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Capacity building program

Program guidelines

Deadline for application

  • Wednesday, September 15, 2021 at 4 pm 

Late or incomplete applications will not be considered.

The application must be filled and submitted through our NEW Application Portal.

The application for this program will go live on Wednesday, August 18, 2021. 

Contact Information

Yasmina Proveyer
Cultural Funding Officer

Program objectives

  • To assist Ottawa’s local arts, heritage, festival and fair organizations build organizational capacity and sustainability at key milestones in their development.
  • To support all cultural communities in Ottawa build organizational capacity.

The City of Ottawa will provide funding to successful organizations to a maximum of $15,000.

Grant writing assistance

Cultural Funding Officers are available to help you prepare your grant application in the following ways:

  • Discuss eligibility of your activities, requirements of the program and answer any questions about the application and evaluation process.
  • Review a draft version of your application prior to the deadline. Applications in progress can be reviewed at any time up until Friday, September 3, 2021.
  • Provide peer assessment committee feedback on a previous application.

Eligibility

Who is eligible

Local not-for-profit organizations, including professional collectives, with an arts, heritage, festival, or fair mandate, including organizations representing and/or celebrating First Nations, Inuit and Métis communities and equity-seeking communities that: 

  • Serve their local community
  • Have a Board of Directors consisting of a minimum of 3 members, at least 50% of members must reside in the Ottawa Region
  • Have their office/mailing address and the majority of their programming and event(s) within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
  • Have the ability to receive payment in the organization’s name

Who is not eligible

  • For-profit organizations
  • Government agencies
  • Organizations whose activities come under the jurisdiction of other levels or departments of government, including school boards, hospitals, universities, social services, military programs, business improvement associations.
  • Political parties
  • Organizations with accumulated surpluses greater than 100% of total revenue (excluding capital assets)

What is eligible

Eligible capacity building projects must be new initiatives focused on one of the following objectives:

  • Building community engagement and outreach capacity
  • Building fundraising capacity
  • Building leadership and governance capacity
  • Building marketing and promotional capacity
  • Building overall strategic and/or organizational capacity

Examples of eligible capacity building projects include (but are not limited to)

  • Creating a networking platform that increases access to cultural opportunities for all
  • Establishing a donor database
  • Professional development (workshops, seminars, conferences, training, board retreat, etc.)
  • Developing a professional strategic plan for your organization
  • Planning a community-wide conference on accessibility needs
  • Seeking professional expertise from a member of the Host Nation
  • Promoting access to Algonquin language retention programs

What is not eligible

  • Projects for which the organization has already received municipal funding
  • Minor and major capital projects, purchase of equipment, and/or feasibility studies related to capital projects. (Please consult the Cultural Facilities Funding Program Guidelines for funding related to these types of projects.)
  • Projects that are completed before the application deadline date
  • Funding for direct deficit reduction

Restrictions

  • The City will provide funding to successful projects to a maximum of $15,000
  • The City will not fund more than 90% of the total cost of the project; the project budget must include sources of revenue other than the City’s contribution
  • Applicants with accumulated surpluses greater than 100% of total revenue, excluding capital assets, are ineligible to apply
  • Applicants that receive operating funding from the City of Ottawa cannot apply for activities that are included in their ongoing programming or operations
  • Applicants may only submit one project application at a time within this program
  • Applicants cannot receive more than one funding allocation for the same activity
  • You must submit a final report before reapplying. If your final report for previous funding has not been submitted by the deadline date, subsequent applications to this program will not be considered.
  • 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.

Assessment criteria

Peer assessors will use the following assessment criteria to evaluate your request for funding. Applicants are assessed based upon their respective mandates, size and scope, and according to the criteria outlined below:

Merit

  • Clear alignment of project with program objectives
  • Strength of leadership; suitability of human resources (i.e. staff, consultants, specialists) engaged in the project

Impact

  • Project’s impact on applicant’s operations
  • Potential for the project to meet applicant’s current needs and increase applicant’s effectiveness
  • Contribution of the project towards applicant’s long-term sustainability
  • Impact on the broader local cultural community the applicant represents

Viability

  • Applicant’s ability to implement the project
  • Applicant’s ability to monitor project outcomes and results
  • Effective work plan
  • Appropriate fiscal management and realistic budgeting
  • Need for financial support

Funding priorities

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

  • Algonquin Anishinabe Host 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. People can change their identities or the ways they want to identify over time. With this understanding, the CFSU uses terms recommended by community members through various consultations.

Application process

Applicants must read and abide by the Information for applicants.

Applicants must complete the application form and attach all required documentation. Applications must be submitted through the online application portal by 4 pm on the deadline date.

Applicants must read and abide by the Terms and conditions.

Your Cultural Funding Officer can provide additional information regarding this program, your organization’s eligibility, and the application process.

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

If you are not awarded funding

Try again! If you do not receive funding you are encouraged to try again. The program’s limited envelope cannot fund all applicants, regardless of their merit.

Activity Report on Previous Funding

Applicants who have previously received funding from the Capacity Building 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 CFSU. (exception: 2020 Recovery Fund).

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.

Application questions and required materials

Before you begin:

  • Read the Program Guidelines and refer to them while completing the application.
  • Make sure all of these documents are ready before applying in the application portal:
  1. Your written answers to the questions below. (It is much easier to edit your responses on a word document and you can simply copy/paste your answers to the online form when ready to apply)
  2. All of your required documents.
  • Fill and submit your application on our SurveyMonkey Apply Portal. Applicants must answer all questions and attach all required documentation.

Application questions

  1. Mandate of your organization or collective
  2. Brief history of your organization or collective (250 words maximum)
  3. Provide a full description of the proposed project, including your objectives and desired outcomes. (750 words maximum)
  4. Provide a workplan and timeline for the project (200 words maximum)
  5. What are your organization's challenges and pressures relating to the project? (400 words maximum)
  6. What are the short-term and long-term impacts of this project on your organization? (250 words maximum)
  7. How does your organization reflect and engage equity seeking communities listed in our funding priorities? (250 words maximum)

Required material

  • Curriculum vitaes and bios of the leaders involved in the project
  • List of your board of directors or collective members
  • List of staff
  • Completed project budget
  • Financial statements
  • Support material (3 maximum). This may include quotes for professional services, strategic planning documents, images, examples of marketing materials, and so on.

Contact information

For general information and technical issues, contact infoculture@ottawa.ca.

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

Yasmina Proveyer
Cultural Funding Officer

Direct deposit information

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.