Instructions

I. APPLICANT ORGANIZATION:

• List the name of the organization or individual applying for funds.
• Any non-profit organization is eligible for assistance. (Examples include: Arts Organizations, Churches)
• Individuals may apply for funds, but in some cases must apply under the umbrella of a tax exempt organization.
• All proposals for funding which include state or federal monies must be submitted by non-profit organizations.
• All projects must have a local applicant.
• Organization's address for mailing correspondence. If there is a change of address, please notify the Huntsville Arts Commission (HAC) staff.

II. PROJECT TITLE

• Provide the name of the proposed project.

III. PROJECT DIRECTOR

• Provide the name of the individual from the applicant organization who can answer questions about the project; include a day time and message phone number (two numbers) where the Project Director may be reached.
• Please sign the application.
• Please include your email address.

IV. PERIOD OF SUPPORT REQUESTED

• Funds are available per City of Huntsville's Fiscal Year, October through September 30; therefore, projects are requested to start and end between October 1 and August 31 of any given Fiscal Year.
• STARTING: Date the project will begin October 1, or after, including time to complete the project by the Ending date. Include date by which funds are needed.
• ENDING: Project completion date. By August 15, unless otherwise arranged and approved by HAC.
• NOTE: For years when HAC has received a grant from Texas Commission on the Arts (TCA), HAC is required to complete a report to the Texas Commission on the Arts (TCA) by August 15 of each grant year; therefore, it is recommended that projects conclude in time to be included with  report information to TCA.

V. FACILITY

•  List name of the facility(ies) to be used, including the public component of the project.

Note: Barrier-free facilities are required; please remember this when selecting a location for your project.

VI. PROJECT DESCRIPTION

• State ways in which the project will attract tourists to the City.
• State clearly the need in the Huntsville community.
• Explain how the project would benefit the community and what need there is in the community.
• State the content of the project.
• Provide a brief but concise description of the project (performance, exhibit, production, participants, etc.).
• State who will do the work.
  • Examples: artist, organization, out-side artists, technicians, etc.
• State how the project will be implemented.
  • Examples: who, what, when, how often, where
• State how the project will be evaluated.
  • Examples: review panel, audience evaluation handouts, etc.
• Use only the space provided on the application and please type directly onto the form.
• Provide a brief but concise description of the project as outlined above using only the space available on the form. Time will be provided during a scheduled HAC meeting to allow comments regarding the project.

VII. ESTIMATED NUMBER OF PERSONS EXPECTED TO BENEFIT FROM THIS PROJECT PARTICIPANTS:

• Include the number of artists, technicians, and volunteers to be involved with the project.

AUDIENCES:

• Include the number of individuals that will view, attend, and/or benefit from the project.

VIII. THE TOTAL AMOUNT REQUESTED FROM THE HUNTSVILLE ARTS COMMISSION, CITY OF HUNTSVILLE (from column A., Section X.A., page 3 of Application).

• The dollar amount of your request.

IX.a. IF THERE IS A HARDSHIP IN PROVIDING FOR A DOWNTOWN COMPONENT, PLEASE PROVIDE AN EXPLANATION AS TO WHY A PERFORMANCE OR AN EVENT CANNOT BE GIVEN IN THE DOWNTOWN.

NOTE: You may use one sentence for the explanation.

IXb. Marketing Plan - Tell how you will notify citizens throughout the community about the event or work you are sponsoring.

X. FINANCIAL INFORMATION (round to the nearest dollar).

A. EXPENDITURES:

This information should be divided appropriately according to columns.

• Column A: REQUEST FROM CITY FUNDS - This amount relates to the requested amount from the Arts Commission, listed on page 1, section VIII and split according to the expenditure categories.
• Column B: CASH - This amount relates to the cash the organization has to use for the project and to any cash donations obtained for the project and split according to the expenditure categories.
• Column C: IN-KIND - This amount relates to the monetary value of any donated work, space or materials.
• Column D: TOTAL - Please total all rows and all columns.
• Attach a complete breakdown of proposed Project Expenditures for all columns, A1-A8 of the application form. A form has been provided for you.

1. PERSONNEL - Applicant organization members

• Administrative - Organization members responsible for project operations.
• Artistic - Artists (dancers, actors, musicians, visual artist, etc.)
• Technical - Support personnel (lighting, electrical, sound, etc.)
• Other Personnel - individuals working with the project (volunteers assisting with mailings, posters, etc.)

2. FEES FOR OUTSIDE PROFESSIONAL SERVICES - Those not members of the applicant organization.

• Administrative - Individuals who assist with project operations.
• Artistic - Professional artists hired or volunteering for the project.
• Technical, other - Technicians and individuals hired or volunteering to work on the project.

3. SPACE RENTAL - Fee required for appropriate space for the project (theater, gallery space, office, etc.) note: hac does not pay for space rental.

4. EQUIPMENT RENTAL - Fee required for equipment used for the project (sound system, scaffolding, tables, chairs, etc.)

5. TRAVEL/TRANSPORTATION - Expenses pertaining specifically to the project (mileage, air/bus fare, and car rental for consultants, performers, personnel, etc.)

6. PROMOTION/PRINTING - Expenses for promoting and announcing the project to the public for the largest, multi-cultural audience possible; include such items as printing and distribution of posters, flyers, announcements, and invitations; press releases, news stories, and public service announcements to all local radio stations, television stations, newspapers (including University paper), and electronic signs.

7. COSTUMES/ROYALTIES - Expenses applied toward making or purchasing costumes for the project and expenses for royalties paid for the use of music or any copyrighted materials.

8. OTHER - Supplies, photo documentation, postage, etc. - expenses for postage (invitations, announcements) for the project; supplies used for the project (office, painting, or any other supplies used in relation to the project).

XI. SOURCE OF FUNDS - KNOWN AND ANTICIPATED

A. HUNTSVILLE ARTS COMMISSION - The amount requested from the City.

B. ORGANIZATIONAL FUNDS AVAILABLE - Organizational funds to be used to accomplish the project.

C. PROJECT INCOME - Funds known or anticipated from all other sources.

1. ADMISSION CHARGES - Amount charged to audiences.
Example: charges for theatrical, musical, or dance productions and performances.

2. REGISTRATION FEES - Amount requested from individuals to participate in the project.
Example: class registration fees, workshop registration fees, and call for entry fees.

3. CONTRIBUTIONS - Donations from individuals or organizations for project use.

4. GRANTS - Grants (pending or committed) received by the organization for the project (Texas Commission on the Arts, The Musicians Trust Fund, or any others).

5. OTHER - Any cash resource not mentioned above.

TOTAL FUNDS - Line four (4) of Section X.B.

TOTAL IN-KIND - Enter the amount in Section X.A., column C.

TOTAL PROJECT COSTS - Total figure from Section X. A. column D.

XII. CERTIFICATION

A. AUTHORIZING OFFICIAL(s) - Artist or person with authority to sign contracts for the organization.

B. PROJECT DIRECTOR - Artist or organization representative who is coordinating the project and who can answer questions about the project.

C. PAYEE - Person to whom funds will be mailed if other than the authorizing official.

ATTACHMENTS:

1. Resumes for key personnel, limit six (6) pages for all personnel; and no more than two (2) pages per person.
   • Authorizing official (organization's president, artist)
   • Project Director and any other key personnel
2. One page history of your organization including:
   • When the organization was established
   • Goals and achievements
3. Representative examples of past publicity - limit five (5):
   • Posters
   • Articles
   • Announcements
4. Additional information required for visual art project:
   • Drawings or model
   • Installation Recommendations
   • Recommended Maintenance/Schedule
5. Checklist:
   • Check each item to be sure it is included.
   • This will be mailed back to applicant indicating what, if any, action is needed, upon receipt of application.

NOTE:

• Applicants wishing to submit a proposal for visual art must provide visual documentation for the proposed project; also, visual arts applicants must submit an installation and maintenance plan. For additional information, please contact the Cultural Services Division of the City of Huntsville.

FOR MORE INFORMATION OR ASSISTANCE - call 936-291-5424 or 936-291-5422.

For questions or comments contact Linda Pease.
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