Frequently Asked Questions

For what kind of support can I apply?

 
The ARTS FUND is focused on providing project grants, and has not typically provided operating grants or grants in support of major capital building projects.  To date the ARTS FUND board has been inclined to support a particular project a maximum of two or occasionally three times.  Once a project has been undertaken two or three times, the Board has interpreted it to become part of an organization’s on-going operations and the ARTS FUND does not generally provide operating grants.

 
To get a sense of the kinds of grants the ARTS FUND has given to date look at the summaries of all the grants given as contained in the press releases in the “News”: section of the ARTS FUND’s website (artsfund.ca).


What size of grant can I apply for?  Is there a maximum amount of money that an applicant can request?   What is the average grant amount that has been approved in past years?

 
The ARTS FUND has not set any maximum or minimum limits on its grants.  From the Arts Fund’s inception up to December 31, 2008 grants given by the Arts Fund have ranged from $500 to $21,000.  Over that same period the Arts Fund has awarded 186 grants totaling $847,239 which works out to an average grant of $4,555.  While no maximum limit has been set on the amount an entity can apply for, the Arts Fund board has always worked to find a balance between providing grants which are meaningful in the context of the project being supported and at the same time has tried to ensure that as many entities as possible, across the Region of Waterloo, benefit from Arts Fund support.  As a result we encourage applicants to ask for the amount they need, but as well, keep in mind that there are numerous other artists and arts groups in need of support --so sharpen your pencil and fine tune your budget so that you are not asking for more than is truly needed.

 
To gain a better sense of the size of grants awarded to date, have a look at the press releases in the “News” section as they summarize the grants given in each grants cycle.

 

What does 'meaningful' mean when you refer, in the brochure, to the ARTS FUND’s intention to give “meaningful” grants?

 
By "meaningful", we mean a grant which actually makes a difference to, and has an impact on, a project (e.g. making it possible when it otherwise would not be, or having a significant impact of the quality of the project or the range of people who benefit from it).

 

Can my Stage 1 letter of Intent be more than two pages long?

 
The board is very specific in its request that applications be no more than two pages in length using Arial or Times New Roman, 11 point font size (no smaller).  

Your Stage 1 proposal needs to respond clearly to each of the 11 identified questions:

 
By submitting an application of more than two pages, you are exposing yourself to the risk that the information beyond the second page will not be read.

 

On Stage 2 applications, what is the distinction between artists' group/collective and an institution/organization?

In referring to an artists’ group/collective we mean a group of artists that have come together for purposes of carrying out a project or activity, but which is not legally incorporated.  In referring to an arts organization or institution we mean a legally incorporated entity, with a by-law(s) and a board of directors.

 

Is there a limit on the number of times that a particular entity can apply?

 
The Arts Fund has not set any limits on the number of times an applicant can apply for Arts Fund support. 

However there are a couple of factors to consider in this regard:

 

I’m not sure whether to apply to the Spring or Fall round of application reviews.  If my event is planned for June, when should I submit my Stage 1 Letter of Intent?

The Board of Directors reviews applications twice annually – in the spring and in the fall.  Granting decisions are historically made and communicated to all applicants in early June and early December. 

The Board adheres to the policy of not funding projects retroactively.  If your project is to take place prior to the granting decision date, it is unlikely that you will qualify for a grant.

Not unlike other funding bodies, the review of applications has set timelines.  Please take the time to review the Application Timelines page on our website.  If you are still unsure about when you should submit your application, contact the Arts Fund.

If, for example, your event is planned for early June and it will occur before the Board makes its final decision on grants for the Spring round, you should apply to the Fall round of the previous year.

If, however, your event is planned for mid-date June and it will occur after the Board makes its final decision on grants for the Spring round, you should apply to the Spring round of the current year.


I have been successful in qualifying for an Arts Fund grant. How long do I have to complete my project?

Congratulations!  Once the Board has reviewed and made a final adjudication on the Stage 2 applications, notification letters will be sent to all applicants – usually within a week of the Board’s meeting.  Detailed Application timelines can be found on our website.

The notification letter is dated and informs the successful applicant that they have 12 months from the date of the letter to complete their project.  This requirement is also noted in the Agreement that the applicant signs.

The mandate of the Arts Fund is to ‘make art happen now’ and the 12 month completion requirement seeks to accomplish this.


What should I do if our project won’t be completed by the end of the 12-month timeframe? 

Granted projects are to be completed within 12 months of the date of the notification letter you will receive when your project has been successfully granted.  For example, if you have been successful in making a Spring application, you will have until June the following year to complete your project. If you’ve made a Fall application, you will have until December of the following year to complete your project.

If you are unable to complete the project by the deadline, send a written Request for Extension to the Chair of the Arts Fund.  Contact information can be found on our ‘Membership’ and ‘Contact’ pages.  Provide specific details about the delays and/or challenges that you are encountering and a specific projected date for completion.  The Board will review your request and will respond to you in writing with their decision and direction.

If a Request for Extension is not received by the Board, there will be an expectation that the project will be completed on time and that the Final Report will be received on time.
What happens if I don’t send in a Final Report on time?

A reminder letter is generally sent out to granted artists/groups in mid-March and in mid-September advising them that the project Final Reports are due.  This timing precedes the Stage 1 review of new applications for the Spring and Fall rounds.  If an application is made for new funding by a former grant recipient who has not submitted the Final Report for the previous grant, the new application will not be accepted.
If I am not successful in receiving a Region of Waterloo Arts Fund grant, are there other funding bodies that I can contact?

Yes, there are other funding sources available to local artists. Links to their respective sites can be found on our ‘Links’ page.