Please take your time to read the guidelines before applying for a grant. Waterford City & County Council aims to financially assist artists, arts groups and arts organisations. Priority will be given to projects in keeping with either the stated intention of an individual grant and/or the new Waterford Council Arts Strategy 2016-2021.
The delivery of quality arts experiences using local talent and services and supporting artists in their work is the key objective.
CRITERIA FOR GRANT APPLICATION
• Grant aid is only open to artists, arts groups and organisations based within Waterford City & County’s administrative area. The project must have some public manifestation within Waterford.
• An arts group or organisation is defined as a body whose primary activity is arts based. In terms of Festivals/Cultural Events more than 80% of the overall activity must be of an artistic nature to be eligible for this scheme. This Scheme does not cater for arts workshops which are an addition to the usual activities/work of a group. It does not cover ‘Add on’ arts activities for events. Neither does it cater for groups whose primary function and constitution is other than artistic.
• This scheme does not cover the area of crafts, craft projects and the associated activities such as enterprise, fairs and exhibitions. Nor does it cover occasional arts festivals/events that may travel to the region. Pantomimes, novelty acts and commercial arts endeavours are also outside the remit of this scheme (There is a separate Arts Festival Grants scheme).
• Publications must be of an artistic nature, we regret that we cannot consider historical/archival and non artistic publications. Musical endeavours, such as choirs must employ the services of a professional conductor to qualify for grant aid. We regret that we cannot fund religious based choirs of any denomination under this scheme.
• The project must take place in the calendar year in which the money is granted.
• Grants will not be allocated to cover general administrative costs.
• GDRP considered, applicants maybe required to furnish further particulars or information to the Council if requested.
• Applications will only be accepted via the on line application process on or before the stated closing time and date.
• Only projects which have been approved in advance will qualify for grant aid. No retrospective grant aid can be applied for, nor in relation to the payment of former debts.
• Unless you are a professional arts collective or Playwright & Producer Team or the Screenwriter & Producer Team grant – applicant groups must have been formed and active since October 2018 to qualify for grant aid during 2020. Proof of this may be requested.
• Professional and Emerging Individual artists must be pre registered on http://www.artlinks.ie
• Recipients of grants must produce spreadsheet accounts plus the relevant receipts for the grant to be drawn down, or if they are an organisation or group or are awarded €1,000 and over, must produce a set of accounts including copies of the relevant receipts. Recipients granted €1,000 or more MUST supply a Critical Friends report.
• Waterford City & County Council reserves the right to terminate grant aid if statutory or criminal negligence is involved. Any publicity/printed/web material must credit the project as being grand aided by the local authority and carry the appropriate logo. The Arts Service will provide successful applicants will full details of this requirement.
• Waterford City & County Council shall not be held responsible, in part or otherwise, for any costs incurred for an event which does not take place for whatever reason. Recipients are expected to have adequate insurance in place to cover such eventualities (if an arts activity takes place in a public place, public liability should be no less than €6.5m).
• Groups who find it necessary to re-schedule their activity to another date within the approved timeframe or who need to change their planned activity in any manner should contact the Arts Service immediately with this proposal. Groups who are unable to re-schedule within the approved timeframe will not be entitled to draw down the funding.
• A list of successful applicants will be published on http://www.waterfordarts.com and http://www.waterfordcouncil.ie
• The recipients must follow the procedure as confirmed in writing to them regarding drawing down the grant (see below) and the acknowledgement of funding requirements. They should also take cognisance of these guidelines. A grant may be withheld if the above is not adhered to.
• Groups that are in receipt of sponsorship from alcoholic drinks companies must advise the Arts Office of specifically what section of their programme is sponsored and must supply the Arts Office with statements pertaining to the risk and control of underage drinking and responsible behaviour policies.
• The local authority views the successful applicant as the primary artistic recipient and thus will not support any secondary funding (i.e. from the recipient to a charity for a fundraiser or to a non-specified commercial entity).
• If you are dealing with persons under the age of 18 you must submit a copy of your Child Protection Policy in digital form.
• You must also compile a statement for Vulnerable Adults if you are dealing with any group who are looked after by a charity, the State or who may have a disability.
• Specific conditions may be attached to the funding which will be outlined in the letter of offer.
• Submission of an online application means that the applicants agree to be bound by the conditions pertaining to the administration of this scheme.
• Also check any specific Grant Criteria for Arts Practice Grants e.g. for Playwright & Producer Team or the Screenwriter & Producer Team grants.
CRITERIA FOR GRANT DRAWDOWNS
- Event or programme that funding was assigned to must be completed
- You need to send in a request to draw down the grant that includes:
- A Post Event Report to cover the following headings:
- Application details
- Details of the project/programme
- Attendance Figures including visitor figures (if there is a public element to the project)
- General Observation to include areas of success/areas for improvement
- Observation on financial sustainability or long-term benefits of the project/event
- Official imagery of the event that Waterford City & County Council that can be used in promoting the City and County
- (If specified in the application process) Evidence of vouched expenditure to the amount of the grant
- Evidence that goods and services were procured in a fair and transparent manner (e.g. quotations for services)
- Evidence that Waterford City & County Council logos appeared on all printed material and be acknowledged on event websites and social media
- Evidence of inclusion on waterfordarts.com (it is up to you to send it to the website)
- If there was a public element to your project evidence that you invited a representative of the Arts Office and the relevant Mayor.
- Evidence that you should make yourself available to talk about your or your organisation’s project/programme at an agreed date.
- A Critical friend’s report must be supplied for grants over €1000 (a report by a qualified friendly peer with their observations on the event/programme)
- If you are receiving €10,000 or over in total from all governmental sources a current/up to date Tax Reference Number must be supplied
Budgets & Accounts
(For Grants up to €3,000: spreadsheet accounts backed up by copies of receipts must be forwarded. For Grants over €3,000: interim spreadsheet accounts backed up by copies of receipts must be forwarded with full accounts to be supplied at the end of the financial year. For Grants of any size awarded to Companies or formal organisations (e.g. Ltds) : interim spreadsheet accounts backed up by copies of receipts must be forwarded with full accounts to be supplied at the end of the financial year).
CONSENT TO PROCESSING OF PERSONAL DATA (GDPR)
As part of the Arts Grants application process, you are asked to provide personal details such as Name, Address, Contact Phone numbers and Email. By completing the application process you are consenting that this personal data will be used by the staff of Waterford City & County Council Arts Office for the following purposes:
• Adjudication of your application
• Funding recommendations based on your application
• Informing the media (only if your application is successful)
• Corresponding with you about the result of your application