Arts In Parks 2017 Grant Workshop

Arts In Parks 2017 Grant Workshop


okay and just to let folks know I am
videotaping just the PowerPoint presentation so that we can capture any
questions that you that are popping up a lot so that we can update our frequently
asked questions as well as post this and share it with you so if you are somebody
who works with an organization but you’re not just necessarily the one
who’s writing the grant or application you can share this with them
and hopefully that can answer their questions it’s not the most exciting
thing to watch but it always say just listen to it as a podcast if you need to
check in on anything later on first off thank you so much for everybody showed
up today and once again if you don’t mind filling out these small cards if
you haven’t already and getting them to me that the end of the workshop and then
all of the collaterals over on that wooden cabinet over there if you need a
copy of anything feel free to grab one and my name is Jenny Crooks I am an arts
program manager at this office of arts and culture I manage most of our
community based program so this includes neighborhood and community arts arts and
Parks and our smart Ventures program which is our small arts funding program
and that’s um that’s one of our more flexible flexible opportunities the
reason why I bring this up is that there are some if we had in one of our last
workshops where somebody had sat down and sort of said oh well now that I’m
listening to this I may or may not be out the events that I’m looking at may
or may not actually be eligible for either of these two programs often times
if you fit into that category the smart Ventures program is the way it is a good
way to go so if for some reason you’re finding that it’s just not going to work
with the application or anything like that feel free to contact me about the
smart Ventures program as well and I’d be happy to talk more about the program
in your project through that through that funding
we also have Elizabeth s born here she’s with thee she’s our parks liaison um for
the Arts and parks program so she’s here to help answer any really specific
questions that you might have regarding permitting and all of that I’m here to
give the workshop based on what you need to include in your application and sort
of how the potential contracting would happen if you’re selected for funding it
is I will preface this it is going to be slightly confusing i’m happy to answer
any questions at the time if you if something pops up for isn’t clear so be
sure to raise your hand at any moment if i know that i’ll cover it on a little
bit later i may just ask you to hold on to that question one of the things that
i know is going to be confusing about this is we’ve opened two programs that
have very similar alignment with the application in fact the application is
the exact same however the eligibility for each of those is slightly different
and there is a possibility that your project might actually be eligible for
both so instead of saying you have to wait for two months to go into this
other program we’ve decided to really align them so that everybody has this
most opportunity to apply and potentially get funding as they can the
other thing with that is well I do say you could potentially apply for both you
can only get funding through one and we’ll make sure that whatever you do get
funding from is the one that you were selected for at the most
also I’ll go into that in a little bit more detail our plan for today is to
basically review the program guidelines so these two pieces of inter two pieces
of packets right there are two packets right here where they are similar and
where they differ and then I’ll go over how you actually apply we have an online
system so i’ll be going over a little bit of like where you want to get where
you want to include what types of information in that system if there’s
any kind of the quirks to it and all of that going over what makes for a strong
application what types of questions often come up with our community panel
that’s reviewing the applications and that sort of thing and then finally
looking ahead what you’ll expect if you are selected for funding we won’t spend
too much time on that because well go into that more if you are selected and I
don’t want to waste your time with that but just things to anticipate and
finally I’ll be happy to answer any questions that you have most likely
it’ll probably take about an hour for this whole the structured part of the
workshop if anybody wants to stick around afterwards and that’s a really
specific question to your project or clarification on that I’ll be hanging
around for about a half hour after that as well so like I said as we tried to
align these two programs because there was a lot of alignment and then there
was a lot of overlap some of those common goals for both of these programs
is really to support neighborhood count Arts Council’s and community-based
organizations the other thing is both of these programs are really looking to
promote arts and cultural participation through activation of of neighborhoods
and parks through events and concerts festivals etc it’s looking to celebrate
the diversity of our community as well so when we talk about community we’re
looking both at geographic community as well as cultural communities build
community and active participation in it finally to really support underserved
communities either with events that are coming from those communities and to
serving those communities so when we say underserved we’re looking at those who
have been historically under resource low-income immigrant refugee as
communities of color etc any questions about that so those are really where
that that’s the commonality in both of these programs as you can see we then
have some things where they slightly different there’s still a little bit of
overlap so neighborhood community arts these are really meant for Community
Arts Council’s community-based groups now we’re looking at we do allow for
individuals and organizations to apply for this funding because we know some of
those Community Arts Council’s and community-based groups are not
necessarily under formal 501 C structure so it’s really neighbor neighbors or
artists coming together and they’re a kind of informal collective and so we do
allow for somebody to apply as an individual on behalf of that group with
our neighborhood and community arts program but the philosophy is that it
should be supporting community-based projects they’re also meant that
neighborhood community arts is also meant to support reoccurring festivals
so you have to produce this festival or event at least once before and it has to
have some potential for reoccurring in the future so even if it’s not
necessarily every year maybe it’s in every other year kind of festival we
know that folks want to really look at their capacity and make sure that
they’re not that they’re putting on quality events
at the expense of capacity and time and resources and this is really about
enhancing the visibility of neighborhood and communities once again communities
when I refer to that it’s looking at geographic as well as cultural
communities now arts and parks this is our partnership with the seattle parks
and recreation it’s funded through a levy that was passed two years ago for
the Metropolitan parks district and it’s meant to activate underutilized parks
and underserved communities this also supports David Arts Council’s
community-based groups but we also allow for individual artist to imply they have
an idea for an event or something like that for this so both of them they are
you are allowed to apply as an individual when you go into this system
the online system for arts and parks one of the other different things is that
this can support new and existing events so it can go and support a festival
that’s already happened or it can be something that’s the first time going
out into a park if it’s never if that event has never taken place before this
funding can also support a new events and then finally it’s been to activate
city of seattle parks it can happen in any park outside of the downtown
district parks there’s a list in the guidelines that say what those downtown
district parks are activation in those parks is funded by a different source of
funding and so anything outside of those downtown parks is fair game to apply for
this there is a list of preferred parks that will give you a little notch in
your score if you are putting your event in one of those under that
patient does that all make sense I’ll kind of dig deeper but laying the
groundwork essentially at the timeline for the application for both of these is
October 19th so you’ll just want to make sure that you’ve submitted both of those
at that time applications will be reviewed by an independent peer review
panel so these are folks from the community that have knowledge and are
participating in a lot of kind of arts and cultural events those decisions and
evaluations were based on the review criteria that I’ll be going through you
know in a few slides down the line at the end of December you should if you’ve
applied for neighborhood and community arts you should hear back from us if
you’re applying for arts and parks because of the partnership aspect to it
it has to go through a few more ripples and review so that one you won’t hear
back until the end of January so just to kind of keep that in mind January
through December of 2017 is when your events can take place and or what the
events are that you should be applying for we are asking that for arts and
parks because these are happening outdoor events we don’t anticipate too
many happening in January through March and because there’s extra permitting and
things that have to go with that and we want to make sure that we can help
promote your events through the Arts and parks those events should take plate
should not start taking place until April otherwise so we’re taking into
account that weather probably won’t be in your favor any time earlier than that
as well since it is supposed to be in that door that all of the neighborhood
and community arts however they can happen anywhere so those events can
happen to December of 2017 and then finally
just kind of thinking ahead is once your event is taking place you’ll have and
with contract after we’ve contracted with you he’ll have 30 days to submit
your invoice and final reports at that time or by the end of December 2017
whichever comes first yeah are there two different just the way there’s two
different packets yeah so there’s arts and parks in the neighborhood community somebody might have that may be the last
one was taken you can certainly have this with me all of these are available
online as well so if we’re down some if we’re if we run out you can take a look
at those online partisan arts and parks and the neighborhood and community arts so here’s a quick rundown of what are
you eligible for and are you eligible for and breaking it down by applicant
and what projects are eligible and so of course you kind of have to meet both of
these for neighborhood and community arts you have to be in existence for at
least a year so like I said as your event needs to have happen at least once
before in the previous year you do not need to be 501c3 for neighborhood and
community arts you can have a fiscal sponsor so if you’re working with like a
group like Shunpike and they’re covering your administrative and fiscal
responsibilities that’s fine you cannot be funded through any of our arts when I
put arts oh there was a question about this so arts and capital a RTS is really
referring specifically to our office office of arts and culture so if you are
funded by any other core arts programs those include civic partners city
artists and smart ventures if you have a contract or getting funding in 2017
through any of those programs you are not eligible for a neighborhood and
community arts funding if you have any questions about this if you’re not sure
your group is getting funded or you you’re not sure if it’s a court you know
you’re getting funded but you just want to double check if it’s a core funding
program in our office by all means give me a call and I’ll help you look it up
okay so if we wanted to imply like I know the grants for 2017 inches as a
business is only restricted to 2017 we cannot apply for any other grants to our
team culture does that open up in 28 if you’re getting you automatically get
rolled over into 2018 if you’re selected for neighborhood and community arts if
you accept that funding from NCA you would not be able to apply for other so
promote on dates for both years okay you can certainly you um you could certainly
apply for other funding but you couldn’t receive funding from both programs so we
rubbed it out that if you decline your 2018 contract in your leg you want to go
with different partners you could do that if you have any questions about
that always feel free to give me a call and we’ll talk out it we want to make
sure that as many folks are benefitting from this mundane as possible so we do
want to make sure that you are going to the program that will be most beneficial
to you and what you’ll be most competitive in um so that’s all the
requirements for the applicant for projects like I said it has to be
previously produced it has to have a significant arts and cultural component
it has to be open to the public when we say it has to be open to the public it
means that anybody can be anybody can attend a can’t be late
a donor specific event or a members-only event or anything like that it does need
anybody that does not mean that it needs to be free so it could have ticketing
but always thinking about what your cost of tickets are do you have discount
tickets or is the ticket price reasonable and will allow for
accessibility to the public as well so just to kind of keep that in mind um it
does need to take place in the city of seattle so it doesn’t need to take place
in a city of seattle park but it does need to take place in the city of
seattle we did have some questions last workshop that we had on wednesday there
are some areas around like white center and south seattle that are technically
unincorporated and even though their postal address says seattle in if they
are not technically part of seattle that’s just for ease because right
running out unincorporated king county is way too long so if you are looking at
doing an event in that area especially south seattle or if you’re looking at
doing further north like a north gate or anything like a further north than / me
not north gate but shoreline or something like that that is totally
different outside of seattle and they cannot fund it with this if you have any
questions about whether your places whether their vacation would be eligible
once again get me a call and I’ll help find that out for you ok question is yes
course for students yeah I’m sorry what’s this point plus crest and Edison
to tell you the truth off the top of my head I don’t know if you’re looking at
arts and parks Elizabeth might be able to tell you when she comes right back
over it otherwise follow up with me and I’ll show you where boot we can even
check it out real quickly right now after the workshop oh and then finally
even though this is a qu NCAA is a two-year funding so our funding for this
program has not increased the last four years that I’ve been working in the
and you know one of what funding doesn’t increase that costs costs also increase
essentially your funding is coming down so we transition this into a two-year
funding program meaning that you’ll automatically receive funding two
thousand set if you’re selected you receive funding for 2017 and for your
event in 2018 hopefully to leverage your capacity so that you don’t have to take
time writing writing a grant or application again but rather use that
time x or help market right for other funding support or seek other
sponsorships or or increase engagement in your event so that’s the reason why
we’ve done that however it does you can’t apply say like I said some events
happen only every other year you couldn’t apply this year if your event
isn’t taking place till 2018 so you need to have some event happening in 2017
does that make sense ok so for arts and parks there’s a lot of overlap once
again you do not need to be 501c3 a fiscal sponsor is okay it can be funded
through our other programs because this funding is coming in from outside of our
office we are allowing for for you to apply for this funding in addition to
other programs however all of that being said you can’t get funding for the same
projects from multiple programs so you can’t be saying I’m doing this festival
i’m going to apply for smart ventures and arts and parks you can only get
funding for one event or project through one funding source from our office if
you have other projects that’s a whole other thing you must have a history of
producing if applying for twenty four hundred dollars or more it does not mean
that this event this particular event needs to be produced before but in your
application you should address that you have so
organizational or group based capacity for having produced events in the past project as far as project requirements
go this can be new like I said this can be new or existing projects it could be
previously produced or it could be a brand new event that’s never happened in
your community before once again it does need a significant arts and cultural
component these projects that are happening outside in parks need to be
free and open to the public so you cannot charge admission to these and
like I said earlier they need to take place in a city of seattle Park and not
one of the downtown district parks those list the list of preferred parts and I’m
unavailable or on sponsored parks are in the guidelines on there which are in the
hard copy or available online and finally this one needs to your event
should happen between April and December of 2017 any questions about that so this
is just a break down real quickly these are the preferred parks that will
benefit from that have been identified for benefiting from positive activation
they were supp this year um this list can change from year to year the funding
source that we’ve gotten from parks is like as a six-year funding program we’re
in the second year of it so these parks could change from year and year they
have been I done and say well I know a lot of stuff happens in that part some
of these have been identified that a lot of negative active that he also happens
in those parks and would benefit from community engagement in them so if
you’re looking at it just to kind of wonder why certain parks were chosen
there doesn’t seem to be a total consistency in the part there
were talks with community folks talks with parks part of harmony of removing
of the native uh cheap set like the preaching today give you run our main
right so they see when a lot of graffiti or vandalism and things like that
happened in the parks and then any other any other involvement that folks have
had with negative who have reports of negative activity happy in them so it’s
kind of a combination of those like i said this list could change this is not
the only list that can be funded so once again if you’re if you’re thinking about
a park outside of this list as long as it’s not in a downs on downtown core
it’s still eligible and as you’ll see there are plenty of parks in this last
year that were funded that are not necessarily preferred parks but they
need to require they meet the criteria and goals of the program in other ways so this is my little handy dandy Venn
diagram of showing you what what projects are what are the distinctions
of each of the two programs i’ll go over it really really quickly again like i
said as i know it can be confusing so for mca this is two years of funding
twelve hundred dollars per year if you apply for your event has to be
previously produced the event can happen anywhere in Seattle you can’t be funded
by other arts programs for this one as far as arts and parks this is only one
year of funding but as you’ll see there are different levels of funding so
cumulatively if you apply for are some parts you could potentially get more
funding in one year than you could get in two years of in CA just to kind of
point that out it can be a new or existing event
this must take place in a city of seattle park you can see the preferred
parks list and it’s okay if you’re already funded by another arts program
that it cannot be for the same project or event like I said there are some in
there are some situations where an event or a organization or group might be a
bell might be eligible for both and you can see if your event is previously
produced takes place in a park and is free this would be eligible for both
programs and you can submit an application to both programs of course
you cannot receive funding from both programs but if you are selected will
make sure that you get that we contract with you for whatever is the most fun
page the other way that you could be eligible to apply for both programs is
that if you have two different programs and each of them koala for two different
projects in each of them qualify distinctly for the eligibility
each program jevi is yeah is each organization then limited to one project
for each of these I fest yes yeah so you can’t submit for applications is when an
organization for any other but you can potentially get funding in some groups
have like there’s a lot of large events that take place what I use as an example
is there’s a lot of events that take place at seattle center under their
festal and so most of those all happen inside like at the armory so they’re not
really eligible for their they’re not eligible for the Arts and parks but they
are eligible for neighborhood and community arts and some of those have
looked at and said hey we’d really like to go out into the community and do a
smaller version of the festival later on or earlier on in the year or do a
satellite version so they find one of those they’ve looked earth I’ve
identified one say one of the preferred parks or they could choose any of the
other eligible parks but they look at one of those preferred parks and say hey
a lot of our cultural community is right in this area and we’d like to serve them
directly where they’re at and so they do a satellite version of that a different
weekend when a different date and now they’ve submitted one of those
applications today to each so here’s what can be funded and what
you can use our funding for so like I said NCAA is two years of funding 1200
per year arts and parks is one year of support for 1200 you do not need a
previous history of producing we’re allowing for new applicants and
first-timers to apply through that program or through at that funding level
and then anything about that 24 48 or 72 you should have some history I know that
the 7200 is a lot of money however we always recommend that you look at what
your capacity is it doesn’t not everything has to be a huge event small
activations are just as important vital to our cultural ecosystem as large
events are so really if you have it a great event that would fall under that
7200 by all means go for it but just know that you can also say we really
just want to have a smaller event but really have deep impact for the for the
group that we’re serving or folks that were serving so think about it that way
and don’t overburden yourself with various things so if you have an arts in
the heart project and it’s free and open to the public is it okay to have like
booth said some things yes yeah but I think you would there is some permitting
that you would need to go through that when you select your permitting for
anything that is being sold I think there’s some amount that needs to be
yeah so typically the win is if you were to apply for a permit for that event
outside the Arts and parks programs % of vendor profits usually is the fee
for having things sold in the park there also may be a promotional fee if you
have prominent vendor signage like the example that the event schedule and
uncle some cables all of our recordings given me is if you hung a giant Pepsi
sign there might be a fee for hanging promotional basis of art Sandhya’s we
don’t want our first book on billboards necessarily so that being said through
our herbs in parts program we have this was our first year this past you’re
being width of many of the parks permitting fees I can’t say with any
certainty what the policy will be going to be stuck in here what kind of looking
at what fees will we be waiting for our second year how did things work in the
first year but this past year we did wait the ten percent of me I just can’t
say for certain but just something to be aware of your
only a having been herself and there is on our website a list of of the types of
permits you would need if you’re going through arts and parks on here so you
can find this on our arts in part on the Arts & Park section of our website which
I’ll outline things if you need to dig deeper and elizabeth is graciously
offered her contact information as well so if you have really specific questions
about the permitting you can contact for this but because we’re covering both
programs we don’t want to get too far than anybody of that right now so as far
as funding hear some of the allowable costs are by no means a comprehensive
list is just letting you know some of the costs that you can certainly
attribute to this so artists fees marketing project management
specifically for this event or anything like that project personnel costs if you
have to bring in somebody who’s like a events manager for the day or anything
like that supplies and equipment rentals are allowable parks permanency the
documents on that what we do say is what we’ve advised for arts and parks or any
of them in fact is to include the costs of what your permit would be in your
budget just to be on the safe side because we can’t guarantee that those
fees will be wave and then it will be a pleasant surprise if they are waived and
we’ll work with you to make sure that it’s you can use that for rest or
marketing in your extra engagement or extra artists or anything like that
later on with the scope if there is a scope change or change to your budget
food is allowable for arts in the parks only and at a cap of ten percent
neighborhood and community arts you can’t put the 1200
food food cause the lighting we want to make sure as much of that 1200 is going
to arts and cultural costs as possible you can certainly have food at your
events even the funny won’t cover it yeah fundraising unallowable what about
supplies and equipment rentals that you would be using
I’m sorry does that allowed to use the funding from you for supplies that you
would use for your regular operations and used for the Thunder sir you can’t
this cannot go towards any cost associated with fundraising so if you’re
doing a donor specific event that’s like helping with your development office if
you’re doing an event that’s meant to fundraise money for an organ its primary
function is to donate money to an organization we cannot support that
group if it also can’t go towards the cost of say a personnel who is specific
to fund raising for your organization so supplies anything associated with
fundraising our funding can’t support again go toward some sort of four
artists fees it’s also kind of be applied towards lodging yeah if it’s
specific to the event yeah sometimes people will bring in artists and really
those artists are like serving multiple events so you kind of need to probe rate
it right like if they’re there and you’re doing a full weekend of one
aspect of it is like fundraising or a donor event or something that is going
to do something for that event you’d have to prorate it you can say it can
cover the whole travel or lodging fees it can’t go towards religious services
so direct religious services are not eligible for this funding that doesn’t
mean that faith-based organization give me an applicant for it we know that
based organizations are are embedded in our communities it just can’t be a
specific mass or something religious service like that it also can’t go
towards gifts and awards so if some aspect of your event is like a contest
or whatever it couldn’t go towards you know a brand new TV to go to whoever
whoever won that if there are good some words of a associated with the event can
still apply in this long little indie doesn’t go right yeah so they just need
to be like donated from an outside source or other formation cover it
organization in general organization administrative costs so anything that is
not associated with the project or event that you’re applying for cannot be also
attributed to your funding here and then while I said supplies and equipment
rentals are eligible equipment purchases are not so say you’re putting on the
event every year and you need a generator every year and you’ve realized
that the cost of renting a generator is more expensive than just purchasing the
cumulative cost of renting a generator is more than expensive than purchasing
one you’ll have to find other funding if you want to purchase it technically if
you use city funding and purchase equipment it becomes the cities so and
then but we don’t have the capacity to manage a generator library or anything
like that where people can check it out so unfortunately you can continue to
rent equipment from this funding you can’t purchase it from that and then
under neighborhood and community arts food is unallowable you can certain like
I said you can certainly have it at your event we’re just not able to fund it
through this any questions about all the eligibility so here’s the basic criteria
these I know the lettering is a little well over here I’ll send out the
PowerPoint to you so you don’t have to take Kobe Escoffier soon but just to
give me some idea we’re looking at quality of project which covers making
sure that it has a strong arts component relationship to the neighborhood and
community and promotes arts and community and has a community and pad so
it creates community and participation benefit to the community it serves and
it reaches a diverse audience as well as when you were talking about reaching a
diverse audience that really covers like what it your promotional outreach plan
and things like that part and then finally the feasibility so do you have a
track record for especially for neighborhood and community arts and for
arts and parks anything about 2400 is their community involvement do you have
other folks who are working on this is a community effort which usually indicates
that something that the community has by even and do you have a realistic budget
for it so here’s the Nitty Gritty of how to apply you can find the finder
application on our website it’s the same the application system is available on
both sides of the site so you can either find out in the neighborhood of
Community Arts part of our site or on the arts and parts part of our site or
you can go directly to it at culture grants online web org so here’s essentially what you’ll be
looking at when you first login to the site if you’re a new user you’ll want to
create a profile if you’ve never applied to any of our previous years of funding
you’ll create a new profile if you have a username and password you’ll just put
it in right here what we do if you’ve forgotten your username or password
you’ll just put your email address in here if none of those work out that you
are like ninety percent certain that you have applied to us in the past feel free
to give me a call because we want to make sure that you’re avoiding duplicate
procreating duplicate profile sometimes people put an email address and for put
what they think is their username password and then when they forget it
they put in their email address but really somebody else within their group
has that set it all up and so all of those reset your password notifications
are going to somebody else’s email the reason why we want to avoid duplicate
accounts is if you indeed have applied in the past you can all of your previous
applications are accessible there so if you applied and more successfully funded
in the past it’s a lot easier to find your previous application copy and paste
and update than it is to start from scratch so it does give you some history
of what was successful there or it gives you past the day if you weren’t
successful you can kind of see how previous applications were written and
give me a call and I can try if we always do feedback provide feedback
after notifications have been made to help help improve and make your
applications more competitive so once you get in and sign in you’ll
see you’ll go to applications and here’s a whole list here all the brands that
are have been available in our inner-system what you want to do is make
sure go right now they’re at the bottom of this top list when you scroll down so
you’ll scroll down and you’ll see arts or parts FY 2017 neighborhood and
community arts FY 2017 and then in this far list you’ll see start new
application if you’ve already started an application I think at this continuum
application or something like that but you’ll just want to click that link
right there and once you start the application it’ll it’ll put you into
this into the main body of the application here we do have some special
instructions we’re asking that you follow these but knowing how complicated
combining these two programs are if you don’t follow them word for word you’re
still eligible it just makes things a lot easier on the review and it
minimizes how much I need to contact you or check in with you or relying on human
human intervention in some way so what we ask is just in this first one it says
project title so put what your title of your project is and then it’s a project
description this is a really simple it’s like a two-sentence basically what you
see it’s the kind of sentence that you see in these descriptions of projects
here it’s what we contract it’s what we put on our website if we’re helping you
remember event that sort of thing in there but right before it if this
application is for NCAA we ask you put NCA if this application is for arts and
parts we ask that you put arts and parks and in a IP and if it’s for both we ask
that you put both next to it if you have so for those events that are eligible
for both we’re asking you to submit both to the application to the Arts and perks
applique and the NCA so that you just cut and
paste and submit your application just like that if you don’t do that I will
follow up and try and do it on your behalf if I see that you’ve put both in
there so if you only ended up putting it in the arts and parts but it looks like
it’s eligible for both then I see this and some reason you didn’t get a chance
to put in the arts and parks application as well I will try and walk up and do
that on your behalf or make sure that the panel reads it the sea where was it
going with this um the other confusing thing is because we’ve kind of taken our
online system which is not super flexible in all ways you will still see
even if you’ve clicked on that arts and parks FY FY 2017 it’ll unfortunately
still say NCA up here this is embedded in the system and we cannot change this
it’s just how the developers have created it which is why it’s helpful if
you can put that little food just in the first box I can accidentally went into
the wrong system I can do it for you do you want
project or in the projects project description yeah there’s a little box
for project description right down here um after you do that first page here’s a
project proposal page it’s just a really quick quick few questions on it of like
what’s the name of the event who’s the audience where what it where is it
happening when is it that kind of thing and what disciplines it’s representing
after that the next section of the application is the narrative section and
there’s three narrative questions for both of these applications they’re the
exact same question the first one is project description the second one is
organization background in passing and the third one is community building
through arts and culture you’ll see how they overlap with the program criteria
so project description the panelists are kind of looking at that for that quality
of quality of project criteria that I talked about earlier organization and
background the capacity helps to demonstrate the feasibility of the
project and community building through the arts helps demonstrate the community
impact which is a third criteria that they’re looking at so when you’re
looking at the project narrative you’re going to you’ll want to do a basic
description of your project you know describe the festival or event highlight
specific arts components how will the funds be used who are the what are the
partnerships that are help on etc organization background in
capacity you’ll want to do a history of we are its programming that you’ve been
involved in or your organization has been involved dinner or that the
community sponsors or groups have been involved in and then finally for the
community building through the arts you’re going to want to make sure that
you’re looking at who is the audience who does this event sir how will you
build community relations or is there direct participation that’s happening
and not just you know or their workshops and things like that how will you engage
with underserved community so what’s your promotional outreach plan are you
hoping to reach those communities and then of course how we reach your
audience and make sure that they’re actually coming to your event um so
that’s a big highlight just giving you some examples when you’re describing
your event you’re going to want to expand on the who what where when kinds
of questions so who are the artists audience involved wears a ticket place
once a taking place some of these seem like really basic but a lot of the time
when people are writing their application they are so involved with
their own project that they kind of forget to put the like basics of it they
start focusing on everything new that they’re doing or something like that and
forget just as basically describe what is the event itself the panelists we
hope have a lot of we always have panelists who have a lot of engagement
with the community and have the have attended a lot of events however there
are a lot of events that happen Seattle and it’s almost impossible to find
somebody who’s attended absolutely every single one so you really want to make
sure that you’re speaking to somebody who may or may not have attended your
event in some capacity um describe what activities are happy and rave and what
makes it unique and then like I said are there any new directions so it’s a good
balance to make sure that you’re describing what are the basics of an
event and then also describing what’s happened so you want to make sure that
if somebody hasn’t attended the event they know what it is and then if if they
have a trend of your event you don’t want it to say well we’ve been putting
this best of all or this event on for umpteen years but not demonstrate that
you’ve been relating to changing audiences and
things like that and making sure that it’s growing and adopting with it with
the city in with the community that you’re serving um highlight arts
components in it so like I said it needs to have a strong arts and cultural
component what are some of the disciplines that will be represented if
you if you don’t know any of the specific groups that you’ll be
contracting with this year for your event or working with this year maybe
giving some examples of last year’s mint or something like that or if you if it’s
a new event for arts and parks who are some of the folks that you’ve reached
out to already why these groups just giving an idea of you know if it’s what
is the reason for the groups that you’ve selected and how are you trying to
represent who are who’s being represented in the event itself and then
I always say include participatory activities as well or their workshops
are there classes are there things like the hands-on activities etheric kids art
workshop those kinds of things are really good to include as well how will
the funds be used is it going directly to arts artists is that where the main
part list of partnerships who are also helping those might be the artists
themselves or other groups that are helping to put it on as far as
organization back in background and capacity these are some tips on here how
many of the years that you produce the event previously if it’s new event
described previously produced event including successes attendance etc
significant staff who are helping to put on the event if they’re significant
artists that are coming to the Performing yield you can give brief BIOS
in there if you don’t have if this is a all volunteer event that’s really buying
maybe give some sense of how many volunteers are consistently involved in
this in the production of this event or festival and then partnerships any
community businesses patience groups that are helping us
support it in other capacities that you haven’t mentioned before the last one
the last narrative is community building through arts and culture so who is your
audience I always think be specific with this we all want everybody to come to
our events but we know for a fact that not everybody will or can or has the
availability and so what we’ve always recommended is sometimes having those
strategic what is that strategic promotional plan that really linked who
you’re hoping to reach to make sure that they’re coming to this event my really
rudimentary is like you can throw all sorts of Flyers up into the air it
doesn’t mean that somebody or post them on every single light pole for anything
like that but when you see some of those light poles there’s like hundreds
competent been covered and overlapped with what’s going to make it stand out
necessarily until I actually go to you and say hey I think you’d really be
interested in this event because x y&z right the other thing is with your
audience giving some demographic or geographic community is it family
friendly like I said it’s don’t just say everyone is welcome to your event will
assume that everyone is welcome to your them but who are some of those groups
that maybe you are really striving to connect with in new ways or something
like that how will you build and engage the community what’s the benefits to
community why is this invent important is it does it help with cultural
connections does it raise does it bring people today to your neighborhood so it
helps promote economic vitality in your neighborhood is there does it connect
with themes of social justice or vironment or things like that as well
then finally public outreach list specific media outlet outlets you know
over their neighborhood blobs cultural publications that you’re doing outreach
to partnerships efforts to reach new communities and then finally any
accessibility efforts that you are including as part of that so this could
include like I said with neighborhood community arts if you have if it is a
ticketed event or you offering any discounts are you offering free
admission to certain to you know folks where ticket price might be a barrier if
you are doing any efforts for a DA or ASL so american sign language
interpretation or other translations you might have a bilingual event which could
also fall into accessibility and the final a choice of location or it’s not
taken into account the community that you’re trying to serve so just to kind
of recap what I usually say is try and be a specific in each of those narrative
questions sometimes it sounds like each of those narrative questions is asking
the same thing but really don’t there is a word limit and word or a character
limit for age of these questions so if you’re just if you find that you’re just
repeating the same information over and over again try and dig deeper try
anything more specific as you go into those narrative questions for it also
think about I gave you the program criteria what they add look at what the
panelists will be looking at who helped select the funding I do know what I’m
not involved in the scoring or anything like that the panelists are so you
really want to look what that criteria is and make sure that it’s addressed in
the narrative like I said it include new efforts but not at the expense of what’s
like the heart heart and core of your project avoid redundancy and then always
say more with less just keep track of character counts here not going over
yeah you say character I think so it’ll kind of put it now
it’ll check it off for you as you start entering it into the um the other thing
I would say is I know if you’re anything like me and say I have a really hard
time working in application like working in an online application and much rather
type it in a word document or something like that and you can drop the character
counts there and I’ll you know in some ways what I always say is just make sure
that when you cut and paste it back into the application it doesn’t always read
some of the sometimes like apostrophes or things like that I’ll end up being
created into like three extra characters it’ll be like a you know dollar sign
asterix and something else so what was one character in your word document is
now four characters in the application for some weird reason so just go back
and do a little bit of a review for that so that your sentence doesn’t get cut
off your right at that limit so that your sentence doesn’t get cut off
halfway through just to kind of be aware of that at the same time the application
once you start the application you can just hit save at any point you do not
need to finish it all in one sitting so just to kind of keep that in mind if you
want to go in there and just see what it looks like and play around you can start
your profile or start an application just make sure that everything that I
said is is in there so as far as project expenses here’s a
breakdown of what the budget looks like and we give you kind of the main some of
the main headings of what costs would be associated with the project or event so
salaries and artists keys feel free to use the notes for that to expand on it
if you’re you overall artist fees are X number of dollars but some are going to
visual artists some are going to musicians and we’re going to dancers or
some of those and some of those artists might be donating their time you can put
all of that in a note in that section there when folks end up donating their
time where I’ve services or items are donated we always recommend putting the
cash value to it so if somebody ends up donate giving giving donating tents to
your event what is the cash value if you were to rent those for it and you put
the cash value meeting in the note section saying donated in there the
other thing that I say is make sure that your budget represents the the project
that’s described in your narrative so the other reason for including those non
cash contribution is to make sure that it’s supporting the narrative that
you’ve described a lot of up we always we always recommend paying artists but
we also know that artists are usually willing to donate their time however if
you say your event is going to support 20 artists and because all of those
artists happened to be donating their time you don’t give them credit in your
budget the panel will still look at that and say because they’re having 20
artists that I don’t see any artists in their budget how do they think the
artists are going to show up so like I said even if you even if those artists
have agreed to donate their time make sure they represented somewhere in this
subject um yeah like we had like so if we’re
filling that out brilliant we’re going to be like we used to have donations by
some other people that we’re not going to do that anymore still need to fill up
previous of donations or do we need to include them look what’s going to be
happening for the next year for example I run in a bit I’m changing some things
up and I would have certain sponsors and I’m kind of eliminating those so since I
did that this year I don’t kind of doing that next year do I do put your put the
budget for your event in 2017 Oh what you anticipate we know that you might
not have all the doughnuts so if you I know you’re eliminating some of the
sponsors or donations for those of you who rely on sponsors or donations but
they aren’t secured yet you can still put the anticipated donors in the income
section there you can put a little note that says whether like an asterisks in
the note section to indicate whether it’s confirmed income or not but we know
things will change from the time that you submit your application we just want
a budget fits the panelists are just looking at what’s the rate is this
budget reasonable is it reflecting the cost of the event that they’ve described
etc and so if the income is exactly of like the expenses portion we have earned
income which is essentially ticket sales if you are doing ticket sales any of
your own money that’s your budget you know individual donations government
which would be great a business corporate or pelvic private foundation
are all kind of in grants not cash income so any of those items or services
that were donated the equivalent amount should appear here and then any other
income that might be so if part of the income from our event is we donated to
support youth groups is that a problem that some of the money that comes in
goes somewhere else or is that there’s a list of note that so you’re paying youth
groups to perform at the event no no we donate part of the proceeds to support a
dance program thank your league stuff okay so what you want to do is make sure
that whatever that your income balances with your expenses so if there are extra
proceeds for that you’ll just show what balances with the hey there’s a place on
the form to show what goes out too mm-hmm and if you have any trouble with
that let me know it won’t allow you to submit your application if your expenses
and income don’t balance is that a liability if you’re trying to find
solution assistance or something well we can’t support fundraising so if you’re
if the primary goal of your event is fundraising specifically to raise to it
raise tuition or scholarships for you that’s an issue however if you if the
event is the event and you happen to have a jar that’s at the information
table that people can choose to toss a few dollars in and you happen to be
fundraising there happens to be like the generosity of the folks putting dollars
in sort of a darn without being really active about the fundraising that’s fine
well I’m sorry to keep asking for those the if the money that your apply for the
sama asking for artists fees and transportation in module and part of it
but there is a component of that event that goes to raise funds for a dance
program is that because thats need the event as long as the event that’s open
to the public is not primarily a fund-raising so the cost associated
we’re going with you cannot apply for that whole overall thing you’d have to
kind of create it so when I what I often say is like
there’s festival this might not be but there are festivals where that goat the
whole weekend and say the opening night of the festival the first evening is
actually specifically for fundraiser for donors to get like a donor appreciation
event which is closed to the public what they should be showing their budget is
for the portion of the events that are open and available to the public not
that donor okay so they should pull those costs out of it so if you are
funded you would need to obtain a city of seattle business license you’ll need
to sign a letter of agreement with us actually three copies of it you’ll need
to get your permits and an insurance for arts and parks you’ll need to submit
both the permits and proof of insurance to parks by March fifteenth to make sure
we did this a lovely lovely brochure but because we weren’t able to like assure
when people are getting in their permits that first year a lot of this
information is slightly out of out of date because by the time they got their
apartments in something was already booked and things like that so we want
to make sure that folks have their permits in so that when we are helping
you with promoting that we have is accurate of information it will know
there’s always subject to change but that’s one reason why we’re asking by
March fifteenth you’ll have to get your permits in for the Arts and parks will
ask that you’ll give credit to the office of arts and culture if it’s a
neighborhood community arts and if it so put the arts of if it’s an arts and
parks program that you’re getting credit to seattle parks and recreation in
addition to that before during and before and during your event is the
insurance and we needed for arts and flower
almost all events should all events should have insurance at some time but
however if it’s an indoor event and you’re doing a rental with it sometimes
the venue is covering that so in some almost every single event that the
public is coming to should have insurance in some way but whether you’re
purchasing it directly for neighborhood community arts is different if you’re in
arts in parts you will need to get liability insurance for those and you’ll
need to get proof of that with your permit and then finally I went over this
before but after your event you’ll need to submit an invoice the final
evaluation promotional item and photos before receiving promotional item photos
are voluntary before receiving your funds within 30 days after your events
funds are only on a reimbursement basis for neighborhood and community arts
however for arts and parks because some of these might be new events we expect
that you might not have as much benefit of getting all of the funding up front
or having that cash flow so we are allowing you to invoice for half before
your event as long as your contract has been returned and half after your event
sorry what if you have multiple events that’s a see the same event but is
multiple drinkman you can apply for a series of events for
either of these so as on for neighborhood and community arts or arts
and parks you can have like three events that happen every the first friday of
the month like a monthly thing or something like that or say it’s three
events that are happening over the course of the summer at different times
that could that’s all part of your project no it would just be if its
neighborhood and community arts you and receive the event until the last event
and that serious had happened if its neighborhood community arts you can
invoice for half of it before any of it as long as your contract is in place and
then half of it once that last event is taking place so what if you’re doing a
weekly event and has been for a year an orphanage if you’ve done it before and
it’s a community you know it’s a community-based event we have had like
workshops a series of community-based workshops we have funded in the past
okay as long as it’s been like an annual series of workshops I will say what
neighborhood community are to specifically start out this is before i
started with the office it was created as kind of a response to like doing fest
all in the neighborhood kind of thing so it was really specific to festivals and
since then as we look at how communities engaged with the arts you know now
there’s art walks and things like that that are might be more of a series of
events as opposed to one singular event the what we’ve funded has the variety of the types of events that
we fund have increased what I would say is when we’re looking specifically at
neighborhood and community arts we really want it to be embedded in the
community in some ways and a lot of the time that means having a reliability
that it’s happened in the community and will continue to happen in the community
as opposed to like we did this one event and it’s over and we’re not sure if
it’ll come back or anything like that so those series would would fit in that as
long as it’s been something that community expects and participates and
engages it if you have a pistol sponsors you need to get a business license know
if they have it you’re fine and the business license um right now it’s for
the calendar year and our funding can cover the business license so if you
need that you can include in your budget it’s 110 dollars for the calendar here
most of the applications that we get could potentially are eligible for the
small business license which is half of that and if your event is taking place
after july first because it’s a calendar year and it’s really in what that
business license allows us to do is give you funding and pay you after the
calendar year it’s half of that so it could be as low as 2750 technically our
grants are not grants but contracts with you to provide services to the city of
seattle and this allows us to contract with as many diverse groups as possible
a lot of the time when we do specifically grant funding it does
require 501c3 status and that and can be a larger burden to community groups so
this gives us flexibility I know it seems like a extra extra cost but anyway
so that’s the overall what I have to say if anybody has any questions I’m happy
to answer them elizabeth is still here I think she has to jet really soon so if
you have any questions specifically about parks permitting as far as arts in
the parks she can answer those as well anything it
given my multiple events and I find the one event im- funding before for the
community and I have a different event I can’t apply for any other person culture
sponsorship correct yeah we’ve already contracted
with you for those four yeah yeah the other thing that I did want to point out
is we do have also a set amount of fun so if you look at the back of the
program here or brochure there’s a list of public art installations if you’re
looking at doing a specific art installation so a temporary art project
there are some examples of one’s going up in delridge play field there were
some at lake city mini Park that were like two to three month temporary art
installations if you’re looking specifically to get funding to do a
temporary art installation that’s through a different application process
which is also open in there are workshops for that so if you want to
apply for that separately you can do that if you’re an individual artists
interest in public artists I believe it’s arts and parks as well but you
might need to check out the public art opportunities section of our website I
can I think I have email so I think we have internet here so I can show you
where it is on our website once we’re done it’s off the top of my head though
if it was previously produced in another city
that’s fine yeah we just need some basically if I’m just like the first
time for example we can help with funding with like if it’s a youth
project but the youth have never produced anything before then maybe they
just need somebody who’s 18 or older to help sign the contracts but say a bunch
of youth want to activate one of their parts and they’ve never produced before
that 1200 code that first in the arts and parks could go towards helping a
group of youths do something for their community but they don’t have a history
of it um so we’re trying to allow as much accessibility as possible so we
shut apart from these grand and we get it you can’t apply with any of our other
yeah so any um all of the things that I said as far as limited funding through
is through our office so if you want to go by all means if you have a
neighborhood or community event that’s well there’s a lot of community
stakeholders involved by all means go to department of neighborhoods and also
apply to help they might if it is a matching grant though you can’t use city
funds to match city funds so you just need to make sure that whatever they’re
giving you your matched in other way are matched in other ways but yeah you can
apply for offer department neighborhoods matching grants as well and oh the last thing that I would say
is as far as um as far as those levels of funding goes basically what you ask
for is you’ll either get it or you won’t so that’s that if you end up putting 26
hundred dollars and one of the levels is 2400 dollars will notch it down to 24
hundred dollars but at those levels you’ll either get it or you won’t which
is why I say go and think about what your capacity is and what you want to do
and what you want to accomplish it does not everything has to be a huge event
make sure that what you’re doing is something that you want to do and will
be quality and not spreading you too thin if you have capacity capacity for a
larger event by all means go for the 7200 we don’t need none of the both NCAA
and arts and Parks do not require a match for it of course it’s always good
to show that there is community buy-in and you have imagined leverage funding
as well but it is not required as far as reporting
I type of like being to record and
so we ask that you to share with us what the attendant what they at least
estimated attendance was for your event if you have any other further
demographic information will always ask that you share that as well you know
what the breakdown is it’s like fifty percent worth you you know fifty percent
of those offending were you by all means include that in the narrative sign a
machine no yeah so you’ll be fine with glass that you we haven’t been able to
up once again our system we haven’t been able to update the final report so it’s
mainly narrative questions it just asked like what happened at your event what
was successful what would you what do you want to what were the challenges
what we do moving forward that sort of thing we just ask that somewhere in
there you include those attendance numbers and if you don’t include them I
just send you a quick email and say hey I need us to me that attendance can you
give me any information on how many artists participate in how many people
attended Arabic you have to do that for each in boosting
for the final event you’ll need to set for the final invoice you’ll need to
send the final report and there’s only at most you can only invoice twice for
arts and parks at the beginning of your contract and at the end of your contract and will like I said you’re selected for
funding will make sure you know all that it’s a it’s a fairly simple process did
you have put us under searcher idea festival actually this year’s best
that’s my okay next month and it cost me almost twenty-five thousand dollar and
if i frightened a scientist says one football to 7,000 and i’ve also worries
to get another 20,000 how can i send you guys the ebooks how would add that we
see it for the foot um so we don’t when we say reimbursement
we just need proof that the event took place and that’s in the form of that
final report and promotional material so poster or card or email that went out
that said the event actually happened and so we’re not asking you to send all
your receipts to us we do say that you should hold on to those in case you’re
selected for auditing or something like that so it’s a fairly simple reporting
process once you’re selected for funding any other questions but yeah if your
event is more than like if your event costs seven thousand you could
technically apply at the seven thousand level if your event costs twenty
thousand you don’t mean you can apply it doesn’t need to be it can the overall
possibly event can be more as well so you’re eligible to apply for either of
those any other questions I will ask folks if you haven’t already there’s a
little sign in sheet if you don’t mind just if you did RSVP if you don’t mind
just checking next to your name if you didn’t RSVP that’s more than fine it’s
just don’t mind it putting your email address there so that i know that i can
email the powerpoint to you and lastly if you didn’t fill out this form i’ll
put a few extra over it at the wooden cabinet there please please fill it out
it helps make sure that we are doing or work in connecting with communities and
serving everybody in our community I know it asks a lot of personal questions
but it is totally anonymous so thank you all for attending I’ll be around a
little bit if you have any more specific questions

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