1. art and entertainment

ORGANISATIONS
2013 ANNUAL OPERATIONS
How to Apply Guidelines and Application Form
Closing Date
20 July 2012
Please note: it takes a minimum of 12 weeks from
the closing date until funding results are available.
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
Closing Date
20 July 2012
Please note: it takes
a minimum of 12
weeks from the
closing date until
funding results are
available.
General information
Organisations Program Review
Please read these guidelines carefully. They
explain the priorities, assessment criteria and
the information you must provide in your
application.
Arts Victoria is currently undertaking a
comprehensive review of the Organisations
funding program and the portfolio of
organisations it supports. While there will be
no changes to the Annual Operations program
for 2013, the future of the program is being
considered as part of the review.
While an application may be assessed as
meeting program requirements, funding is
highly competitive. Previous support does not
commit Arts Victoria to further funding of that
applicant or activity.
Please note that it is the applicant’s
responsibility to provide the information and
support material requested in these guidelines.
Ensure that you keep a copy of your
application for your records.
If you have a disability and need guidance on
submitting an application to any Arts Victoria
program, please discuss this with the relevant
program staff at least four weeks prior to the
funding closing date by contacting Arts Victoria
reception on (03) 8683 3100 or
[email protected].
If you have difficulty understanding these
guidelines, or would prefer discussing them in
your first language, please contact the
Victorian Interpreting and Translating Services
on 131450 and ask to be connected to Arts
Victoria.
Organisations program overview
The Organisations program provides
operational funding to a wide range of key arts
and cultural organisations across Victoria –
including both competitive, peer-assessed
funding and invitation-only multi-year
packages of support.
The program has three funding categories:
1. Annual Operations
2. Multi-year Operations
3. Federal Partnerships
These guidelines and application form relate to
Category 1: Annual Operations.
More information on the Organisations
program can be found at www.arts.vic.gov.au/
organisations.
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For further information on the Review go to the
Organisations Program Review page at
www.arts.vic.gov.au/organisations.
Aims and objectives
The Organisations program aims to deliver a
dynamic and well managed arts and cultural
infrastructure which produces and presents
quality arts activities, and promotes the
participation of all Victorians in the arts.
The Organisations program provides funding
for Victorian-based arts and cultural
organisations or organisations delivering
significant outcomes for Victoria. It aims to
achieve a balance across:
artform/activity
region
reach
diversity.
The program delivers on the following key
objectives outlined in the Arts Victoria Act
1972:
developing and improving the knowledge,
understanding, appreciation and practice of
the arts in Victoria; and
increasing the availability and accessibility
of the arts to the public in Victoria.
The program works with and is informed by the
following:
Multicultural Victoria Act 2004
Aboriginal Heritage Act 2006
Disability Discrimination Act 1992
Charter of Human Rights and
Responsibilities Act 2006
Annual Operations
Annual Operations is a competitive category
that considers eligible applications on a year
by year basis. Funding is for one year only.
Organisations must not assume that funding
will be on going in subsequent years.
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
The Annual Operations category provides
funding for organisations that generally work to
a one year business or operational plan.
Support is for costs associated with creating
and presenting high quality programs or
services that contribute to the diversity of arts
activity in Victoria.
Organisations funded in this category have
demonstrated, over time, a dynamic and
responsive artistic and/or cultural program
underpinned by an effective management
model.
It is essential that applicants contact Annual
Operations program staff before submitting an
application.
The Annual Operations category has been
developed in response to the diversity of
artistic and management practice in the small
arts and cultural sector.
Annual Operations aims to support
organisations:
whose program is of high artistic quality
whose program is relevant to a significant
audience or participant base
that engage with professional artists in
either process or outcome
that have sound management and financial
accountability
that have a track record of achievement,
artistically and operationally.
Eligibility
Annual Operations welcomes applications
from legally constituted not-for-profit, nongovernment organisations. Common
structures for funded organisations include
Incorporated Associations and Companies
Limited by Guarantee.
Eligible organisations must demonstrate that
they undertake artistic and cultural activities as
their main business and that their turnover
(total income, including this funding request) is
between $100,000 and $1,000,000.
Organisations receiving funding in this
category are generally Victorian-based.
Applications are also accepted from national
arts organisations offering significant benefits
to Victorians.
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This program will accept applications on the
applicant’s behalf from an auspice
organisation. Any legally constituted body
may act as an auspice. It is recommended
that applicants have a clear written agreement
with the auspice organisation. For further
information on auspiced applications go to
Information for All Applicants at
www.arts.vic.gov.au/funding.
Applicants who have not satisfactorily
acquitted previous Arts Victoria funding are not
eligible to apply for or receive further funding.
Levels of funding
Funding is available from $30,000 per annum
with a maximum request of $75,000.
Annual Operations priority areas for
2013
The program is particularly interested to
receive funding submissions from
organisations within the following priority areas
for Annual Operations in 2013:
Artform: dance, literature, new media,
music and other performing arts (such as
circus, physical theatre and puppetry).
Type of activity: community development
activities and industry service activities.
Region: organisations located in provincial
Victoria (particularly Gippsland, Loddon
Mallee, Barwon, Hume and Grampians)
and the Southern Metropolitan region.
Diversity: organisations that support
indigenous people, CALD people and
people with a disability.
What will not be funded
The following activities are not funded through
Annual Operations:
activities that do not involve professional
artists in either process or outcome
competitions, prizes, awards, fundraising
activities or award exhibitions
documentation, promotion, audience
development and/or marketing as a standalone activity
projects whose primary focus and intent is
screen culture activities, including narrative
and non-narrative film/video making, film
script development and animation (refer to
Film Victoria)
a program of activities due to commence
before January 2013
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
applications received outside the stated
closing date.
Assessment criteria
Annual Operations applications will be
competitively assessed on evidence of how
well they meet the following criteria:
Artistic merit
The quality and relevance of the program.
The level of artistic or other professional
skills appropriate to the activities.
The extent to which the program engages
professional artists in either process or
outcome.
The potential of the work to contribute to
the quality and diversity of arts activity in
Victoria.
Audience and engagement
Evidence of a sizeable audience or
constituency.
Capacity to attract new audiences and/or
community participants.
Evidence of effective marketing strategies.
Impact statement
The extent of impact on operations of the
organisation including: governance,
business systems and strategic planning.
The extent to which the organisation can
develop new opportunities, income sources
and/or partnerships.
The extent to which the organisation plays
a distinctive role and strengthens its
position within the arts and cultural sector
in Victoria.
Operations
The extent to which the organisation can
demonstrate good planning and effective
use of resources.
The extent to which the organisation has
administrative, financial and governance
practices in place.
The extent to which the organisation can
demonstrate it has a range of income
sources. This may include financial or inkind support from government and nongovernment agencies, earned and
philanthropic or sponsorship income.
Note – Arts Victoria will not provide 100%
of the program budget.
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Assessment process
Applications will be assessed against the
stated criteria by Arts Victoria officers, who
also consider advice from a peer advisory
group drawn from a range of experienced arts
and cultural industry practitioners and
administrators.
The peer advisory group assesses funding
applications in relation to three of the
evaluation criteria; Artistic Merit, Audience and
Engagement and the Impact Statement.
Funding recommendations are submitted to
the Minister for the Arts for approval.
Applicants should not assume they will be
successful, and enter into commitments based
on that assumption, before receiving formal
written notification of the final decision.
It takes a minimum of 12 weeks from the
closing date until funding results are available.
How to apply
All written material must be legible when
photocopied. Applicants to this program should
note the following:
use an 11 point font size on plain white A4
paper for originals and photocopies
present all material on one side of the page
only
use black ink only
do not staple, bind or place your
application in a folder
all handwritten material must be legible and
able to be photocopied
faxed applications will not be accepted.
Applications for this program should include
the following six sections and must be no more
than 11 pages in length (not including support
material or mandatory financial and statistical
templates).
Section 1 – Contact Information
This form provides essential contact details
and must be completed by all applicants.
Part A – Organisation Details
Part B – Auspice Details
If applying through an auspice, applicants
must fill in Part B as well as Part A and a
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
representative of the auspice must sign the
Declaration.
Section 2 – Application Summary
This form summarises the application and
provides an introduction to the organisation.
Section 3 – Written Proposal
Arts Victoria does not provide a form for this
section. The written proposal must include
details on one year’s activity addressing the
following:
3.1 – Artistic Program (3-5 pages)
Provide a statement regarding the artistic
rationale including the curatorial vision and
selection process for developing the
program.
Provide program details including
confirmed dates, locations, professional
artists and other personnel involved.
Provide brief biographies of confirmed
artists/creative personnel involved in the
program.
Describe how your organisation engages
with your artform sector.
Describe how the program will contribute to
the quality and diversity of arts and cultural
programming in Victoria.
3.2 Audience and Engagement (1-2 pages)
Describe the target audience/market and
the relevance of the program to that
audience.
Describe how you will attract an audience
for the program including the distribution
and/or marketing strategies.
Describe what evaluation methods you will
use to measure the effectiveness of your
distribution/marketing strategies.
3.3 Impact Statement (1 page)
Describe for what specific purposes Annual
Operations funding will be used in 2013.
Provide a statement regarding the desired
impact of Annual Operations funding on
your 2013 operations and artistic program.
Include a description of opportunities that
might be realised if you are successful in
receiving this grant.
3.4 Operations and Governance (3 pages)
A description of the current management
and staffing structure including staff EFT
and volunteers.
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A description of what the staffing would
look like with Annual Operations funding
(eg additional staff members or increased
EFT)
Brief biographies of current key
management positions (eg Artistic Director,
Manager, Editor, Gallery Director).
A matrix of current Board/Committee
members, including position, respective
skills and length of tenure.
A description of how the organisation
makes decisions about its artistic program,
management and budgeting.
As evidence of your organisation’s planning,
your Business/Operational Plan may be
submitted as part of support material. This is
not a mandatory requirement.
Section 4 – Detailed Annual Budget
You must submit a detailed annual budget,
using the Financial Reporting Template, of all
revenues and specific costs associated with
your program including production,
administration, salaries and marketing.
Please indicate in the $Arts Victoria column on
the Summary Budget tab of the Financial
Reporting Template where Annual Operations
funding would be expended.
The Financial Reporting Template is available
from the Annual Operations page of the
Organisations section of the Arts Victoria
website at www.arts.vic.gov.au/organisations.
Section 5 – Quantitative Data Summary
This is a statistical summary on programming,
marketing, financials and employment levels
over a three year period. This information will
enable Organisations Program staff the
opportunity to assess your 2013 budget and
program in the context of your organisation’s
past and present achievements.
The QDS template is available to download
from the Arts Victoria website at
www.arts.vic.gov.au/organisations.
Section 6 – Support Material
The support material you submit is very
important as it enables both Arts Victoria staff
and the peer advisory panel to gain an
understanding of your artistic program.
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
Your support material should be your own
work and the work of other key artists involved
in the program where possible.
You should submit your best work that is
recent and relevant.
Ensure that you do not provide promotional
material as opposed to examples and an
illustration of your program.
A description of appropriate media for different
artform support material is at Section 6 of the
application form.
Section 7 – Declaration
All applicants must sign and date the
Declaration. If the organisation is auspiced,
the auspice body’s representative must also
sign the Declaration on this page. Applications
with unsigned Declaration forms will not be
accepted.
Enquiries
Further information about the Annual
Operations category can be obtained from
Annual Operations Program staff.
Telephone: 03 8683 3100
Fax: 03 9686 6186
Email: [email protected]
Freecall: 1800 134 894 (Regional Victoria
only)
Additional information
Arts Victoria offers a range of funding
programs. Information on these programs is
provided on the Arts Victoria website at
www.arts.vic.gov.au.
In conjunction with the Australia Council, Arts
Victoria has developed planning tools that may
assist organisations. They are:
Business Plan Framework
Financial Reporting Template
These documents are available on the Arts
Victoria website.
Freedom of information
Arts Victoria treats all information provided in
support of a grant application in accordance
with the Information Privacy Act 2000, Public
Records Act 1973 and the Freedom of
Information Act 1982.
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Glossary of terms
Audience/Attendances – general audience
attending performances, exhibitions, events
and other programmed activities. Does not
include broadcast audience numbers.
Budget – to include income and expenditure
of the organisations entire operations for one
year or more.
Constituents – can refer to either the areas
into which a country is divided for election
purposes, or customers (ie audiences/
participants/artists) considered as a group of
people served by an organisation.
EFT – Equivalent Full Time.
Participants – people who attend or
participate in seminars, conferences,
workshops, masterclasses, projects or other
activities (where the intention of the activity is
the development of skills for participants
and/or collaboration between artists and
participants in a creative process).
To calculate the number of participants,
multiply the number of sessions by the number
of participants in each session. If your
organisation runs a series of ten workshops
with the same five people then there would be
50 participants.
Professional Artist – a practising artist who
has specialised training in their field (not
necessarily in academic institutions), is
recognised by their peers (professional
practitioners working in the artform area), is
committed to devoting significant time to
artistic activity and has a history of public
presentation.
Volunteer – someone who performs a service
out of their own free will without payment.
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
SECTION 1 – CONTACT INFORMATION
If you are an:
Organisation applying, complete Part A
Auspice applying for an organisation, complete Parts A & B
Part A – Organisation Details
Please enter organisation details here.
If you are applying using an Auspice, enter details of the Organisation that is being auspiced.
Full Name of Organisation:
Street Address:
Postcode
Postal Address (if different):
Postcode
Contact Details:
Salutation
First Name of Contact Person
Family Name of Contact Person
Position of Application Contact Person
Business Hours Phone
Alternative Phone/Mobile
Fax
Email
Organisation website
Organisation Details:
Trading Name
ABN/ACN
 Yes  No
Are you GST Registered?
Legal Status of Organisation
Under its articles or constitution, is the
organisation a not-for-profit body?
 Yes  No
In what year was the organisation formed?
On what date did you submit your last
annual return to ASIC or Consumer Affairs
Victoria?
Key Personnel
Artistic Director/Equivalent
General Manager/ Equivalent
Chair/Equivalent
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Position
Name (Salutation/First Name/Family Name)
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
Part B – Auspice Details
Enter the details of the Auspice organisation here.
Full Name of Organisation:
Street Address:
Postcode
Postal Address (if different):
Postcode
Contact Details:
Salutation
First Name of Individual
Family Name of Individual
Business Hours Phone
Mobile
Fax
Email
Website
Organisation Details:
Trading Name
ABN
 Yes  No
Are you GST Registered?
Legal Status of Organisation
Under its articles or constitution, is the
organisation a not-for-profit body?
 Yes  No
In what year was the organisation formed?
On what date did you submit your last
annual return to ASIC or Consumer Affairs
Victoria?
Key Personnel
Artistic Director/Equivalent
General Manager/Equivalent
Chair/Equivalent
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Position
Name
(Salutation/First Name/Family Name)
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
SECTION 2 – APPLICATION SUMMARY
Full Name of Organisation:
Auspice body (if applicable):
Provide a brief description of your organisation and encapsulate your organisation’s purpose – who
you are, what you do and for whom.
Where (geographically) will your 2013 program take place?
Please tick the predominant artform of your organisation:
 Administration of culture
 Community cultural activities
 Cultural heritage
 Dance
 Literature and Publishing
 Multi-arts
 Museums
 Music excluding opera
 New media
 Opera and Music Theatre
 Other performing arts (eg circus/puppetry)
 Performing arts venues
 Theatre
 Visual arts/crafts & photography
 Other_______________ – please describe
Please tick one box that best describes the nature of your organisation:
 Producer/Presenter
 Community Development
 Festival
 Industry Service Organisation
Please choose one of the following areas for your primary focus:
 Aboriginal/Torres Strait Islander
 Culturally &Linguistically Diverse (CALD)
 Disabled
 General
 Senior Adult
 Women
 Youth
Annual Operations Priority Areas for 2013
Please nominate the areas where your organisation addresses Annual Operations priorities for 2013:
Artform:
 Dance  Literature
Type of Activity:
Community Development
Region:
 Gippsland
Diversity:
 New Media
 Music
 Industry Service Activity
 Loddon Mallee
 Barwon
 Hume
Organisations that support:  Indigenous people
Amount requested for Annual Operations
$
Total planned expenditure
$
Total planned income
$
 Grampians
 CALD communities
Amount
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 Other Performing Arts
 Southern Metropolitan
 People with a disability
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
Co-funding summary
Source*
Name/Board
or other identifying information
$ Amount
Confirmed/
Not Confirmed
(Decision Date)
Australia Council*
Local Government*
Other Government
Departments*
Philanthropic Trusts*
Other
Total
$
*Provide the name of the fund, board or other identifying information, for example ‘Australia Council – Key
Organisations – Emerging.
SECTION 3 – WRITTEN PROPOSAL
The written proposal must include details on one year’s activity addressing the following:
Artistic Program (3-5 pages)
Audience and Engagement (1-2 pages)
Impact Statement (1 page)
Operations and Governance (3 pages)
Further information on the Written Proposal can be found on page 5.
SECTION 4 – DETAILED ANNUAL BUDGET
Please list all sources of income using the Financial Reporting Template, separately listing all other
Arts Victoria funding programs and all other Government funding.
On the (E) Summary Budget tab, indicate where Annual Operations funding would be expended using
the $ Arts Victoria column.
If the amount requested through the Annual Operations program in the (B) Income tab differs from the
amount indicated in the (E) Summary Budget tab, a message will appear informing you that the Arts
Victoria request does not equal the $ Arts Victoria allocation.
If you are registered for GST, your expenditure and income should be exclusive of GST. If you are not
registered for GST, your expenditure should include the GST to be paid.
The Financial Reporting Template is available to download from the Annual Operations page of the Arts
Victoria website at www.arts.vic.gov.au/organisations.
SECTION 5 – QUANTITATIVE DATA SUMMARY
This is a statistical summary on programming, marketing, financials and employment levels over a three
year period. This information will enable Organisations Program staff the opportunity to place the 2013
budget and program in the context of your organisation’s past, present and future achievements.
You only need to complete data relevant to your organisation’s particular artform and/or area of
programming.
The QDS template is available to download from the Annual Operations page of the Arts Victoria website
at www.arts.vic.gov.au/organisations.
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ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
SECTION 6 – SUPPORT MATERIAL
Provide a list of the support material accompanying your application.
Important: All material must be clearly marked with your organisation’s name. While all due care will be
taken, Arts Victoria takes no responsibility for damage or loss that may occur to support material. Do not
send original material.
If you want your artistic support material returned, tick the relevant items in the return column.
Late support material will not be accepted without prior consent of program staff and a valid reason.
Print-based supporting documents
Title/description (if applicable)
Curriculum Vitae/Biographies
Detailed Budget
Marketing plan
Program Timeline
Confirmation Letter(s)
Quotes (equip. hire etc)
Letters of support
Internet Site
Media / Press articles/Quotes
Business Plan extract
Artistic support material (eg)
Title/description (if applicable)
Return
Book/Magazine
Manuscript / Play Excerpt
Audio CD
CD ROM
DVD
Slides/Photos/Hard copy images
Score
Other: please detail
SECTION 7 – DECLARATION
I have read the program guidelines, eligibility and assessment criteria and certify that to the best of my
knowledge the information provided in this application is true. I have provided a completed application
form, budget, written proposal and appropriate support material.
Signature
Date:
/
/
Name/Position (Please print)
Auspice body representative (where applicable):
Signature
Name (Please print)
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Date:
/
/
ORGANISATIONS
2012 ANNUAL OPERATIONS
How to Apply Guidelines and Application Forms
Checklist
Before you submit your application, make sure you have included the original and one photocopy
of the following:
Number of pages to copy
1-2 pages
Section 1: Contact Information
If applicable. Part B for Auspiced applications
Section 2: Application Summary
This must be signed or the application will be deemed
ineligible.
Where the application is auspiced, a representative of the
auspice organisation must also sign the declaration form
2 pages
Section 3: Your Written Proposal
Artistic Program, Audience and Engagement, Impact
Statement, Operations and Governance
No more than 11 pages
Section 4: Detailed Annual Budget
Indicate funding sources and whether confirmed or not
confirmed on (B) Income tab and;
Indicate where the Arts Victoria funding would be spent
on (E) Summary Budget tab.
Please use the Financial
Reporting Template.
Section 5: Quantitative Data Summary
Please use the QDS template.
Tick
Section 6: Support Material
Provided print-based support material
(eg abridged CVs, letters confirming interest and support)
No more than 6 pages
Provided venue, publisher, distributor, site, gallery
confirmation
As appropriate
Provided artistic support material relevant to your program
(eg DVD, video, slides, drawings, literary excerpts, CD)
As appropriate
Provided your current Business/operational plan if you have
one
As appropriate
Section 7: Declaration
1 page
As well as providing a hard copy to Arts Victoria, please
email the completed application.
Email to:
[email protected]
Retain a copy of the application for your own records
Where to send your application
Applications postmarked up to and including the specified closing dates will be accepted.
Postal Address
Annual Operations
Arts Victoria
Private Bag 1
South Melbourne VIC 3205
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Street Address
Arts Victoria
Level 6, 2 Kavanagh Street
Southbank VIC 3006
Hand deliveries can be made during business hours
only – 8:30am to 5:30pm, Monday to Friday.