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Culture Operating Grant 2024

2024 City of Nanaimo Culture Operating Grant intake is now closed.  Thank you for your interest.

Deadline: October 10, 2023
Grant applications must be received by 4:00 pm on the day of deadline to be eligible for consideration in this funding stream.

Guidelines & Application Form (2024)

This is an application for the City of Nanaimo’s Culture Operating Grant program. Before completing this application form, refer to the eligibility criteria and guidelines.

How to Submit your Application

• Online
Use the online submission form* to upload PDFs of the application and attachments for all sections using the online submission process.
Please note that files uploaded must be no larger than 100 MB

• By Dropbox
Download the fillable 2024 Culture Operating Grant PDF* and Culture Operating Budget Form (2024 Excel version XLSX - required), assemble all documents in a package that includes a print copy and a digital copy.  Drop the complete package at the Bowen Complex located at 500 Bowen Road. The dropbox is located on the lower level of the building near the tennis courts (Pine Street Entrance). Please make sure your package is clearly marked with the applicable grant name.   

*If content of section exceeds space allocated in field, please provide supplemental pages to your report for legibility.

A confirmation email will be sent to all applicants using the email address indicated in your application form to confirm that we have received your submission.

View the 2023 Summary of Grants Awarded
View the Culture Grant FAQ page

Important Notes

  • Late applications will not be reviewed.
  • Applicant (or representative) must have attended a mandatory Zoom meeting prior to submission.

    Grant Preparation Zoom Meeting Date Options:

    Sun, Sept 10th (All Grants) - 10:30am - 12:00pm 
    https://us06web.zoom.us/j/89055144190?pwd=OWp4TFVCelA3U3YwMHVrQUhLVzlqUT09 
    Meeting ID: 890 5514 4190 
    Passcode: 880266 

    Tues, Sept 12th (Operating) - 6:30 - 7:30pm 
    https://us06web.zoom.us/j/89349948781?pwd=ZVluR0h5V0pEZVZ5ckpSV1k2SGs3dz09
    Meeting ID: 893 4994 8781
    Passcode: 913594

    Thu, Sept 14th (Project) - 6:30 - 7:30pm
    https://us06web.zoom.us/j/81904788675?pwd=NGs0MDJxYzRtK3VMRXVFUkhlV0NxZz09
    Meeting ID: 819 0478 8675
    Passcode: 137725

    Wed, Sept 20th (Downtown Event Revitalization Fund) - 6:30 - 7:30pm 
    https://us06web.zoom.us/j/88187594282?pwd=cTI4STQ2cW1DZjIrc2UrQkNCNHVoUT09
    Meeting ID: 881 8759 4282
    Passcode: 605123

    Wed, Sept 27th (All Grants) - 1:00 - 2:30pm
    https://us06web.zoom.us/j/82469931044?pwd=eUhZVzNESkpVWGpYRjIwVTNKaUwydz09
    Meeting ID: 824 6993 1044
    Passcode: 691541
  • Applicants who have received funding in previous years must submit a Final Report on your most recent fiscal year, 90 days after completion.  If your fiscal year/AGM is not yet complete at the time of application, please submit an interim report.  Failure to provide a Final Report will render new applications ineligible.
  • A Culture Grant Final Report Form template and Budget Form is available online   (or by contacting the office directly).

For more information contact:

Culture & Events
250-755-4483
culturegrants@nanaimo.ca

Introduction

The City of Nanaimo recognizes the vital contribution of arts and culture activities to the City’s economic and social progress; the value of artistic and cultural expression; and enjoyment of life by its citizens. The work of the Culture & Events team is guided by the City of Nanaimo’s strategic planning document, City Plan - Nanaimo ReImagined. The City Plan outlines a commitment to investing in arts and culture for the purpose of strengthening the City’s economic base, improving the quality of life of residents, and enhancing community identity and pride. Further grounded within this integrated document are the City’s strategic goals to build respectful, collaborative relationships with the communities we serve. 

Culture opens our minds to new perspectives. As convener, connector, facilitator, enabler and funder, the City of Nanaimo recognizes the crucial role of Nanaimo’s independent arts, culture and heritage organizations to be united by a desire to create impact and value for diverse publics.

Purpose

To provide operational support for the activities of professional arts, culture and heritage organizations that play a significant role in contributing to the culture profile and economic vitality of Nanaimo.

Strategic Priorities 

The City’s strategic funding priorities for the program include:
  • activities that encourage the expression and visibility of arts and culture;
  • activities that promote and raise the cultural profile of Nanaimo;
  • innovative collaborations and partnerships with other arts groups, community and cross-sector organizations; and
  • neighbourhood-based activities.

Program Objectives

This grant is intended to support arts and culture non-profit organizations based in Nanaimo with demonstrated commitment to contributing to the cultural life of the City who: 
  • foster public enjoyment, engagement, community pride and a sense of shared identity through broad public access to a variety of quality arts and culture offerings
  • support and compensate local and regional professional artists
  • contribute a significant impact to the local creative economy
  • advance local arts and culture practices by contributing to Nanaimo’s cultural life locally, regionally, nationally and internationally

Eligibility Criteria

Applicants must:
  • be incorporated as a non-profit in Nanaimo and in good standing (provincially and / or federally) as a non-profit arts, culture or heritage organization with a mandate to serve the public;
  • be in operation for at least three (3) years;
  • offer year-round operation / seasonal public programming and / or services to artists; and
  • show evidence of support from other sources (public and / or private).

Operating grants fund a maximum of 25% of an organization’s total annual operating budget.

Ineligible Organizations

  • Organizations that do not have arts, culture or heritage mandates
  • City of Nanaimo departments
  • Organizations with outstanding balances owed to the City of Nanaimo
  • Publicly funded or private educational institutions (public schools, universities, colleges, training organizations)
  • Organizations located and operating outside of the boundaries of the City of Nanaimo
  • Organizations that have not submitted their final report
  • Organizations that have not had a representative attend a mandatory Grant Preparation Zoom meeting

Organizations are not eligible for Culture Operating Grant funding if they receive other operational funding from the City of Nanaimo.  

Organizations that receive operating grant support who wish to undertake opportune collaborative projects or capacity building activities that can be clearly demonstrated to be outside their regular operations may apply for one supplemental Culture Project grant per cycle. Projects that will be considered must be either a new (non-recurring) Collaboration or Partnership or a specific Organizational Capacity Building activity (ie. professional development, mentorship, strategic planning).  One supplemental Culture Project grant can be submitted alongside Operating grants. 

Eligible Activities

Operating grants fund a year-round cycle of operations at an organization, and are a contribution to the overall operations, programs and activities of the organization. An organization seeking operating funds must demonstrate their ongoing activity by providing a “Program of Work,” which describes programming, administration, community involvement and promotion. 

A “Program of Work” should describe:

  • The mandate of your organization and the kinds of activities you undertake, including public engagement and community outreach initiatives
  • How your organization is composed, including the governance structure, and ongoing administrative and creative staffing
  • Specific initiatives that foster collaborations and partnerships with other organizations (public and private, non-profit and for-profit)

Ineligible Activities 

  • Capital projects
  • Recuperation of deficits
  • The distribution of bursaries or scholarships

Assessment Criteria

Applications will be evaluated based on the following criteria:
(40%) MERIT
  • Quality of proposed programming activities, participating artists and / or contributors
  • Alignment of proposed activities and goals with the organization’s mandate, vision and mission
  • Degree to which proposed activities are innovative and / or degree to which proposed activities have community support
(40%) RELEVANCE / FEASIBILITY
  • Activities that align with  the Culture Grant program objectives and strategic priorities
  • Organizational capacity, governance and demonstrated ability to deliver the proposed project
  • Financial health of the organization, as demonstrated by financial statements and realistic proposed budgets with diverse sources of revenue
(20%) COMMUNITY IMPACT
  • Ability to provide rich cultural experiences and learning opportunities for the public that build appreciation for arts and culture
  • Offer professional services and opportunities to artists that can support and advance their work or career 
  • Economic impact in the community, contribution towards the health and vitality of the arts and culture sector

Adjudication Process

Applications must be received by the deadline. Late or incomplete applications will not be considered. Applications will be screened to determine eligibility and evaluated according to the assessment criteria. Recommendations will be made to Council for distribution of funds. Decisions are guided by the program’s mandate, objectives and assessment criteria. Council decisions are final. 

Appeal Process

If there was an error in the assessment process (for example, that support material was misplaced), applicants may file a formal complaint, in writing, within 10 calendar days of notification of results. All appeals will be reviewed by an appeals committee.

Terms & Conditions of Funding

General Terms and Conditions
Your signed submission indicates that you formally acknowledge terms and conditions of funding. 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
Final Reports
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. 

Grant Repayment
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 undertake your Program of Work, funds may need to be returned to the City of Nanaimo.


Payment
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
Recipients of City of Nanaimo Culture Grant funding must demonstrate commitment to City of Nanaimo Policy C4.2 Equity and 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 immediately 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 purposes of your organization) you must submit an interim update for Staff approval. 

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 culturegrants@nanaimo.ca.

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.

Confidentiality
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 process.

Tax Implications
Organizations must be registered non-profit societies, in good standing, and will receive payment in the society name.  

Last updated: October 10, 2023

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