Arts Council of Wales | Creative Wales Ambassadors 2016-2017: Nomination Guidance & Essential Help Notes

Creative Wales Ambassadors 2016-2017: Nomination Guidance & Essential Help Notes

Contents

Welcome to Creative Wales Ambassadors

The Creative Wales Ambassadors partnership?

Make sure you talk to us before applying

Making your nomination for a Creative Wales Ambassadors Award

Are you and your host organisations eligible for Creative Wales Ambassadors?

Registering and signing in or returning and signing in

Is your proposal suitable for Creative Wales Ambassadors?

Working through the nomination form

Section 1. About you

Section 2. Your proposal

Section 3. About your proposed collaboration

Section 4. Declaration

Section 5. Attachments

Section 6. Review my nomination form

What we do with your nomination


Welcome to Creative Wales Ambassadors

Our annual Creative Wales Ambassadors awards are an extension of our commitment to investing in artists so they can make their best work. They also enable Wales based organisations to support artists on this journey and foster greater levels of international collaboration.

Applications to this scheme are made by the individual artist as it is the individual artist who will ultimately receive the funds from us. However we expect the application to be developed in conjunction with a Wales based host organisation – the ‘nominating’ partner – someone who will support the artist through the process from application to completion of project.

The Creative Wales Ambassadors awards:

  • recognise significant individual achievement in the arts
  • raise the profile of Welsh culture outside of Wales
  • provide financial support to enable the artist to develop a new programme of work both within and outside of Wales
  • expect the artist to extend current practice in new and innovative ways
  • enable partnerships between Wales based organisations and international partners to be nurtured through supporting an artist to create new work

Creative Wales Ambassadors is open to artists who have a strong partnership with a Wales based organisation, who, in turn, have a relationship with an international organisation. They can be working in any area of professional arts practice, but will be able to demonstrate the completion of a substantial body of work with an established reputation in their field. The ambassadorial aspect of the award will be delivered through the quality of the artist’s work within an international context.

All activity and work related to the Ambassadors award must be completed by December 2017. Up to two awards of £25,000 are available. (This can include up to £2,000 towards a proposal-specific capital element.)

When is the deadline?

The Creative Wales Ambassadors deadline will be 5.00pm on Wednesday, 7 September 2016.

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The Creative Wales Ambassadors award partnership

Creative Wales Ambassadors awards are focussed on the work of the individual artist. However the scheme requires that artist to demonstrate a strong partnership with two host organisations, one based in Wales and one beyond Wales. A host organisation could be an arts venue, a higher education institution, a public body or a not-for-profit organisation. It is expected that the Wales based host will co-partner with a "like" host organisation outside of Wales. That host can be located elsewhere in the UK or Europe or further afield.

The aim of the partnership with the two host organisations is to provide a dynamic and supportive platform for the work the artist develops during the period of the award and to further promote art being created and produced in Wales. This partnership can be initiated either by the artist seeking to collaborate with particular host organisations, or by one or both host organisations approaching a specific artist.

Regardless of how the partnership is developed, there needs to be an underlying commitment from all involved to work together for the mutual support, development and benefit of the artistic work and its promotion both within Wales and further afield.

The Wales based host organisation has a crucial role to play in this partnership. It’s responsible for nominating the artist for the award by actively supporting them from the development of the nomination form and supporting information through to the completion of the proposed activity. We also expect that organisation to join the artist in discussing the proposal with us.

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Make sure you talk to us before applying

If you haven’t already been talking about Creative Wales Ambassadors with a Development Officer or Portfolio Manager, you can contact our Information Officers by email: information@arts.wales or by phone on 0845 873 4900 (9.00am to 5.00pm, Monday to Friday).

We will need from you a brief description of the proposal, the nominated artist’s CV (or description of track record as an artist) and a short overview of the two organisations involved in the proposal.

If we think your proposal might be suitable you’ll be invited to meet with a Development Officer and a Portfolio Manager for a detailed discussion. This will either be at a Creative Wales advice session or a Creative Wales phone discussion both the Wales based host organisation and nominated artist should attend this. These are bookable sessions held at our offices or on the phone on the following dates:

Colwyn Bay office

  • Friday 27 May 2016
  • Wednesday 29 June 2016
  • Monday 25 July 2016

Carmarthen office

  • Wednesday 25 May 2016
  • Tuesday 28 June 2016
  • Tuesday 19 July 2016

Cardiff office

  • Thursday 26 May 2016
  • Thursday 23 June 2016
  • Friday 1 July 2016
  • Thursday 21 July 2016
  • Tuesday 9 August 2016

A proposal, Artist CV and brief description of the two organisations involved in the proposal needs to be received for assessment of suitability before an advice session slot can be booked.

We will not be able to accept new proposals or advice session requests after 15 July 2016.

All Wales based host organisations and Creative Wales Ambassadors applicants must discuss their proposal with an Arts Council of Wales or Wales Arts International officer before starting their nomination form.

We’ll then confirm whether you can begin making your nomination.

Following your advice session and our agreement that you are able to begin making your nomination you will be able to speak to an Arts Council of Wales officer to ask specific questions, but we will not be able to comment on drafts.

All advice given during the nominating process whether in person or by phone or email is done so in good faith and with the best possible intention. The awards are a highly competitive process and positive advice or encouragement does not guarantee or imply receipt of an award

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Making your nomination for a Creative Wales Ambassadors award

We know that some people find it difficult to apply for funding. Each year we receive more requests for funding than we’re able to support. This means that only the very best proposals are likely to succeed.

We want you to feel that you’ve been able to present your proposal and your nomination in the most persuasive way possible. These Nomination Guidance and Essential Help Notes are designed to help you fill in our online nomination form. Please make sure you give us as much detail as you can about your artistic vision and your creative plans. You’ll need to answer every question on the relevant sections of the forms, so please don’t use "Not applicable".

Our online system will guide you through the nomination form, with links on each page to Essential Help Notes and to Contact us. It will help you make sure that your nomination is complete. Once submitted your nomination will reach us immediately and you’ll receive confirmation of receipt by email. We’ll send offer letters and report templates electronically, and you can submit your progress reports and other documents online too.

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Are you and your host organisations eligible for Creative Wales Ambassadors?

Please visit www.arts.wales and click on Apply for funding. Choose Creative Wales, which summarises the grants that are available. Click the Start an application button.

Check if you’re eligible to apply to us by reading the eligibility statements and clicking the Yes or No button. If you’re eligible you’ll be able to click on the link to the Creative Wales Ambassadors award nomination form.

To be eligible for consideration the nominated artist and both host organisations need to demonstrate that the following criteria have been met.

The nominated artist must:

  • Live in Wales
  • Be over 18 and not be in full-time education (either at school, college or university)
  • Be able to provide evidence of your track record of creating artistic work for presentation to audiences
  • Understand the principles of Equal Opportunities (and be able to provide evidence of how you reflect equality and diversity in your creative work)
  • Not be in default on any financial agreement with the Arts Council of Wales
  • To be clear, the five year Creative Wales Awards stipulation does not apply to Creative Wales Ambassadors applicants, as it’s a different funding programme.

The Wales based host organisation must:

  • Confirm it is only involved with one nomination for Creative Wales Ambassadors
  • Confirm it has existed for at least 5 years and is fully constituted
  • Confirm it is not in default on any financial agreement with the Arts Council of Wales
  • Confirm it can demonstrate that it meets all the criteria we set for organisations which receive funding from us.

The international host organisation must:

  • Confirm it is only involved with one nomination for Creative Wales Ambassadors
  • Confirm it has existed for at least 5 years and is fully constituted
  • Confirm it is not in default on any financial agreement with the Arts Council of Wales.

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Registering and signing in

If this is the first time you’ve used our online application process you’ll need to create an account. Click on the Cyfrif Newydd / New Account link to register your email address and password. These will be your login details. Once you’ve registered you’ll be taken to your nomination form.

Returning to an existing nomination and signing in

Please visit www.arts.wales and click on Apply for funding. Choose Creative Wales. Click on the Previously started an application? Login and resume button and use your login details (your email address and password) to sign in. Your account page shows all your previous applications and this nomination.

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Is your proposal suitable for Creative Wales Ambassadors?

The first stage of each nomination form is a short suitability checklist. Answer Yes or No to each statement. To be suitable for Creative Wales Ambassadors your proposal needs to:

  • Have been discussed with an Arts Council of Wales or Wales Arts International Development Officer and a Portfolio Manager. Only clients who have discussed their proposal with a Development Officer and a Portfolio Manager (and received confirmation that they are able to apply) can make a Creative Wales/Creative Wales Ambassadors application.
  • Extend your current practice in new ways (Be additional to your usual professional practice.)
  • Be time-limited. By this we mean it has definite start and end dates, although these can be changed in agreement with us
  • Have a start date that allows enough time for a thorough planning and preparation period if funding is awarded. This cannot be earlier than 1 January 2017
  • Consist entirely of activity that hasn’t started yet, so that our funding will not be used retrospectively. By this we mean no costs that you have either paid or agreed to pay
  • Have 10% of the proposal cost drawn from other sources be that your own funds, partnership or match funding. We can fund a maximum of 90% of your proposal cost
  • Be supported by evidence appropriate to your artform that describes and demonstrates a major artistic career to date encompassing: an extensive track record of creating artistic work for presentation to audiences; a consistent and sustained reputation attained through critical and peer review; artistic practice that has developed and explored innovation over the length of your career; innovative artistic work that is playing a significant role in the development of your chosen field, can be shown to have a wider influence on your artform as a whole and that makes a contribution to the cultural life of Wales; and some experience of working beyond Wales in your artform.
  • You’ll also be asked to confirm that you understand and accept that a range of supporting information needs to be included with your nomination form, including an Ambassadors Proposal Budget, your detailed Artist CV, the two Partner Nomination Forms, an Equal Opportunities monitoring form and Examples of your artistic work. You won’t be able to submit your nomination without this information.

As you’d expect, some of this supporting information needs to be presented in a certain way. In section 5 of the nomination form you’ll be able to download our Ambassadors Proposal Budget template and the two Partner Nomination Forms. Please save them to your computer so they can be filled in and found easily when you need to attach and upload them. You won’t be able to complete your nomination without these four template documents. For your other supporting information the choice of format is up to you.

All answers to nomination form questions must be submitted on the relevant nomination forms. Any form received which simply directs assessors to another document will not be considered.

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Working through the nomination form

You can make your nomination in one go or save it and come back later. Competition for our funding is fierce, so you’ll want to ensure that your nomination is as complete and comprehensive as possible.

Our online system can guide you through every part of the nomination form so nothing is missed out. You can also review and print whatever you’ve done so far, or save your session so you can come back later. You can fill in the sections in whichever order you prefer, but you’ll need to have completed every section before you can click the Submit button and send the nomination to us.

It's common for online systems to have a 'timeout' feature. This means that after a certain period of inactivity (by this we mean no mouse clicks) the system will log you out automatically. Any work you haven't saved by then will unfortunately be lost. The 'timeout' period on our system is 120 minutes (2 hours). We'll give you a reminder 20 (twenty) minutes before this is due to happen.

The rest of these Essential Help Notes follow the numbered sections of the nomination form

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1. About you

In this section we’re asking you for some basic information about you and your creative practice. The questions are self-explanatory.

We ask for your home address and contact details. If this is the first time you’ve applied online rest assured you won’t have to do this again. Each time you start a new application form all these details will be there already. If you’ve already applied online you’ll be able to review or update your details as you wish.

For all nominations we use the term Primary Contact. You’re the person who deals with us on all matters relating to the nomination and you’ll be responsible for overseeing or managing your activity. So you’ll sign or approve all documents relating to this nomination and answer any queries. We’ll write to you (by email) with our decision and if we offer you a grant, it’ll be your (written or electronic) signature on the grant acceptance. You’ll be responsible for sending us progress reports when we ask for them and for sending us the completion report at the end of the activity.

As part of our assessment process we’ll be looking for evidence of a significant track record in your artform. In section 5 of the nomination form we’ll ask you to upload your latest Artist CV.

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2. Your proposal

In this section we’re asking you to tell us about your proposal. Rather than answer a series of questions, we ask you to write one detailed statement about different aspects of your proposal. The order in which they are listed is not a reflection of weighting or bias and you may decide to develop certain aspects more than others, depending on the nature and scope of your proposal.

In no more than 2,000 words please tell us how your proposal relates to your current arts practice:

  • How has your own artistic practice developed over the length of your career? How has your practice had a wider influence on your artform as a whole and how has it made a contribution to the cultural life of Wales?
  • Describe your relationship with the two host organisations and explain why you’re interested in working closely with them to make your proposal a reality.
  • How does your proposal take you beyond your usual artistic activity? How will your proposed activity help you meet your goals and develop your creative practice? How will it be innovative?
  • How will your proposal contribute to your long-term creative development? Why do you believe this is the best point in your career to apply for a Creative Wales Ambassadors award?
  • Describe the work you have already undertaken beyond Wales..

Your detailed statement will form a major part of our assessment process. It’s important that you include evidence (for example website links, quotes, testimonials) wherever you can, either in your text or within the range of supporting information you’ll upload in section 5 of the nomination form.

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3. About your proposed collaboration

In this section we’re asking you to give us some of the facts and figures behind your proposal. These statistics are an important part of your nomination that help us monitor what’s happening across Wales and enable us to report on the impact of our funding.

Proposal title

Please tell us what your proposal is called.

Proposal dates

Please tell us the start and finish dates for your proposal. Your start date should be when you expect to incur costs, for example buying materials or hiring a workspace. We cannot fund any activity that has already taken place. Your start date should allow enough time for us to make our assessment and confirm our decision and for you to finalise your planning, preparation and, if necessary, any further fundraising. We won’t be able to accept nominations with a start date that’s too soon. If we award a grant, payments and reports will be tied to your start and finish dates. If you need to alter these please contact us as soon as possible and tell us the reasons why, so we can confirm our agreement.

Total proposal cost and amount applied for

The £25,000 you’re asking for should not be more than 90% of the total cost of your proposal. The rest of the costs will come from your partnership funding or support in kind.

Language

Please tell us the language/s you’ll be using to deliver your proposed activity. We often get asked to report on this. Please select from the menu.

Artform

The nomination form contains a link to the Artform Definition Guide on our website to help you complete this section. We often get asked about what percentage of our funding goes to particular artforms, so it’s important that your figures (rounded up as requested) are as accurate as possible. Of course, these percentages can be amended when your proposed activity has been completed.

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4. Declaration

In this section 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.

We’re then asking you to confirm a number of statements. And by ticking the box, you’re signing the nomination form electronically.

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5. Attachments

In this section we’re asking you to upload all your supporting documents, which our online system calls attachments.

These attachments are mandatory and we won’t be able to accept your nomination without them. The notes below explain these requirements in detail:

  • Your latest detailed Artist CV (this doesn’t have to be in a particular format – see below)
  • Your Ambassadors Proposal Budget (this must be on our downloaded Ambassadors Proposal Budget ".xls" template), to be completed in partnership with your host organisations
  • Your Wales based host organisation’s Partner Nomination Form (this must be on our downloaded Partner Nomination Form ".doc" template – see below)
  • Your International host organisation’s Partner Nomination Form (this must be on our downloaded Partner Nomination Form ".doc" template – see below)Your Equal Opportunities Monitoring Form (this must be on our downloaded Equal Opportunities monitoring form ".pdf" template – see below), which is never seen by assessment staff – see below)
  • Evidence of your artistic work (the format will depend on your artform – see below)
  • Your biographical and other requested information for potential press use (see below)

Each of these mandatory attachments has its own category listing on the dropdown menu. There’s also an Other category for any other supporting information that you want to give us, such as written confirmation of other partnership funding. Please remember that nominations will be strengthened by the submission of a timeline for the proposal.You can use any category more than once if you wish to upload more attachments or other documents.

What you need to know about file names and document formats

All uploaded files must include your name in their file names. Please note that there is a maximum total file size of 60 MB for attachments.

In common with many online systems, files with certain file name extensions (such as ".exe", ".com", ".vbs", or ".bat") cannot be uploaded. Our online system will let you know if a particular document type or format can’t be accepted.

The Ambassadors Proposal Budget category will only accept a ".xls" or ".xlsx" document. We can’t accept ".numbers" or ".pages" documents, but Apple iWorks can export its documents in ".xls" or ".doc" formats. If you’re using other non-Microsoft office software you’ll need to save or export your documents in Microsoft formats before you upload them.

Your Artist CV

All nominations must include a detailed Artist CV setting out key milestones and achievements.

about your artistic career and where you are now in creative terms, so your Artist CV should include up-to-date information on your artistic work, including exhibitions, performances, teaching, commissions, awards and testimonials. It should include links to any websites that show your artistic work or evidence your track record or critical and peer reviews.

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Ambassdors proposal budget

Your budget must be submitted on the downloadable Ambassadors Proposal Budget template. It’s an Excel spreadsheet (".xls") file.

Our online system will only accept Project Budgets saved as a ".xls" or ".xlsx" document. If you don’t have Microsoft Excel on your computer there are a number of other PC or Mac based software solutions available on the internet, for example Open Office. Please note that this is only an example. The Arts Council of Wales cannot accept any responsibility for any software that you install on your computer or download from third party websites.

It’s easy to download our Ambassadors Proposal Budget template. Simply save it to your designated folder using the ‘SAVE AS’ command. Please make sure you include your own name in the new filename. You can then share it with your host organisations.

The Ambassadors Proposal Budget template has separate pages (or tabs) for your Income and Expenditure figures, a Balance summary page and a handy Checklist page. We’ve embedded some formulae to create totals, offer useful prompts and help ensure your budget balances.

You’ll see that some of the boxes in the spreadsheet are grey – you can insert your own text and figures here. Some of the boxes ask you to select from a dropdown menu. The white boxes can’t be changed.

Please read these notes carefully before starting to fill in the Ambassadors Proposal Budget.

Checking that your costs are eligible

As you build your proposal budget you need to consider which proposal costs we can support and which we cannot. We call these eligible or ineligible costs.

No list can be exhaustive, but we do get asked what type of costs might ‘tick the box’:

  • Examples of eligible costs include: your fee to carry out the proposed activity, fees for any staff or freelance artists that you employ, training costs, production costs including materials.
  • We’ll also consider proposal-specific capital equipment, and up to £2,000 of your grant amount can be used as a contribution towards this. You’ll need to demonstrate how you will use this equipment during and after your proposed activity. You’ll also need to provide copies of receipts before any payment can be made.
  • We also require a breakdown of any costs that amount to more than 5% of the total eligible cost.

And equally, those that do not:

  • Examples of ineligible costs include: accountancy fees, food, refreshments or hospitality costs, prizes, fundraising activities, launch costs, promotional t-shirts and other merchandise, gifts such as flowers, fireworks or other pyrotechnics
  • And we cannot consider any costs you have already paid or agreed to pay before we’ve received your ‘signed’ grant acceptance (we call these "retrospective" costs).
Checking that your 10% partnership or match funding is eligible

Partnership or match funding may include:

  • Your own funds or earned income, although these must be from a non-Lottery and non-Arts Council of Wales source
  • Cash contributions from other partners/supporters (such as fees)
  • Grants from other organisations (must be from non-Lottery sources)
  • In kind contributions (such as donated rehearsal space, studio time, volunteer time, or loans of equipment) are also eligible as partnership funding, but these cannot be from your own resources. Suppliers’ discounts are not eligible.

You’ll need to provide written evidence of all partnership or match funding (cash and in-kind contributions) from partners/supporters when submitting your application – please upload these in the attachments section under the Other category.

Filling in your Ambassadors proposal budget

Page 1 – Balance

All you have to do on this page is enter your name and your proposal title. The other figures will update automatically.

Page 2 – Income

Please give details of all the income that will help pay for your proposed activity, under the headings given. You should tell us which income sources are confirmed and which are being applied for. Tell us the name of each funding partner. Please use full £ amounts only. If you need additional lines please use the lower section of the page to give us those details and select an income heading for each line.

Arts Council of Wales grant request

  • The £25,000 figure is already there for you.

Your own funds

  • This might include your own cash or funds that you’ve generated from previous work or will generate during the lifetime of the proposed activity.

Earned income

  • List any income you expect to earn from your proposed activity – for example from ticket sales or catalogue/programme sales – and give us details, including any assumptions you’ve made in reaching these figures.
  • To illustrate the level of detail we need, an example would be five performances each with an audience of 210 at £5 per ticket = £5,250

Funding from other sources

  • This should include all cash contributions from partners/supporters or grants from other bodies (letters of support from each provider will be required), but not Support in kind.

Support in kind

  • Estimate the cost/value for any items or services given to you by other individuals or organisations – including your host organisations – that you would otherwise have to pay for. These count as income for your project, but cannot be from your own resources and cannot be suppliers’ discounts. Please give us the details and the value, for example, hire of a space for 6 days at £50 per day = an in kind value of £300
  • List each provider of Support in kind, the value of what they’re giving, and whether it's been confirmed (letters of support from each provider are a good way of showing this and can be uploaded in section 5 of the nomination form). Using the same example it could be a letter from the owner of the space confirming the value of £300
  • See above for details of what in kind costs are eligible.

Other income sources

  • Include income from any other source in the lower section of the page. You might include sponsorship, donations, or grants from trusts and foundations. Again please give us the name of each source, the amount they’re giving, and if possible whether it’s been confirmed.

When you’re done, click Finished to go back to the Balance page, where your income total is now showing.

You may decide you want to give us more detailed budgetary information or more detail about the assumptions you’ve made in arriving at your figures. Feel free to upload this as an Other document.

Page 3 – Expenditure/Costs

Please give details of all the items you will be paying for as part of your proposed activity, under the headings given. All costs must be eligible (see above). If you need additional lines please use the lower section of the page to give us those details and select an expenditure heading for each line.

(We cannot consider paying for any host organisation costs that are not additional. If your host organisations are providing staff time (such as marketing and technical) or any other non-cash support from their own resources these should be listed as Support in kind on the Income page.)

We often get asked about what level of detail is needed. This example shows you the kind of thing we’re looking for:

Example costs

Hire of studio space @ £100 a day for 10 days

£1,000

Gas to fire the kiln for the 6 months of stage 5

£400

3 dancers @ £500 per week for one week

£1,500

Mentor's fee 12 days @ £200 a day

£2,400

Replacement earnings over 9 months @ £1,500 per month

£13,500

Artistic activity costs

  • List your own artist fee and the fees of any artists, practitioners and other advisers who’ll work with you during your proposed activity, apart from anyone who’ll be working on the Production element or anyone providing any form of training
  • List the costs of any materials you need, apart from any that’ll be needed specifically for the Production element.

Production costs

  • List the fees and wages of the artists and practitioners who’ll work with and for you on the Production element of your proposed activity, for example, actors, musicians, composers, stage managers, technicians, designers, directors, choreographers and curators. As a minimum you need to ensure that industry standard rates of pay are used. You can get advice about this from organisations like Equity, the Musician’s Union, the Theatrical Management Association and the Independent Theatre Council
  • List the costs of the rehearsals, studio time and venue/gallery hire, along with any Production-specific materials you need.

Training and Professional Development costs

  • List the fees of any advisors, coaches or mentors who’ll be supporting you during your proposed activity
  • List the costs of any formal training courses (or coaching and mentoring programmes) or other developmental learning that you’re including in your proposed activity.

Travel and subsistence costs

  • Include all costs that directly support your proposed activity, for example travel, transport, vehicle hire, accommodation and daily subsistence (sometimes called per diems).

Purchase of equipment

  • You can include up to £2,000 as a contribution to a proposal-specific capital element such as a piece of equipment that you need to purchase so you can deliver the proposed activity
  • For any single item costing more than £500 you should submit three written quotations from separate suppliers for identical or comparable equipment. The template will prompt you about this. The quotation figure you choose to include in your proposal budget should then be the one that represents the best value.

Marketing and publicity costs

  • List marketing and promotional costs that directly support your proposed activity, in particular the Production element. These might include freelancer marketing fees, data analysis, mailing lists and postage, translation, design and print costs, electronic mailing, website updating and e-marketing costs.
  • It’s particularly important that you and your host organisations demonstrate how you will identify and attract audiences to attend or experience the Production element.

Costs of making your activity more accessible

  • If you’re producing work to be presented to the public, we expect you to make your activity accessible to disabled people. Our Equal Spaces publication outlines sources of advice and best practice guidance to help you consider how you will deliver this
  • If you’re disabled, we’ll consider these costs on top of the artistic activity costs. This means we may allow your nomination to exceed the maximum grant level. Contact us if you’d like to discuss this.

Administration costs (maximum 20%)

  • List the proposal running costs that are not paid for by other funding and that are clearly additional. You can apply for additional time-limited running costs that are directly related to your proposed activity, such as temporary project administrators, payments to additional staff and proposal-specific phone, postage and insurance costs.

Other Expenditure/Costs

  • List any other costs that don’t fit under the various headings and provide details.

Value of support in kind – no maximum

  • The Support in kind total from the Income page is already there for you.

Contingency – maximum 5%

  • You should also include an amount to cover unexpected costs of up to 5% (five percent) of your total proposal cost (usually called a contingency). The template will tell you if your figure is too high.

When you’re done, click Finished to go back to the Balance page, where your expenditure total is now showing.

You may decide you want to give us more detailed information or more detail about the assumptions you’ve made in arriving at your figures. Feel free to upload this as an Other document.

Page 4 – Checklist

Use this handy checklist to help you double-check that you’ve done everything you need to do, for example breaking down any costs that amount to more than 5% (five percent) of the total eligible proposal cost.

Now you can save the final version and upload it to our online system when you’re ready.

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Partner nomination forms

All nominations must include two Partner Nomination Forms, one from each of your two host organisations.

These must be submitted on the downloadable Partner Nomination Form templates. They’re separate Word document (".doc") files.

If you don’t have Microsoft Word on your computer there are a number of other PC and Mac-based software solutions available on the internet, for example some applicants have told us that Open Office works well, as long as you save any ".odt" files as ".doc" before you upload them. (Please note this is only an example; the Arts Council of Wales cannot accept any responsibility for any software that you install on your computer or download from third party websites.)

It’s easy to download our two Partner Nomination Form templates. Simply save each one to your designated folder using the ‘SAVE AS’ command. Please make sure you include your own name in the new filename. You can then share them with your host organisations.

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Evidence of your artistic work

All nominations must include Examples of your artistic work. We also want to ensure that all Creative Wales Ambassador awards applicants have the same opportunities. It goes without saying that you should present your work as clearly and professionally as possible. It’s important you select work carefully and include examples of recent and current work.

Depending on your artform, you’ll need to upload or supply the following evidence:

  • Dance, Drama and Circus: A recording of your work (maximum playing time of 5 minutes)
  • Music: A recording of your work (maximum playing time of 5 minutes). Composers should also include a score of the work performed
  • Visual Art, Craft and Applied Art: 6 to 8 images of recent work (maximum playing time of 5 minutes)
  • Literature: Extracts from published work (to a maximum of 5,000 words).
Your biographical and other requested information for potential press use

Getting good press and media coverage for the arts is very important to us. If we are able to offer you an award we will need to work quickly to prepare a range of publicity and press materials about award recipients and their proposals for the Creative Wales Conversations event. We therefore ask you to upload the following items:

  • A 200-word biography
  • A 200-word proposal description
  • A portrait photo (300dpi)
  • 4 images of your work (300dpi) with a caption for each one and the photographer’s name so we credit them.

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Other supporting information

You can then upload other attachments that you want us to consider, up to the maximum total file size of 60 MB. These can include audio files, video files, images, case studies, critical and peer reviews, more letters of support and endorsement, and testimonials.

It's easy to provide hyperlinks to your creative work or other material if it's available online – simply copy the full links into one of the documents that you’re attaching.

If you’re planning to employ or commission any other individual artists or practitioners, advisers or trainers, you’ll need to attach Artist CVs or Trainer CVs for each of them.

Copyright permissions

All information you supply that pertains to your own original creative ideas will be protected by your own copyright. Anyone wishing to reproduce any of this information must ensure they gain your express permission before doing so.

For advice on protecting your copyright or intellectual property rights please contact the Intellectual Property Office on 0300 300 2000 or at www.ipo.gov.uk.

All of our staff are bound by the Arts Council of Wales’ Code of Best Practice to observe confidentiality and protect official information held in confidence. And any advisers we involve in the assessment process are bound by the same stipulations of a general duty of confidentiality.

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6. Review my nomination

You’ve arrived at the final section.

Our online system checks your nomination and will tell you if any questions have been missed. This is also your final opportunity to double-check that you’ve happy with the statement you’ve written about your proposal and that you’ve attached all the document and supporting information that you want us to consider.

Our online system will also ensure that a copy of your completed nomination will always be available for you to review once you’ve clicked the button to submit it. You can also print out a copy for your own files. Please don’t send us that paper version.

Once you’ve clicked the Submit button you’ll receive an automatic acknowledgment by email. If you don’t receive this please check your nomination form again and click Submit.

Finally, we hope these Nomination Guidance and Essential Help Notes have been helpful.

Please email any feedback to information@arts.wales

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What we do with your nomination...

After the deadline your nomination will be checked by a member of staff and allocated to an assessing officer.

Unfortunately we sometimes receive nominations that aren’t complete enough for us to carry out a proper assessment. Common examples are Ambassadors Proposal Budgets with too little detail or that contain errors, or incomplete Partner Nomination Forms, or letters of support that don’t mention the actual proposal. We want to give all nominations the best possible chance of success in a competitive assessment process, so if your nomination isn’t ready for assessment we’ll return it to you, telling you the main reasons why.

Assessment and decision-making

If your nomination is complete the assessing officer will carefully consider the form, attachments and full range of supporting information, in order to identify strengths, weaknesses and risks. We won’t come back to you to ask for additional information.

Your nomination will be considered alongside others at a cross-artform decision meeting that will include specialist advisers, chaired by a senior member of staff. Through a process of comparative assessment the decision meeting will agree up to four awards.

We will use the following criteria as the core of our assessment process:

  • the creative standing and track record of the nominated artist
  • the commitment of the host organisations
  • the imaginative and creative nature of the proposed collaboration
  • the context and relevance of the proposed work to both host organisations
  • the quality of the proposed work for audiences/attenders
  • the benefits that the Creative Wales Ambassadors award would bring to the nominated artist
  • how the proposed collaboration and resulting arts activity will enhance the reputation of art being made in Wales, both in Wales itself and beyond.
Getting the result

We’ll give you our decision within 10 working weeks of the deadline.

If your nomination is successful you’ll receive a formal offer of grant by email (or by post if we’ve agreed to do this), confirming the level of grant and any additional conditions (for example written confirmation of partnership funding). It will also include our standard conditions of grant, our accreditation and branding requirements. We also review your financial information (including a cashflow) and provide a payment schedule. This will say when we need to receive financial or activity reports and indicate where any additional conditions will need to be met before a payment can be made.

If your nomination is unsuccessful we’ll send you a letter by email (or by post if we’ve agreed to do this), explaining the main reasons for our decision. You’ll be able to discuss this with a member of our staff if you wish.

Please note that our decisions on Creative Wales Ambassadors awards will only be made public at the Creative Wales Conversations - further details on this will be available in the autumn.

During your period of activity and when it’s finished

Throughout your Creative Wales Ambassadors period of activity you’ll have access to a named Arts Council of Wales or Wales Arts International officer. We’d encourage you to stay in touch with them as your work progresses.

We may arrange for officers or advisers to attend activities and events for quality appraisal purposes. We’ll also encourage you to email us press articles and reviews, testimonials, images and recordings. We may use some of these in our publications and on our website.

We’ll also ask you to send us a ‘cashflow’ detailing your proposed income and expenditure month by month. We’ll use this to agree a suitable schedule of payment dates with you. We’ll ask you to update your cashflow before we release each payment. The final 10% instalment will be paid after we’ve received your Completion Report (see below).

At the end of your Creative Wales Ambassadors period of activity we’ll ask you to submit a Completion Report. It will include financial information including all your partnership funding, activity details and key outcomes and your self-assessment of impact, showing how it delivered on its objectives. You’ll be able to do this online.

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