Festival and Events Grant Application 2016

	Festival and Events
	Grant Application 2016

Festival and Events
Grant Application 2016

Terms and Conditions of Funding

Successful applicants will be expected to adhere to the following:

Acknowledgment of Funding

The recipient shall acknowledge the support of the City of St. Catharines by using the City’s logo in all advertising, publicity, programs, signage, and plaques relating to the project for which funds are granted. The recipient shall not hold the City as a partner or otherwise responsible for any obligations relating to the organization and project.

Purpose of Funds

Festival and Events Grant funding shall only be used for the purposes outlined in the letter of approval and any attachments thereto. Changes in the proposal shall only be made with the City’s written approval. Any unused portion of the funds remains the property of the City of St. Catharines and must be returned to the City.

Funding Commitment

All grants awarded in one year are not to be considered a recurring funding commitment, as all grant requests in following years must be considered according to prevailing circumstances and available resources.

Disposal of Assets

The recipient shall not sell, lease or otherwise dispose of assets purchased in whole or part with City funds, without prior written consent of the City.

Repayment of Funds

The recipient and project artists shall repay to the City the whole or any portion of the funds if the recipient:

ceases operating during term of funding;

fails to complete the project;

has knowingly provided false information in their application;

uses the funds for purposes other than those detailed in the application;

breaches any of the terms and conditions of this Agreement;

breaches any of the provisions of the Human Rights Code, in the operation of this organization and/or project;

commences, or has commenced against them, any proceeding in bankruptcy or is adjudged as bankrupt;

Where required, the funds shall be repaid by cheque, payable to the
“City of St. Catharines” and mailed to:

Parks, Recreation and Culture Services

c/o Rebecca Cann

50 Church St., P.O. Box 3012

St. Catharines, ON

L2R 7C2

Accounting

The recipient shall keep and maintain all records, invoices and other documents relating to the Grant in a manner consistent with generally accepted accounting principles and record keeping practices, and shall maintain records for a period of three (3) years. The recipient authorizes the City and its agents at all reasonable times to inspect and copy any records, invoices and documents relating to the Grant, in the possession, or under the control, of the recipient.

Reporting

The recipient shall provide a report to the City within three (3) months of completion of the project, providing all details required by the City and, upon request of the City, shall submit interim progress reports.

Copyright, Artists’ Fees and Minimum Wage Standards

Grants are conditional upon the applicant’s compliance with copyright laws and the appropriate payment of artists’ fees, minimum wage standards and any negotiated terms and conditions for paid services related to the festival or event.

Additional Terms

The City shall be entitled to impose such additional terms and conditions in its letter of approval, at its discretion.

Note that this application addresses the process, eligibility and obligations that an applicant must comply with in order to successfully receive funding under the Festivals and Events Program from the Corporation of the City of St. Catharines. This application does not in any way circumvent the obligation of the applicant to ensure that all permitting, safety, liability, or legal compliance requirements are met. This application does not entitle nor imply additional fee waivers for compliance requirements, equipment or services from the Corporation of the City of St. Catharines.

Personal Information Content

Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected under the authority of the Municipal Act, 2001, and in accordance with MFIPPA. Personal information collected on this application form will be used to assist in selecting grant recipients and will be made available to the members of the SCCIP committee and used by City staff for administrative purposes. All information (excluding home addresses and telephone numbers) may be made available to the public. The City reserves the right to verify all information contained in submissions.

Questions regarding the collection, use and disclosure of this personal information may be directed to the City Clerk.

By completing this application form, you consent to the collection and disclosure of your personal information, and to its use by the City of St. Catharines, as described above.

Applicant Information and Authorization Form

Organization Name
Organization Address
City					Prov.			Postal Code
Contact Name						Position
Yes, you can forward this contact info to the media for program promotional purposes.
Phone Number
Email
Website
Incorporation #						Charitable Registration #
Title of Project
Amount of request
Project start date						End date

Confirmation of Not-for-Profit Operations

(To be completed if applicant is not incorporated)

“I confirm that ____________________________ (name of applicant) operates on a

not-for-profit basis, returning all surplus revenues after expenses to future initiatives of ____________________________ (name of applicant).”

Signature
Print Name		Date

Authorization for Application

On behalf of, and with the authority of, the above-mentioned organization, we certify that we have read and understand the program’s Terms and Conditions set out herein. Further, we certify that the information given in this application for funding assistance is true, correct and complete in every respect.

	Signature	Name	Title
Senior Staff Person
Board Chair/ Representative

Application Requirements – Festival and Events Grant

The following questions must be answered in order for an application to be considered complete. Use the checklist to ensure you’ve included all necessary information in your application. Please limit the number of pages for the Organizational Profile & Project Description to six (6) pages.

Please review the Guidelines for the Festival and Events Grant Program before completing this application.

Organizational Profile & Project Description

Briefly describe the mission and history of your organization and detail your achievements of the last two (2) years. If your primary purpose is not the festival, summarize how the festival or event in this application serves your mandate.

Describe the festival or event you are applying for and include information on the program goals and content of the event. What outcomes do you anticipate and how will you measure your success, both quantitatively and qualitatively? What’s new in your plans from previous years, if applicable?

Describe your plans for partnership, revenue generation, and community outreach. How are you working with local businesses, volunteers, artists, vendors and/or cultural organizations? How is your festival unique? (Optional: append program details to this application.)

How will your project create a positive economic impact for the City of St. Catharines? Provide information on how you will measure this impact.

Marketing Plan

Attach a marketing plan for your event as a separate document. The Plan should be as detailed as possible and should relate to the statistical and financial information provided. If your marketing activity changes significantly from the plan submitted with your application, an updated plan should be provided to City staff one month in advance of your event start date.

Financial and Statistical Information

All applications must be accompanied by completed financial and statistical forms as provided by the City of St. Catharines Cultural Services office. For further information contact staff or visit our website at www.stcatharines.ca

Financial Statements

For requests of less than $10,000 or from organizations with revenues less than $100,000, unaudited financial statements may be submitted (or review engagements or audited financial statements). For other request and revenue levels, review engagements are required (or audited financial statements). Financial statements should be signed and approved by your Board of Directors.

In your last completed year, if you have a deficit of more than 10% of your operating budget or if you have an overall net deficit of more than 10%, you must attach a deficit reduction plan that includes targets, timelines and responsibilities. Festivals or events with a running deficit of more than 20% of their budget are ineligible.

Final Reports

All successful grant recipients will be expected to provide a final report outlining their use of the City’s investment. Final report forms are available on the City's website and must be accompanied by final actual figures in the financial and statistical information forms as well as your organization’s Financial Statements. Grant recipients are required to provide copies of all receipts for expenditures covered with Festival and Events Grant funding.

Any recipient that fails to submit reports will not be eligible for future funding until required reports are submitted and reviewed by Staff. If the City is not in receipt of a final report within one year of the project’s completion, the recipient may, at the City’s sole discretion, forfeit the 10% of funds withheld at time of approval. Please contact City staff should you require an extension to your project end date.

Festival and Events Grant Application Checklist

Please submit one (1) copy of:

Applicant Information & Authorization Form Page (pg. 5) with original signatures

Please submit five (5) copies of the completed application (pg. 6) and all support materials including but not limited to:

A Marketing Plan which includes a schedule of specific marketing and promotions for the festival/event.

Completed Financial Information form

Completed Statistical Form with most recent actual figures

A list of your Board of Directors, their positions and length of service

Sample promotional materials from past events.

For incorporated organizations only:

Most recent financial statements approved and signed by your Board of Directors.

Minutes from your most recent Annual General Meeting

A copy of your letters patent or other incorporation documents (first time applicants only)

A list of your board of directors – include name, title and length of service

For non-incorporated applicants

Financial statements or financial information from the previous year's operations.

Brief bios of all members participating in the leadership of the project.

Deadline

The deadline for all 2016 Festival and Events Grant applications is Friday February 5, 2016 at 4:30 p.m. Applications must be received prior to this deadline to be considered. No late applications will be accepted.

For More Information

Please visit our website at www.stcatharines.ca/F-Efunding or contact Rebecca Cann, Cultural Services Supervisor at 905-688-5601 ext. 5232 or [e-mail]

Applications can be mailed or delivered to:

Festival and Events Grant Applications

City of St. Catharines

Recreation and Community Services

c/o Rebecca Cann

50 Church St., P.O. Box 3012

St. Catharines, ON

L2R 7C2

Cover Photo: Niagara VegFest