent processes. We will work with applicants who experience barriers to access our granting programs to develop accommodations that suit their abilities, including but not limited to:

• Translation
• Braille transcription
• Physical access to meeting spaces

Please contact 403.476.2031 or email grants@calgaryartsdevelopment.com.

Program Information

This program is intended to provide equitable access to one-time project funding on a yearly basis to arts organizations not funded through the Operating Grant or City-Builder programs from 2019 onwards, with the intention of supporting projects that exemplify what our artistic community has to offer and ensures citizens of Calgary continue to have access to meaningful, high-quality artistic experiences.

For the purposes of this program, a project can include research, development, curation, exhibition, presentation, production and/or creation of work in any art form. Applicants will select a primary focus for their project out of the following options: Create/Develop, Program/Present, Strategy/Capacity, or Relationships/Community.

This program encourages applicants to consider a project as an activity with a clear start and end date; this can include one phase of an overall larger project.

Apply for up to $20,000 to cover almost any expense related to a project or initiative. Total funding available is $200,000.

Please note that previous versions of these guidelines stated a total pool of $400,000, which was incorrect. This has been corrected to $200,000 as of April 3.

We are sorry for any inconvenience this has caused. Contact Sara Bateman, Director, Community Investment & Impact, at sara.bateman@calgaryartsdevelopment.com with any concerns.

Who can apply?

Non-profit arts organizations registered in the Province of Alberta are considered eligible applicants to this program, assuming they are not funded through the Operating Grant Program or City-Builder Program in 2019 (previously the Cornerstone Program).

Unincorporated or unregistered non-profit arts-based groups, collectives, and organizations are also eligible, provided they can demonstrate at minimum effective leadership and ongoing operations for at least one year, clear lines of accountability and defined roles/responsibilities, and rigorous and sustainable basic financial practices/tools.

We welcome applications from those working in all artistic disciplines and their various cultural forms, including but not limited to: Indigenous arts; circus arts; craft arts; community and/or social practice; curation; dance; deaf and disability arts; digital arts; literature; film and media arts; multidisciplinary practice; music and sound; performance; theatre; and visual arts.

While projects do not have to take place in Calgary, Mohkinstsis, applicants must either be Calgary-based, or able to demonstrate that they consistently make significant contributions to the arts that are accessible to Calgary citizens.

For applicants that also have non-arts-related programming and/or operate in areas outside of Calgary, Mohkinstsis, Calgary Arts Development will determine eligibility through the applicant’s commitment to the arts and the scope of its activities within Calgary’s arts community.

What can you apply for?

For the purposes of this program, a project can include research, development, curation, exhibition, production and/or creation of work in any art form. This program encourages applicants to consider a project as an activity with a clear start and end date; this can include one phase of an overall larger project.

Projects more than halfway complete by the time of the deadline are not eligible.

Funds may go towards almost any expenses directly related to the creation, development and presentation of your project, for example:

• Artist fees
• Course fees
• Materials
• Equipment
• Travel
• Documentation

This program is not intended to support any of the following:

• Purchase of equipment over a total sum of $500.
• Purchase of any equipment not directly related to the project.

Please contact the Community Investment team if you have any questions about allowable expenses.

Projects must be completed by September 1, 2020.

Program Criteria

This program will be assessed by a peer assessment panel of community members and artistic peers based on the criteria below in two phases: A Request for Proposal and a full application. A detailed description of the application phases can be found in the Application Checklist.

Artistic Impact: The thoughtfulness, quality and intention of the work being proposed, its potential to further the applicant’s artistic goals, and its potential to meaningfully contribute to a related artistic discipline or community.

Public Impact: How clearly the applicant has identified and understands their public, and how meaningfully, intentionally and thoughtfully the applicant proposes to engage with them through the proposed project.

Planning (Phase 2 Criteria only): How effective, researched, thoughtful, and feasible the proposed project and budget are.

Applicants will indicate using a dropdown menu what the main focus of their proposed project is (selecting all that apply):

• Create/Develop
• Program/Present
• Strategy/Capacity
• Relationships/Community

Selection Process

Applications will be assessed by an independent, arm’s-length assessment committee made up of artistic peers and community members.

Community members are Calgarians with an appreciation for the arts (any discipline) who actively attend arts performances and presentations. Artistic peers are artists and arts workers who possess professional experience and knowledge directly relevant to the arts sector.

Peer assessment committees are selected from a pool of public nominations and staff-identified individuals to ensure a broad diversity of perspectives and experiences across artistic disciplines and communities.

Phase 1: Request for Proposal

• A peer assessment committee comprised of three to five artistic peers and community members will assess the first phase.
• RFPs will be assessed on the criteria of Artistic Impact and Public Impact using a 1 – 10 scale for each criteria.
• A pool of 20 ~ 40 top-scoring applicants will be invited to complete Phase 2, a full application.
• Applicants will be notified of results no later than May 11, 2019.

Phase 2: Application

• A peer assessment committee comprised of five artistic peers and community members will assess the second phase
• Full applications will be assessed on the criteria of Artistic Impact, Public Impact, and Planning using a 1 – 10 scale for each criteria.
• Applicants will be notified of Phase 2 results no later than July 26, 2019.

Group Agreements

All members of the assessment committee will be expected to honour the following group agreements when discussing applications:

1. We commit to creating a safe space for everyone by:
   1. Respecting each person regardless of how they identify, including their gender, sexuality, age, religion, beliefs, nation, etc.
   2. Not interrupting others.
   3. Being mindful of how much time/space we each take up in discussions.
   4. Making time/space for others to speak.
   5. Using “I” statements (“I feel,” “I think,” “I wonder,” etc.).
   6. Replacing criticism with questions and encouragement.
   7. Respecting those who wish to listen silently.
2. We will respect all art forms, traditional, contemporary or other.
3. We will consider what the criteria mean for each applicant based on:
   1. How they define their own practice.
   2. What is appropriate within their artistic discipline.
   3. Their stage of career/practice/experience/expertise in their form.
   4. A respect for the unique traditions and rights of different First Nations, Metis and Inuit nations/communities.
4. We will try to focus every conversation around what we appreciate about every project.
5. We will remember that this is not a panel of experts:
   1. We will honour the knowledge and experience others share.
   2. We will not impose arbitrary standards or ideas on an applicant or their project/activity that are not appropriate to the specific context.
   3. We will acknowledge the experiences and values that may make each of us biased.
   4. We will allow others to help us check in with our biases in a respectful and productive way.

Please refer to the Assessment Committee Terms of Reference for further information about the assessment process.

How to Apply

Applications will only be accepted online through Calgary Arts Development’s grant interface. Please see the above Equity Statement for information on accessibility and accommodation needs.

New users must set up an account to access the interface. For instructions on how to use the online grant interface, please refer to the Granting Interface Questions in our Investment Program FAQ.

If you are applying on behalf of an organization that already has an account and you require assistance to access it, please contact us at grants@calgaryartsdevelopment.com or 403.476.2031.

Applications must be submitted before 4:30pm MST on the day of the deadlines. Late applications will not be accepted. Extensions may be provided upon request in certain circumstances in advance of a deadline. Consult the Deadline Extension Policy.

Please note that anonymized application information from both successful and unsuccessful applications may be used for program evaluation and research purposes.

Application Checklist

Phase One: Request for Proposal

• Organization Name
• Primary Contact Name and Contact Information
• Project Name
• Project Focus
  • Select all that apply from drop down list:
  • Create/Develop; Program/Present; Strategy/Capacity; Relationships/Community
• Requested Amount (up to $20,000)
• Mandate (500 words)
• Proposal (upload 2MB, PDF, no more than two pages)
  • Upload your project summary, considering the criteria of Artistic and Public Impact. You may consider the below questions as a guide:
    • What is your artistic vision in terms of how you make your work and develop your programs, and/or what is important to your organization?
    • What are the tasks, activities and/or events related to your project, and who are the individuals or partners involved?
    • What are your artistic goals for this project?
    • What is the relationship between this project and your overall artistic vision?
    • Who is your public for this project in terms of audience, participants and/or communities? How will you engage and interact with them?
• Support Material
  • Provide up to three pieces of support material showing recent work, projects or partnerships which demonstrate capacity for this proposal (assessors will read or view up to 10 minutes of material) (upload 2MB, PDF, JPG, DOC, DOCX, XLS, XLSX, or links).

Phase Two: Application (Only successful applicants to the Request for Proposals Phase)

• Beginning and End Dates of the project.
• Project Description (upload 2MB, PDF, no more than one page)
  • Provide a detailed project description including any information not provided in Phase 1: Request for Proposals.
• Artistic Impact (600 words)
  • Describe how this project aligns with the program criteria of artistic impact.
• Public Impact (600 words)
  • Describe how this project aligns with the program criteria of public impact.
• Timeline for Project (upload 2MB, PDF, XLS, XLSX)
• Project Budget (upload 2MB, PDF, XLS, XLSX)
  • Account for the entire scope of the project. If your overall expenses exceed the amount you are applying for, explain how you will cover additional costs.
  • Use the notes section to clarify line items and specify whether other revenue or in-kind support is confirmed or pending.
• Financial Statements (upload 2MB, PDF)
  • Include a Statement of Operations and a Balance Sheet for your last completed fiscal year.
  • Statements that have not undergone an audit or review engagement must be signed by two board members not involved in their creation
• Evaluation Section (600 words)
  • What does success mean to you as an organization?
  • How will this project contribute to your success as an organization?
  • How will you know you have achieved your project goals?
  • How will you capture your learnings and measure the success of the project?
• Statistical Form
  • Complete a statistical spreadsheet with estimates for project impact.
• Support Material
  • Attach files or links that are related to your project and help strengthen your case, such as examples of previous work, documentation related to expenses, materials describing the project, and so on (up to four attachments, each with a maximum size of 4MB, PDF, JPG, DOC, DOCX, XLS, XLSX) (assessors will read or view up to 10 minutes).

Conditions of Grant and Reporting

Applicants will be notified of their results in both phases by email. Successful applicants will be required to sign and return an Investment Agreement no later than 30 days after notification in order to receive this funding.

A Final Report will be due by December 1, 2020. In addition to a final report, successful applicants will be invited to participate in an optional peer-learning focus group facilitated by an external facilitator. Artists funded through this program will be invited to participate in a short annual survey to measure long-term program impact. Successful applicants may be invited to complete a social network analysis survey, the Equity, Diversity, and Inclusion Census, and an optional Calgary Arts Professionals Survey.

Final Report

A Final Report will be assigned to successful applicants in the grant interface with a deadline of December 1, 2020.

• Describe the result of your project. Did anything change from the original application (800 words)?
• Describe how you achieved your artistic goals and the artistic and public impact as described in your application. How did this contribute to your success as an organization and in meeting your organizational mission (800 words)?
• Describe the learnings you captured and measurements of your success captured throughout the year using the evaluation processes identified in your application (800 words).
• Upload your budget with actuals (2MB, XLS, XLSX)
• Complete a statistical spreadsheet with final results for project impact.
• Support Material

Unsuccessful Applicant Reporting

Unsuccessful applicants may be invited to participate in an optional peer learning focus group facilitated by an external facilitator. Artists may be invited to participate in a short annual survey to measure long-term program impact. Participants would be compensated for their participation.

Collection, Use, Disclosure of Grant Information

Personal information is received by Calgary Arts Development from people and organizations who apply for grants, members of committees assessing applications, and many others in the course of its activities. Calgary Arts Development will never reveal personal information to any third party without your prior knowledge and consent, unless required to do so by law.

Information provided in both successful and unsuccessful grant applications may be used to plan, evaluate and review programs, and for generating statistics for these activities: statistical reporting, studies, issue and trend analysis. Information shared when reporting in these ways will be anonymized and only shared in aggregate. No personal information provided in grant applications will be shared publicly without prior applicant consent.

Questions

Consult the Investment Program FAQ for answers to common questions about the program.

Our team is here to support you! If you have any questions about the program contact the Community Investment team at grants@calgaryartsdevelopment.com or 403.476.2031.

Download the Full Program Guidelines as a PDF UPDATED April 3, 2019

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