Heritage funding program

Deadline

• Wednesday, October 30, 2024 at 4 pm

Late or incomplete applications will not be considered.

The application must be filled out and submitted through our Online Portal.

The application for this program will go live 2 months prior to the deadline date.

Applicants are responsible for submitting a complete application by the deadline date. The Cultural Funding Support Unit will not be responsible for any discrepancies or upload errors in additional information submitted after the deadline.

Contact Information

Anik Després

Cultural Funding Officer 

Program Objectives

The Heritage Funding Program supports projects undertaken by individuals or organizations that promote or support:

• local heritage through education, awareness and appreciation
• research or documentation of local history
• preservation of local heritage assets
• the reclamation, retention, transmittal, development and revitalization of Anishinabe Algonquin Nation, First Nations, Inuit and Métis heritage and culture

Types of Project Funding

Applicants may apply for project funding under the following categories:

1. Heritage Awareness and Education Projects
   1. Projects that promote or support local heritage through education, awareness and appreciation such as:
      1. Heritage events, historical re-enactments, educational programs or drama productions
      2. Local and community history books, pamphlets, walking tours
      3. Public lecture series, workshops, seminars
      4. Multi-media, website or podcast history initiatives
      5. Exhibits or interpretive plaques
      6. Intangible heritage (traditions or living expressions) inherited from ancestors, such as oral traditions and the knowledge and skills to produce traditional crafts
   2. Projects that provide support for the reclamation, retention, transmittal, development and revitalization of Anishinabe Algonquin Nation, First Nations, Métis and Inuit heritage and culture:
      1. Pow wow, traditional gatherings and cultural events
      2. Exhibits, workshops, presentations, storytelling
      3. Indigenous traditional knowledge and practices
      4. Language preservation
      5. Land based learning
2. Research and Documentation Projects
   1. Projects that research or document local history such as:
      1. New research projects into Ottawa’s history (e.g. histories of significant local individuals, communities, industries, faith communities, etc.)
      2. Photo-documentation of collections
      3. Documentation of heritage buildings, streetscapes, landscapes, and gardens
      4. Compilation of inventories of heritage assets
      5. Oral history projects
   2. Book Proposals
      1. Priority will be given to original research that is appropriately sourced
      2. Collaboration with accredited historical researchers, community elders or culture keepers will be considered an advantage
3. Preservation/Conservation Projects
   Note: Individuals are not eligible to apply for preservation/conservation projects.
   1. Projects that preserve local heritage assets through:
      1. Archaeological digs
      2. Heritage gardening projects
      3. Conservation assessments
      4. Use of appropriate storage equipment and supplies
      5. Preservation of local artifacts
      6. Specialized treatments for paper or artifact collections

Heritage grant program for Building restoration

Grants from the Planning, Infrastructure and Economic Development Department are available to assist owners of heritage buildings with restoration work.

Following the peer-assessed evaluation of submitted proposals, the Cultural funding support unit will look at prioritizing applications from the following Indigenous and equity-seeking communities:

• Anishinabe Algonquin Nation
• First Nations
• Inuit
• Métis
• IBPOC (Indigenous, Black, People of Color)
• People with visible and invisible disabilities
• Non-ambulatory persons
• D/deaf people
• Refugees / Immigrants / Newcomers
• 2SLGBTQIA
• People living in poverty
• Rural residents
• Francophones
• Seniors / Older adults
• Women+
• Youth

The City of Ottawa recognizes that people identify themselves in many ways. Terms used to self-identify are continually evolving. With this understanding, the Cultural funding support unit uses terms recommended by community members through various consultations.

Entry to our programs and movement between funding categories must be approved by the Cultural funding support unit.

Project funding

Available to individuals, collectives and not-for-profit organizations. Projects are to be carried out within a specific timeframe and consist of a single activity.

Project grants in recent competitions rarely exceeded $10,000. Receipt of a project grant in previous years does not guarantee subsequent funding.

Annual operating funding

Available to established, incorporated as not-for-profit organizations that possess a heritage mandate, that have been in existence for at least two years and have a minimum two-year history of providing regularly-scheduled programming to the community throughout the year. Peer recognition and financial stability must be demonstrated. Organizations must have received at least two consecutive project funding allocations before being considered.

Multi-year operating funding (new)

Available to established, incorporated as not-for-profit organizations that possess a heritage mandate, and that have been in existence for at least four years. Applicants must currently receive Annual Operating funding through the Cultural funding support unit, be recognized by their peers, provide annual programming to the community, demonstrate long-range financial stability and be able to articulate their long-term visioning and planning.

Grant writing assistance

The Cultural Funding Support Unit can:

• answer your questions about eligibility
• review a draft of your application answers
• help with your submission
• provide financial aid to applicants requiring accessibility support
• provide feedback on the evaluation of a previous application

The Cultural funding support unit will need advance notice to provide any personalized assistance. Contact us as soon as possible to discuss options available. 

Draft applications can be reviewed at any time, up until 2 weeks prior to the deadline date.

Have questions? Join one of our information sessions happening every Thursday from 12-1pm to ask questions about the online funding portal and about cultural funding programs with upcoming application deadlines.

Application process

• Applicants must read and abide by the Information for applicants.
• Applicants must read and abide by the Terms and conditions of the program
• Applicants must complete the application questions and attach all required material. 
• Applications must be submitted through the online portal by 4 pm on the deadline date.
• Applicants must submit support material.
• Applicants are responsible for submitting a complete application by the deadline date. The Cultural funding support unit will not be responsible for any discrepancies or upload errors in additional information submitted after the deadline. 

Allocation of funding

An applicant’s success in obtaining funding depends upon the peer assessment committee’s final evaluation and the funding available within the program.

Availability of City of Ottawa funding is subject to the approval of the annual City budget by Ottawa City Council.

The amount requested is not necessarily the amount awarded.

Direct deposit 

Funding recipients are encouraged to apply for Direct deposit. 

Eligibility - Individuals

First-time applicants are encouraged to contact their Cultural Funding Officer to ensure they meet eligibility requirements.

Who is eligible?

Individuals must:

• be 18 years or older
• be a current resident of the city of Ottawa and have lived in Ottawa for at least one year prior to the application deadline date, or are Anishinabe Algonquin and live within a 150 km radius of Ottawa
• be a professional heritage expert, heritage worker, community elder or knowledge keeper recognized by peers
• demonstrate knowledge of local history or cultural traditions and practices

Activities that:

• demonstrate a strong local heritage focus
• be conducted in Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• involve participation of the local cultural community or community of interest
• be singular in scope and be completed within a limited time frame, normally one year

What is NOT eligible:

• Fundraising projects and initiatives that benefit a third party
• Self-promotion / marketing activities
• Commercial ventures
• Projects involving the manufacture and distribution of product in multiple copies
• Projects that have already been completed on or before the application deadline date
• Projects that are part of an academic course of study
• Projects funded as part of an operating grant from any other City program
• Activities that are solely intended for the membership of an organization
• Projects where participation is conditional upon partaking in the religious activities of the organization
• Capital purposes (i.e. purchase of land, equipment, fixtures or physical facilities, architectural restoration, etc.)

Restrictions

• An applicant may only submit one application at a time within this program
• An applicant may only receive one funding allocation for the same activity
• A final report must be submitted before reapplying. If the final report for previous funding has not been submitted and approved by the deadline date, subsequent applications to this program will not be considered.
• City of Ottawa employees or elected representatives may not apply for individual cultural funding or awards. City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations.

Meeting all eligibility requirements does not guarantee funding.

Program Terms and Conditions.

Assessment Criteria – Project funding for individuals

Peer assessors will use the following assessment criteria to evaluate your request for funding.

Heritage Merit

• Solid heritage project proposal with achievable goals and objectives
• Strength of heritage partners/culture keepers/ community elders (if relevant)
• Valid and authentic local heritage subject matter

Community Impact

• Measurable, clear benefits to the community of interest and/or the broader community
• Strength of involvement of other collaborators or partnerships (where relevant)
• Contribution to local heritage or applicant’s cultural identity

Viability

• Viability of the project (realistic goals, appropriate planning)
• Realistic budgeting
• Track record

Application questions and required material

Before you begin:

1. Read the Program Guidelines and refer to them while completing the application.  

2. Make sure the following is ready before applying in the application portal:  

• Written answers to the questions below. (It is much easier to edit your responses in a word document and copy/paste your answers to the online form when you are ready to apply) 
• All required material listed below.

Fill out and submit your application in the Online Portal. Applicants must answer all questions and attach all required documentation.

Please describe your project and establish its merits by responding to the following questions.

1. Describe your heritage project. * (Max 500 words)
2. Where will the project take place? * (Max 200 words)
3. What are the heritage goals and objectives of the project? * (Max 500 words)
4. What experience and skills do you have that will help you successfully complete the heritage project? * (Max 400 words)
5. If applicable, include information on who else is collaborating on the heritage project. What is their background and why are they involved? (max 400 words)
6. If your project touches upon Indigenous traditional knowledge or other cultural traditions, knowledge and skills inherited from ancestors, how are you addressing them? (Max 250 words)
7. Provide a timeline for your project from planning to implementation.* (Max 250 words)
8. Explain how your heritage project will benefit your community of interest and/or the broader community. * (Max 300 words)
9. How will you share or promote your project? * (Max 300 words)

Provide all supporting and required documents including:

• CV or biography
• If applicable, biographies or CVs of heritage collaborators
• Prepare a budget; to receive a copy of the excel budget template, please contact infoculture@ottawa.ca(link sends e-mail)
• Support Material (6 samples max).
  • For Research/Documentation/Book project, include the following:
    • A writing or research timeline
    • An outline of the contents of the book or research project
    • 10 to 20 pages of the work in progress for which you have requested funding
    • Information regarding who holds the copyright and who acts as publisher, if applicable

Eligibility

First-time applicants are encouraged to contact their Cultural Funding Officer to ensure their organization or collective meets eligibility requirements.

Who is eligible

Organizations that:

• have their office/mailing address within the limits of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• serve the local community
• be not-for-profit
• be led by, or work in partnership with, heritage professional(s), heritage worker(s), a community elder or culture keeper
• have an active Board of Directors, Steering Committee or Indigenous governing body comprised of a minimum of 3 members
• have at least 50% of Board of Directors/Steering committee members residing in the Ottawa region

And, one of the following:

• be a heritage non-profit organization with a local heritage mandate
• be a First Nation, Inuit or Métis non-profit organization proposing a local heritage project on their respective cultures
• be a non-profit organization or collective that is proposing a local project with a heritage goal to be produced in partnership with a non-profit professional heritage organization, heritage professional, community elder, or culture keeper

Activities that:

• demonstrate a strong local heritage focus
• occur within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• be accessible and of interest to the public
• significantly involve participation of the local cultural community or community of interest
• be singular in scope and be completed within a limited time frame, normally one year

Who is NOT eligible:

• For-profit organizations / ventures
• Crown corporations and government agencies
• Political parties
• Organizations that receive operating funding from the City of Ottawa Service Agreement Program
• Organizations whose activities come under the jurisdiction of other levels or departments of government (school boards, hospitals, universities, libraries, social services, military programs, business improvement associations, etc.)

What is NOT eligible:

• Fundraising projects and initiatives that benefit a third party
• Self-promotion / marketing activities
• Commercial ventures
• Projects involving the manufacture and distribution of product in multiple copies
• Projects that have already been completed on or before the application deadline date
• Projects that are part of an academic course of study
• Projects funded as part of an operating grant from any other City program
• Activities that are solely intended for the membership of an organization
• Projects where participation is conditional upon partaking in the religious activities of the organization
• Capital purposes (i.e. purchase of land, equipment, fixtures or physical facilities, architectural restoration, etc.)

Restrictions

• Applicants may only submit ONE project application per year to the Heritage Funding Program
• Organizations with accumulated surpluses greater than 100% of total revenue and exceeding $5,000 (excluding capital assets) are ineligible to apply
• Organizations with an accumulated deficit greater than 25% of their total revenue (excluding capital assets) and exceeding $5,000 are ineligible to apply
• Organizations cannot receive more than one funding allocation for the same activity
• A final report must be submitted before reapplying. If the final report for previous funding has not been submitted and approved by the deadline date, subsequent applications to this program will not be considered
• Recreation, Cultural and Facility Services Department staff may not hold a key position within an organization requesting cultural funding from the City. Exception: where staff participation has been approved as one of the duties of their position
• City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations. For further inquiries, please contact your Cultural Funding Officer

Meeting all eligibility requirements of the program does not guarantee funding.

Program's Terms and Conditions.

Assessment criteria - Project funding for organizations

Peer assessors will use the following assessment criteria to evaluate your request for funding.

Heritage Merit

• Solid heritage project proposal with achievable goals and objectives
• Direction of activities by, or guidance available from, accredited heritage professionals, community elders or culture keepers
• Valid and authentic local heritage subject matter

Community Impact

• Measurable, clear benefits to the community
• Support of the Ottawa-based heritage community and/or community of interest
• Contribution to a lasting legacy
• Strength of partnerships (if applicable)
• Commitment to engage with local equity seeking communities

Organizational Effectiveness

• Effective planning and evaluation
• Leadership structure and participation of the Board/Steering Committee
• Fiscal responsibility and realistic budgeting
• Initiative in generating alternate sources of revenue
• Demonstrated need for financial support
• Appropriate and effective marketing and promotion

Application questions and required material

Before you begin:  

1. Read the Program Guidelines and refer to them while completing the application.  

2. Make sure the following is ready before applying in the application portal:  

• Written answers to the questions below. (It is much easier to edit your responses in a word document and copy/paste your answers to the online form when you are ready to apply) 
• All required material listed below.

Fill out and submit your application through our Online Portal. Applicants must answer all questions and attach all required documentation.

Please describe your project and establish its merits by responding to the following questions:

1. Describe your heritage project * (max 1000 words)

2. Who are the heritage leaders, community elders, or knowledge keepers guiding the project and why are they a good fit?* (max 250 words)
3. Explain how the project will present valid heritage subject matter or touch upon authentic Indigenous traditional knowledge with ties to the local community. * (max 300 words)
4. How will your project impact the communities of interest? *(Max 300 words)
5. What community partnerships or relationships are involved in this project (if applicable)? (Max 300 words)
6. How does your organization or group reflect and engage equity seeking communities listed in our funding priorities? * (Max 500 words)
7. Provide a timeline that outlines your planning and preparation for the project.* (max 400 words)
8. How will you promote or market your project? Describe any initiatives aimed at developing new audiences.* (max 300 words)

Provide all supporting and required documents including:

1. Approved minutes from most recent board/collective meeting
2. CVs or biographies of heritage leaders, community elders or knowledge keepers guiding the project
3. Agreement letters with partners, collaborators or venues (if applicable)
4. List of your board of directors/collective/steering committee, including residency, contact information and board/committee position
5. Prepare a budget; To receive a copy of the excel budget template, please contact infoculture@ottawa.ca
6. Approved Financial Statements
7. Support Material (6 samples max)
   • For Research/Documentation/Book project, include the following:
     • A writing or research timeline
     • An outline of the contents of the book or research project
     • 10 to 20 pages of the work in progress for which you have requested funding
     • Information regarding who holds the copyright and who acts as publisher, if applicable

if you are an incorporated not-for-profit organization you will also need to include:

• a copy of the incorporation documents (For first time applications)
• If a non-heritage mandated organization, the CV of heritage leader, community elder, knowledge keeper you intend on partnering with

Eligibility

Who is eligible

An organization must:

• be incorporated as a not-for-profit organization with a heritage mandate
• have its office/mailing address within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• have the majority of its programming and event(s) within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• have been a recipient of 2 consecutive project grants through the City of Ottawa’s Heritage Funding Program
• have a minimum of 3 members in their Board of Directors that meet regularly
• have at least 50% of the Board of Directors residing in the Ottawa region

Who is NOT eligible?

• Government agencies and for-profit organizations
• Organizations whose sole purpose is to fundraise for the benefit of a third party
• Organizations whose activities come under the jurisdiction of other levels or departments of government (school boards, hospitals, universities, social services, military programs, business improvement associations, etc.)
• Political parties
• Organizations that receive operating funding from another CFSU program
• Organizations that do not include sources of revenue other than the City’s contribution
• Organizations whose activities are solely for their membership or where participation is conditional upon partaking in the religious activities of the organization

Restrictions

• An organization cannot receive more than one funding allocation for the same activity.
• An organization may only submit one application at a time to this funding program.
• Consultants or agents may not apply on behalf of an organization.
• Capital purposes (i.e., purchase of land, equipment, facilities, etc.) are not eligible to this program.
• Reporting: Applicants who have previously received funding from this program must submit a final report and budget detailing how they used the funds awarded to them. If you are re-applying to this program and have an outstanding report, your application will only be considered eligible if your outstanding final report is submitted along with your application and is approved by the Cultural funding support unit. The peer assessment committee will review your organization’s report on the previous year’s activities along with your current application.
• Funding received from this program may not be used to increase a surplus or to offset an existing financial deficit.
• City of Ottawa’s Recreation, Cultural and Facility Services Department staff may not hold a key position within an organization requesting cultural funding from the City. Exception: where staff participation has been approved as one of the duties of their position
• City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations. For further inquiries, please contact your Cultural Funding Officer.

Meeting all eligibility requirements does not guarantee funding.

Program's Terms and Conditions.

Assessment criteria – Operating funding

Peer assessors will use the following assessment criteria to evaluate your request for funding.

Heritage Merit

• Fulfillment of mandate
• Heritage goals and objectives
• Direction of activities by, or guidance available from, accredited heritage professionals, community elders or culture keepers
• Valid and authentic local heritage subject matter
• Meets established professional heritage standards or touches upon authentic traditional knowledge

Community Impact

• Measurable, clear benefits to the community
• Support of the Ottawa-based heritage community or community of interest
• Community involvement (audience participation, volunteer support, etc.)
• Contribution to a lasting legacy
• Strength of partnerships
• Commitment to engage with local equity seeking communities

Organizational Effectiveness

• Strength of visioning, planning and evaluation
• Governance, leadership structure and participation of the Board
• Fiscal responsibility, realistic budgeting and financial stability
• Initiative in fundraising and diversified revenue
• Appropriate and effective marketing and promotion
• Demonstrated need for financial support

Application questions and required material

Before you begin:  

1. Read the Program Guidelines and refer to them while completing the application.  

2. Make sure the following is ready before applying in the application portal:  

• Written answers to the questions below. (It is much easier to edit your responses in a word document and copy/paste your answers to the online form when you are ready to apply) 
• All required material listed below.

Fill out and submit your application through our Online Portal. Applicants must answer all questions and attach all required documentation.  

Please describe your programming and establish its merits by responding to the following questions:

1. What is the mandate of your organization. Flag any recent changes. (max 200 words)
2. Provide a brief history of your organization, giving its principal achievements. (Max 350 words)
3. Present a full description of the heritage programming or activities planned for the period for which you are applying. Include specific goals and objectives. (max 3000 words)
4. How will the activities be directed or guided by accredited heritage professionals, community elders or knowledge keepers? (max 500 words)
5. What challenges will your organization face in carrying out its functions (i.e. staff or Board changes, moving/renovations, expanding services or programs, etc.? (max 500 words)
6. If you are requesting a significant increase in your funding, please explain why it is needed. (max. 200 words)
7. How will your activities benefit the community? (max. 500 words)
8. Who is your target audience? What public accessibility or audience development initiatives are you undertaking?* (max. 350 words)
9. How do you measure peer and public recognition and appreciation? Give results or examples. (max 350 words)
10. Is your organization undertaking any collaborative initiatives such as partnerships? (max. 350 words)
11. How does your organization reflect and engage equity seeking communities listed in our funding priorities?* (max. 750 words)
12. Describe your marketing and promotion. You may include samples of past marketing materials with your support documents.* (max. 500 words)
13. Provide a list of activities or functions your Board of Directors’ committees will be undertaking this coming year.* (Max 350 words)
14. What measures does your organization have in place to ensure fiscal responsibility (i.e. Treasurer oversight, Board financial subcommittee, Book keeper, etc.)?* (max. 350 words)

Provide all supporting and required documents including:

1. Incorporation documents (if there are amendments to the articles of incorporation)
2. List of your board of directors, including city of residence, email, telephone number and board/committee position
3. A list of all staff and/or core volunteers including name, title, area of responsibility, and term/duration of employment
4. Approved minutes from most recent board meeting
5. Approved minutes from most recent AGM
6. CVs or bios of the individuals who provide the leadership for your organization
7. Certificate of Insurance
8. Operating Budget (to receive a copy of the excel budget template for operating funding, please contact infoculture@ottawa.ca(link sends e-mail)
9. Approved financial statements
10. Statement of reserves (if applicable)
11. Deficit reduction plan (if applicable)
12. Support Material (6 samples max) – including samples of promotional materials of previous year’s programming

Reporting on previous year’s activities

All funding recipients must submit a Final Report detailing how they used the funds awarded to them in order to be eligible for subsequent funding. The peer assessment committee will review your organization’s report on the previous year’s activities along with your current application.

You will be required to answer the following questions:

• Provide a detailed description of your organization’s activities for the year funded (Max 1250 words)
• Provide a summary of operating challenges and achievements (Max 500 words)
• Provide statistics:
  • Total number of attendees
  • Total number of volunteers
  • Total number of volunteer hours

Eligibility

Who is eligible

An organization must:

• be incorporated as a not-for-profit organization with a heritage mandate
• have its office/mailing address within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• have the majority of its programming and event(s) within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• be a past recipient of operating funding through the City of Ottawa’s Heritage Funding Program
• have a minimum of 3 members in their Board of Directors that meet regularly
• have at least 50% of the Board of Directors residing in the Ottawa region

Who is not eligible?

• Government agencies and for-profit organizations
• Organizations whose sole purpose is to fundraise for the benefit of a third party
• Organizations whose activities come under the jurisdiction of other levels or departments of government (school boards, hospitals, universities, social services, military programs, business improvement associations, etc.)
• Political parties
• Organizations that receive operating funding from another CFSU program
• Organizations that do not include sources of revenue other than the City’s contribution
• Organizations whose activities are solely for their membership or where participation is conditional upon partaking in the religious activities of the organization

Restrictions

• An organization cannot receive more than one funding allocation for the same activity.
• An organization may only submit one application at a time to this funding program.
• Consultants or agents may not apply on behalf of an organization.
• Capital purposes (i.e., purchase of land, equipment, facilities, etc.) are not eligible to this program.
• All funding recipients must submit a Final Report detailing how they used the funds awarded to them in order to be eligible for subsequent funding. This report must be submitted to and approved by the Cultural funding support unit.
• If you are re-applying to this program and have an outstanding report, your application will only be considered eligible if your outstanding final report is submitted along with your application and is approved by the Cultural funding support unit. During an evaluation year, the peer assessment committee will review your organization’s report on the previous year’s activities along with your current application.
• Funding received from this program may not be used to increase a surplus or to offset an existing financial deficit.
• City of Ottawa’s Recreation, Cultural and Facility Services Department staff may not hold a key position within an organization requesting cultural funding from the City. Exception: where staff participation has been approved as one of the duties of their position
• City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations. For further inquiries, please contact your Cultural Funding Officer

Meeting all eligibility requirements does not guarantee funding.

Program's Terms and Conditions.

Assessment criteria - Multi-year operating funding

Peer assessors will use the following assessment criteria to evaluate your request for funding.

Heritage Merit

• Fulfillment of mandate
• Heritage goals and objectives
• Direction of activities by, or guidance available from, accredited heritage professionals, community elders or knowledge keepers
• Valid and authentic local heritage subject matter
• Meets established professional heritage standards or touches upon authentic traditional knowledge

Community Impact

• Measurable, clear benefits to the community
• Support of the Ottawa-based heritage community or community of interest
• Community involvement (audience participation, volunteer support, etc.)
• Contribution to a lasting legacy
• Strength of partnerships
• Commitment to engage with local equity seeking communities

Organizational Effectiveness

• Strength of long-term visioning, planning and evaluation
• Governance, leadership structure and participation of the Board
• Fiscal responsibility, realistic budgeting and financial stability
• Initiative in fundraising and diversified revenue
• Appropriate and effective marketing and promotion
• Demonstrated need for financial support

Application questions and required material

Before you begin:  

1. Read the Program Guidelines and refer to them while completing the application.  

2. Make sure the following is ready before applying in the application portal:  

• Written answers to the questions below. (It is much easier to edit your responses in a word document and copy/paste your answers to the online form when you are ready to apply) 
• All required material listed below.

Fill out and submit your application through our Online Portal. Applicants must answer all questions and attach all required documentation.

Please describe your programming and establish its merits by responding to the following questions:

1. What is the mandate of your organization?* Please flag any recent changes. (Max 200 words)
2. Provide a brief history of your organization, giving its principal achievements.* (Max 350 words)
3. Present a full description of the programming or activities planned for the period for which you are applying.* Include specific heritage goals, outcomes and your organization`s long-term vision. (Max 3000 words)
4. How will the activities be directed or guided by accredited heritage professionals, community elders or knowledge keepers? (max 500 words)
5. What challenges will your organization face in carrying out its functions (i.e. staff or Board changes, moving/renovations, expanding services or programs, etc.? (max 500 words)
6. If you are requesting a significant increase in your funding, please explain why it is needed? (max. 200 words)
7. How will your activities benefit the community? (max. 500 words)
8. Who is your target audience? What public accessibility or audience development initiatives are you undertaking?* (max. 350 words)
9. Is your organization undertaking any collaborative initiatives such as partnerships? (max. 350 words)
10. How does your organization reflect and engage equity seeking communities listed in our funding priorities?* (max. 750 words)
11. Describe your marketing and promotion. You may include samples of past marketing materials with your support documents.* (max. 500 words)
12. Provide a list of activities or functions your Board of Directors’ committees will be undertaking this coming year.* (Max 350 words)
13. What measures does your organization have in place to ensure fiscal responsibility (i.e. Treasurer oversight, Board financial subcommittee, Book keeper, etc.)?* (max. 350 words)

Provide all supporting and required documents including:

1. Incorporation documents (if there are amendments to the articles of incorporation)
2. List of your board of directors, including city of residence, email, telephone number and board/committee position
3. A list of all staff and/or core volunteers including name, title, area of responsibility, and term/duration of employment
4. Approved minutes from most recent board meeting
5. Approved minutes from most recent AGM
6. CVs or bios of the individuals who provide the artistic leadership for your organization
7. Certificate of Insurance
8. Operating Budget (to receive a copy of the excel budget template for operating funding, please contact infoculture@ottawa.ca(link sends e-mail)
9. Approved financial statements
10. Statement of reserves (if applicable)
11. Deficit reduction plan (if applicable)
12. Support Material (6 samples max) – including samples of promotional materials of previous year’s programming

Reporting on previous year’s activities

All funding recipients must submit a final report detailing how they used the funds awarded to them in order to be eligible for subsequent funding. During an evaluation year, the peer assessment committee will review your organization’s report on the previous year’s activities along with your current application.

You will be required to answer the following questions:

• Provide a detailed description of your organization’s activities for the year funded (Max 1250 words)
• Provide a summary of operating challenges and achievements (Max 500 words)
• Provide statistics:
  • Total number of attendees
  • Total number of volunteers
  • Total number of volunteer hours

All funding recipients are required to submit a final report detailing how they used the funding awarded to them. This report must be submitted to and approved by the Cultural funding support unit either:

• following completion of the funded activities; or
• twelve months after receipt of the funds; or
• at the time of subsequent application to the program

All reports must be submitted through the online portal. Exceptions include: funding programs that are not currently live on the portal and reports submitted for funding received prior to the 2022 cycle.

Should you require accessibility accommodations, please contact infoculture@ottawa.ca

Without a report approved by the Cultural funding support unit, the applicant will be deemed ineligible for subsequent funding.

To obtain a reporting form, please contact infoculture@ottawa.ca.

Important information for project funding recipients reapplying in 2024! 

You will NOT be able to begin a new application in the portal if you have an outstanding report. Your final report must be submitted in the portal and approved by the Cultural funding support unit before proceeding with a new application.  

Your final report must be submitted by Friday, October 6, 2023 so that it can be approved by the Cultural Funding Support Unit. It may take up to 2 weeks for your report to be approved. 

Once approved you will receive a notification. If you have questions about reporting, please contact your Cultural Funding Officer. 

Final report on funding received from the Heritage Funding Program prior to 2022

If funding was received from the City of Ottawa, prior to 2022, a report detailing how the funds were used must be submitted by email to infoculture@ottawa.ca. Applicants who fail to provide a report on previous funding will NOT be eligible to apply for subsequent City of Ottawa funding. Please use the form below.

• Heritage project funding report form - individuals and organizations

Please note: You must download the form onto your computer and open it with Adobe Acrobat Reader to complete. Any information added to the form through a web browser will be lost when the form is downloaded, printed, or saved.

Report on project funding (Individuals and organizations) 

Reporting questions 

Interim Report (for projects that have been delayed or not yet completed)   

1. Provide a description and explanation of any changes to the project from that proposed in the original application. (175 words max) 

2. Provide a description of the current status of the project. * (250 words max) 

3. Provide an interim project budget * 

4. Upload relevant supporting documentation 

Final Report   

1. Provide a detailed description of the project. * (750 words max.) 

Include the following:

• A summary of the project, including achievements and challenges.
• A description and explanation of any changes to the completed project from that proposed in the original application.
• Names of the organizers or key persons involved in the project.
• A summary of how you publicized the project, and how the City’s contribution was acknowledged in the publicity materials

2. Statistics: 

• Total number of participants
• Total number of volunteers

• Total number of volunteer hours   

3. The final Project Budget. A budget template is provided. 

4. Upload support material related to your project such as:  

• Program brochures or promotional material
• Invitations to events, exhibitions or launches
• Press reviews, advertisements

• Critical reviews, photocopies of book, DVD or CD covers  

Report on operating funding 

Consult Annual operating funding for more details. 

Consult Multi-year operating funding for more details. 

Please be advised that the City of Ottawa’s Financial Services Unit is moving to the use of an automated Direct Deposit system solely in providing all payments, including Cultural Funding allocations.

If you have not already registered your organization’s banking information, please complete the Direct Deposit Form. PDF opens in a new tab or window and mail it with a physical original voided cheque or a physical original encoded deposit slip, or a physical original letter from the vendor's bank to the following address:

City of Ottawa
Accounts Payable, PO Box 3426 Stn D
Ottawa ON K1P 0B9

No photocopies will be accepted. Questions may be directed to Accounts Payable at 613.580.2424 extension 27888 or by email to vendormaster@ottawa.ca mailbox.

General inquiries

For general information, technical issues, or to request a report form, contact infoculture@ottawa.ca

Program inquiries

For specific information on your application, or to discuss eligibility, contact Anik Després