Arts Council of Wales | Funding Application Help Notes Lottery Capital Programme: Design Development

Funding Application Help Notes Lottery Capital Programme: Design Development

Contents

Introduction

How to use the Help Notes

Applying online

Section 1: About Your Organisation

Section 2: Your Project Proposal

Section 3: Building Details

Section 4: Project Details

Section 5: Declaration

Section 6: Attachments


Introduction

Welcome to our Funding Application Help Notes for the Capital Lottery Programme: Design Development. Applying for funding towards Design Development is the second stage in the development of your major capital project.

The aim of these Notes is to help you complete your application form online.

We will explain how to apply online as well as providing a guide to the information you must tell us about your project.

We will also tell you why we are asking you for certain information and how we will use the information you give us.

On the online application form you will find a brief explanation about the information you need to provide in each section of the form. These Help Notes provide additional guidance on the detailed information you must tell us.

You will also need to submit supporting documents with your application. These Help Notes will also explain more about the documents we need from you, and how to do this online.

How to use the Help Notes

These Help Notes can be read as a "stand-alone" document or you can follow the hyperlinks as you fill in your form online to look at specific sections of the Notes. They should be read alongside the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.

These Help Notes assume that we have reviewed your completed feasibility study and invited you to apply for Design Development funding. If this is not the case, please contact us for further advice on what to do next.

"Your project", "your design development work" and "project outcomes"

Throughout these Notes we talk about "your project". We use this term to describe the major capital project you are in the process of developing.

"Your design development work" is the term we use to talk about the detailed design and planning work that you will complete if the application you are submitting to us now is successful. During this stage your project will develop from the outline plan set out in your feasibility study to a detailed and fully costed proposal. When you have completed this design development work you will have reached Stage D of the Royal Institute of British Architects (RIBA) Plan of Work.

We also talk about "project outcomes". We use this term to describe what will happen if your application for funding towards the construction phase is successful, and you go ahead with your major capital project.

Applying Online

We hope that you will find applying online straightforward. We are committed to being accessible and to offering ways of applying for funding that are open to everyone.

If you are unable to apply online, for example if you are disabled or do not have access to a computer, please contact us. We will work with you to find other ways for you to apply. We can also support you if your first language is not English or Welsh.

When you are working on your application online, it is useful to remember:

  • You can complete your application in one go, or work on it at different times. You will be able to review and print what you’ve done so far, or to save your work and come back to it later
  • You can fill in the sections of the form in whichever order you prefer, but you will only be able to submit your application when all of the sections are complete
  • If you have your application form open on your computer, but do not work on it for 2 hours, you will automatically be logged out of our online system. Any work that you haven’t saved by then will be lost

The Capital Lottery programme has no deadlines. As long as you have discussed your project with an officer you can submit your application at any time.

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Section 1: About Your Organisation

In this section we ask you to tell us some basic information about your organisation.

Contact Details

We ask for three sets of contact details:

  • Your organisation’s address (its main administrative office or base)
  • The Chair of your Board or Management Committee (or your equivalent governing body)
  • The person in your organisation authorised to deal with all matters relating to this application (we call this the Primary Contact)

The Primary Contact is the person we will get in touch with regarding all aspects of your application, and they must have your organisation’s authority to sign and approve documents and answer any queries we may have.

If your application is successful, the offer of a grant will be sent to the Primary Contact. They will be responsible for sending us the progress reports we request, and a completion report once the project comes to an end.

We will only ask you to provide these contact details the first time you apply to us online. As you have already made an application to us, these details will be filled in on your form for you to review and update if you need to.

Your Activity

We are often asked about the types of organisations we fund and what arts activity they deliver. The information you give here will help us answer these questions. It will also help us when we assess your application.

You can only write 500 words, so think about the key facts you want to tell us which sum up your organisation’s arts activity and the way you work.

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Section 2: Your Project Proposal

Here we are asking you to tell us in detail about your project and your design development work. Instead of asking you to answer lots of questions, we’d like you to write a proposal.

We have identified 7 broad themes which all applications for Lottery Capital funding must address.

These themes are:

  • Meeting an identified need
  • Delivering a high quality project
  • Benefiting the public
  • Demonstrating your strengths and sustainability
  • Planning and managing a successful project
  • Funding a successful project
  • Managing risk

Each section of your proposal will be about one of these themes.

In each section you will need to tell us certain key facts about your project and your design development work. You will also need to show us the extent to which your project and your design development work address each of these themes. We will tell you below the information you must give us.

There is no limit on how much you can write and you must make sure that your proposal provides all of the information we ask you for.

Wherever you can, please provide us with evidence to support your proposal, for example testimonials, evidence of demand, and support for your project. You’ll be able to attach a budget and supporting information later on. Click here to read more about attachments.

Funding priorities

We use funding priorities to help us target our investment and to make choices between applications. We will only consider applications that fit strongly with our priorities.

When thinking about funding priorities you should think about how they relate to your project outcomes, and not to your design development work itself.

You can read more about our funding priorities in the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.

How we use your project proposal

We know that demand for our Lottery Capital funding will be high and that there will be good applications that we are unable to support.

We will make a decision on your application by looking at the information in your project proposal and considering how well you have addressed the broad themes we have identified. You can read more about the things we are looking for when we assess your applications in the General Guide to the Arts Council of Wales Lottery Capital Programme.

When we make a decision on your application we will also consider how well your project meets our funding priorities.

Meeting an identified need

Tell us about your project and why it is needed.

In you project proposal, you should:

  • Describe your project. Tell us about the building and/or redevelopment/refurbishment work you want to do:
    • Itemise the capital requirements of your scheme as set out in your design development brief
  • Tell us why you think your project fits with your organisation’s aims:
    • Why is it appropriate for your organisation to deliver this project?
    • How will it help you expand or improve what you already do?
  • Tell us why you think your project is needed:
    • What evidence of demand did your feasibility study identify?
    • Which stakeholders did you consult during the feasibility stage? What did you find out?
    • Does your project form part of a wider strategic plan, for example a local authority led regeneration strategy?
  • Tell us why you think your project meets the need you have identified.

You should find the information you need in your feasibility study. You should submit a copy of your feasibility study with your application.

You can also submit other documents that support your view that your project is needed. Click here for further information about attachments.

We are looking for:

  • A clear description of a well-researched project which justifies further investment to progress to RIBA Stage D
  • The extent to which you have shown the need for your project and how well your project meets the need identified
Delivering a high quality project

Tell us the vision for your project. What do you want it to achieve? What steps will you take to make sure your design development work is fit for purpose and that it will be of high quality?

In you project proposal, you should:

Tell us the vision for and aims of your project. How did you agree on these?

  • Tell us how you will ensure your design development work will be high quality:
    • What steps have you taken to ensure that your design development work will meet your organisation’s needs and will be fit for purpose?
  • Show us that your design development work will adequately address:
    • The needs of disabled people
    • The functionality and physical impact of your project
    • The environmental impact of your project
  • Tell us how you will achieve approval of the design development work:
    • How will you test the quality of the design before sign-off?
  • Tell us how and why you have selected your full design team, or how you will select them, if they are not yet appointed:
    • Tell us the role and terms of each appointment
    • Why each appointment is needed

You must submit your formal design development brief with you application.

Any individual or organisation working on your design development work that will receive £5,000 or more will need to be appointed through a competitive selection process. If these appointments have already been made you will need to submit an appropriate tender report.

You can read more about our requirements for environmental sustainability, quality of design and construction and procurement in our Additional Guidance Notes: Major Capital Projects.

Click here to read more about submitting supporting information.

We are looking for:

  • A clear, appropriate and achievable vision, that all of your project’s stakeholders agree upon
  • The extent to which your formal design development brief clearly sets out the requirements of your major capital project
  • The extent to which you have shown that your design development work will be high quality, that it will meet your requirements and that you have a clear plan for achieving sign-off of the designs
Benefiting the public

We know that the public benefit from the design development work itself will be very limited. Instead, tell us about the potential impact of your project (the project outcomes) and the benefits it will bring to the people of Wales.

In your project proposal, you should:

  • Tell us about your project’s potential outcomes, and the benefits you aspire to achieve with your project. What do you think will change if you are able to deliver this project?
  • Tell us how your project will could make a contribution to the arts sector in Wales. You should do this by showing how your project fits with our funding priorities for the Capital Lottery programme. You can read more about our funding priorities in the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.
  • Describe the people who will potentially benefit from your project and tell us how they potentially will benefit. For example:
    • Will your project benefit the people who already enjoy the arts activity that you deliver, either as an audience member or participant?
    • Will your project help a wider audience enjoy the arts activity that you deliver, or encourage people to take part that may not have done so before?
    • Will your project help creative practitioners such as artists and craftspeople develop and present their work?
  • Tell us how your project will affect the quality and quantity of the work you do.
  • Tell us about your approach to working with artists and craftspeople in order to commission artwork as part of your project:
    • How will you take this forward as part of your design development work?

You can read more about our requirements for working with artists and craftspeople in our Additional Guidance Notes: Major Capital Projects.

We are looking for:

  • A clear description of the potential outcomes of your project
  • The extent to which you have shown us that the potential outcomes of your project are achievable
Demonstrating your strengths and sustainability

Tell us about your organisation and how it is managed. Show us that you have considered the financial impact of your project on your organisation.

In your project proposal you should:

  • Tell us about your management and staff structures, and how your organisation is governed.
    • What skills and experiences do your Board or Management Committee (or equivalent governing body) bring to the organisation?
    • Show us how you have reviewed the strength of your Board or Management Committee (we call this an organisational "health check")
    • Tell us how you are addressing any gaps you have identified in the skills, experience and capacity needed to deliver your project. For example, you may need to consider appointing additional Board Members with specific skills to support you during your capital project, such as a lawyer, cost consultant, project manager, architect or financial adviser.
  • Show us that you have considered the impact of your project on your organisation’s capacity to deliver its usual activity.
    • Are you taking steps to strengthen your organisation whilst delivering your design development work?
  • Show us that your organisation is financially robust and well managed
  • Show us that your feasibility study considered the financial implications of your project, for example whole-life costs and revenue implications, and how you will take these findings forward as part of your continued business planning
  • Tell us the outcome of your feasibility study’s financial assessment of whether and how your project will have a positive effect on your organisation’s sustainability. (For example, by generating income, cutting costs or enabling you to work in partnership with other organisations). Tell us how you will take these findings forward as part of your continued business planning

You can read more about our requirements for carrying out a health check of your organisation in our Additional Guidance Notes: Major Capital Projects.

You must submit your current Business Plan to support this section of your project proposal. This helps us understand the context of your major capital project. If you do not have a current Business Plan, you should submit your organisation’s budgets for the current and next financial year.

Click here to read more about attachments.

We are looking for:

  • The extent to which you have shown us that your organisation is well-managed and stable, and well-placed to take on a capital project
  • The extent to which you have shown us that your organisation is financially robust
  • The extent to which you have shown us how your continued business planning will consider the financial impact your project may have on your organisation
Planning and managing a successful project

Tell us about your approach to your design development work. Tell us who will be responsible for its management and delivery and how you will keep the work on track.

In your project proposal you should:

  • Tell us how you will manage your design development work:
    • Who in your organisation has overall responsibility for its delivery?
  • Tell us if you have any experience of delivering similar projects.
    • What did you learn from these that you can apply to your design development work?
    • What did you learn from completing your feasibility study that you can apply to your design development work?
  • Tell us about the timetable for completing your design development work and show us it is achievable
  • Tell us how you will keep your design development work on track:
    • How will you manage and monitor your budget?
    • How will you manage your project team?
    • How will you monitor the progress of your design development work and report this to your Board or Management Committee (or equivalent governing body)?

We are looking for:

  • The extent to which you have demonstrated that you can deliver your design development work successfully, ensuring it is completed on time and within budget
  • How well you have demonstrated that your project team has the required skills and experience
Funding a successful project

Tell us about your budget for the design development work, and the other funding you need to raise to be able to complete it

In your project proposal you should:

  • Tell us about any assumptions you have made in order to produce your budget for the design development work
    • What evidence can you provide to support the figures in your budget for the design development work?
  • Tell us about the other funding you need to be able to complete your design development work:
    • Where will it come from?
    • Is it in place?
    • If not secured, tell us your approach to fundraising and demonstrate that it will be raised in time
  • Tell us about the outline capital cost for your major project that you established as part of your feasibility study.
  • Tell us if you have any indication at this stage of any other sources of funding that may contribute to the capital cost of your project.
  • Show us how you will develop your fundraising strategy as part of the business planning you will continue to do as part of your design development work

You can read more about the costs we can and cannot pay for in the General Guide to the Arts Council of Wales Lottery Capital Programme.

We are looking for:

  • A budget for your design development work that is based on realistic assumptions and that is appropriate to the scale and type of project you are developing
  • How successful you have been at fundraising and how likely it is that you will raise all of the required funds for your design development work, if you have not already done so.
Managing Risk

Tell us how you will identify, monitor and manage risks associated with your design development work

In your project proposal you should:

  • Tell us if you have already identified any risks
  • Tell us how you will identify and manage risk throughout the delivery of your design development work
  • Tell us who is responsible for managing risk and reporting this to your Board or Management Committee (or equivalent governing body)?

We are looking for:

  • A coherent and strategic approach to risk analysis and management.

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Section 3: Building Details

In this section we ask you to tell us some basic information about the building which will benefit from your project. You must also show us that you have considered the statutory requirements which apply to your project.

Status of the building

If you do not own the building, it is important that you tell us about your lease. In order to be eligible for funding, your lease must have at least twenty five years remaining.

If the building is leased, you must have the landlord’s permission for your project. You must submit written confirmation of the landlord’s permission with your application, if applicable.

If the building is listed, you must tell us whether it is Grade II, Grade II* or Grade I. You should discuss your project with your local planning authority and / or CADW. You should tell us here about the outcome of these discussions and how you will consider their comments as part of your design development work.

Structural Survey

Tell us if you have carried out a structural survey of your building or if you intend to do so as part of your design development work. Show us how you plan to respond to its findings.

If you do not think a structural survey is required for your project at this stage, tell us why.

You must submit a copy of your structural survey with your application form, if it is available.

Requirements

Planning Permission

Tell us whether you have made an application for outline or full planning permission, and when you are expecting a decision. If planning permission has been granted, tell us about any conditions attached.

You must submit a copy of your planning permission with your application form, if it is available.

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Section 4: Project Details

Here we are asking you to tell us some basic facts about your design development work and your project. We use this information to help us monitor what’s happening across Wales and to report on the impact of our funding.

Project Dates

We are looking for the date when you will start your design development work. This should be when you expect to incur costs. For example, when purchasing equipment, the start of your project might be when you have to pay a deposit.

We cannot fund any activity that has already taken place.

If we award you a grant, we will use these dates to request information from you such as progress and completion reports. If these dates change, please tell us as soon as possible, and let us know why you have made these changes.

Total Project Cost

Here we are looking for the total cost of your design development work, and not the outline capital cost of your major capital project.

Art Form

Here we are asking you to tell us, using percentages, about the art forms associated with your project.

So if your project is purely related to dance (say the creation of a rehearsal studio), you should put 100% next to dance in the list given.

If your project involves more than one art form, you must estimate as best you can the proportion of different art forms it includes. For example, if your project is the creation of a new performance space for a theatre, think about the programme you will deliver and tell us about the different art forms involved. Your answer may look something like this: drama 50%, music 40% theatre entertainment 10%.

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Section 5: Declaration

In this section of the application form we’re asking you to read some important information about our responsibilities around Data Protection and Freedom of Information. It’s important that you understand how the information you submit will be used and stored by us. And you need to know what to do if you believe that any of your information is commercially sensitive or confidential.


Section 6: Attachments

This page of the form allows you to upload supporting documents for your application, which we call attachments.

There are some attachments that you must submit as they form part of our assessment. We will not accept your application without them. These are:

  • Your design development budget (this must be on our downloaded Project Budget Template)
  • Your completed feasibility study
  • Your formal design development brief
  • Your annual accounts for the last two financial years. If your organisation is less than two years old you should submit evidence of a bank account in your organisation’s name
  • Your Business Plan

You can read more about some of these attachments below.

You must also submit your Equal Opportunities Monitoring Form. As a public body we have to show that we are complying with the Equality Duty, which is a legal obligation which governs our work. We need to collect information to be able to measure how we are complying with this duty. The Equal Opportunities Monitoring Form helps us do this, but it does not form part of our assessment process and will not be seen by staff involved in assessing your application.

You should include your organisation’s name and your project’s title in the filenames of all attachments.

Your Project Budget

Your design development budget must be submitted on our Project Budget Template, which you can download here.

The template will automatically calculate subtotals for you and help ensure your budget balances. You should complete the grey boxes on the spreadsheet, where appropriate. If some of the headings aren’t relevant to your project you can leave them blank. White boxes cannot be changed. Please use full £ only.

Your budget should tell us how much your design development work will cost (expenditure) and how much you will receive to pay for it (income). The income and expenditure for your design development work should balance (be equal).

Project Expenditure

Use the template to tell us how much your design development work will cost. Use the headings given to show us the cost of all the items you will be paying for in order to complete your design development work.

The costs you include must be eligible. You can read more about the costs we can and cannot pay for in the General Guide to the Arts Council of Wales Lottery Capital Programme.

Professional Fees

Tell us about the professional fees you will pay. We have allowed room for you to tell us about the main professions that make up a design team.

We strongly recommend that you appoint an artist as a member of your design team. The project budget template gives you the space to specifically identify professional fees for an artist.

You can read more about the important contribution artists and craftspeople can make to your major capital project in ourAdditional Guidance Notes: Major Capital Projects.

Your project may need additional specialist input, such as an acoustician or theatre design specialist. You can use the "professional fees: other", budget heading of the template to tell us about these members of your design team.

You should tell us in the "Planning and Managing a Successful Project" section of your project proposal about your design team and why you need input from specific, different professions.

If you intend to pay any individual or organisation £5,000 or more, you will need to appoint them by using a competitive selection process. We will check to make sure that you have appointed other people or organisations (procurement) to work with you on your project appropriately.

You should read our Additional Guidance Notes: Major Capital Projects to make sure you understand how decisions you made about procurement at feasibility stage, and decisions that you may take now, can impact on later stages of your project’s development.

Value of support in kind

This can include the work of an unpaid volunteer, and the donation of land, buildings or equipment. We do not accept discounts given by suppliers as an in-kind contribution to your project.

You should submit a letter with your application which confirms the in-kind support and shows the value of the goods or services being given.

VAT

If you are not registered for VAT you should include VAT in your project budget.

If you are registered for VAT, your design development budget should only include VAT that you cannot claim back (called "irrecoverable VAT"). Tell us how you have calculated the amount of irrecoverable VAT you have included in your design development budget.

Contingency

For design development work we recommend a contingency of no more than 5% of the study’s cost.

Other costs

Tell us any other costs you will have to pay in order to complete your design development work.

Project Income

Use the template to tell us about the income you will use to pay for your design development work. You should tell us the name of each funding partner, and whether their contribution is confirmed or being applied for.

Other Public Funding

Tell us here about any grants from public organisations such as the Welsh Government or the European Union.

Support in kind

This should be the same as any in-kind cost you included in your expenditure figures.

Other Income

Tell us here about any other income you will use to pay for the cost of your design development work. This can include:

  • Your own funds (although if you are one of our Revenue Funded Organisations this cannot come from you revenue grant)
  • Income from fundraising, public appeals and donations
  • Grants from other Lottery Distributors
  • Grants from other trusts and foundations
Your Business Plan

You must submit a copy of your current business plan. If you do not have a business plan tell us why. Instead, you should submit your organisation’s budgets for the current and next financial year.

Your business plan will help us find out more about your organisation and the work you do and will help us understand the context to your major capital project.

Other Supporting Information

We know that capital projects are complex, and different types of projects will need to tell us different pieces of information. You may find that you need to submit some of the following documents to support your application:

  • CVs of design team members and consultants, (if appointed)
  • Letters confirming any in-kind support
  • Evidence of demand for your project
  • A structural survey
  • Existing plans and drawings of your building
  • Planning permission documents
  • Listed Building Consent
  • Permission from landlord for project to go ahead

If you are unsure what information you need to attach to your application, please check with us.

You may also want to submit examples of your creative work or other similar projects you have completed.

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Contact Us

If you need any more information to help you complete your application online you can contact us:

Telephone: 0845 8734 900 (at local call rates)

Text phone: 029 2045 0123

SMS: 07797 800 504 (messages are only charged at your standard network rate)

Email: funding@artscouncilofwales.org.uk

Website: www.artscouncilofwales.org.uk

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