Minnesota State Arts Board

1. Minnesota State Arts Board 2015 Minnesota Festival Support Information Session Program officer: Kathee Foran Kathee.foran@arts.state.mn.us (651) 215-1626 (800) 866-2787

2. Arts Tour Minnesota purpose Purpose The Minnesota Festival Support program is designed to engage Minnesotans in festivals that celebrate the arts, build community, and expose communities to diverse art forms including folk and traditional arts.

3. Arts festival • Primary focus on the arts; • Presents at least five (5) arts activities by five (5) different Minnesota artists or arts groups; • Several different, yet related, arts activities happening simultaneously; and • Lasts at least six (6) hours on a single day.

4. Arts Component of Community Festival • Significant focus on the arts • Separate budget for the arts component • Presents at least three (3) arts activities by three (3) different Minnesota artists or arts groups • Different, yet related, arts activities which happen either simultaneously or consecutively • Lasts at least four (4) hours on a single day

5. Program outcomes • The variety and number of Minnesota artists that are presented through festivals increases. • The variety and number of folk and traditional arts and artists that are presented through festivals increases. • Minnesota festivals have greater financial stability and serve broader audiences. • The number of Minnesotans who experience the arts through festivals increases 5

6. Grant amount $5,000 - $75,000 Up to 75 percent of cash expenses from Arts Board + Regional Arts Council(s) 25 percent of the cash expenses must come from other sources.

7. Use of grant funds • Costs related to planning, preparing, and presenting the festival • Build the capacity of the festival presenters through professional development • Interpretation of folk and traditional art into the festival activities to provide cultural and historical context.

8. Use of grant funds Not allowed • To pay artist fees and costs associated with presenting non-Minnesota artists; • For festivals in which more than 20 percent of the activities feature the applicant’s own art work or the art work of its staff or board members; • To create, commission or support the creation of entirely new work, or to purchase a work of art; • To support lectures, classroom activities held during the school day, master classes, or workshops not directly associated with the festival activity; • Support of more than 75 percent of the project’s total cash expenses • Parades or magic shows, or cash prizes related to competitions, contests, or talent showcases • For benefits and fundraisers; • For activities primarily intended to serve elementary or secondary school students. • Support salaries or overhead of public or private schools • Support academic credit producing activities or events which are primarily oriented to post-secondary students and the academic community • Activities that take place outside of the project period

9. Who can apply? • A 501(c)(3) tax-exempt organization; • A public agency such as a unit of local, state, or tribal government; or • An informal, unincorporated group that has a formal written agreement with a Minnesota 501(c)(3) tax-exempt fiscal agent;

10. Review criteria Quality of the arts experience Commitment to and from the community Project administration Evaluation and assessment

11. New for FY 2015 • 25 percent cash match requirement • Financial records and reconciliation

12. WebGrants grants management system • Use WebGrants system to apply • Registration is required before beginning an application. • Add webgrants@apply.mnartsboard.comto your safe sender list.

13. Application components • Fiscal year 2015 application forms • Fill out in WebGrants • Financial documentation • Attach to WebGrants application • Artist qualification materials • Attach to WebGrants application and upload videos to Vimeo • Fiscal agent information • If using a fiscal agent, attach these materials in WebGrants

14. How to start an application • Log into WebGrants • Select: Funding opportunities • Select: FY 2015 Minnesota Festival Support • Select: Start a new application • Complete eligibility questionnaire

15. General information form • Primary contact • Additional contacts • Project title • Organization (official applicant name)

16. Project outcomes form • Organizational information • Project dates • Publicity statement • Applicant’s project outcomes • Outcome evaluation • Arts Board program outcomes

17. Artist and participant estimate form • Number of artists involved with the festival • Number of youth and adults in the audience or participants • Show broadcast and electronic audiences as “0”, unless project content is delivered this way

18. Narrative form • Applicant background • Mission and programs • Festival history • Project description • Overview of the proposed festival • Range of artists to be presented • Builds on or diverges from the last festival

19. Addressing the review criteria • Quality of the arts experience • Commitment to and from the community • Project administration • Evaluation and assessment

20. Festival information form • Staff and board list • Promotional information from last festival • Financial statement from last festival

21. Financial information formproject revenue • Request $5,000 - $75,000 • 25 percent cash match required • In-kind revenue does not count toward match • Income must equal expenses

22. Financial information form project expenses • Artist compensation • Promotion and marketing • Planning and evaluation • Equipment (must be less than $5,000 in total) • Administration

23. Financial support materials form If the organization is exempt from taxation under section 501(c)(3) of the Internal Revenue Service Code, attach a copy of the IRS 501(c)(3) letter of determination. Submit one of the following based on the organization’s total revenue.

24. Collaborator list form • Collaborators - List contact information for individuals, organizations, or venues involved with the project.

25. Artist qualification forms Five (5) Minnesota artists for an arts festival or three Minnesota (3) artists for community festival Materials required for each artist include: • artist resume or biography • work sample • work sample description

26. Work samples • All work samples submitted electronically. • Videos must be uploaded to www.vimeo.com.

27. Project information form • Artistic discipline(s) • Project characteristics • Project descriptors • Educational activities

28. Fiscal agent information form Required of Informal groups that do not have 501(c)(3) tax-exempt status must apply with a fiscal agent

29. Certifications and signatures • Certification statements • Electronic signature

30. FY 2015 Minnesota Festival Support Application deadline: May 23, 2014 before 4:30 p.m. Panel review: August 11-12, 2014 Board approval: September 2014 Project dates: November 1, 2014 – October 31, 2015

31. Tips • Review proposals previously submitted. • Read instructions thoroughly. • Contact the program officer with questions. • Relate your answers to the review criteria. • Prepare work samples early and test them for functionality. • Ask someone unfamiliar with your project to read the proposal for clarity and understanding.

32. For questions or help For questions about the content of the application forms or narrative, please contact: Kathee Foran, program officer Kathee.foran@arts.state.mn.us .............................................(651) 215 -1626 For questions about financial forms or required financial documents, please contact: Dave White, director, finance and grants administration david.white@arts.state.mn.us..................................................(651) 215-1622 For questions about the technical aspects of the application forms, or questions about electronic submission, please e-mail the Arts Board at: apply@arts.state.mn.us Tom Miller, project manager .................................................. (651) 215-1611