City of Nanaimo Downtown Event Revitalization Fund Grant


Guidelines & Application Form (2022)

This is an application for the City of Nanaimo’s Downtown Event Revitalization Funding Program. 
Before completing this application form, refer to the eligibility criteria and guidelines.

2022 Grant Application Deadline: October 19, 2021


How to Submit your Application

  • Online (by midnight) - Upload a PDF of the signed application and attachments for all sections using the online submission process 
  • By Dropbox (by 4:00 pm) to 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.
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.

Introduction

The City of Nanaimo recognizes the vital contribution of arts, culture and heritage 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 plans. The Official Community 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. The Cultural Plan for a Creative Nanaimo further grounds 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 event and festival producers to create impact and value for diverse publics.  Events and festivals contribute to the economic, social, and cultural well-being of residents, drive tourism and attract investment. The City of Nanaimo is committed to providing opportunities for all Nanaimo residents and visitors to express creativity and enjoy leisure time through a wide range of programs, activities and special events. 

Purpose

This fund is intended to assist with the costs of staging, organizing and presenting public events in downtown Nanaimo. The intention of the grant is to recognize the value events and festivals provide in building vitality downtown, enhancing quality of life, and raising Nanaimo’s profile. The grant serves as an incentive to organizers to enhance, expand and improve their events and festivals, and prioritizes applications that demonstrate how events and festivals are responding to changing community needs and leveraging opportunities.

Strategic Priorities

The City’s strategic funding priorities for the program include: 
  • events and festivals that activate the downtown area;
  • projects that generate community pride and raise the profile of Nanaimo; 
  • projects that support innovative collaborations and partnerships and
  • events and festivals that attract tourists throughout the year into the shoulder season. 

Program Objectives

This grant is intended to support both groups and individuals in Nanaimo to plan and implement events and festivals downtown that: 
  • promote experiences for residents and visitors;
  • have strong potential to attract out-of-town visitors and overnight stays;
  • promote local businesses, arts, products, culture, history and attractions;
  • are either a one-time special event, or a recurring event or festival that is presented on an annual or semi-annual basis and 
  • are accessible to the general public (with or without gated admission).

Eligibility Criteria

Applicants must:
  • be based in Nanaimo; 
  • be an incorporated non-profit society or community organization and in good standing (provincially or federally) as a non-profit society or community organization in good standing;
  • active for at least a full year prior to application and
  • individuals are also eligible to apply and will be reviewed on a case-by-case basis. 
Grant applications can be submitted for up to 35% of the total event budget; requests above 35% of total event budget will be reviewed on a case-by-case basis.

Ineligible Applicants

  • City of Nanaimo departments
  • Event organizers with outstanding balances owed to the City of Nanaimo
  • Publicly funded or private educational institutions (public schools, universities, colleges, training organizations)
  • Organizations or individuals located outside of the boundaries of the City of Nanaimo 

Eligible Festival & Event Activities 

Grant funding can be used to assist with costs related to organizing and presenting public festivals and events in downtown Nanaimo, such as: 
  • fees for artists, entertainers, Elders, and other presenters;
  • venue and equipment rental fees;
  • materials and supplies;
  • marketing and promotion
  • administration

Ineligible Activities 

The grant is not intended for the following:
  • activities where participation is based on fundraising pledges;
  • activities that are politically-partisan;
  • activities that are focused on commercial activity (e.g. marketing campaigns, tradeshows), religion or health care;
  • activities occurring outside of downtown Nanaimo (the City reserves the right to determine the boundaries of downtown for the purpose of this program);
  • projects where the central focus is not hosting an event or a festival;
  • projects which duplicate existing events or festivals;
  • capital projects;
  • recuperation of deficits;
  • the distribution of bursaries or scholarships and
  • events and festivals that have already received funding for the same activities through other sources at the City of Nanaimo

Assessment Criteria

Applicants must demonstrate how the event or festival applicant or organization is able to execute the initiative including:

(40%) MERIT
  • Quality of proposed event or festival
  • The degree to which proposed activities are innovative or distinctive
  • The degree to which the proposed project has community support
(40%) RELEVANCE / FEASIBILITY
  • Activities that reflect the strategic funding priorities and program objectives outlined in this grant
  • Demonstrated capacity to plan, administer and deliver the proposed event 
  • Realistic proposed budgets with diverse sources of revenue
(20%) COMMUNITY IMPACT
  • Promote downtown, and its arts and culture assets, and its businesses and services, to create pride of place, vibrancy, and attract both residents of Nanaimo and tourists  
  • Contribute, as one-time special events, or annual festivals and events, to the overall scope of activities downtown by providing a unique offering 
  • Be accessible to the general public (with or without gated admission)

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.

Funding Acknowledgement

Successful applicants must acknowledge the support of the City of Nanaimo in all print and publicity material.

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 as required under the Province of BC’s Freedom of Information and Protection of Privacy Act or other legal disclosure process.

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
Final Reports
Grant recipients must use the Downtown Events Revitalization Fund Final 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 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. 

Payment
The City of Nanaimo will deliver awarded funds by cheque or direct deposit. To receive funds via EFT, recipient must fill out and return the EFT form.

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 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 cheques in the society name.  

Frequently Asked Questions (FAQs)

My organization is located outside the City of Nanaimo boundaries. Are we eligible?
In order to be eligible for funds at the City of Nanaimo, the organization must be registered as a non-profit with an address inside the boundaries of the City. Organizations/applicants that operate in multiple communities must be able to demonstrate public activities taking place inside the City limits in order to receive funding through the Downtown Events Revitalization Fund. Individuals are also eligible to apply and will be reviewed on a case-by-case basis. Charitable status is not required.

My organization is applying to host our annual cultural event fundraiser, with proceeds going to charity. Can we seek support from the City of Nanaimo?
Fundraising activities, where the outcome generates funds for a separate charitable cause are not eligible for funding through this program. Organizations that undertake fundraising activities, such as regular programs and events that charge a fee for entry, where the funds raised will be a portion of the annual revenues at the organization applying for funding are eligible to apply, provided their fundraiser is not the sole activity of the organization. 

Can I apply for more than one project/initiative? 
Yes. Based on funds available, up to four applications may be approved. 

Can I apply for a Culture & Heritage Project or Operating Grant?
Non-profit organizations with arts, culture and heritage mandates may seek funds from Culture & Heritage Funding programs. Refer to program guidelines for full eligibility criteria and application limits. 

Can I apply to this program if I have received other funding from City of Nanaimo for my project? 
Organizations and individuals may apply more than once to the City of Nanaimo, but the funds must support a different project, program or activity.

My activity will start in 2022, but will last into 2023, am I still eligible to apply?  
Yes, the fund supports activities that are initiated in 2022. Applicants with activities that carry over into 2023 will not be eligible to apply to any future Culture and Events funding until a report been provided. 

Will there be an opportunity to ask questions before the application deadline?
Yes, grant information sessions will be held September 16 & 17 from 6-7:30pm. Additionally an appointment can be booked during office hours from September 20-21 from 8am-6pm. To register, book an appointment or for further information please email culture_grants@nanaimo.ca.

How do I book a City of Nanaimo park?
Visit the City of Nanaimo’s website and complete the Event Booking Form to submit your request to the City. More useful information about event planning can be found online.

 

Important Notes

  • Late applications will not be reviewed.
  • Applicants who have received funding in previous years must submit a Final Report on your most recent project, at least 30 days before a new funding request is submitted. If your previous project is not yet complete, please submit an interim report.  Failure to provide a Report will render new applications ineligible.
  • Downtown Event Grant Final Report Form is available online or by contacting us directly.
  • Downtown Event Grant Final Report Online 
For more information, contact
Parks, Recreation & Culture
250-755-4483

Preferred method of contact

please enter the project start and end dates

Is your society in good standing with the BC Registrar?

Is this a first-time event or festival?

Does your organization already receive (or have you applied) for other sources of City funding for these activities? If so, please specify the source of funds, the year requested, the amount, and whether the funds are confirmed.

Application Upload

This field is required

Attach a single PDF or a series of PDF files that address each application section as below.

Add another

A1. Organization/Applicant Profile (1 page)

Provide a brief description of your organization or a description of your work as an individual organizer. If applicable, what is your mandate? Does your organization have paid staff or is it volunteer-run? Who are your board members and what are their roles? List events held in the last 5 Years.

A2. Description of Event or Festival (up to 3 pages)

Attach a description of the event or festival, the context in which the project will take place, the objectives of the project and how these objectives will be carried out. Where does your activity take place? Who is involved? List and describe event or festival and major participants in the project. 

A3. Activity Timeline (up to 2 pages)

Summarize your schedule of activities in a timeline format, (include research and planning).

A4. Community Impact

How does your initiative enhance and / or promote the vitality of downtown Nanaimo? How does it align with grant priorities?

A5. Anticipated Attendees

Who is your Target audience? Provide anticipated numbers and explain assumptions. (Refer to actual attendance numbers if event was held previously. For new activities, provide an estimate of attendance).

A6. Partnering & Sponsorship

Are you partnering with an existing community group / organization?  If yes, please identify the group / organization detailing the nature of their involvement including roles and responsibilities (attach letter(s) of commitment / support).

A7. Marketing & Promotion

How will your festival or event be publicized?  Include any marketing enhancements and any marketing that is being done to target out of town visitors (attach marketing plan if available).  Is the event or festival open to the public and promoted as such?  Is there an admission fee?  Include anticipated revenues in the budget.

A8. Funding Sources 

Use the Downtown Event Revitalization Fund Grant Budget Form (see bottom of this application package) to list all revenues and expenses of your project. Include this grant request. Note: your budget must balance. An excel version of this form is available online or by contacting us directly. www.nanaimo.ca/your-government/grants/downtown-event-revitalization-funding-program  


A9. Support Materials

This field is required

Attach support materials (video documentation, images with corresponding descriptions, news articles or press coverage, brochures / programs of one event in previous or current year, resumes, and publications.

Add another
  • up to 10 images (Jpeg files preferred)
  • up to 5 sound clips, no more than 2 minutes in length (online links preferred)
  • up to 5 minutes of video (online links preferred)
  • up to 10 pages in writing samples, related publicity or marketing materials or participant biographies
 
Collection and use of your personal information

Information collected on this form is done so under the general authority of the Community Charter and Freedom of Information and Protection of Privacy Act (FOIPPA), and is protected in accordance with FOIPPA. Questions about the collection of your personal information may be referred to the Legislative Services Department at (250) 755-4405, or via email at foi@nanaimo.ca. Please also see our Privacy Policy.

I hereby acknowledge that the information included with my application is complete, is true and correct to the best of my knowledge. Where required, I have been authorized by the Board of Directors to make this declaration and to submit this acknowledgement on behalf of the above-named organization.

Last updated: August 9, 2021

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Collection and use of your personal information

Information collected on this form is done so under the general authority of the Community Charter and Freedom of Information and Protection of Privacy Act (FOIPPA), and is protected in accordance with FOIPPA. Questions about the collection of your personal information may be referred to the Legislative Services Department at (250) 755-4405, or via email at foi@nanaimo.ca. Please also see our Privacy Policy.