Arts Council of Wales | Help Notes - Lottery Capital Programme – Public Art: Research and Development

Help Notes - Lottery Capital Programme – Public Art: Research and Development

Funding Application Help Notes Lottery Capital Programme – Public Art: Research and Development

Contents

Introduction

How to use the Help Notes

Applying Online

Section 1: About Your Organisation

Section 2: Your Project Proposal

Section 3: Project Details

Section 4: Declaration

Section 5: Attachments


Introduction

Welcome to our Funding Application Help Notes for the Capital Lottery Programme - Public Art: Research and Development. This strand of the Capital Lottery Programme enables us to support the development of a public art strategy or plan for your 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, Additional Guidance Notes: Public Art and our Capital Strategy 2012-2017.

These Help Notes assume that if you intend to apply for more than £50,000 to implement your public art project you have completed the Project Registration process and we have invited you to apply for funding. If this is not the case, please contact us to discuss what to do next. You can read more about the Project Registration process in the General Guide to the Arts Council of Wales Lottery Capital Programme.

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

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

"Your research and development work" is the term we use to talk about the public art strategy or plan that you will complete if the application you are submitting to us now is successful.

We also talk about "project outcomes". We use this term to describe what will happen if your application for funding to implement your public art project is successful, and you go ahead with your 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 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

You will need to talk to one of our officers before making an application. We will help you identify the right officer to talk to.

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. If you decide to make another application to us in the future, these details will already be filled in on the 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 research and development work. Instead of asking you to answer lots of questions, we’d like you to write a proposal.

We have identified 6 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

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 research and development work. You will also need to show us the extent to which your project and your research and development work 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 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 research and 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 a public art strategy or plan is needed.

In you project proposal, you should:

  • Describe your wider strategic project. Tell us why you think your research and development work is needed:
    • What is the opportunity for public art that you have identified?
  • Tell us why you think your project fits with your organisation’s aims:
    • Why is it appropriate for your organisation to deliver this project?
  • Tell us why you think your public art project is needed:
    • Do you have any evidence of demand / need at this stage?
    • Who will you consult and engage with as part of your research and development work? What do you want to find out from them?
    • Show us how your project fits with your local authority arts strategy / public art strategy, or other key strategic frameworks and plans

You must submit any initial ideas you may have about your public art project.

You can also submit other documents that support your view that public art is needed as part of your wider strategic project. Click here for further information about attachments.

We are looking for:

  • The extent to which you have shown the need for your research and development work
Delivering a high quality project

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

In your project proposal, you should:

  • Tell us the aims and objectives of your research and development work. How did you agree on these?
  • Tell us how you will deliver a high quality public art strategy or plan:
    • What steps have you taken to ensure that your research and development work will meet your organisation’s needs and will be fit for purpose?
    • Tell us how you will ensure that your public art project is integrated both conceptually and practically into your wider strategic project
  • Tell us how and why you have selected the artist(s) and arts professional / curator who you will work with to develop your public art strategy or plan. If they are not yet appointed, tell us how you will select them
  • Show us how you will follow good practice when working with artists(s) as part of your research and development work
  • Show us how you will ensure your public art strategy or plan will be based on best practice principles for public art projects
  • How will you agree the creative vision for your public art project as part of the process of completing your research and development work?
  • Show us that your project team supports your proposed public art project, and is in a position to work in partnership with your artist(s) and arts professional / curator in order to develop your public art strategy or plan

You can read more about best practice for public art projects in our Additional Guidance Notes: Public Art.

You must submit briefs for your artist(s) and arts professional / curator.

If you intend to pay your arts professional / curator £5,000 or more they will need to be appointed through a competitive selection process.

We expect artists to be appointed following a recognised selection process which complies with equal opportunities. Read more in our Additional Guidance Notes: Public Art. On rare occasions, it may be appropriate to make a direct approach to an artist to ask them to consider the brief for your project. If this applies to your research and development work, please check with us before submitting your application.

We are looking for:

  • A clear, appropriate and achievable set of aims for your research and development work, that all of your project’s stakeholders agree upon
  • The extent to which you have shown that you will deliver a high quality public art strategy or plan that will meet your requirements
Benefiting the public

We know that the public benefit from the research and development work itself will be limited. Instead, tell us mainly 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:
    • Tell us about the legacy of your project and how you will ensure it has a degree of permanency
    • What do you think will change if you are able to deliver this project?
  • Tell us about the site of your wider strategic project:
    • Tell us how you will ensure that the potential locations of your public art project will have wide public access so that as many people as possible can experience and enjoy your project
  • Tell us how consulting and engaging with the public will form part of your research and development work, and how you will ensure this is meaningful and enjoyable for those taking part
  • Describe the people who will potentially benefit from your project and tell us how they potentially will benefit.
  • 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.

We are looking for:

  • A clear description of the potential outcomes of your project
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 that your organisation is financially robust and well managed
  • Show us how your research and development work will consider fully the financial implications of your project, for example whole-life costs such as maintenance and cleaning of permanent artworks

You must submit your current Business Plan to support this section of your project proposal. This helps us understand the context of your wider strategic project and your public art 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 public art project
  • The extent to which you have shown us that your organisation is financially robust
Planning and managing a successful project

Tell us about your approach to your research and 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 research and development work:
    • Who in your organisation has overall responsibility for its delivery?
  • Tell us if you are establishing an Arts Steering Group at this stage to contribute to the development of your public art strategy or plan
    • Tell us the Group’s terms of reference
    • Tell us who will sit on the Group
    • If you do not intend to set up a Group at this stage, tell us why
  • Tell us if you have any experience of delivering similar projects. What did you learn from these that you can apply to your research and development work?
  • Tell us about the timetable for completing your research and development work. Show us it is achievable and how it integrates with the programme for your wider strategic project
  • Tell us how you will keep your research and development work on track:
    • How will you manage and monitor your budget?
    • How will you manage your artist(s) and arts professional / curator?
    • How will you ensure that your artist(s) and arts professional / curator are given every opportunity to work with your project team and are given timely access to all of the information they need to be able to complete their work?
    • How will you monitor progress and report this to your Board or Management Committee (or equivalent governing body)?
  • Have you identified any risks? How will you identify and manage risk throughout the delivery of your research and development work?

We are looking for:

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

Tell us about your budget and the other funding you need to raise to be able to complete your research and development work

In your project proposal you should:

  • Tell us about any assumptions you have made in order to produce your research and development work budget
    • What evidence can you provide to support the figures in your budget?
  • Tell us about the other funding you need to be able to complete your research and 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 if you have any indication at this stage of the cost to implement your public art project

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 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 research and development work, if you have not already done so

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Section 3: Project Details

Here we are asking you to tell us some basic facts about your research and 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 work on your research and 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 research and development work, and not the cost to implement your public art project.

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Section 4: 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 5: 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:

  • A budget for your research and development work (this must be on our downloaded Project Budget Template)
  • Briefs for your artist(s) and arts professional / curator
  • Your annual accounts for the last two financial years
  • 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 budget for the research and development work 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 research and development work will cost (expenditure) and how much you will receive to pay for it (income). The income and expenditure for your research and development work should balance (be equal).

Project Expenditure

Use the template to tell us how much your research and 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 public art strategy or plan.

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 cost of an artist(s) and arts professional / curator. If this is not enough space, you should use the other costs section of the budget template.

We will check to make sure that you have appointed other people or organisations (procurement) to work with you on your project appropriately.

Recruitment Costs

Tell us about any costs associated with the recruitment of your artist(s) and arts professional / curator. 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, photography and documentation.

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 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 research and development work budget.

Contingency

For research and development work we recommend a contingency of no more than 5% of the total cost.

Other costs

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

Project Income

Use the template to tell us about the income you will use to pay for your research and 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, Local Authority 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 research and 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
Briefs for your artist(s) and arts professional / curator

These are key project documents and getting them right is vital to the success of your research and development work. They should clearly define roles and responsibilities and set out what is expected from each appointment in terms of outcomes.

The briefs should also clearly set out the terms of each appointment, stating the approach to contracts, payment and management.

More information on briefs and useful sources of information on managing public art projects can be found in our Additional Guidance Notes: Public Art.

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 wider strategic project and your proposed public art project.

Other Supporting Information

We know that every opportunity to commission public art is different, and that there is no "one size fits all" approach that can be followed. So you may find that you need to submit some of the following documents to support your application:

  • Initial ideas about your public art project
  • Information on your wider strategic project, such as a masterplan, framework document, Unitary Development Plan
  • Letters confirming any in-kind support
  • Evidence of demand for your project
  • CVs of artist(s) and your arts professional / curator, if already appointed

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 on line 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.uk

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