Equity and inclusion in the arts fund

Deadlines

• 2024 Seed award: Wednesday April 3, 2024, Wednesday October 2, 2024 by 4pm
• 2025 Grow grant: Wednesday, October 23, 2024 by 4 pm

Late or incomplete applications will not be considered.

The application must be filled out and submitted through the Cultural funding support unit’s online portal.

The applications for this program will go live 2 months before the deadline.

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.

Aim of the Equity and inclusion in the arts fund program

Reduce barriers and advance artistic expression within Indigenous and equity-seeking communities by providing opportunities for:

Self-expression
Encourage and inspire self-expression by Ottawa's diverse artists and communities to support artistic growth, engagement, and leadership.

Capacity Building
Support inclusive knowledge-sharing between communities that builds resources and services for Indigenous and equity-seeking communities and artists.

Visibility and Celebration
Provide opportunities to share, highlight and celebrate diverse arts practices.

Choosing the right type of funding for your project

To learn more about the eligibility criteria for this program, please read the sections:

Who can apply? and What types of projects or activities will be supported?

Which of these statements best fits what you are looking for?

1. I am an individual who wants to do a small-scale artistic project.

Select the Seed award:

A great category for a first-time funding applicant or emerging artists for personal creation projects, professional development, or mentorship opportunities.

• The Seed award provides micro-grants 2 times a year.
• The maximum amount that can be requested is $2,000.
• There are only 6 questions to answer and a very simple reporting process.
• Applications can be submitted by video, audio or written text.

2. I am an individual who wants to do a large-scale artistic project.

Select the Grow grant:

A great category if leading events, workshops, or community collaborative projects.

• The Grow grant has one deadline a year.
• The maximum amount that can be requested is $20,000.
• Applications must be submitted in written format.

3. I represent an organization that has an artistic project to propose.

Select the Grow grant:

A great category if proposing a festival or a celebratory event with artistic programming, arts workshops, arts services or capacity building opportunities.

• The Grow grant has one deadline a year.
• The maximum amount that can be requested is $20,000.
• Applications must be submitted in written format, and will need to include board/collective meeting minutes and a copy of your financial statements.

4. I work for an organization that has received project funding from the Cultural funding support unit but is now looking for annual support towards its operations.

Select Annual operating:

Please contact Marie-Christine Feraud to discuss transitioning to the annual operating category.

• Annual operating has one deadline a year.
• Must have received 2 consecutive years of project funding through a Cultural funding support unit program.
• Must demonstrate a year-round presence and an arts mandate.

5. I am an individual who wants to be involved in consultation, outreach and being a mentor for the community.

Select Equity and inclusion committee:

Visit the Equity and Inclusion Committee tab to learn the history of the committee and to read its 7 recommendations.

• Have a voice in the way the Cultural funding unit administers its programs.
• Receive an honorarium for the work you do.
• Participate on evaluation committees.

Indigenous and equity-seeking communities invited to apply to this program

This program aims to empower Indigenous and equity-seeking communities that have historically faced barriers to accessing support. These communities include:

• Anishinabe Algonquin Nation
• First Nations
• Inuit
• Métis
• IBPOC (Indigenous, Black, People of Colour)
• People with Visible and Invisible Disabilities
• Non-Ambulatory Persons
• D/deaf people
• Refugee/Immigrants/Newcomers
• 2SLGBTQIA
• People Living in Poverty
• Rural Residents
• Francophones
• Seniors/Older Adults
• Women+
• Youth

Applicants may self-identify as belonging to more than one equity-seeking group.

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 unit uses terms recommended by community members through various consultations.

Individual applicants must:

• identify with an Indigenous or equity-seeking community
• be 18 years or older
• be a resident of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation or be Anishinabe Algonquin and live within 150 km radius of Ottawa
• be a professional artist, cultural arts worker, community connector, or be an elder or cultural keeper recognized by their peers

As an organization you must:

• be not-for-profit
• mandated in either the arts and/or represent/celebrate an Indigenous or equity-seeking community
• have your office/mailing address within the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation

Additionally, if an incorporated organization, you must have:

• an active board of directors composed of a minimum of 3 members
• at least 50% of board directors residing in the Ottawa region

Additionally, if an unincorporated collective you must:

• have a minimum of 3 members living in the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• be a group of professional artists, cultural arts workers, community connectors, elders or cultural keepers recognized by their peers
• have at least 50% of the collective members residing in the Ottawa region
• be able to receive payment in the collective’s name

What will affect your eligibility to this program?

• If you, or your organization has an overdue final report to either the Seed award or Grow grant category.
• If you, or your organization proposes a project that occurs outside the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation (exception, if applying to the Seed award for professional development)
• If you have already submitted an application to the Seed award or Grow grant in the same year.
• If you are an active member of the Equity and Inclusion committee.
• If you, or a board/collective member are a City of Ottawa employee or an elected representative.
• If your organization has an accumulated surplus greater than 100% of its total revenue which exceeds $5,000 (excluding capital assets).
• If your organization has an accumulated deficit greater than 25% of its total revenue which exceeds $5,000 (excluding capital assets).
• An applicant may only receive one funding allocation for the same activity.

The following organizations are not eligible:

• Organizations that receive operating funding from another Cultural funding support unit program
• 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, military programs, business improvement associations, etc.)
• political parties
• Organizations where participation is conditional upon partaking in the religious activities of the organization

Meeting all eligibility requirements does not guarantee funding.

Examples of projects that meet the aim of this program

This program is meant to be flexible and fund different types of activities that relate to the arts.

If you have questions about eligibility you can contact Marie-Christine Feraud or Yasmina Proveyer, the Cultural funding officers for this program.

We cannot list all eligible projects, but here are some examples:

Creation projects:

• Traditional crafts, dance, storytelling, music, or any type of artistic practices that are part of your cultural heritage
• Contemporary and interdisciplinary arts practices that speak to diverse perspectives
• Purchases of materials necessary to create or produce work

Arts education/training/mentorship projects:

• Arts workshop to teach youth about artistic practices linked to their cultural heritage
• Professional training for artists working with new technologies
• Mentorship by an elder to share traditional arts practices/crafts

Arts Events/Special celebrations:

• Artistic programming within cultural heritage celebrations or gatherings
• Community art projects or community showcases
• Performances, exhibitions, film screenings and book readings

Services:

• Mentorship for emerging artists to assist in their professional development
• Support for disability artists to create and/or perform works
• Networking event

Projects that will not be accepted to this program

You cannot apply with a project that:

• promotes hate
• appropriates another culture
• has already been funded through another Cultural funding support unit program
• raises funds or creates initiatives to benefit a third party
• involves the manufacture and distribution of a product in multiple copies
• is completed on or before the application deadline date
• makes participation conditional to taking part in religious activities
• is part of an academic course of study
• is a capital expense (i.e., purchase of land, facilities, etc.)

Seed funding to grow capacity

Micro-grants for individuals that have faced barriers to equal access, opportunities and resources due to disadvantage, marginalization and discrimination.

The application and report are simplified to assist new or emerging artists to apply. Maximum request to this category is $2,000. Results will be awarded within 2 months of the deadline.

Before submitting an application, be sure to read the sections:

Who can apply? and What types of projects or activities will be supported?

Upcoming deadlines

The Seed Award has two application deadlines per year:

• 2024 Seed award (1^st deadline): Wednesday, April 3, 2024 by 4 pm
• 2024 Seed award (2^nd deadline): Wednesday, October 2, 2024 by 4pm

Who will be evaluating my application?

Funding will be awarded by a recommendation committee selected from the Equity and inclusion committee and may occasionally include peers from the community.

For more information on the Cultural funding support unit’s peer assessment process, visit the Application process and policies section on our webpage.

How will projects be selected to receive funding?

Applications are evaluated for their:

Impact

• Project contributes to personal artistic growth
• Activities that celebrate and/or connect communities
• Highlights equity and inclusion

Planning

• Clear goals and planning
• Realistic budgeting

How do I apply?

To receive funding from this category, you must tell us about your project by answering 6 questions and include information on the budget.

It is recommended that you read the next section on this webpage titled, Seed award: Application questions and required materials before you begin the application process.

Your answers can be submitted either in writing, audio or video recording through the online portal.

The application will go live two months before the deadline.

Instructions on how to apply using the Cultural funding support unit portal can be found on our website under Information for applicants.

What happens if I don’t get funded?

The Equity and inclusion in the arts fund is a competitive program which means not all applicants can be funded. We encourage you to reapply if you are not successful. The assessment committee will be able to provide important feedback that you can use to re-apply to the program.

How to share your success story!

If awarded funding, the Cultural funding support unit will want to hear about the success of your completed project so that it can be shared on its social media pages or website.

Before you begin:

It is recommended that you prepare your responses and documents prior to starting your online application. It is much easier to edit your responses on a word document and copy/paste your answers into the online form when ready to apply.

Make sure to give yourself enough time before the deadline to fill in the online application! To complete the online application form you will be required to:

1. Provide written responses to the application questions provided below.

• Questions marked with an * are mandatory.
• Pay attention to word counts, as you will not be able to submit if over the maximum.

2. Provide all supporting and required documents (see list below).

• Files must be uploaded as they are requested.

3. Fill and submit your application on the online portal.

Application Questions

To help you better understand the type of information to include in your answer, use the optional writing tips provided. These are not mandatory to answer.

You can also refer to the section, How will projects be selected to receive funding? in the previous tab to see what the jurors will be using to evaluate your application.

1. Provide a short biography describing your creative practice or upload your artistic CV.* (Max 200 words)

Optional writing tips:

• How did you get involved in the arts/creating your work?
• What experience do you have in the arts/cultural sector?
• How long have you been practicing in this field?
• Highlight past success, such as performances, exhibitions, publications, mentorships, etc.

2. Describe your project/event.* (Max 1000 words)

Optional writing tips:

• Tell us what your project is about. (How would you describe this project to someone who you don’t know?)
• Tell us when the project will occur. (If applicable, does it coincide with any significant celebrations for your community?)
• Tell us where the project will take place and why this location? 
• Explain how this project connects to your creative practice. 
• Tell us why this project is important.

3. If applicable, who else is involved in the project? You may type or upload their biography. (Max 250 words)

Optional writing tips:

• Why are you partnering or collaborating with this individual(s)?
• If this is a mentorship project, explain why this mentor is a good fit for you.
• If you are working with an Elder, include information about their role in the community.

4. What will getting this grant mean to you?* (Max 250 words)

Optional writing tips:

• How will this help you grow your artistic/creative practice?
• How will this grant promote arts in your community?

5. If applicable, how do you ensure your project is accessible for the public? (Max 200 words)

6. How will your project be shared?* (Max 250 words)

Optional writing tips:

• How will your story be heard?
• How will you market/promote your project?
• Examples of ways you might share your project:
  • A social media/postering campaign
  • Word of mouth through community gatherings
  • Exhibition, performance (including pow wows), screening or literary reading event
  • Presenting or participating in a workshop or panel discussion

7. Provide a timeline for all steps of your project from beginning to end.* (Max 300 words)

Optional writing tips:

• Either by month or by week, list when activities will take place. Include preparation and wrap up time in your schedule

8. If your project includes members from vulnerable communities, it is recommended that one of the support materials speaks to how the interest of those participants are protected. (Max 200 words)

9. Budget*

You will be offered 2 options for submitting your budget, either by responding to the questions below or by filling an online budget template.

9.1 What are the estimated costs of your project?* (Max 200 words)

9.2 If the cost of your project is greater than your request amount, how will you cover the extra cost? (Max 100 words)

Required materials

• Your artistic CV (optional)
• If applicable, biographies of collaborator(s)
• Support materials: you can include up to 3 files and 3 web links of support material with your submission

Support materials

Applicants must submit support material which will be reviewed by the evaluation committee. It plays an essential role in the assessment of the application as it gives the evaluators an indication of the merit of the work proposed and provides documentation of past and proposed activities.

Examples of support material: promotional material, program brochures, media coverage, photos, annual reports and publications, video or audio recordings or links to web pages or social media.

You must submit support material via the Cultural funding support unit’s online portal by uploading the files directly or by inputting the URLs.

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

For all submissions:

• File names cannot contain any special characters including accents, commas or hyphens. Please rename all files in plain text. Provide a brief description of the content.
• Jurors have limited time to review support material. The total time allotted to review all audio and video files cannot exceed 7 minutes per application. Please select your material with this time constraint in mind. Provide cue times as part of your description.
• QuickTime, and Apple specific files are not accepted (.mov; .aiff; .numbers; .pages).
• Test all electronic materials to ensure readability and quality.

Project funding to grow and celebrate community

Project funding for individuals and organizations that are from or support Indigenous and/or equity seeking communities. For funding requests between $2,000 - $20,000; typical grants awarded are in the range of $5,000 to $12,000.

Before submitting an application, be sure to read the sections:

Who can apply? and What types of projects or activities will be supported?

When is the deadline?

The Grow grant has one application deadline per year:

• Wednesday, October 23, 2024 at 4PM

Results will be awarded within 5 months of the deadline.

Who will be evaluating my application?

Funding will be awarded by a recommendation committee made up of peers from the community at large. For more information on the Cultural funding support unit peer assessment process visit the Application process and policies section on our webpage.

For a listing of past evaluation committee members, visit the Cultural funding summary reports page of our website. Please note that juries preceding the 2022 funding cycle will be listed under the “Diversity in the Arts Fund” program.

How will projects be selected to receive funding?

Applications are assessed according to:

Artistic Programming

• Project reflects the mandate of the organization (for organizations only)
• Clear and detailed artistic goals
• Artistic/cultural activities are relevant to the community of interest

Impact on Community

• Highlights equity and inclusion
• Creates engagement and connects communities
• Fosters support to local artists, artisans and cultural arts workers in their artistic practices

Viability

• Clear planning
• Strong project team
• Realistic budgeting

How do I apply?

To receive funding from this category, you must complete an application form, answer all questions and attach all required documentation. Submissions will only be accepted through the online portal.

Instructions on how to apply using the online portal can be found on our website under Information for applicants.

The application will go live two months before the deadline.

Before you begin in the online portal, it is recommended that you review the Grow grant application questions and required materials section that fits the type of applicant you are:

• Grow grant for individuals - Application questions and required materials
• Grow grant for organizations - Application questions and required materials

Program Terms and Conditions.

What happens if I don’t get funded?

The Equity and inclusion in the arts fund is a competitive program which means not all applicants can be funded. We encourage you reapply if you are not successful. Contact Marie-Christine Feraud to request feedback on your application submission. Feedback will be based on jury comments made during the evaluation process and can be helpful if you wish to re-apply to the program.

Do I have to report?

Yes, every recipient of a Grow grant must submit a final report. Reports must be approved by the Cultural funding support unit before you can reapply to the program.

If you are representing an organization, please go to the next tab: Grow grant - Organizations: application questions and required materials.
 

Before you begin:

It is recommended that you prepare your responses and documents prior to starting your online application. It is much easier to edit your responses on a word document and copy/paste your answers into the online form when ready to apply.

Make sure to give yourself enough time before the deadline to fill in the online application! To complete the online application form you will be required to:

1. Provide written responses to the application questions provided below.

• Questions marked with an * are mandatory.
• Pay attention to word counts, as you will not be able to submit if over the maximum.
• Formatting your text in the portal will not affect the word count.
• Read the section, How will projects be selected to receive funding? in the “Grow grant category” tab to better understand how the peer evaluation committee will be evaluating your application.

2. Provide all supporting and required documents (see list below).

• Files must be uploaded as they are requested.

3. Fill and submit your application on the online portal.

Application questions for individual applicants only:

To help you better understand the type of information to include in your answers, use the optional writing tips provided. These are not mandatory to answer.

1. Provide a short biography describing your creative practice or upload your artistic CV.* (Max 400 words)

Optional writing tips:

• How did you get involved in the arts/creating your work?
• What experience do you have in the arts/cultural sector?
• How long have you been practicing in this field?
• Highlight past success, such as performances, exhibitions, publications, mentorships, etc.

2. Tell us what your project is about.* (Max 1000 words)

Optional writing tips:

• Think about explaining your project to someone who knows nothing about what you do.
• Tell us about the goals of your project.
• If proposing an event, stay focused on the artistic activities that you are proposing.
• If applicable include a short summary of the non-artistic activities that you plan on including, such as workshops, food, cultural activities, etc.

3. How does this project connect to your creative practice?* (Max 200 words)

4. Tell us when the project will occur.* (Max 200 words)

Optional writing tips:

• If applicable, does it coincide with a significant celebration for your community?

5. Tell us where the project will take place.* (Max 200 words)

Optional writing tips:

• If applicable, why have you chosen this specific location?

6. If applicable, include information on who else is collaborating on the project, tell us about their background and if relevant, why they are part of the project. (Max 750 words)

Optional writing tips:

• If you are working with an Elder, include information about their role in the community.
• If this is a mentorship project, explain why this mentor is a good fit for you.
• If proposing an event, list all participating artists including a short biography and their role in the project. (If programming is not yet confirmed, tell us about the artists that you might like to invite or have invited in the past, if applicable)
• Add information about any partnerships you may have, including community or business support.
• If you have volunteers assisting you, describe who they are and their responsibilities.

7. How could this project impact your practice, your peers or your community?* (Max 400 words)

Optional writing tips:

• Explain how your project will benefit your community of interest and/or the broader community.
• If proposing an event, who will attend?
• If proposing an event, how many participants/attendees do you hope to have?

8. If applicable, how does this project promote other artists in your community? (Max 200 words)

9. If applicable, will this project help build bridges between communities? (Max 250 words)

10. Provide a timeline for all steps of your project from beginning to end (from planning to implementation).* (Max 400 words)

11. How will you promote your project?* (Max 300 words)

Optional writing tips:

• Examples of ways you might share your project:
  • A social media/postering campaign
  • Word of mouth through community gatherings
  • Exhibition, performance (including pow wows), screening or literary reading event
  • Presenting or participating in a workshop or panel discussion
  • Presenting or participating in a workshop or panel discussion

12. Budget*

You will be provided two options to submit your budget; either a downloadable excel budget template or an accessible budget form. The excel budget template may be easier to fill if you have a budget with many line items to list.

It is strongly recommended that you provide notes or a detailed breakdown of expenses/revenus to help explain your budget. A separate upload option will be provided.

If you would like to receive a copy of the excel budget template before logging into the portal, please contact infoculture@ottawa.ca.

Required materials*

• Your artistic CV (optional)
• If applicable, biographies/CVs of collaborator(s)
• Support materials: you can include up to 3 files and 3 web links of support material with your submission

Support materials

Applicants must submit support material which will be reviewed by the evaluation committee. It plays an essential role in the assessment of the application as it gives the evaluators an indication of the merit of the work proposed and provides documentation of past and proposed activities.

Examples of support material: promotional material, program brochures, media coverage, photos, annual reports and publications, video or audio recordings or links to web pages or social media.

You must submit support material via the Cultural funding support unit’s online portal by uploading the files directly or by inputting the URLs.

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

For all submissions:

• File names cannot contain any special characters including accents, commas or hyphens. Please rename all files in plain text. Provide a brief description of the content.
• Jurors have limited time to review support material. The total time allotted to review all audio and video files cannot exceed 7 minutes per application. Please select your material with this time constraint in mind. Provide cue times as part of your description.
• QuickTime, and Apple specific files are not accepted (.mov; .aiff; .numbers; .pages).
• Test all electronic materials to ensure readability and quality.

If you are an individual applicant, please go to the previous tab: Grow grant - Individuals: application questions and required materials.

Before you begin:

It is recommended that you prepare your responses and documents prior to starting your online application. It is much easier to edit your responses in a word document and copy/paste your answers into the online form when you are ready to apply.

Make sure to give yourself enough time before the deadline to fill in the online application! To complete the online application form you will be required to:

1. Provide written responses to the application questions provided below.

• Questions marked with an * are mandatory.
• Pay attention to word counts, as you will not be able to submit if over the maximum.
• Formatting your text in the portal will not affect the word count.
• Read the section, How will projects be selected to receive funding? under the Grow grant category tab to better understand how the peer evaluation committee will be evaluating your application.

2. Provide all supporting and required documents (see list below).

• Files must be uploaded as they are requested.

3. Fill and submit your application on the online portal.

Application questions for organizations only:

To help you better understand the type of information to include in your answers, use the optional writing tips provided. These are not mandatory to answer.

1. What is the mandate of your organization/collective?* (Max 200 words)

• Explain in two sentences the reason your organization exists and what it does.
• Include a mission or a vision statement.

2. Describe your organization’s role within the community with which you identify.* (Max 250 words)

3. Provide a brief history of your organization/collective.* (Max 250 words)

• Tell us about your organization since it was established.
• Give key achievements in chronological order.
• If you are a new organization, give an overview of each individual that is part of the board or the collective including, their work experience, their connection to the cultural sector and their role in the new organization. 

4. What is the project/event?* (Max 1000 words)

Note: you cannot propose all the activities or programming your organization accomplishes.  Select only one eligible activity as a project.

Optional writing tips:

• Think about explaining your project to someone who knows nothing about what you do.
• If proposing an event, stay focused on the artistic activities that you are proposing.

5. When and where will the project occur?* (Max 300 words)

Optional writing tips:

• If applicable, does it coincide with a significant celebration for your community?
• If applicable, why have you chosen this specific location?

6. Who is/are the artistic lead(s) for the project and why are they a good fit? Include a short biography.* (Max 250 words)

7. Provide a list of participating artists.* (Max 1000 words)

Include a short biography and their role in the project or if applicable, tell us about the artists that you might like to invite or have invited in the past, if programming is still to be confirmed.

8. How were artists selected?* (Max 200 words)

9. How do you support your artists, performers and/or elders/cultural keepers?* (Max 250 words)

Optional writing tips:

• Support includes fees, but may also include technical support, promotional support, mentorship opportunities, etc.

10. If applicable, what other activities will the project/event include, such as workshops, food, cultural activities, etc.? (Max 300 words)

11. Who will attend your event and if applicable, how many participants/attendees do you hope to have? * (Max 400 words)

12. If applicable, provide a list of businesses and community partners or volunteers that are involved in this project. (Max 300 words)

Optional writing tips:

• List any businesses that are providing support or in-kind donations, such as food for volunteers.
• List community partners that might help you promote your project or connect you with a community of interest.
• Include embassies or organizations that are providing partnerships.
• Add a short sentence explaining each partners role in the project
• If you have volunteers assisting you, describe who they are and their responsibilities

13. Provide a timeline for all steps of your project from beginning to end (from planning to implementation). * (Max 400 words)

14. How will you promote your project? * (Max 300 words)

Optional writing tips

• Examples of ways you might share your project:
  • A social media/postering campaign
  • Word of mouth through community gatherings
  • Exhibition, performance (including pow wows), screening or literary reading event
  • Presenting or participating in a workshop or panel discussion
  • Presenting or participating in a workshop or panel discussion

15. Budget*

You will be provided two options to submit your budget; either a downloadable excel budget template or an accessible budget form. The excel budget template may be easier to fill if you have a budget with many line items to list.

It is strongly recommended that you provide notes or a detailed breakdown of expenses/revenus to help explain your budget. A separate upload option will be provided.

If you would like to receive a copy of the excel budget template before logging into the portal, please contact infoculture@ottawa.ca.

Required materials

• Incorporation documents (only for incorporated organizations submitting for the first time)
• Artistic/cultural biographies of the leader(s)* of your organization (*Collectives must include a CV for each member)
• If applicable, biographies/CVs of collaborator(s)
• List of your Board of directors/Collective members including name, residency, contact information and role
• An approved copy of the minutes from the most recent Board of directors/Collective meeting
• Approved financial statements (see below for more information)
• Support materials: you can include up to 3 files and 3 web links of support material with your submission

Support materials

Applicants must submit support material which will be reviewed by the evaluation committee. It plays an essential role in the assessment of the application as it gives the evaluators an indication of the merit of the work proposed and provides documentation of past and proposed activities.

Examples of support material: promotional material, program brochures, media coverage, photos, annual reports and publications, video or audio recordings or links to web pages or social media.

You must submit support material via the Cultural funding support unit’s online portal by uploading the files directly or by inputting the URLs.

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

For all submissions:

• File names cannot contain any special characters including accents, commas or hyphens. Please rename all files in plain text. Provide a brief description of the content.
• Jurors have limited time to review support material. The total time allotted to review all audio and video files cannot exceed 7 minutes per application. Please select your material with this time constraint in mind. Provide cue times as part of your description.
• QuickTime, and Apple specific files are not accepted (.mov; .aiff; .numbers; .pages).
• Test all electronic materials to ensure readability and quality.

Financial Statement

As an organization, you must submit an approved copy of the financial statements of your most recently completed financial year.

A financial statement must include the following information:

• organization’s bank balance at the beginning of the year
• the overall operational revenue for the year
• the overall operational expenses for the year
• organization’s balance at the end of the year
• the accumulated surplus/deficit at the end of the year

Annual operating funding to sustain community

Annual operating funding is available to organizations mandated in the arts and representing/celebrating an Indigenous or equity-seeking community that have a proven track record with the Cultural funding support unit and provide year-round programming.

First time applicants to the annual operating category

It is recommended that a virtual meeting be scheduled with Marie-Christine Feraud to review your organization’s eligibility and readiness to stream into the annual operating category. A summary of the previous year’s application evaluation will be provided to aid in preparing for the transition.

To be eligible for annual operating funding an organization must be:

• a recipient of 2 consecutive years of project funding through one of the Cultural funding support unit’s funding programs or
• a recipient of annual operating funding through one of the Cultural funding support unit’s programs that wants to transfer to the Equity and inclusion in the arts fund

Additionally, an organization must:

• be mandated in the arts and representing/celebrating an Indigenous or equity-seeking community
• be incorporated as a not-for-profit
• have their 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 their programming and event(s) within the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation
• have a minimum of 3 members in their Board of Directors that meet regularly
• have at least 50% of their Board of Director members residing within the Ottawa region

Who is not eligible:

• Individuals
• organizations that receive operating funding from another Cultural funding support unit program
• 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 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.
• Capital purposes (i.e., purchase of land, equipment, facilities, etc.) are not eligible to this program.
• An organization cannot re-apply to the annual operating category without including a final report (to know more about reporting in the annual category review the application questions section below)
• 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.
 

Assessment criteria

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

Merit of artistic programming

• Programming reflects the mandate of the organization
• Artistic/cultural leadership reflects community of interest
• Artistic/cultural activities are relevant to community of interest
• Clear and detailed artistic goals and objectives

Impact on Community

• Highlights equity and inclusion
• Creates engagement and connects communities
• Fosters support to local artists, artisans and cultural arts workers in their artistic practices

Organizational effectiveness

• Strength of annual visioning, planning and evaluation
• Governance, leadership structure and participation of the Board of Directors
• Effective and appropriate marketing and promotion
• Fiscal responsibility, realistic budgeting and financial stability
• Demonstrates opportunities that additional support provides

Annual operating funding application questions and required materials:

Before you begin:

• Read the Terms and Conditions for operating funding.
• It is recommended that you prepare your responses and documents prior to starting your online application. It is much easier to edit your responses on a word document and copy/paste your answers into the online form when ready to apply.

Make sure to give yourself enough time before the deadline to fill in the online application! To complete the online application form you will be required to:

1. Provide written responses to the application questions provided below.

• Questions marked with an * are mandatory.
• Pay attention to word counts, as you will not be able to submit if over the maximum.
• Formatting your text in the portal will not affect the word count.

2. Provide all supporting and required documents. Files must be uploaded as they are requested.

1. Incorporation documents (if new to category or there are amendments to the articles of incorporation)
2. CVs or bios of the individuals who provide the artistic leadership for your organization
3. A list of all staff and/or core volunteers including name, title, area of responsibility, and term/duration of employment
4. List of your board of directors, including city of residence, email, telephone number and board/committee position
5. Approved minutes from most recent board meeting
6. Approved minutes from most recent Annual general meeting
7. Certificate of Insurance (more information provided after application questions)
8. Operating budget or CADAC (to receive a copy of the excel budget template for operating funding, please contact infoculture@ottawa.ca
9. A notes to budget document (word, PDF) that can be uploaded 
10. Approved financial statements
11. If applicable, Statement of reserves (more information provided after application questions)
12. If applicable, Deficit reduction plan (more information provided after application questions)
13. Support Material (more information provided after application questions)

3. Fill and submit your application on the online portal.

If you would like to receive a copy of the excel budget template before logging into the portal, please contact infoculture@ottawa.ca.

Application questions

Use the assessment criteria of the program to assist you when responding to the application questions.

Organizational overview

1. What is the mandate of your organization? * (Max 200 words)

2. Describe the role of your organization within the community of interest you are engaging with. * (Max 250 words)

3.Provide a brief history of your organization listing its principal achievements. * (Max 350 words)

4. Is this your first application to the annual operating category? *

If yes, provide a short description of the past projects funded by the City of Ottawa, include dates, amounts received and, a project description. (Max 200 words)

Reporting on previous year’s activities

5. Provide a detailed description of last year’s programming activities. * (Max 1250 words)

6. Provide statistics for the reporting year: * (numeric answers only)

• Total attendance
• Total artist participation
• Total number of volunteers
• Total number of volunteer hours

Description of your artistic programming

7. Provide a description of the programming for the year. * (Max 1,500 words)

Be sure to highlight all artistic programming and any activities that are specific to your community of interest. Such as fashion shows, community gatherings, cultural celebrations, etc.

8. Please name the individual(s) who provide the artistic leadership for your organization; why are they a good fit and how will they assist you in reaching your artistic goals? * (Max 200 words)

Please upload biography or CV. * (maximum of 3 pages)

9. List the artists, artisans, cultural arts workers and/or elders/culture keepers that you plan on working with or including in your programming. * (Max 750 words)

Please provide a description of their roles and a short biography

10. What resources do you allocate to artists, performers and/or elders/culture keepers? * (Max 200 words)

Resources can include artist fees, technical support and services, and/or promotional opportunities.

Description of your Community Impact

11. Describe how you create engagement in your community of interest and if applicable, the broader public. * (Max 300 words)

12. If available, include audience participation numbers. (Max 200 words)

13. Provide a list of businesses and community partners that you work with through the year and describe what each partnership brings to your organization or programming. * (Max 500 words)

14. How many volunteers does your organization engage through the year? * (Max 200 words)

15. How do you promote your activities to the community? * (Max 300 words)

You may include samples of past marketing materials with your support documents.

Organizational Effectiveness

16. What challenges does your organization face in carrying out its functions? *(Max 300 words)

(Examples of possible challenges are, staff or Board changes, moving/renovations, expanding services or programs.)

17. If you are requesting a significant increase in your funding, please explain why it is needed. (Max 200 words)

Support materials

Applicants must submit support material which will be reviewed by the evaluation committee. It plays an essential role in the assessment of the application as it gives the evaluators an indication of the merit of the work proposed and provides documentation of past and proposed activities.

Examples of support material: promotional material, program brochures, media coverage, photos, annual reports and publications, video or audio recordings or links to web pages or social media.

You must submit support material via the Cultural funding support unit’s online portal by uploading the files directly or by inputting the URLs.

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

For all submissions:

• File names cannot contain any special characters including accents, commas or hyphens. Please rename all files in plain text. Provide a brief description of the content.
• Jurors have limited time to review support material. The total time allotted to review all audio and video files cannot exceed 7 minutes per application. Please select your material with this time constraint in mind. Provide cue times as part of your description.
• QuickTime, and Apple specific files are not accepted (.mov; .aiff; .numbers; .pages).
• Test all electronic materials to ensure readability and quality.

Certificate of Insurance

Please provide a certificate of insurance, demonstrating that the organization has comprehensive general liability insurance, and is subject to limits of not less than five million dollars ($5,000,000) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof. The comprehensive general liability insurance policies must name the City of Ottawa as an additional insured.

Statement of Reserves (accumulated surplus)

(if applicable)

The Cultural funding unit will calculate the percentage of accumulated surplus/deficit from the financial statements provided with this application.

Applicants carrying an accumulated surplus greater than 50% of total operating revenue must submit a Statement of reserves and a realistic plan (including targets and timeline) for the use of the surplus.

You will need to fill in the table provided in the online application form. Should you wish to see the form before you begin to work in the portal please contact Marie-Christine Feraud.

Deficit Reduction Plan (accumulated deficit)

(if applicable)

The Cultural funding unit will calculate the percentage of accumulated surplus/deficit from the financial statements provided with this application.

Applicants carrying an accumulated deficit greater than 10% of total operating revenue and exceeding $3,000 must submit a realistic Deficit Reduction Plan. This plan must include targets, timelines, roles and responsibilities. The deficit reduction plan must be approved by the Cultural funding support unit.

You will need to fill in the table provided in the online application form. Should you wish to see the form before you begin to work in the portal please contact Marie-Christine Feraud.

History of the Equity and Inclusion Committee

The Equity and inclusion committee was established in 2019 to assist the Cultural funding support unit in reviewing the Diversity in the arts fund program. Initial work centered on providing the Cultural funding support unit with 7 recommendations that would ensure increased accessibility to cultural funding to Indigenous and equity-seeking communities residing in the limits of the city of Ottawa, Algonquins of Pikwakanagan First Nation or Kitigan Zibi Anishinabeg First Nation.

The Equity and inclusion committee used these recommendations to begin the review process of the Diversity in the arts fund, and in 2021 assisted in the launch of the re-visioned programmed now called the Equity and inclusion in the arts fund.

The Equity and Inclusion Committee’s ongoing work

The Equity and inclusion committee will be maintained as an integral component of the Equity and inclusion in the arts fund program.

In 2023, the committee will aim to:

• continue to develop the Equity and inclusion in the arts fund
• provide essential guidance to the Cultural funding support unit in reviewing its existing programs
• participate in the peer assessment process
• look at opportunities to outreach and provide mentorship within the cultural arts community

Interested in being part of the change?

The Cultural funding support unit will be accepting applications from community members to be a part of the 2023 Equity and Inclusion Committee.

To apply, visit the Cultural funding support unit's online portal and select the Equity and inclusion in the arts fund.

The deadline to apply for the 2023 committee is Wednesday, November 2, 2022.

Please note that if you are participating as a committee member you will not be eligible to apply to the Equity and inclusion in the arts fund during your tenure.

Equity and inclusion committee recommendations

The Cultural funding support unit’s Equity and inclusion committee (EIC) submitted the following recommendations to the City of Ottawa’s Cultural funding support unit to increase accessibility to cultural funding for equity-seeking communities (ESC).

Decolonization

Develop an inclusive process throughout program development, implementation and funding allocation to ensure active and full participation of all communities (self-determination).

A redefinition and reclamation of arts, histories, heritage and culture to ensure that all cultural expressions are reflected and valued (Intent and mission).

Support ongoing culturally-sensitive conversations/gatherings to ensure awareness of ESC realities as they relate to City’s policies and programs (awareness training).

Reimagining funding processes

Redefine funding process and programs to remove barriers to ensure access for ESC including online support, supplementary funds for accessibility expenses, translation services, technical assistance, plain language review, program re-design and relevant funding streams.

Developing a new holistic funding model based on a collaborative and community-based approach.

Re-defining the process of values as it relates to application merit, assessment criteria and program eligibility.

Capacity building

Maintaining targeted funding programs that provide operating and project grants to ESC applicants.

Establish and support mentorship opportunities to assist ESC applicants.

Supporting community leaders to host events/gatherings that celebrate and share successes of ESC funding applicants through promotional, venue and production support.

Promote collaboration and information sharing within ESC by engaging community leaders to act as ambassadors.

Hire City of Ottawa staff that is reflective of equity-seeking communities.

Community engagement

Hiring cultural ambassadors who represent ESC to engage with their communities to promote funding opportunities, implement programs and encourage and support applications.

Commitment to follow the 5 steps of the community engagement continuum to empower ESC: inform, consult, involve, collaborate, and empower.

Investment

Maintaining targeted funding programs that provide operating and project grants to ESC applicants.

Dedicate a sustainable funding envelope for ESC applicants.

Provide funding to cover eligible costs related to access to space and living expenses.

Space

Development of a framework where affordable and safe spaces across the City are made accessible to equity-seeking artists and cultural workers. The spaces selected should be physically, geographically (rural and suburban), financially affordable, and provide a safe and unbiased culturally appropriate place for creation, production and presentation.

Spaces that are not traditionally used by artists be re-purposed to become more inclusive for ESC, with incentives for business, investors, and various stakeholders to share their space with artists.

Ensure that City-owned spaces have established policies that allow access to equity-seeking artists and cultural workers.

Portal

In addition to offline support and engagement, fund an online portal to centralize resources, tools, best practices, and celebrate past recipients’ success stories. This portal will be a platform to connect applicants with mentors, elders, past recipients and other experts.

Develop an online granting process.

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

Seed award

Yasmina Proveyer
Cultural Funding Officer
yasmina.proveyerllopiz@ottawa.ca 

Grow grant, Annual operating funding, and Equity and Inclusion Committee.

Marie-Christine Feraud
Cultural Funding Officer
marie-christine.feraud@ottawa.ca 

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