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Welcome 3 Management 20
Four steps to apply for Grants for the arts 3 Activity partners 20
Evaluation 23
Eligibility 5
Who can apply 5 Attachments 24
Who cannot apply 5
What you can apply for 6 Further advice 24
What you cannot apply for 6 Getting advice 24
Overdue conditions on previous grants 7 Tax and legal advice 24
When you must ask us for permission to apply 7
Our other funding programmes 8 What happens to your application 25
1 Eligibility check 25
The application form 9 2 Risk check 25
Filling in the application form 9 3 Decision making 26
Application type 9 When we will reach a decision 26
Personal access costs 9 If your application is successful 26
Individual or organisation details 10 If your application is unsuccessful 26
Basic details 10
Further information 27
Artistic Quality 11 Complaints procedure 27
What to do if you cannot accept National
Public Engagement 13 Lottery funding for religious reasons 27
Making records of your activity available
Finance 15 to us for audit 27
Income for your activity 15 Freedom of Information Act 27
Expenditure for your activity 16 Public Sector Equalities Duty 27
Support in kind 19

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Thank you for your interest in Grants for the arts, 2 Is your activity right for Grants for the arts?
our funding programme for arts activities that Through Grants for the arts we are able to make
engage people in England and help artists and grants between £1,000 and £100,000. This guidance
arts organisations to carry out their work. is for applications for £15,000 or under.

By ‘engage people’ we mean people being involved If you are applying for over £15,000 you will need
with, inspired by, and participating in the arts. This to read the How to apply guidance for Grants for
could include attending an arts event, taking part the arts – over £15,000 instead.
in an arts activity, or creating a work of art.
Grants for the arts is a continuous programme, so
Grants for the arts is funded by the National Lottery. you can apply at any time. There are no deadlines
but you need to allow enough time between when
Four steps to apply for Grants for the arts you apply and when your activity starts.
You’ve got a great idea. What next? • we need six working weeks to process
applications for £15,000 or under, and
1 Read this guidance carefully. • 12 working weeks for applications for
This guidance explains how to complete your more than £15,000
application form and answers some common
questions, so please read it carefully before you begin. Please check if your activity is eligible for funding
through Grants for the arts. The list on page 6 of
We are committed to being open and accessible, this guidance gives more information on what we
and want to make sure our services are accessible to can and cannot fund.
everyone. We realise some applicants may experience
barriers making a grant application or accessing our Grants for the arts is a competitive programme.
services. If you experience or anticipate any barriers Please consider what you would do if we cannot
within the application process or require help to make fund your activity. You can find some useful
an application or accessing services and information, information on other sources of funding on
please contact us for information on the type of our website (www.artscouncil.org.uk).
support that we can provide.
3 Log in to our online application system.
How to contact us Applications to Grants for the arts are made online
• Phone: 0845 300 6200 via our website. If you do not already have a username
• Email: enquiries@artscouncil.org.uk and password for our online application system, go
• Textphone: 020 7973 6564 to www.artscouncil.org.uk, select ‘Funding’ from
• Post: Arts Council England the menu at the top of the page and follow the
Grants for the arts links to the online application.
PO Box 4353
Manchester If you need additional support using the online
M61 0DQ application please contact us on 0845 300 6200.
We can ‘co-browse’ your application form while
you are working on it. This means we can view the
screen as you see it and help you to complete any
section you have difficulty with. 3
If you are unable to complete your application online,
please contact us using the details above.

4 Fill in the application form.


The application form asks you a series of questions
about different parts of your activity including:
artistic quality, public engagement, management
and finance.

This gives us information about you, the activity you


are applying for and your budget. We will use the
information you give us in your application form to
decide whether we will offer you a grant.

If your application does not contain the information


we need in the format we ask for it to be in, we
might not be able to consider your application.

After you have read this guidance, if you have any


further questions please contact us. Be ready to clearly
describe your activity to us, as this will help us give
you good advice and will save time.

We wish you success with your application.

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Who can apply Individuals resident in and organisations registered
Our grants are for individuals, organisations involved in England will also need to have a bank account
in arts related activity and other people who use the in the UK.
arts in their work.
You can find out more about our bank details
Individual applicants to Grants for the arts might be: requirements in the information sheet ‘Bank
• artists, musicians, writers, performers details guidance’, on our website.
• promoters, producers
• curators, directors Who cannot apply
• groups of people (one will need to take the The following individuals or organisations cannot
lead and have the main responsibility for apply to Grants for the arts. If you fall into one of
managing the application and any grant) these categories, your application will not be eligible.
• organisations that receive regular funding
Types of organisations we can make grants to include: from us through the National portfolio
• arts organisations organisation programme
• local authority and other public organisations • people who have not met any overdue payment
such as library services and museum services conditions on any previous grant from us
• regional and national organisations (there is further information on page 7)
• organisations whose normal activity is not • organisations that share out profits to members
related to the arts, including voluntary or shareholders, unless the activity you are
and community groups applying for is a self-contained arts project
• groups of organisations (one will need to take and has a clear benefit to the public
the lead and have the main responsibility for • students, for activities directly linked to their
managing the application and any grant) formal course of study; activities which contribute
towards their course assessment; their tuition
By ‘organisation’ we mean a single group of people fees or living costs. By ‘student’ we mean a
working towards a shared or common goal. This can person following a course of study in a school,
take many forms (for example a limited company, a college or a university. We cannot fund
a charity or an unincorporated group). If you are students directly or indirectly for these costs
applying as an organisation, you should have a • individual educational establishments (eg one
bank account with two people who can sign in school or college) where the activity does not
the organisation’s name. provide benefits to the wider community or
artists. This also applies to third party applications
We can only make grants to individuals and for delivering activity in a single school or college
organisations based within the European Union. • individuals or organisations based (living)
If you are an individual based within the EU (but outside of the European Union
outside England), you will need to have a bank • members of Arts Council England’s
account in the UK. If you are an organisation national council
based within the EU (but outside England) you
will need to have a registered office in the UK
and a bank account in the UK.

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What you can apply for What you cannot apply for
Grants for the arts is the Arts Council’s open access You cannot apply for the following activities:
funding programme, and is designed to allow us to • activities that are not related to the arts
support a wide variety of arts-related activities. • activities that do not benefit or engage people
in England (in the short or long term) or that
Activities we support must be clearly related to the do not help artists and arts organisations in
arts and must be project-based, up to a maximum England to carry out their work
of three years in length. This means that an activity • self-promotional activities which do not provide
must happen for a defined period of time, with a public benefit, either immediately or in the long
start and end date and its own objectives to be term, or where the applicant does not have an
achieved in that time. This is to distinguish project artistic track record. This would include buying
funding from regular or ongoing funding, which equipment and instruments which would
we do not provide through Grants for the arts. not be used for the benefit of the public
• activities (including buying goods or services)
You can apply for: that have started, been bought, ordered or
• festivals and carnivals contracted before we make a decision about
• events, productions and exhibitions your application. This is because we cannot
• artistic research and development fund activity retrospectively (find out more
• making work on page 10 of this guide)
• residencies • general running costs and ongoing overheads.
• commissions These include those relating to salaries,
• participatory projects, workshops equipment or buildings (such as rent, insurance
• audience development and maintenance costs). You can apply for some
• marketing activities time limited overheads that are directly related
• professional development and training to delivering your activity (such as costs for
• organisational and business development additional staff time, venue hire or utilities).
• other arts-related projects You can find out more about overheads in
the information sheet ‘Repeat activities, ongoing
If you are applying for certain types of activity overheads and salaries’, on our website
we recommend that you also read our additional • costs that are already paid for by other income
guidance sheets. Find a full list of these sheets including your own funds or any other funding
on page 21 of this guide, or on our website • activities in a formal educational setting for
www.artscouncil.org.uk. educational purposes necessary by law
• fundraising activities, such as charity galas,
These activities include: that do not benefit the arts
• touring work
• library-led activity There are some types of activity where eligibility
• capital (building) applications is more complicated:
• purchasing equipment • we cannot support activities relating to film
(including instruments and vehicles) and video (such as film or video production
• education-related activity and cinema exhibition) unless it is in support
of artists’ work in the moving image. Please
Applying for more than one type of activity see our information sheet ‘Artists film and
Your application can cover more than one type of the moving image’ for more detail about
activity. For example, you could apply for touring what we do and do not fund relating to
costs, a new van and professional development film, video and the moving image
work in one application. We can advise you on how
to do this and whether this is appropriate for you.

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• we cannot support activities or events that Underdeveloped applications
mainly take place outside England unless they If your application does not contain the information
clearly benefit individuals and artists living in, we need in the format we ask for it to be in, it will
and organisations based in, England. Please not be eligible. If your application is not eligible, this
see our ‘International activity’ information means that we cannot process it any further and it
sheet for more information will not be considered for funding. If your application
• we cannot support the purchase of second-hand is not eligible we will write to you to let you know,
equipment apart from certain musical instruments and will explain our decision.
and some specialist equipment. Please see our
‘Musical instruments and second-hand equipment’ When you must ask us for permission to apply
information sheet for more information There are some types of activity where you must
• we normally require a minimum of 10 per cent ask us for permission to apply. These include:
funding from sources other than the Arts Council. • making an additional application
In exceptional circumstances we may be able to Only in exceptional circumstances would we
provide up to 100 per cent of the cost of the accept a second application from someone
activity. If you are asking us for the total cost while they are still waiting for a decision from
of your activity, you must tell us why you have us on a first application. If you want to make
been unable to secure any other funding. a second application you must contact us
Using the information you give us we will decide (enquiries@artscouncil.org.uk, 0845 300 6200)
whether we can accept your application. If we to request permission to apply. We will confirm
cannot, it will not be eligible and we will not in writing whether you can apply and you must
be able to process it attach this letter with your second application.
• applying for over £100,000
Overdue conditions on previous grants In special circumstances we can accept
If you are currently in receipt of a Grants for the arts applications for grants over £100,000. If you
award, you cannot make another application unless plan to apply for over £100,000 you must
you are up to date with meeting the conditions for contact us (enquiries@artscouncil.org.uk,
your earlier grant. 0845 300 6200) to request permission to apply.
We will confirm in writing whether you can
You must meet any overdue conditions before you apply and you must attach this letter with
apply again. Your previous offer letter would list your application.
what conditions you needed to meet, and when we • capital (building) applications
expected to receive your monitoring information. If you plan to apply for activity relating to building
A condition is considered overdue once the date work (refurbishing arts buildings, improving
for submitting the information on the payment access, buying property or leasing a building,
schedule for your grant has passed. for example), you will need to contact us for
permission (enquiries@artscouncil.org.uk,
If you have a query about conditions for a previous 0845 300 6200). You can find out more about
grant please contact us (enquiries@artscouncil.org.uk, capital (building) projects in the information
0845 300 6200). sheet ‘Capital applications – building projects
and equipment purchases’, on our website.

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• applications relating to Music Our other funding programmes
education hubs activity Grants for the arts is the Arts Council’s open access
Between 2012 and 2015 we are investing more funding programme, and is designed to accommodate
than £171 million of funding in a network of a wide variety of types of activity. Some of our other
music education hubs across England. A Music funding programmes focus on specific types of
education hub is a collection of organisations activity, such as touring, capital (building) projects
working in a local area to create joined up music or organisational development work. If you are
education provision for children and young applying for support towards these types of activity
people, both in and out of school. There are you may wish to look at the application materials
certain types of activity relating to music for some of our other programmes to make sure
education hubs that are eligible for support that Grants for the arts is the most appropriate
through Grants for the arts. If you are a music programme for your activity.
education hub or one of their partners who
wishes to apply for support for a related activity, For more information about our other funding
you will need to contact us for permission programmes, please visit our website
to apply. Please read our information sheet www.artscouncil.org.uk
‘Music education hubs and partners’ for more
detail about what types of activity we can and
cannot fund, and the process for getting
permission to apply.

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The application form asks you a series of questions If you are an organisation we need some
about different parts of your activity including: extra information.
• its artistic quality
• how it will engage the public It is important to note that if you apply as an
• how it will be managed organisation, you must have a bank account that:
• the budget for your activity • is in the exact name of your organisation, and
• has two signatories
We will use the information you give us in your
application form to decide whether we will offer This is usually a business bank account. We cannot
you a grant. make payments for a grant made to an organisation
into an individual’s bank account.
Not all of the guidance under each heading will
be relevant to every application. If appropriate, If you apply as a group of people or as a group of
you can emphasise some points more than others, organisations, we will only make payments to the
and add further points of your own. named person or organisation taking the lead in
making the application. The person or organisation
Each question has a maximum word count, which who is taking the lead will be responsible for the grant.
is clearly marked next to each question. Please keep
your answers as clear and concise as possible. You can find out more about our requirements
for bank details in the information sheet ‘Bank
Filling in the application form details guidance’, on our website.
The application form will guide you through a series
of screens and ask you questions about different Personal access costs
aspects of your activity. Some of the questions ask Please tell us whether your budget includes personal
for basic information about your activity, and others access costs. If you are disabled, deaf, experience
ask for more detailed information. Please read this learning difficulties or encounter barriers making a
guidance carefully, and use it to help you complete grant application, there may be extra costs relating to
each section of the application form. your own access needs that you will need to pay to
help you manage your activity. For example, payment
Additional support completing the for a sign language interpreter to help you manage
application form your activity.
If you need additional support using the online
application form please contact us on 0845 300 6200. Your access costs will not affect how long it takes
We can ‘co-browse’ your application form while you us to make a decision on your application. This is
are working on it. This means we can view the screen particularly important if you are requesting close
as you see it and help you to complete any section to £15,000 from us. For example:
you have difficulty with. • if you are applying for £17,000 but £2,500 of
this relates to your personal access costs, we
Application type would still view this as the same as an application
We ask you to tell us whether you are applying for under £15,000 and would make a decision
as an individual or as an organisation. on your application within six weeks. You
should use the guidance for applications
for £15,000 and under. 9
If you are applying for personal access costs and have Amount requested
any queries please contact us on 0845 300 6200 Please enter the total amount you are requesting
or enquiries@artscouncil.org.uk from us.

Individual or organisation details Activity dates


Your contact information Please enter the start and end date of your activity.
We may need to contact you by email, phone or You must allow enough time for planning your activity
letter while we are processing your application, so and for us to process your application. We cannot
please make sure your contact details are correct and fund any goods or services that you have bought,
that we can contact you easily. If you are applying ordered or contracted before we can make a
as an organisation, please make sure that the person decision on your application.
you give as the main contact is easy to contact and
has a full understanding of the application. We need six working weeks to process applications
for £15,000 or under.
We will contact you within 10 days of receiving your
application. Once we have decided whether your Please give a start date for your activity that will give
application is eligible our next contact with you will you enough time to complete all the main stages
be when we let you know the outcome of your of the activity that you are asking us to support.
application. We generally consider applications to For example, if your activity requires marketing,
be complete when we receive them and do not you should include enough time here to do this.
contact applicants for more information.
If you do not give us enough time before your activity
Advice received starts, we may not be able to process your application.
Please tell us if you have had any advice before
completing this application.

Basic details
Activity information
Please give us a concise description of the activity you
are asking us to support (in no more than 100 words).

This description gives us a brief summary of the


key aspects of your activity, so please describe
your activity simply and clearly.

You should include the main details about the nature


of your activity, what will happen and who it is aimed
at. For example, a completed activity description
could look like this:

Our project involves working with groups of


young people aged 12-15 to support them to
produce their own creative written work. Four
groups of young people from four different
schools will take part in workshops with a
professional poet to develop their own work,
which they will perform at a showcase event
at the end of the project. We will also produce
a video of their performances that will be
hosted on the project website. 10
In this section we want you to tell us about you and • any other information relevant to your
your artistic work, some more detail about the activity artistic track record
you would like to do, and how this activity will help
you or your organisation develop. We also ask about What is your proposed artistic activity, and
any other artists you may be working with, what their what do you want to achieve by doing it?
role is, and why you have chosen to work with them. This is your opportunity to tell us more about
your activity and why you want to do it. You
If you are applying as an individual: should tell us about:
Please provide a brief summary of your recent • what your artistic activity is
relevant artistic work, experience and achievements. • the artistic idea behind the activity
• what you want to achieve by doing the activity
We ask you to provide this summary instead of a
detailed artistic CV. This paragraph will tell us about Why is this activity important for your
your artistic track record and your career to date, artistic development?
so you should aim to present a clear, concise This is a question about how the activity will develop
summary of your work. your practice, skills, or organisation and how it fits
with your wider artistic career or programme. Arts
If you are applying as an organisation: Council England is the arts development agency for
Please provide a brief summary of your England and we want to fund activities that move
organisation’s recent relevant artistic work, artistic practice forward.
experience and achievements.
You should think about how doing this activity will
This paragraph will function as a statement about affect your work, both immediately and/or in the
the artistic work of your organisation. If you are longer term. Does your activity allow you to:
applying as an organisation whose work is not • work in new ways, new contexts or
mainly in the arts, you should tell us briefly about with new people
the area of your main activities and your previous • reach new or different audiences
experience using the arts in your work • to try out new approaches
where appropriate. • achieve other types of development
(for example, organisational, business
All applicants: or professional development)
The type of information you give us will depend
on what kind of work you do, but you should Some activities might involve contributing to the
tell us about: artistic development of others. If this applies to
• your key artistic achievements to date – your activity (for example, an activity involving
for example exhibitions, productions, working with emerging artists to support their
publications, etc professional development) you can tell us
• any key commissions you’ve received about this here too.
• key pieces of work you’ve completed
• if you’ve worked with any established
artistic partners

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Who’s involved? Filling in the table
We want to know about the other artists who are Enter the artist’s or organisation’s name, their website
part of your activity. By ‘artist involved in the activity’ (if applicable), whether their involvement is confirmed
we mean artists (or arts organisations) who: or expected, and their role in the activity (such as
• are part of your activity’s artistic programme; or collaborating artist, programmed artist, director,
• are directly involved in shaping the curator, choreographer, composer etc).
activity artistically We understand that not all types of activity will involve
other artists. If you are the sole artist involved in your
For example, this could be: activity please leave this screen blank.
• programmed artists (as part of a tour, exhibition,
publishing programme or a festival) Please outline how each artist will contribute to the
• other artists working in collaboration with activity, and give a brief description of their work.
you to produce work
• an artistic mentor We ask this to give us an indication of the quality of
• other people taking on key artistic roles in other artists’ work, and a sense of their contribution
the activity – director, curator, composer, to the activity. We ask you to provide this information
programmer, etc instead of detailed artistic CVs for all artists involved.

Please list the main additional artists involved in your You can tell us about:
activity using the table, up to a maximum of 10 artists. • the type of work an artist produces
Do not include yourself if you are the main artist. If • who they have worked with in the past
you are working with any individuals or organisations • why you have chosen to work with them
who are helping to deliver or manage your activity,
please tell us about them in the Management
section of the application form.

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In this section of the application form we want you For example, an activity might target:
to tell us about who will engage with your activity. • a very specific group of people (young
We ask you to estimate the numbers engaging with people aged 12-15 in Birmingham) or
your activity based on what you think you will achieve. • a more general audience (theatre
Here you have a chance to tell us more about the audiences in the Midlands)
audiences and/or participants, who they are and
how you will reach them. We are interested in the relevance of the activity to
audiences/participants. Please tell us about why the
You can find out more about developing audiences activity will be appropriate for the groups you identify.
in the information sheet ‘Audience development and
marketing’, on our website. If your activity will engage people who do not usually
engage with the arts you should tell us here.
People who benefit from your activity
Please give an estimate of the number of people Types of engagement
you expect to benefit from this activity. There are different ways that people can engage
with an activity. They might include:
Results of your activity • as active participants (for example, in a workshop)
Please estimate what will happen as a result • as audience members
of your activity. • as readers (for example, of a publication)
• as participants in research or public consultation
Details of beneficiaries (such as helping to plan an activity)
Please tell us who will benefit from your activity.
Please also tell us:
Who will engage with this activity? Tell us about the • how you will ensure that audiences/participants
target audiences or people taking part, and how have a high quality artistic experience
they will engage with the activity. If the activity will • how the activity could have a lasting impact
not engage people immediately, eg some research on participants
and development activities, please tell us about
who you anticipate will engage with your work Research and Development (R&D)
in the longer term. Some types of activity might not involve engaging
people immediately, for example some research
Who will engage? and development (R&D) work. If you are applying
We want to know about who is going to engage for R&D activity, you should tell us about the
with your activity and in what ways. By this we target audiences for your work now or in the
mean that we want to know who will experience future, and how they will engage with your work.
your activity as participants, audience members
or in other ways. You can find out more about research and
development activities in the information sheet
We understand that target audiences will be ‘Research and development related activities’,
different for different types of activity. on our website.

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Please describe how you will reach your target
audience or participants, in the short or long term,
and give details of your proposed marketing
activities where appropriate.

We want to understand how you are going to reach


the people that will experience or take part in your
activity. We want to see that you have plans in place
that will ensure people know about your activity
and will want to take part in or attend your activity.

Please tell us how you plan to:


• identify potential audiences/participants
• recruit any participants for the activity
• promote your activity (for example,
to gain media coverage)

You can find out more about marketing your


activity in the information sheet ‘Audience
development and marketing’, on our website.

Research and Development (R&D)


If you are applying for R&D activity, please tell
us how you plan to ensure your work reaches
your identified target audiences in the short or
long term. You should tell us what steps you
will take to ensure people experience your work.
For example, this might be how you plan to get
a gallery, theatre or festival to show your work,
or a publisher to publish it.

You can find out more about research and


development activities in the information sheet
‘Research and development related activities’,
on our website.

14
The Finance section will ask you to complete a budget item of income or whether it has been confirmed.
for your activity, and to answer some questions about We take this into account when we are completing
how you will manage your budget. Please read this the risk check, and we generally consider confirmed
guidance carefully before you begin. income to reduce financial risk.

Key things to remember about Grants for Requesting 100 per cent of the cost of
the arts budgets your activity from us
• your budget has to balance (your income In exceptional circumstances we may be able to
needs to be the same as your expenditure) provide up to 100 per cent of the cost of the activity.
• we expect you to find at least 10 per cent of the If you tick this box we will ask you to explain why you
total cost of your activity from other sources are requesting the full cost of your project from us.
• we need to be able to see how you have
worked your figures out, so please break Completing the budget table (income)
them down clearly Earned income
• the budget should be for the total cost Include any income you will earn from this activity
of the activity (for example, from ticket sales, workshop fees or
selling work or publications). You should be realistic
Financial background about the level of income you are likely to earn for
Please enter your financial details. your activity. For touring activities, please provide
You can find out more about VAT by contacting details of your confirmed income from guaranteed
HM Revenue & Customs (HMRC) through fees from venues, your estimated income, or both.
their website (www.hmrc.gov.uk).
Please provide a clear breakdown for each entry
Completing the Finance section to show us how you have reached your figures.
This section is divided into three screens: Income,
Expenditure and Support in kind. This guide will tell Example: Earned income
you how to complete each screen, step by step. Expected Confirmed Income

Income for your activity Four x £10,080


In this section we ask you to tell us about any performances
other cash income for your activity. at a venue with
We expect at least 10 per cent of the total cost of the 600 seats and a
activity to come from other sources. Financial income 70 per cent full
from other sources helps to demonstrate partnership audience (420
support for the activity, and shows that the activity people) is 4 x 420
is making the most of our investment. On average, tickets at £6 =
those who were successful in getting funding from £10,080
us received about 51 per cent of their income from If VAT is charged on ticket sales or admission prices,
other sources. do not include it in your earned income figures. For
information about VAT and other taxes, contact HM
You should break down the income for your activity Revenue & Customs (HMRC) through their website
under the headings provided in the budget table. (www.hmrc.gov.uk).
You need to show whether you are expecting each Local authority funding 15
Include any funding you have received or applied for Expenditure for your activity
from local authorities for this activity. Please give us In this section we ask you to give details of all the items
the name of each local authority and the amount. you will be paying for as part of your activity. You
should break down the expenditure for your activity
Other public funding under the headings provided in the budget table.
Include any funding you have received or applied Please show how you have reached your figures.
for from any other public organisation (for example,
the British Council). Please give us the name of each If you are registered for VAT, your figures should not
organisation and the amount. include VAT that you can claim back. If you are not
registered for VAT, your costs should include VAT.
Private income Grants we make are ‘outside the scope’ of VAT (this
Include any income from private sources, for example means that they are not a business activity) and must
from you or your organisation, or donations or grants be listed in your accounts as a grant and not, for
from trusts and foundations. If you are an individual example, as a fee. You should get financial advice
and you are providing some cash income towards the from your own accountant or the relevant tax office.
activity, please include it in this section. Please give us For information about VAT and other taxes, contact
the details and the amounts. HM Revenue & Customs (HMRC) through their
website (www.hmrc.gov.uk).
Please describe your approach to raising as much
money as you can from other sources. Identify which Completing the budget table (expenditure)
other sources of funding you have applied to, and the Artistic spending
progress of any other applications you have made In this section, please include any of the artistic
(including the date you will know the outcome). costs you need to pay for.

We want to make sure that the funds we award You need to show:
go as far as possible. Please tell us: • the fees and wages of artists involved
• how you plan to raise funds from other sources in the activity
(if you have a fundraising plan, you can refer For example, actors, musicians, dancers,
to it here) visual artists, stage designers, directors,
• about any specific sources of funding you producers, composers, writers, choreographers,
have applied for, including when you expect stage managers, lighting designers, curators,
to know if you have been successful workshop leaders and other artistic roles.
• if your budget includes earned income, tell us
more about how you have worked this out We are committed to making sure that artists are paid
(how you decided on ticket prices, for example) appropriately for activities we support. The amount is
likely to depend on a number of things, including the
If you have requested 100 per cent of the cost of your experience and skills of the artist, the type of work
activity from us, you must tell us in this box why you and the length of the contract. If you are involved
have been unable to secure any other funding. Using in the activity as an artist, you can include your
the information you give us we will decide whether own artistic fees here.
we can accept your application. If we cannot, it will be
made ineligible and we will not be able to process it. There are recognised codes of practice set by relevant
lead organisations. You can find out more about fees
for artists in the information sheet ‘How to pay artists’,
on our website. AN: The Artists Information Company
also provides useful information on paying visual
artists (visit www.a-n.co.uk).

16
If you are employing people to take part in your Marketing and developing audiences
activity, you may need to budget for paying an Include all marketing and audience development costs
employer’s National Insurance contribution for that relate directly to the activity you are applying for.
each person. You may also have to provide paid For example, design and print costs, direct mailing,
holiday leave and pension contributions. website design, photography, research, and fees
to any people who are delivering press, audience
You should seek appropriate advice on your statutory development and marketing activity for you.
obligations around employing people. For information
contact HM Revenue & Customs (HMRC) through Overheads
their website (www.hmrc.gov.uk). There are some overheads or running costs that we
do not fund. We have listed ‘What you cannot apply
• the other arts related costs of delivering for’ on page 6 of this guidance.
the activity
Such as, the costs of events, commissions, You can apply for extra time-limited overhead costs
research and development, preparation, that are directly related to the activity you are asking
productions and residencies, including any us to support – for example, payments to staff, phone
materials or equipment you hire to carry out bills, postage and insurance. You can apply for a
these things. For touring activities, please contribution to your ongoing overheads if these are
include costs for creating and preparing the not covered by other funding. The amount you apply
tour, and costs that are the direct result of for must relate directly to the amount of time spent
touring (for example, travel, transport on the activity you are asking us to support, so
and accommodation). please explain how you have worked this out.

Making your performance accessible The Association of Chief Executives of Voluntary


We are committed to making sure that everyone Organisations has produced a practical guide and
has access to the work we fund. As a result, we toolkit on cost allocation. You can use this to work
encourage you to include the costs of making your out the full cost of a project or an activity including
activity accessible as part of your artistic spending. extra and ongoing overheads. It is available from
www.acevo.org.uk or by phoning 0845 345 8481.
In this section please include any costs that you will
need to pay to make your activity accessible to a wide Assets – buildings, equipment, instruments
range of people. Access costs might include costs of and vehicles
signed performances and materials in other formats Include any costs relating to refurbishing arts buildings,
such as in Braille or on CD, for example. improving access, buying property and leasing a
building. In general we would not expect to fund
If you are disabled, deaf, or experience learning many feasibility studies (studies to test the potential
difficulties, and have personal access costs (costs of a building plan) and early development of designs.
relating to yourself that you will have to pay to Please see our information sheet ‘Capital applications
manage your activity), please see our advice for – building projects and equipment purchases’
applicants that encounter barriers making a grant for more information.
application at the end of this section.
Remember, you must ask for our agreement in writing
Developing your organisation and people before you make any application relating to buildings
Include the costs of any activity aimed at developing to be used for the arts, otherwise we will not be
your organisation. This could include things like able to process your application. Contact us for
business planning, support from consultants, further information (0845 300 6200,
staff training and professional development costs, enquiries@artscouncil.org.uk).
and feasibility studies (studies to test the potential
of a business plan).
17
Include the costs of buying assets including equipment, Fees for artists and other people (such as
instruments and vehicles. You should get competitive project managers, consultants etc)
quotes from more than one business or supplier. Remember, we are committed to making sure that
While we do not ask you to send quotes with your artists are paid appropriately for activities we support.
application, we do ask you to tell us about them in Their fees will depend on a number of things,
the question below this section of the budget. You including their experience and skills, the type of
can find out more about purchasing equipment, work and the length of the contract.
instruments and vehicles in the information sheet
‘Musical instruments and second-hand equipment’, Your answer to this question might include reference
on our website. to industry standard guidelines. There are recognised
codes of practice set by relevant lead organisations.
Other spending You can find out more about fees for artists in the
Include any other spending for your activity that is information sheet ‘How to pay artists’, on our website.
not included elsewhere. This can include an amount AN: The Artists Information Company also provides
for unexpected costs (contingency spending). useful information on paying visual artists
(visit www.a-n.co.uk).
If you are disabled, deaf, or experience learning
difficulties or encounter barriers making a grant Fees or rates for services
application If your application involves paying for services
If you are disabled, deaf, or experience learning (for example website design, venue hire, PR support
difficulties, there may be extra costs relating to your or other services) you should tell us how you
own access needs that you will need to pay to help have calculated your costs.
you manage your activity. (For example, payment
for a sign language interpreter to help you manage Asset purchases (purchasing equipment)
your activity.) Please include these costs under this If your application involves buying equipment,
budget heading in the table. instruments and vehicles, you should get quotes
from more than one business or supplier. You do
Briefly tell us about your experience in managing budgets, not have to send quotes with your application, but
and describe how you will manage the budget. you should reference these quotes in your answer
and we may ask for them at a later stage.
In this section we want you to list any relevant
experience you have had managing budgets of a Here you must tell us briefly:
similar size. This information helps us to understand • how the equipment, instrument or vehicle
whether the budget is likely to be realistic and well is appropriate for your needs
managed. You can also tell us about any financial • how your future running costs for any
controls that are in place, such as: maintenance, insurance and replacement
• contingency (an amount in your budget for will be met
unexpected costs)
• who is responsible for authorising and You can find out more about Asset purchases in the
making purchases information sheets ‘Musical instruments and second-
• your banking arrangements (for example, hand equipment’ and ‘Capital applications (building
will you have a separate account for your projects and equipment purchase)’, on our website.
activity to manage spending?)

Please describe how any fees, rates and purchases


have been calculated

We want to know that the costs in your budget


are reasonable and realistic. Please tell us how
you have worked out the cost of: 18
Support in kind
Support in kind can be a valuable part of your activity.
Support in kind is used to describe any materials or
services that you would otherwise have to pay for
but that are being provided free of charge or at a
reduced rate. The value of support in kind contributes
towards the proportion of funding we require you
to have from other sources.

Support in kind might include:


• equipment being provided free of charge that
you would otherwise have to buy or hire
• the use of rehearsal or performance space
that you would otherwise have to pay for
• volunteers who are giving their time for free

Please include details of who is giving the support


in kind, what it is and an estimate of its value.

You can find out more about how to work out the
in kind support for your activity in the information
sheet ‘Support in kind’, on our website.

19
In this section of the application form we want you to • helping you to reach participants or audiences
tell us how you will manage your activity. We will ask (community groups, local authorities,
you to tell us about any other partners involved in the housing associations, arts venues)
activity, where it will be taking place and how you will • supporting the activity in kind (providing free use
manage and evaluate the activity. We will ask you to of venue, marketing support, staff time etc)
complete a timeline of the key stages of your activity. • making a financial contribution to the activity

Activity partners Types of partners could include:


If your activity involves working with other organisations • arts organisations, libraries or museums
or partners, please enter their details here. • local authorities, community organisations
and other non-arts organisations (such as
We want to know about who will be supporting housing associations, strategic health
the management and delivery of your activity. They authorities, schools, etc)
could be an individual or an organisation, and will be • venues
working to support a specific aspect of the activity. • audience development organisations
• individuals (such as tour manager, marketing
Please note that this question requires different manager, accountant etc)
information than the earlier question about artists
involved in the activity. These partners might be Completing the table
completely separate to the artists who are involved Please enter the names, main contact, email address
in the activity, or they might be the same people and role within the activity for all partners. Tell us
or organisations performing different roles whether their involvement in the activity is
in your activity. confirmed or expected.

(An artist you are working with might also be A partner’s ‘role in an activity’ could be:
a partner. In the ‘who’s involved’ section of the • providing a venue
application form you will have told us about their • managing an event or tour
artistic track record. In this section you should • marketing the activity
tell us about their management skills.) • providing specialist advice
• supporting audience development
We understand that not all types of activity will involve • evaluating the activity
partners. If this is the case for your activity please • providing financial support
leave this screen blank.
Please provide a brief summary of you and your
A partner could be a person or organisation: partners’ recent experience in managing similar
• helping to manage the activity types of activity.
(for example a project manager)
• providing business support
(such as a consultant or accountant)
• providing specialist sector support
(such as publishers, curators, producers)

20
Please use this section to briefly outline your Please use the table below to identify the main stages
experience managing similar types of activity. Also, of the activity from the start date onwards, and to
please tell us about any activity partners’ experience show who will lead on each element of the activity.
and expertise, showing why they are appropriate to
support the management and delivery of the activity. This table allows us to get an overview of the timeline
For example, if you have told us an organisation is of your activity. Please use it to identify the main
providing audience development support for your stages of the activity from the start date onwards,
activity, please briefly tell us about that organisation’s and to show who will take the lead on each
experience in that type of work. element of the activity.

Location You can add as many lines as you need to this table
Please tell us where your activity takes place. If you to identify the main stages of the activity, for example:
are applying for a tour, you will be asked to fill in planning, partnership development, research, delivery
a provisional tour schedule. (any performances/shows/exhibitions/workshops/
events), evaluation, and so on. Where an activity
Activity plan includes public performances or events (for example
Please briefly identify the main stages of any planning a tour or a festival) that happen during the activity
and preparation activity completed to date. period, these should be clearly identified using
the timeline.
We want to know what planning you have done to
date so that we can understand if your activity is well Please add the stages of the activity to the table
considered and realistic. Please list the preparation in chronological order. Dates for the different stages
you have done for this activity. For example: of your activity can overlap (for example, if you will
• research be marketing the activity at the same time as
• developing partnerships completing other stages).
• scoping work (eg audiences, building)
• considering potential risks In the final column ‘task lead’ please tell us who will
• planning the delivery of the activity be managing each stage of the activity. This could
(eg producing a timeline) be you, or one of your partners.
• securing commitment from partners
subject to funding

Please note this work should not be included in


your budget, as we cannot fund any part of an
activity that has already taken place.

21
Example activity plan:
Start date End Date Activity or task Task Lead
1/8/2013 15/8/2013 Conclusion of project planning John Smith Edit Delete
including confirmation of workshop (project manager)
schedule
8/8/2013 22/8/2013 Marketing Community partners Edit Delete
19/8/2013 30/8/2013 Workshop planning by artists Lead artists Edit Delete
4/9/2013 4/9/2013 Introductory workshop session at John Smith (project Edit Delete
Newtown Communtiy Centre manager) with Newtown
Community Centre
10/9/2013 10/9/2013
Workshop session with Lead Artist 1 Kate Jones (Lead artist 1) Edit Delete
17/9/2013 17/9/2013
Workshop session with Lead Artist 2 Adil Gupta (Lead artist 2) Edit Delete
24/9/2013 24/9/2013
Workshop session with Lead Artist 3 Jack Shaw (Lead artist 3) Edit Delete
1/10/2013 1/10/2013
Workshop session with Lead Artist 4 April Johnson (Lead artist 4) Edit Delete
11/10/2013 11/10/2013
Final show of work at Newtown John Smith Edit Delete
Community Centre (project manager)
15/10/2013 15/10/2013 Feedback session with participants John Smith Edit Delete
(project manager)
15/10/2013 31/10/2013 Evaluation period John Smith (project Edit Delete
manager) and lead artists

Evaluation
Please briefly tell us how you plan to monitor
the progress of your activity and to evaluate your
achievements throughout the activity. If we give you
a grant, we will ask you to evaluate your work and fill
in an activity report form at the end of your activity.

Evaluation is a structured way of thinking about


what has happened. Evaluation can help you to:
• make decisions during your activity
• shape future activities
• improve your work
• show what happened as a result of your activity

You can find a basic introduction to evaluating arts


activities in the information sheet ‘Self evaluation’,
on our website.

22
The application form is designed to give us all the
information we need to come to a decision on your
application. Where appropriate, you can upload one
supporting document as an attachment to illustrate
the quality of your work.

This attachment should only be used to give us a


sense of your work. It should not be used to provide
further information about your activity.

• we can only accept one document


• the document can be a maximum of five pages
• the maximum file size you can upload is 10MB
• we can accept the following formats:
— pdf
— jpeg (image file)
— Microsoft Word
— Microsoft PowerPoint
— web link (please note we will only
view a single website page)

Please do not upload links to folders or sites


containing lots of documents — we will not
be able to take these into account.

23
Getting advice • Artists film and the moving image
Our website (www.artscouncil.org.uk) gives the • Touring guidance
answers to some common questions. We also • Understanding how we appraise
publish information sheets that offer guidance on your application
particular aspects of applying for Grants for the
arts. They also help you plan your activity. Below You can download the information sheets from our
is a list of titles available on our website. website (www.artscouncil.org.uk) or you can contact
• Audience development and marketing us and ask for a copy (enquiries@artscouncil.org.uk,
• Bank details guidance 0845 300 6200).
• Building project applications
• Capital applications (building projects We aim to make regular improvements to our
and equipment purchase) guidance materials. This means we may introduce
• Children and young people and learning new information sheets, from time to time. You may
• Communication access needs also find our how to apply videos helpful. Please
• Cross border touring check the website for updates before you apply.
• Digital activity
• Education grants to individuals Tax and legal advice
• Example budgets You are responsible for getting your own financial
• Excess income and underspends and legal advice. This includes getting appropriate
• Frequently asked questions about financial advice on your tax position as a result of
Grants for the arts receiving funding from us. You will need to speak
• Helpful hints for applicants to your own tax office if you have any questions
• How to pay artists about this. For information about taxes, contact
• How we treat your application under the HM Revenue & Customs (HMRC) through their
Freedom of Information Act website (www.hmrc.gov.uk).
• International activity
• Libraries Grants for the arts fund Disclaimer
• Literature We have tried to make sure that the information we
• Music education hubs and partners give is correct. We do not assume and hereby disclaim
• Musical instruments and second-hand any liability to anyone for loss or damage caused by
equipment mistakes or omissions in the information we provide,
• Music recordings and labels whether these mistakes or omissions are caused by
• Operating vehicles negligence, accident or any other reason.
• Other sources of funding
• Public engagement We do not endorse or recommend any of the
• Repeat activities, ongoing overheads organisations that we mention in this information.
and salaries
• Research and development (R&D) related activities
• Self-evaluation
• Support in kind

24
You’ve submitted your application. • partnerships
What happens next? For example: Are appropriate partnerships
Once you have submitted your online application in place to support the activity, and are
you get an auto confirmation email. This will be sent they confirmed?
to the email address which you used to log into the • planning
portal. The email will include a PDF copy of your For example: Is the activity sufficiently
application for your reference. well planned?
• tour schedule
For example: Is any tour schedule at an
1 Eligibility check appropriate stage of confirmation?
When we get your application we first check whether • evaluation
it is eligible. More information on eligibility can be For example: Are plans to evaluate the
found on page 5 of this guide. activity appropriate?
• budget
If your application is not eligible, this means that For example: Is the budget reasonable and
we cannot process it any further and it will not be appropriate for the activity you’ve proposed?
considered for funding. If your application is not • partnership funding
eligible we will write to you to let you know, and For example: Is there an appropriate level
will explain our decision. of partnership funding, and is any expected
funding likely to be secured?
If your application is eligible, we will send you a • financial management
confirmation email. The email will give you a reference For example: Are there appropriate measures
number, which we will use whenever we contact you in place to manage the budget?
about your application. Please quote your reference • asset purchase
number if you need to contact us. For example: Are any asset purchases justified
clearly, and are the costings based on quotes?
We will complete our eligibility check within 10 • previous grants from us
working days of receiving your application. If you have For example: How has any previous funding
not heard from us within this time you can contact us you have had from us been managed?
at enquiries@artscouncil.org.uk, or on 0845 300 6200.
How we look at risk
2 Risk check We can give any of these factors a risk rating of
If your application is eligible, we will carry out a risk high, medium or low.
check. This check looks at how realistic and achievable
your management plans and budget are. High risk means that a particular issue gives us
concern that the activity is not likely to be managed
The things we look at as part of the risk check include successfully and/or there are serious concerns
(but are not limited to): about your budget.
• timeline
For example: Is the timeline achievable
and detailed enough?

25
If we consider any aspects of your activity’s When we will reach a decision
management or finances to be high risk, we cannot We will aim to reach a decision on all eligible
process it any further and it will not be funded. If your applications for £15,000 or under within six
application is unsuccessful at the risk check stage, working weeks from the date you submitted.
we will write to you to let you know, and will
explain our decision. If we are not able to meet our published turnaround
times we will let you know in writing as soon
Medium risk means that although a particular issue as we can.
represents some risk to the successful delivery of the
activity, we have decided that this can be addressed. Once a decision is made
Once we have made a decision, we will write to you
If you are awarded funding, we will ask you to send to let you know the outcome of your application.
us additional information before we will release
your first payment. We call these additional pieces If your application is successful
of information ‘payment conditions’. For example, If you are awarded funding, we will send you
we might ask for a confirmed tour schedule or an information pack that tells you how to
confirmation that the other income for the accept the grant.
activity is in place.
We will ask you to return a signed copy of your offer
Low risk means that although we have noted a letter, and a completed bank details form. We might
particular issue we do not think it represents risk also ask you to send us additional information before
to the successful delivery of the activity, and we we will release your first payment (we call these
will take no action. additional pieces of information ‘payment conditions’).
For example, we might ask for a confirmed tour
3 Decision making schedule or confirmation that the other income
After completing the risk check, we will consider the for the activity is in place.
strength of the artistic and public engagement aspects
of your activity. We want to fund activities that are Everyone who receives a grant must accept our
of high quality and engage people strongly. standard conditions. These conditions are on
our website or you can contact us for a copy
We will consider your activity alongside other (enquiries@artscouncil.org.uk, 0845 300 6200).
applications and will look at the range of projects
we support. We want the projects we fund to If your application is unsuccessful
cover a broad range of activity types, artforms and If we decide not to fund your activity, we will write
geographical areas. We also review a range of to you to let you know. We will explain our decision
reports on our spending so far and future demand. and outline your next steps.
This influences the choice we make.
You can apply again at any time, but any new
We will also review our investment in activities in areas application for the same activity must address
of least engagement with the arts. These are the areas the reasons that the original application was not
that have been identified as being in the bottom 33 successful. We will not be able to consider any
per cent of areas in England for engagement with reapplications that have not addressed this.
the arts by the Active People Survey. For more
information visit our website: www.artscouncil.org.uk/
what-we-do/research-and-data/arts-audiences/active-
people-survey/

26
Complaints procedure Freedom of Information Act
If you are not happy with the way we dealt with your The Arts Council is committed to being as open as
application, please contact us and we will discuss possible. We believe that the public has a right to
this with you. If you are still unhappy, you can ask know how we spend public funds and how we
us for a copy of our complaints procedure. Details make our funding decisions.
are in Making a complaint, which is available on our
website, www.artscouncil.org.uk or by contacting We are also listed as a public authority under the
us by email to enquiries@artscouncil.org.uk or Freedom of Information Act 2000. By law, we may
by phoning 0845 300 6200. have to provide your application documents and
information about how we have reached our decision
Please note that you can only complain if you believe to any member of the public who asks for them
we have not followed our published procedures under the Freedom of Information Act 2000.
when processing your application. You cannot
appeal against the decision. We may not release those parts of the documents
which are covered by one or more of the exemptions
What to do if you cannot accept National under the Act. Please see the Freedom of Information
Lottery funding for religious reasons website at www.ico.gov.uk for information about
The funding we can provide from other sources freedom of information generally and the exemptions.
is very limited, but we can arrange other funding
if you cannot accept National Lottery funding We will not release any information about applications
for religious reasons. You should apply using our whilst we are making a decision, as this may interfere
normal application materials and tick the box in the with the decision-making process.
declaration section to state that you cannot accept
National Lottery funding. We will process your You can find out more about the Freedom of
application in the same way that we process Information Act in the information sheet ‘How
all applications. If we decide to offer you a grant, we treat your application under the Freedom of
it will not come from our budget from the Information Act’, on our website.
National Lottery.
Public Sector Equalities Duty
Making records of your activity available Your application form gives us information we may
to us for audit use to report to the Government or to monitor the
Applicants should be aware that Arts Council different backgrounds of people who receive grants.
England conducts checks on a sample of applications Under the Public Sector Equalities Duty we must
every year to ensure that our funding is being used research and monitor the different backgrounds of
appropriately. We reserve the right to ask successful people who receive our grants.
applicants for access to all their documentation
relating to their activity, and therefore grantholders Solicited applications
must keep clear records of project management and We may occasionally ask for specific applications to
financial records for us to access when required. help us achieve our mission and priorities. This may
be different from region to region depending on
the local priorities. For more details about our
mission and priorities, please see our website
www.artscouncil.org.uk. 27
Arts Council England
14 Great Peter Street
London SW1P 3NQ

Website: www.artscouncil.org.uk
Phone: 0845 300 6200
Email: enquiries@artscouncil.org.uk
Textphone: 020 7973 6564
Charity registration no. 1036733

You can get this publication in Braille,


in large print, on audio CD and in
electronic formats. Please contact us
if you need any of these formats.

To download this publication, or for


the full list of Arts Council England
publications, see artscouncil.org.uk

© Arts Council England, 2013

We are committed to being open


and accessible. We welcome all
comments on our work. Please send
these to Executive Director, Advocacy
& Communications, at the Arts
Council England address above.