Arts Council of Wales | Ideas : People : Places - Essential Help Notes

Ideas : People : Places - Essential Help Notes

Application Guidance Stage 2

Welcome

Ideas : People : Places (IPP) Stage 2 application process is open to all 12 shortlisted projects who undertook a period of Research and Development as part of Stage1, towards the development of a full application for the 18th July 2014 deadline.

We envisage making between four and six awards of between £100,000 and up to a £1 million over the three years to 2016.

Introduction

Through Ideas : People : Places we will invest in a small number of exemplary projects that genuinely seek to test new models of regeneration and collaboration through the arts. We want to explore new ways of working, nurture new partnerships, and champion quality in both the design and the execution of projects. Successful projects will, we expect, be those that adopt a thoughtful and creative approach to regeneration – an approach that connects and empowers communities, seeing them as important contributors to the regeneration process.

We see no contradiction between ‘people-based’ and ‘place-based’ regeneration. We believe that success depends on the imaginative integration of both as well as recognition of the complex inter-relationships that connect individuals, families and communities to the places in which they live, work and play.

Working with appropriately skilled and experienced partners, we’re looking for projects that transform the quality of regeneration projects and strengthen people’s engagement with their environment. We therefore want to invest in projects that challenge the familiar way in which regeneration is conceived and delivered. For Ideas : People : Places we want to work with consortia (groups of organisations working together to manage and realise a project) that are as passionate as we are about the power of the arts to transform and enable change.

An important aspect of this programme is community engagement. So we’ll look for evidence of imaginative approaches that use the arts to engage those communities more widely to achieve real and meaningful impact. Applications must also demonstrate a clear and proven commitment to artistic quality in the conception, planning, design, execution and delivery of their projects.

Arts Council of Wales champions, develops and invests in artistic and cultural experiences that enrich people’s lives. We’ve seen the arts make an enormous difference to communities already and believe passionately that there’s much more that can be achieved if we work together on a larger scale.

What are we trying to achieve?

The overall aim of Ideas : People : Places is:

"To embed the arts in a genuine and meaningful way, in a small number of imaginative, ambitious and innovative regeneration projects. In doing so we wish to explore new ways of working that generate cross sector collaboration, test new ideas and partnerships and inspire communities to re-imagine their environment in a creative and empowered way."

What will we expect from you?

We want more people to experience and to be inspired by the arts, irrespective of where they live, or their social, educational or financial circumstances.

So Ideas : People : Places is about finding new and innovative solutions to familiar planning and regeneration challenges. We will invest in projects for a time limited period, usually no longer than three years. However, we expect project partners to take the long view, meeting the future needs of communities.

We want to support exemplar projects that reflect the following characteristics:

  • Championing the inclusion of creativity and the arts as an intrinsic part of the process of urban planning, design and regeneration
  • Promoting a wider understanding of the positive impact that design and architecture can have in shaping exciting, vibrant and sustainable communities
  • Pursuing excellence and distinctiveness in urban design
  • Encouraging and enabling cultural, social and economic sustainability
  • Bringing new voices into the regeneration debate, thereby creating an
  • environment for ideas to grow and communities to flourish by stretching the aspirations and the imagination of the people that live there
  • Encouraging, where appropriate, partnerships across the public, private and third Sectors developing models that will act as exemplars to inspire and encourage others.

Naturally, a key factor in the selection of successful projects will be the extent to which they involve appropriately expert artists and/or arts organisations.

Guidance for Applicants

The Format

The application format for Stage 2 is based on the same principles as Stage1. However we have simplified the process and instead of filling in an application form we are asking you to upload a set of required documents on the application template.

  • All applicants will be sent a link to the form by email
  • You will need to enter your personal details onto the application form
  • All the required documents will need to be uploaded as attachments
  • You also have the option of supplying other supporting information as additional attachments

Required documents

Stage 2 application requires the submission of the following documents as attachments:

  1. Project plan (with a comprehensive and detailed activity plan with timeline and milestones)
  2. Project Budget (template provided)
  3. An accompanying budget assumption document
  4. Statement of Partnership (MoU or other relevant document)
  5. Initial disability access statement
  6. Equal Opportunities Monitoring form (template provided)

1. Project Plan

As part of your project plan please ensure that you address all the following -

Vision/proposed activity/partnerships/management of activity/financial viability.

Below is a list of prompts to assist you.

Vision

  • Is it experimental and new?
  • How is it distinctive and innovative?
  • Does it test new ideas and partnerships?
  • Does it champion the inclusion of creativity and the arts as an intrinsic part of the process of urban planning, design and regeneration?
  • Will it embrace the relationship to longer term development and legacy into the future?
  • What are your aims and objectives/mission statement?

Proposed activity

  • You will need to tell us what Stage 1 Research and Development has uncovered and how this has informed Stage 2 plans
  • Indicate your approach to the exploration and testing of new ideas and thinking
  • You should demonstrate a high quality approach to arts development: meaningful; accessible; purposeful; imaginative; relevant; sustainable; resourceful.
  • Evidence the involvement of the local communities, and the aspiration to provide quality and imagination through all of its engagement activities
  • Provide an understanding of the local context that you’ll be working in:
  • What are the gaps and opportunities that your project will address?
  • What local regeneration issues/priorities/needs will you be tackling, and how do these relate to wider regional and national regeneration challenges?
  • How do your activities and their location relate to the wider regional context?
  • Relate the appropriateness and quality of referenced artists and provide a clear rationale for the proposed creative activities and projects
  • Provide your initial approach to capturing the learning & development across your project and your proposed research & evaluation methodology
  • Indicate how you will address issues of legacy and sustainability of your project beyond the three years (how will arts practice and creative activity link to, and impact on ongoing regeneration practice, policy, planning, design and physical regeneration?)
  • You will need to provide a clear initial outline milestone plan in support of project and the vision
  • If applying for capital, within the context of IPP, you will need to tell us how the proposed investment is used to test the usage of building(s)/ spaces and locations for the purpose of the project

Partnerships

We want the money that we invest in projects to stretch as far as possible. We would therefore expect you to make the most of any other sources of funding available to you, which can include your own funds. We expect at least 10% of the total cost of the project to come from other non-Arts Council of Wales sources. The level and evidence of partnerships and the certainty of all the other funding will be taken into account when assessing your application

  • Please indicate which organisations and partners will now form the core consortium.
  • We will need to understand how the structure of the consortium will enable an inclusive and equitable platform for engagement and learning for all.
  • Is there evidence of cross-sector collaboration and learning?
  • Please tell us how the wider networks in your area are integrated and involved in the project?

How you will manage the Activity

  • Tell us how Stage 1 activity was managed and how it will inform Stage 2?
  • What capacity do you have which will enable you manage a programme of this scale?
  • What experience do you have of encouraging successful collaborations between organisations of different scales and with stakeholders with differing expectations?
  • What track record do you have in delivering similar large scale projects or programmes? How will you apply that experience to this project?
  • What evidence can you provide to demonstrate how you will ensure organisational capability and capacity across the key partners in the consortium?
  • Demonstrate how relevant arts practitioners, arts organisations and the community members will be central in the development of the project?

Financial Viability

  • How will your model of governance ensure that you are capable of leading and supporting the delivery of the project?
  • What evidence can you provide to demonstrate that you have the financial resilience and capability to manage the financing of large-scale projects? How will you apply that experience to this project?
  • Is there a funding pathway mentioned that could take forward a legacy for the project beyond Arts Council of Wales funding?

2. Project Budget

You will need to provide a breakdown for any cost over £5k in year one and indicative figures in each category for year two and three.

(See Project budget Help notes)

3. Accompanying budget assumption document

  • Please provide an appropriate explanatory note in support of your budget, on a separate document, to demonstrate the basis of your financial planning. Be as clear as possible about the assumptions you’ve made at this stage and what strategies you are formulating to ensure that partnership funding is secured for the project.
  • How does the budget inform the project plan?
  • Is the budget, in relation to the project realistic and manageable?

4. Statement of Partnership

You will need to provide a separate document which details the Statement of Partnership (Memorandum of Understanding or other relevant document or contract), and which describes the common vision and the roles and responsibilities of each partner.

5. Initial Disability Access Statement

Tell us what measure you will put in place to ensure that your buildings and activities are accessible and welcoming

6. Equal opportunities monitoring form

All applications must include an Equal opportunities monitoring form on the downloaded template (it’s an Adobe Reader ".pdf" file). We can’t accept a copy of your organisation’s Equal Opportunities Policy as an alternative.

As a public body, we have to demonstrate that we’re complying with the Equality Duty - a legal obligation that governs our work. This aims to embed equality considerations into the day to day work of public authorities, so that they tackle discrimination and inequality and contribute to making a fairer society. We need to collect information to help us measure how we are complying with this duty. The information collected through the Equal opportunities monitoring form is combined with other information to inform our equalities reporting. You can rest assured that your monitoring form won’t be seen by assessment staff.

Other supporting information

We know that the Ideas : People : Places projects will be multi-layered and complex, with different types of projects requiring different pieces of information. Upload other attachments that you want us to consider, up to the maximum total file size of 60 MB. These can include audio or video files, images, case studies, testimonials, and any separate overall project budget documents. You may find that you need to submit some of the following documents in support of your application:

  • Relevant additional reports or studies
  • Fundraising strategy
  • Quotations
  • CVs of the project team/artists/arts professionals
  • Evidence of partnership funding secured to date
  • Evidence of demand for your project
  • Permissions from landlord for your project to go ahead

Additional guidance

Capital

Ideas : People : Places does not focus on capital investment, however certain projects may incorporate project-specific elements of capital expenditure.

In recognition of the experimental nature of the scheme and the diversity of the proposed projects, we are not putting a cap on capital expenditure. Instead we want to be sensitive to the context, shape and needs of the different proposals.

If your project involves an element of capital, within the context of IPP, you will need to tell us how the proposed investment will be used to test the buildings usage/spaces, and locations for the purpose of the project. This could be making use of innovative architectural interventions to transform spaces, buildings and locations and test new modes of activity.

If successful

These are the areas we will expect you to develop beyond the stage 2 application:

The following documents are not required for the Stage 2 application but if successful we will ask you to develop these elements, early on in your project, as part of Stage 2.

Learning and Development Plan

A plan which considers and demonstrates how you intend on building the capacity and expertise of partners and those involved in the project, and how you will share lessons learnt within the local context and beyond. How will you ensure that appropriate steps have been taken to guarantee better learning practice and dissemination?

Research and Evaluation Plan

A plan which considers how you will assess your project throughout and how these perspectives will be used to inform subsequent thinking and activity? How do you envisage capturing learning and innovative ideas, and how will you make sure that these feed into the right channels for change and implementation?

Communication Plan

A plan which will provide us with a clear overview of stakeholders, the information which you will be communicating, how you effectively provide this information across the term of the project? How will a robust communications plan underpin and support the overall project and ensure continuing stakeholder engagement and support?

Disability Access Plan

Full Disability Access Plan addressing all issues relevant to the project, and developed in accordance with the Equality Act 2010.

What next?

Need further advice or have a query?

Your Development Officers can help you with some aspects of your Stage 2 application queries. Project enquiries should be directed to your designated officer (from Stage 1). You can also email nathalie.camus@artscouncilofwales.org.uk with your specific enquiry

Completion / Evaluation Report of Stage 1

You will be required to return a completion / evaluation report for Stage 1, and supply the relevant financial information. The deadline for this is Friday 8th August 2014, 5pm. The link will be sent to you separately.

Project Start Dates

We will write to you with our decision by 24th of October 2014. If successful you can start your project as soon as you have received your grant acceptance letter and any additional conditions of grant have been met.

Checklist for Ideas : People : Places – Stage 2

Grants available:

Grants from £100,000 to £1,000,000

Maximum % you can apply for:

Up to 90% of total eligible project costs

When you can apply:

The deadline is Friday, 18 July 2014 at 5.00pm

How much time you need to allow:

Projects may start after 24th of October and allow once you have received your grant acceptance letter and when any additional conditions of grant have been met

Documents you must attach:

Comprehensive project plan with activity timeline with milestones; Project Budget and an accompanying budget assumption document; Equal Opportunities Monitoring form; Statement of Partnership; Initial disability access statement

Notes:

You will be invited to give a presentation in September as part of the Stage two application process

Help notes – Attachments

Project budget

Your budget must be submitted on the downloadable Project Budget template (it’s an Excel ".xls" spreadsheet). These budget help notes are also hyperlinked from the template. Please use the grey boxes for your figures and explanatory text. White boxes can’t be changed. Please use full £ only. If some of the headings aren’t relevant to your project you can leave them blank. The template will automatically calculate subtotals for you and help ensure your budget balances.

Project Expenditure

Please tell us about the costs of your activity. We’ve included some headings, but if you need more space please use the ‘Other project costs’ section. These notes outline the kind of costs that are eligible, but if you have a particular query please contact your designated officer at @artcouncilofwales.org.uk.

Professional fees

Tell us about the professional fees you will pay, such as the cost of artists and other arts professionals (for example a curator).

Recruitment costs

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

Consultation and public engagement costs

Tell us about any costs associated with consulting and engaging with the public. This may include room/venue hire for events, consultation sessions, workshops or drop-in sessions and the cost of making these activities more accessible for disabled people, as well as the cost of creative activities, materials, photography and documents.

Capital costs

We expect any capital expenditure we fund to be relative to your overall Project Budget and form an intrinsic part of your Project Plan.

Purchase of equipment: for any single item costing more than £500 you should submit three written quotations from separate suppliers for identical or comparable equipment

Training and CPD

Tell us about any cost associated with your learning and development programme related to project staff and/or participants

Arts Programme and events

Tell about the cost related to the creation of your activities (events, seminars, etc…)

VAT

If you aren’t 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’ve included.

Other project costs

Tell us about any other costs that don’t fit any of the above headings.

Contingency

We recommend your contingency is no more than 5% of the total project cost for the research and development activity.

Project Income

Please tell us about how you will cover the costs of your activity. We have included some headings.

Your own funds

This cannot come from any other Arts Council of Wales grants that you already hold.

Earned income

We wouldn’t anticipate the early stages of your project earning any income, but have included the heading in case you wish to use it.

Local authority funding

Tell us the name of each local authority funding partner and whether or not their contribution is confirmed at this point.

Other public funding

Tell us here about any grants from other public organisations such as the Welsh Government or the European Union and whether or not their contribution is confirmed at this point.

Other private or trust/foundation funding

Tell us the name of each funding partner and whether or not their contribution is confirmed at this point.

Registered Charity Number 1034245