Arts Council of Wales | Funding Application Help Notes Lottery Capital Programme – Public Art: Implementation

Funding Application Help Notes Lottery Capital Programme – Public Art: Implementation

Contents

Introduction

How to use the Help Notes

Applying online

Section 1: About Your Organisation

Section 2: Your Project Proposal

Section 3: Site Details

Section 4: Project Details

Section 5: Declaration

Section 6: Attachments


Introduction

Welcome to our Funding Application Help Notes for the Capital Lottery Programme Public Art: Implementation. You can apply to this strand of the Capital Lottery Programme for funding towards the implementation of your public art project.

The aim of these Notes is to help you complete your application 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. These should be read alongside the General Guide to the Arts Council of Wales Lottery Capital Programme, our Capital Strategy 2012-2017 and our Additional Guidance Notes: Public Art.

These Help Notes assume that we have reviewed your completed public art strategy or plan and have invited you to apply for funding to implement your proposals. If this is not the case please contact us to discuss what to do next.

"Your Project" and "Project Outcomes"

Throughout these Notes we talk about "your project". We use this term to describe what you are applying to us for. For example, your project could be the purchase of new sound and lighting equipment for your theatre.

We also talk about "project outcomes". We use this term to describe what will happen if your application is successful and you go ahead with your project. For example, the project outcomes of purchasing new sound and lighting equipment could be the ability to stage more productions, which in turn could mean more earned income.

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 you application when all of the sections are complete
  • If you have your application form open on your computer, but you 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 will then be lost

The Capital Lottery programme has no deadlines. As long as we have reviewed your public art strategy or plan, and 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. If you decide to make another application to us in the future, these details will already 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. Instead of asking you to answer lots of questions, we’d like you to write a proposal about your project.

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. You will also need to show us the extent to which your project addresses 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 also need to send us a project budget and information to support your project. 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.

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 application 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 your project proposal, you should:

  • Describe your project. Tell us:
    • The sites / locations identified for your project
    • Whether your proposed commissions are functional, aesthetic or temporary
  • Tell us about the legacy of your project, including a statement about its permanency and lifespan
  • Tell us how you have ensured your public art proposals are integrated both conceptually and practically into your wider strategic project
  • Tell us how your project fits with your organisation’s aims:
    • Why is it appropriate for your organisation to deliver this project?
  • Tell us why there is a need for public art within your wider strategic project:
    • What added value does the public art bring?
    • What were the findings of the public engagement and consultation that you delivered as part of your research and development work? How have you taken these findings forward?
  • Tell us why you think your project meets the need you have identified.

You must submit your public art strategy or plan with your application.

You can also submit other documents that support your view that your project is needed. Click here to read about attachments.

We are looking for:

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

Tell us the vision for your project. What do you want to achieve? What steps will you take to make sure your project 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 you deliver a high quality project:
    • Show us how you will follow good practice when working with artists
    • Show us how you will follow best practice principles in the delivery of your public art project
  • Tell us about your approach to recruiting and contracting artists
  • Tell us about your approach to public engagement and consultation during the implementation of your project
  • Tell us how you will consider the needs of disabled people in the implementation of your project
  • Tell us how you project will integrate with any other public artworks in the area
  • Tell us how you have considered the environmental impact and sustainability of your project
  • Tell us how you will ensure the robustness of any permanent artworks to ensure they are fit for purpose:
    • Tell us how any permanent artworks will be cleaned and maintained. Show us who will be responsible for this and how the cost will be met.

You must submit artists’ briefs for all of the commissions that you will deliver as part of your project. We expect artists to be appointed following a recognised selection process which complies with equal opportunities.

Read more about artist recruitment in our Additional Guidance Notes: Public Art.

You must also provide a maintenance plan for any permanent artworks.

Click here to read more about submitting attachments.

We are looking for:

  • A clear, appropriate and achievable creative vision, that all of your project’s stakeholders agree upon
  • The extent to which you have shown that you will deliver a high quality project that will meet your vision
Benefiting the public

Tell us about the 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 outcomes. What do you hope the long-term impact of your project will be, both for your organisation and the communities in which your project will be located or take place?
  • Describe the people who will benefit from your project and tell us how they will benefit. For example:
    • Show us that the locations identified for your project have wide public access so that as many people as possible can experience and enjoy your project
    • Tell us how you will expect your appointed artists to consult and engage with the public in a meaningful and enjoyable way
  • Tell us how you will make the outcomes of your project as inclusive as possible by explaining how you have considered the needs of disabled people and other hard to reach groups.
  • Tell us how you will market the outcomes of your project to ensure the widest possible involvement with your project.
  • Tell us how you will document your project and provide any interpretation such as a leaflet or website to accompany it.
  • Tell us how your project will make a contribution to the arts sector in Wales. One way you can do this is 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.

We are looking for:

  • A clear description of the proposed outcomes of your project
  • The extent to which you have shown us that the project outcomes you aim to deliver are achievable
  • The extent to which you have appropriately considered issues relating to access and Equalities
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?
    • Have you taken any steps to strengthen your Board or Management Committee to help you deliver your project?
  • Show us that your organisation is financially robust and well managed.
  • Show us that you have considered fully the financial implications of your project:
    • Demonstrate that you are able to meet any new running costs, maintenance, or lifecycle costs associated with your project on an annual basis. How have you calculated these costs?

You must submit your current Business Plan to support this section of your project proposal. 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 public art project
  • The extent to which you have shown us that your organisation is financially robust
  • The extent to which you have considered the financial impact your project may have on your organisation
Planning and managing a successful project

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

In your project proposal you should:

  • Tell us how you will manage your project:
    • Who in your organisation has overall responsibility for its delivery?
    • Tell us about your Arts Steering Group, including its terms of reference and membership
    • If you have already appointed your project manager, tell us about them and their role, and how they were chosen. If you have not selected your project manager tell us the process you will follow to make this appointment.
    • How will you ensure that there is clarity of roles and responsibilities between your Arts Steering Group, artist(s) and project manager?
    • Tell us if you have any experience of delivering similar projects. What did you learn from these that you can apply to your project now?
  • Tell us about your project timetable and show us it is achievable
    • Show us how your project’s timetable integrates appropriately with the programme for your wider strategic project
  • Tell us how you will keep your project on track:
    • How will you and your appointed project manager monitor your project budget?
    • How will you and your appointed project manager oversee your appointed artist(s)?
    • How will you and your appointed project manager monitor your project’s progress and report this to your Board or Management Committee (or equivalent governing body)?
  • How will you know if your completed project has been successful?

We are looking for:

  • The extent to which you have demonstrated that you can deliver and manage your project 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 the project budget and the other funding you need to raise to be able to deliver your project.

In your project proposal you should:

  • Tell us about any assumptions you have made in order to produce your budget:
    • What evidence can you provide to support the figures in your budget
    • Have you been able to achieve additional value for money by transferring any of the capital budget of your wider strategic project to your public art budget?
  • Tell us about the other funding you need for your project:
    • 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

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.

Your public art strategy or plan should contain a detailed breakdown of the costs of each commission. If it doesn’t, you should submit this breakdown separately to support your project budget.

We are looking for:

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

Tell us how you will identify, monitor and manage risks associated with your project

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 project
  • 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: Site Details

In this section we ask you to tell us some basic information about the location(s) identified for your project.

You must tell us about all of the locations that will benefit from your public art project, and whether they are internal or external sites.

You must submit a site map or plan as well as photographs of the existing locations.

Tell us if you own all of the locations. If you do not, you must have the owner’s permission for your project. You must submit written confirmation of this permission with your application, if applicable.

Planning Permission

Tell us whether any of your proposed commissions require planning permission. Tell us whether you have made an application for planning permission, and when you are expecting a decision. If planning permission has been granted, tell us about any conditions attached.

Your project itself may be the subject of planning obligations and / or planning conditions relating to your wider strategic project. If so, you should tell us in detail about this.

You must submit a copy of any planning documentation that relates to your project with your application form.

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Section 4: Project Details

Here we are asking you to tell us some basic facts about 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

The start of your project 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 your project dates change, please tell us as soon as possible, and let us know why you have made these changes.

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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.

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Section 6: Attachments

This section of the form allows you to submit all your supporting documents, or 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 project budget (this must be on our downloaded Project Budget Template)
  • Your public art strategy or plan
  • Artists’ briefs for each commission
  • Project Manager’s brief
  • A timetable
  • Site plan / map
  • Photographs of identified locations
  • Maintenance plan for any permanent artworks
  • Your annual accounts for the last two financial years
  • Your Business Plan

You can read more about some of these attachments below. For more information about your public art strategy or plan, artists’ briefs and project management, please read our Additional Guidance Notes: Public Art.

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.

Your Project Budget

Your project budget must be submitted on our Project Budget Template.

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

Project Expenditure

Use the template to tell us how much your project will cost. Use the headings given to show us the cost of all the items you will be paying for as part of your project.

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.

Commissions budget

Tell us the total cost of all of the public art commissions that you will deliver as part of your project. A commissions budget usually includes artists’ fees, materials, fabrication and installation costs.

Your public art strategy or plan should contain a detailed breakdown of the costs of each commission. If this is not the case, you should provide this information separately.

Enabling costs

Tell us about the cost of any enabling work that is needed. This is work that needs to take place in order for a permanent artwork to be installed, for example site preparation work, laying foundations, installing power or a water supply.

You may be able to use the capital budget of your wider strategic project to meet the cost of some enabling work. If this is the case, use the "value of support in-kind" budget heading to tell us about it.

Professional Fees: Project Manager

Tell us about the professional fees you will pay your project manager.

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 make any appointments appropriately.

Read more about the vital role of your project manager in our Additional Guidance Notes: Public Art.

Recruitment Costs

Tell us about any costs associated with the recruitment of your artist(s) and project manager. This may include the cost of advertising the opportunity and travel expenses for those shortlisted to attend interviews.

Consultation and Public Engagement

Tell us about any costs associated with consulting and engaging with the public. This may include room/venue hire for events, workshops or drop-in sessions, the cost of creative consultation sessions and activities, materials and photography and documentation.

Marketing, documentation and interpretation

Tell us about any costs associated with documenting and promoting your public art project. This may include professional photography of the completed works, for example.

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 project 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 project budget.

Contingency

We recommend a contingency of 5% of the project cost.

Other costs

Tell us any other costs you will have to pay as part of your project that are not covered by the other budget headings.

Project Income

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

Local Authority Funding

Tell us here if you are receiving Section 106 funding towards your project.

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 project expenditure figures.

Other Income

Tell us here about any other income you will use to pay for the cost of your project. 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
A timetable

Your timetable should clearly show the key milestones in the implementation of your public art project. It should also show how the timetable fits with the programme for your wider strategic project, demonstrating how the two will integrate effectively.

Other Supporting Information

We know that public art 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:

  • Fundraising Strategy
  • Evidence of partnership funding secured to date
  • Letters confirming any in-kind support
  • Evidence of demand for your project
  • Planning permission documents
  • Permission from landowner for your project to go ahead

If you are unsure what information you need to submit with your application, please check with us. If some of this information is not yet available, we may request it as a condition of our grant to you.

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 on line you can contact us:

Telephone: 0845 8734 900 (at local call rates)

Textphone: 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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