Terms & Conditions of Funding
General Terms and Conditions
You must formally acknowledge that you accept your grant by the date specified in your results letter. The awarding of a grant is at the sole and absolute discretion of the City of Nanaimo. The City of Nanaimo retains the right to rescind or reduce any
grant previously awarded. The circumstances for rescinding a grant include but are not limited to:
- failure to meet the terms and conditions of the grant
- failure to comply with legal obligations
- failure to respect the commitment to provide a workplace free from harassment, discrimination and sexual misconduct
- unapproved changes to funded activities
- significant risk of insolvency or bankruptcy
Grant recipients must use the Culture Grant Report Form to complete and submit their final report by the due date specified in the results letter.
Final reports must detail any substantial changes to your original proposal and must include an accounting of spent and unspent funds. Failure to provide a final report will result in the rejection of all new funding applications.
If for any reason you cannot use the grant at the expected time, decide not to carry out the plans described in your grant application or refuse the grant conditions, you must notify us immediately. If you are unable to complete your project or event
any unspent funds must be returned to the City of Nanaimo. Unused grant funds will not be carried over to the next calendar year.
The City of Nanaimo will deliver awarded funds by direct deposit. To receive funds via electronic funds transfer (EFT), recipient must fill out and return the EFT form, along with VOID cheque or verified account information printout from banking institution.
Statement of Inclusivity
“Equity recognizes that each person has different circumstances and allocates resources and opportunities to support more positive outcomes for all regardless of age, ability, gender, sexual orientation, faith practice, ancestry, or background. By identifying inequities and targeting investment in prevention and intervention, the wellbeing and inclusion of the diversity of people that make up our entire community can be enhanced, creating a city that puts people first and supports a sense of belonging.”
Funding is provided with the expectation that recipients will:
Create a welcoming, inclusive atmosphere where all people feel safe, comfortable and represented (Policy C4.2.1)
Encourage diversity awareness and build a culture of compassion for people of all cultures, genders, orientations, ages and abilities (Policy C4.2.8).
Changes to Activities
Changes to the scope of your original proposal must be approved by the City of Nanaimo. You must notify the City of Nanaimo if you cannot use part or the entire grant during the period stated in your application. If there are major changes to your proposed
activities (for example: changes to the focus of the project, in the activity budget, to key creative personnel or a significant change to the timeline) you must submit a project update form for approval.
City staff must approve any major changes to your funded activities before you carry them out.
Acknowledgement of the City of Nanaimo and Logo Use
Public acknowledgement of support is required for all grant recipients. Please ensure that all materials (including copies of reports, advertising, oral presentations and publicity relating to the project(s) or programming credit the support of the grant.
Please ensure proper logo use when crediting the City of Nanaimo’s support. You can request logo files by contacting firstname.lastname@example.org
Permits, Fees, Applications
The approval of this grant does not indicate approval of associated required permits for public events. Processing special event permits can take several weeks. It is the responsibility of the applicant to ensure that all necessary permits have been obtained
prior to commencing project and or event and ensure compliance with all required permits.
Documents submitted by applicants become property of the City of Nanaimo. The City will make every effort to maintain the confidentiality of each application and the information contained therein except to the extent necessary to communicate information
to Staff and the committee for the purpose of evaluation and analysis. The City will not release this information to the public except required under the Province of BC’s Freedom of Information and Protection of Privacy Act or other legal disclosure
Organizations must be registered non-profit societies, in good standing, and will receive funds in the society name.