Jazz & Heritage Archive: Documentation and Preservation. Guidelines

Transcription

1 Page Community Partnership Grants Application Deadline: Friday, June 26, 2015 Grant Period: Funded activity must take place between September 1, 2015, and August 31, 2016 Mission of the New Orleans Jazz & Heritage Festival and Foundation, Inc.: To promote, preserve, perpetuate and encourage the music, culture and heritage of communities in Louisiana through festivals, programs and other cultural, educational, civic and economic activities. At A Glance: What does the grant cover? Creating, documenting or exhibiting artistic work that reflects or interprets the indigenous culture of Louisiana. Who may apply? Individuals or nonprofit organizations. Where must the funded activity take place? In Louisiana. How much are the grants? Up to $5,000. Matching funds: For every dollar of grant funds requested, the applicant must be able to match it with money (not in-kind donations) from other sources. Activity period: Projects funded by this grant must occur between Sept. 1, 2015, and Aug. 31, Deadline: Application deadline is June 26, Purpose: Supporting New Works that Reflect or Document Louisiana Culture The purpose of this grant category is to support creating, documenting or exhibiting artistic work that documents or interprets the indigenous culture and heritage of Louisiana. Examples would include: art exhibits or installations; visual art, photography or film projects; literature (fiction or nonfiction); Internet, electronic or other media projects; documentaries; performing arts; or recordings. Application Deadline: Friday, June 26, 2015 The application in this category must be complete and received in our offices (1205 North Rampart St., New Orleans, LA 70116) by 5 p.m., Friday, June 26, This is the date and time by which we must receive the application, not the postmark date. There will be NO EXCEPTIONS. Please note: We require you to submit a complete original application plus three copies. Only one copy of requested support materials (proof of nonprofit status, list of board members and service provider forms) is required. Photos, videos, press kits or other support materials are no longer required with the application. Please be sure to keep a copy of the application for your records. We will not provide photocopying or other services, or supply other materials, to complete the application. Applications may be mailed or handdelivered. We will not accept faxed or ed applications. Notification of grant awards will be sent by letter and by Sept. 15, 2015.

2 Page 2 The proposed activity funded by this grant must occur between Sept. 1, 2015, and August 31, General Information and Questions Please read these carefully before starting the application. Staff members of the Jazz & Heritage Foundation will be happy to answer questions or explain the process before the deadline. Questions should be directed to Programs, Marketing & Communications, via at programs@jazzandheritage.org, or by telephone at (504) Community Partnership Grant applications and guidelines may be obtained from the Foundation s web site, or from the Jazz & Heritage Foundation office. Eligibility Requirements: Who May Apply? This grant category is open to individuals and nonprofit organizations. Commercial organizations are not eligible. Only applications that support the mission of the Jazz & Heritage Foundation and are appropriate to this category will be considered. Applicants are not required to be based in Louisiana, but the major focus of the proposed project must be on an aspect of the culture and/or heritage of Louisiana. Priority will be given to Louisiana-based applicants. Applicants seeking to produce or present cultural events such as festivals or concerts should refer to the guidelines and applications for Community Partnership Grants in the category Jazz Journey Presenting: Festivals and Concerts in Music and Performing Arts. Applicants interested in funding for educational programs should refer to the Community Partnership Grant guidelines for the categories Jazz & Heritage After-School and Summer Education Programs in Music, Arts and Cultural Traditions or Jazz & Heritage In-School Music & Arts Education. Multiple Applications Not Permitted Applicants may submit no more than one application and in only one of our four grant categories per grant cycle. Outstanding Final Reports: Due No Later Than Sept. 1 Those applicants who received grants in the grant cycle but have not yet submitted final reports may submit an application for the grant cycle. Any outstanding final reports from or previous grant cycles must be submitted no later than Sept. 1. Otherwise, applicants risk forfeiting new grants that may be awarded. The New Orleans Jazz & Heritage Foundation reserves the right to cancel grants even those that are approved for funding if final reports from previous grant cycles are not submitted by Sept. 1. No new grants will be distributed until all outstanding final reports are received and approved by the Jazz & Heritage Foundation. Activity Period and Location The proposed activity must occur between September 1, 2015, and August 31, The activity is not required to occur in Louisiana, but the major focus of the proposed project must relate to the culture and/or heritage of Louisiana.

3 Page 3 Priority will be given to projects initiated by Louisiana-based applicants, and for work that occurs in Louisiana. Funding Amounts and Match Requirements The maximum amount of a grant request is $5,000. Grant awards may be and frequently are for less than the amount requested. The Jazz & Heritage Foundation requires applicants to secure funding from other sources for the proposed project. All applicants must match Jazz & Heritage Foundation grant funding with other funds by a ratio of at least one to one. That is, for every dollar requested from the Jazz & Heritage Foundation, the applicant must provide at least one dollar in cash, not in-kind donations of goods or services from another source in the budget. Applications that do not indicate the amounts and sources of matching funds will not be considered. Grant awardees will be required to account for all funds expended from this grant as part of the final report. Information Requirements For non-profits: Letter of determination for IRS 501(c)(3) nonprofit status or Articles of Incorporation as a Louisiana not-for-profit corporation Social Security Number or Federal Tax ID/Employer Identification (EIN) number of the applicant Service Provider Forms (included in the grant application) must be submitted for: o o Each person to be compensated with grant funds (if applicable). Project Director (whether or not he/she is to be compensated with grant funds). This person may be the same as the applicant, the authorizing official or another person in your organization with senior responsibility for the project. Authorizing Official Signature. The application must be signed by the applicant, or, for non-profit organizations, by the person with the highest authority in your organization. This should be the Board President, Executive Director or other chief executive. Disbursement of Grant Funds Notification of grant awards will be sent by letter and by Sept. 15, Grant awardees will be required to complete an award contract with the Jazz & Heritage Foundation detailing the terms and conditions of the grant. Upon receipt of the contract and a completed W9 Form, the Jazz & Heritage Foundation will disburse the grant funding at a public event, the time and date of which will be specified in the grant contract. Credits and Media Availability Grant awardees will be required to recognize the New Orleans Jazz & Heritage Foundation as a sponsor of or contributor to the project by including the Foundation s name or logo in all advertisements, programs, web sites and other promotional information. Grant awardees will be asked to attend ceremonies or to provide media interviews or other testimonials regarding their participation in the Community Partnership Grants program.

4 Page 4 Final Report Upon completion of the funded activity, grantees must submit a final report with the required supplemental materials that prove the project was completed within the terms and conditions of the grant contract. We encourage all awardees to submit the final report as soon as possible after the completion of the event. Final reports will be accepted no later than September 1, Grant awardees who do not submit final reports by that date will not be eligible to apply for Community Partnership Grants in the future. Final reports must be completed on the form supplied by the Jazz & Heritage Foundation, and must also include: A narrative report A completed budget showing actual revenues and expenses Copies of signed contracts or copies of signed receipts for payment for all expenses paid with funds from this grant Copies of cancelled checks (front and back) for performance fees paid for all performers paid with funds from this grant For events, photographs or video showing the audience and performers For other projects, copies of materials or other documentation showing the project was completed according to the grant guidelines Copies of materials crediting the Jazz & Heritage Foundation as a sponsor or contributor Complete final reports must be submitted to the Jazz & Heritage Foundation by September 1, 2016, in order to be considered for final approval. Awardees who do not submit a final report by the deadline will not be eligible to apply for Community Partnership Grants in the future. Evaluation Criteria All applications are reviewed and evaluated by a panel of Jazz & Heritage Foundation board members, not Foundation staff. The Foundation adheres to a strict Conflict of Interest policy. Panelists will recuse themselves from reviewing proposals for projects with which they are or a relative are associated as board members, paid staff, volunteers or participants. Panelists review applications solely based upon the merits of the application and eligibility requirements including: Adherence to the Jazz & Heritage Foundation s mission Artistic, educational or historic merit Community need and impact Feasibility (sufficient budget and personnel) Applicant s prior success in the field of cultural documentation, interpretation or preservation Application, Supplemental & Support Materials You must provide one signed original application and three copies of the signed grant application, plus one (only one) set of supplemental or support materials. For non-profit organizations, the following support materials are required: Letter of determination for IRS 501(c)(3) nonprofit status or Articles of Incorporation as a Louisiana not-for-profit corporation

5 Page 5 List of organization s Board of Directors, indicating officers Service Provider Form for all people to be compensated with grant funds, plus all project directors If the applicant is an individual, these items are not required. In the past, we have requested additional support materials, including photos, videos, press clippings and other items. THESE ITEMS ARE NO LONGER REQUIRED. Please submit only the application form and required materials. PLEASE DO NOT SUBMIT ADDITIONAL MATERIALS. In this category the Jazz & Heritage Foundation will not fund: Activities that occur before Sept. 1, 2015, or after August 31, 2016 Expenses incurred prior to Sept. 1, 2015, or after August 31, 2016 Grants by the applicant to other organizations for programming activities ( re-granting ) Activities intended primarily for fundraising purposes Accumulated deficits or debt retirement Contingency funds Projects used for academic degrees Tuition for academic study Payment of administrative staff for any school or school system Food or beverages for hospitality or entertainment functions Fines, penalties, interest on loans or costs of litigation Lobbying expenses

6 Page Community Partnership Grants Application Form Application Deadline: Friday, June 26, 2015 Grant Period: Funded activity must take place between September 1, 2015, and August 31, 2016 Grant Amount: Request may not exceed $5,000 Matching Funds Required: Requested amount must be matched by at least an equal amount from other sources Mission of the New Orleans Jazz & Heritage Festival and Foundation, Inc.: To promote, preserve, perpetuate and encourage the music, culture and heritage of communities in Louisiana through festivals, programs and other cultural, educational, civic and economic activities. PLEASE COMPLETE USING THE FORM FIELDS IN EACH SECTION. Section One: Basic Information Applicant Name (individuals or nonprofit organizations only): Address: City / State / Zip: Social Security or Federal Tax ID (EIN) No.: Authorizing Official Name and Title: For nonprofit organizations. This is the CEO of the organization. Project Director Name and Title: If different than Applicant. Project Director Phone: Amount Requested: $ Maximum: $5,000. Must be matched by an equal amount of revenue elsewhere in your budget. Total Project Budget: $ Must be at least twice the amount requested. Web site: Dates of Proposed Project: Must be between Sept. 1, 2015, and Aug. 31, 2016 Location of Proposed Project: Project Summary: 1-2 sentences that summarize the major activity of the proposed project: Previous Funding: Have you or your organization previously received funds from the Jazz & Heritage Foundation s Community Partnership Grants program? If yes, please list dates and title of project:

7 Page 7 Are you seeking other grants for this project? If so, please list the grant sources and amounts requested: Project Discipline (Check all that apply): Music Dance Theater Visual Arts Literature Culinary Arts Cultural Traditions Folklife Media Arts Other: Section Two: Project Description & Information Description of applicant (such as a brief artist bio) or applying organization (including mission statement and services to the community):

8 Page 8 Project Description: Please describe your project, how it supports the mission of the New Orleans Jazz & Heritage Foundation and how you will use the grant funds. (Please limit your answer to the space provided.): Community Need: Why is this project important to the community and what impact will it have?

9 Page 9 Cultural, Artistic or Preservationist Merit: Please describe the merits and impact of this project. Collaborators/Partners: Please list and describe what other groups and/or organizations are involved in the planning and/or execution of the project. What will they contribute to the success of the project? Target Audience: Who is your audience? What is the expected attendance or distribution of your project? Promotion & Marketing: How will you promote this project? Evaluation: How will you evaluate the success of the project? Attendance Media Coverage Community Feedback Sales Other (specify):

10 Page 10 Section Three: Service Provider Information Service Provider Form Please provide information for any persons or groups to be compensated with grant funds. You must also include Service Provider Forms for the project directors, whether they are paid or volunteer. Use a separate form for each person or group. Copy or download as many forms as needed. DO NOT attach or include resumes, pamphlets, brochures or any other supplemental materials. Only this form will be accepted. Name of Person or Group: Address: City: State: Zip Code: Phone: Professional Fee: $ Per (hour, session, activity, etc.) Travel/Per Diem Costs, if any: $ Total Fee for this person or group: $ This Provider of Services will be compensated with: Jazz & Heritage Funds Other Funds Both A. Description of services to be provided: B. Brief Bio or Qualifications (Describe the qualifications, including education, training, and related work experience):

11 Page 11 Section Four: Budget Information REVENUE: Round dollars to the nearest $10 Admissions, fees, memberships, subscriptions Proposed Project Budget: List single ticket price here: $ Sales and/or fees $ Concessions (sales of food, beverages or merchandise) $ Corporate Support and Sponsorships $ Foundation Support or Grants (other than Jazz & Heritage) $ Government Support or Grants $ Other Fundraising $ Other Funds (including the applicant s own money) $ SUBTOTAL (must be equal to or greater than the grant request from Jazz & Heritage) $ New Orleans Jazz & Heritage Foundation Grant Request (Maximum: $5,000) $ TOTAL CASH REVENUE $ EXPENDITURES Total Project Budget Jazz & Heritage Funds Use this section to show how Jazz & Heritage Funds will be used. Administrative Staff $ $ Artistic Professional Fees $ $ Technical/Production Services $ $ Outside Professional Services $ $ Supplies & Materials $ $ Equipment Rental $ $ Marketing: Printing, ads, postage $ $ Travel $ $ Space rental (include utilities) $ $ Insurance $ $ Other: $ $ TOTAL CASH EXPENSES $ must equal or exceed amount spent in J&H grant funds In-Kind Contributions: Value of time, materials or services contributed to the project Description Source Value $ $ may not exceed $5,000 Total in-kind income

12 Page 12 Section Five: Check List Be sure to include: One original and three copies of the completed and signed application form REQUIRED Support Information - ONE SET ONLY For nonprofit organizations only: Letter of determination for IRS 501(c)(3) nonprofit status or Articles of Incorporation as a Louisiana not-for-profit corporation For nonprofit organizations only: List of nonprofit organization s Board of Directors, indicating officers For all applicants (including individuals): Service Provider Forms for all project directors plus all others to be paid with grant funds. DO NOT include other supplemental materials, such as photos, videos, pamphlets, folders, binders or other support materials. Section Six: Authorization I do hereby attest that all the information herein is correct and up-to-date to the best of my knowledge. Authorizing Official if other than applicant Signature Date Printed Name Project Director if other than applicant Signature Date Printed Name Applications MUST BE RECEIVED by 5 p.m. on Friday, June 26, This is the date and time of receipt, not postmark. We cannot accept applications after the deadline, and there will not be any extensions. Applications must be addressed to and received at the offices of: The New Orleans Jazz & Heritage Festival and Foundation, Inc., 1205 North Rampart Street New Orleans, Louisiana Phone: (504) We do not accept applications submitted via fax or .