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FY2024 Performing Artists Directory-Touring (PAD-T) Grant Guidelines

Application Deadline: Jan. 18, 2023

Grant Period: July 1, 2023-June 30, 2024


APPLICATION GUIDELINES

Program Description

The Performing Artists Directory-Touring (PAD-T) Grant is a matching grant that helps make quality public performances available to the people of the commonwealth. This program provides presenters with support to book performers of dance, music, theatre and storytelling from the Kentucky Arts Council Performing Artists Directory.

Performances supported by this grant must:

  • • Feature an artist or artists from the Kentucky Arts Council’s Performing Artists Directory
  • Last a minimum of 60 minutes
  • Be open and marketed to the public and dedicated to serving a wide audience
  • Include a targeted audience of local participants
  • Present the artist for whom funding is being sought as the primary performer and not as backup or support for other performers
  • Follow all local, state and federal COVID-safety protocols in effect at the time of the performance

In addition:

  • Performances at schools must target and be convenient for a community audience.
  • Performances supported by this grant may not be used to proselytize or for political or fundraising purposes.
  • A signed Intent to Perform Agreement, imbed link to Intent to Perform Agreement Letter of Agreement or Artist Contract that includes artist fees; performance date, time and location; load-in/load-out times; and other notable information is required. The agreement with the artist may be contingent upon confirmation of PAD-T funding.
  • All grant-funded events must be accessible to constituents with disabilities. For the purpose of these guidelines, accessibility relates to the performance and facility. In addition to physical access (ramps, accessible parking/box office/restrooms/seating, etc.), communications and programmatic accessibility are required and can help organizations build audiences and strengthen engagement. Grant applications should show evidence of thoughtful planning and implementation efforts. The National Endowment for the Arts has resources to assist arts organizations in making accommodations.

Review Criteria

Eligible applications will be reviewed using the following performance criteria:

Serving the audience (30 points)

  • Interests and needs of community
  • Selected performer compatibility with presenter goals
  • Identification of general and target audiences

Marketing/promotion (20 points)

  • Marketing/promotion to a general audience
  • Marketing/promotion to a targeted audience

Presentation/evaluation (30 points)

  • Presenter’s previous presenting experience
  • Presenter’s plan to ensure a successful presentation
  • Intent to Perform Agreement or Letter of Agreement/Artist Contract signed by both parties

Inclusion (20 points)

  • Accessibility options
  • Presenter’s plan to ensure diversity

Program Support

The Kentucky Arts Council program director will be available to answer questions about the program and the GO Smart application during regular office hours. In addition, there will be Zoom virtual office hours and a Zoom application webinar:

Who May Apply

  • Nonprofit organizations with annual budgets under $1,000,000, including arts organizations, public libraries, churches, schools, cooperative extension offices, social service agencies, health departments and other community-based organizations serving Kentuckians
  • Nonprofit presenting organizations based within colleges and universities and K-12 public schools
  • Kentucky state and city parks

The Kentucky Arts Council encourages applications from a variety of eligible organizations including:

  • Organizations that serve populations that are underserved, such as those whose opportunities to experience the arts are limited by ethnicity, economics, geography or disability
  • Organizations from rural and urban communities
  • Organizations that may be applying for Kentucky Arts Council support for the first time

In addition:

  • Applicants must have existing IRS tax-exempt status at the time of application and must retain that status throughout the grant period. Governmental applicants must provide proof of government status.
  • Applicant organizations must be legally chartered in Kentucky, have their headquarters in Kentucky and hold their primary activities in Kentucky.

Grant Amounts and Matching Requirements

The PAD-Touring Grant is a matching grant. Applicants may request up to $3,000 for Performing Artist Directory <> artist fees and marketing and promotion for the performance. Grantees must match at least 25% of the grant award with cash from other grants, ticket sales, cash donations, sponsorships, etc. The remaining 25 percent may be matched with in-kind goods and services, volunteer time, advertising, printing, etc.

For example:

PAD-T Request: $3,000

Matching Income:

$ 500 ticket sales

$1,500 in-kind radio/newspaper advertising

$ 500 in-kind radio/newspaper advertising

$ 500 in-kind volunteer time (# of hours worked by volunteer sound/lighting, ushers, box office, office assistance, etc. @ $23 per hour)

Total Budget: $6,000

Restrictions

PAD Touring Grant funds may not be used for:

  • Expenses other than approved performer fees and performance marketing and promotion
  • Performers not included in the Performing Artists Directory
  • Fee support for performing artists who are also the applicant organization (e.g., a producing theater organization cannot use grant funding to present a performance by its own performers, an orchestra cannot use grant funding to present performances by orchestra members)
  • Performances taking place outside of Kentucky
  • Performances that are commercial in nature or in which the arts are not the primary focus (e.g., sidewalk sales, food festivals, firework displays, etc.)
  • Political and fundraising purposes
  • Performances in which the roster artist is not the primary focus
  • Performances that are not open to the public
  • Performances taking place outside of the grant period (July 1, 2023-June 30, 2024)

Applicants with past due final reports are ineligible.

Kentucky Vendor Number

All applicants must be registered with the Kentucky Vendor Registration System at the time of application.

To register for a free Kentucky Vendor Number, access the Kentucky Vendor Self-Service Registration portal at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService or complete the EZ Kentucky Vendor Registration application at http://artscouncil.ky.gov/KAC/Creative/kac-arp/application-files/ez-vendor-registration-application.pdf.

Unique Entity ID (UEI) Number

The PAD-T program uses funding provided by the National Endowment for the Arts, which requires that each applicant register for a free UEI number. To learn more and register for a UEI number, use the portal at https://sam.gov/content/entity-registration.

Note: Applicants that do not currently have a UEI should apply for one as soon as possible in order to receive the number before the application deadline.

Accessing the Application

Applications for this program are made through the Kentucky Arts Council GO Smart online grants management system located at https://kyarts.gosmart.org/.

The arts council recommends using Google Chrome, Microsoft Edge, Firefox or similar browsers to complete your application. Microsoft Explorer is not compatible with GO Smart.

Do not type in all CAPITAL letters.

Late, ineligible and incomplete applications will not be reviewed. Submission of the application indicates that you have read and understand all guidelines and application instructions but does not guarantee eligibility or that all guideline requirements have been met. The Kentucky Arts Council strongly advises applicants to review all guidelines and instructions included in this document.

Applicants new to the GO Smart application system must create a profile, including a username and password, for use whenever the account is accessed. The Kentucky Arts Council does not maintain username and password information. If you forget or lose your username or password, open the application, click on Login and use the prompt to reset your login information. Do not create multiple profiles.

The GO Smart profile page requires the applicant organization's congressional district number and state legislative district numbers. Find your congressional district number at https://www.house.gov and your state legislative district numbers at https://legislature.ky.gov/Pages/index.aspx.

Application Deadline

Applications are due no later than 11:59 p.m. Eastern on Jan. 18, 2023. The application may take several minutes to submit, and applicants are strongly advised to submit early. The application will close at the designated time.

Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed.

Program Timeline

Application deadline: Jan. 18, 2023

Review of applications by panel and Kentucky Arts Council board: April-June 2023

Award notification: July 2023

Grant Agreement Form due: Within 30 days of receipt of grant agreement form

Final report due: July 30, 2024

Grant Information

How Funding Decisions Are Made

A panel of arts professionals with relevant experience will review all applications according to the review criteria. The panel's recommendations will be forwarded to the Kentucky Arts Council's governing board for final decisions.

Grant Agreement Forms

Applicant organizations that receive a favorable recommendation enter into a legal agreement with the Commonwealth of Kentucky. Agreements cannot be altered without prior approval from the Kentucky Arts Council. Grantees are required to promptly notify the arts council in writing of any changes in their grant activity. Grantees that do not notify the arts council about changes before they file a final report will jeopardize future funding.

FY2024 PAD-Touring Grant funds must be used between July 1, 2023, and June 30, 2024. Expenses incurred outside of the grant period are not eligible and must not be included in the budget. Grant agreement forms must be signed and returned within 30 days. Grant agreement forms received later than 30 days will cause a delay of payment or forfeiture of funding. Grant award material will be sent in an email through DocuSign. Grantees are advised to download and save a copy of the grant agreement form for their files.

Affirmative Duty to Report Major Organizational Change

All grantees must promptly notify the Kentucky Arts Council in writing of any significant changes that could affect services provided under the grant contract, including changes to the organization’s nonprofit status, leadership or the physical or mailing address, phone number or email address.

Crediting Requirement

Grantees are required to clearly acknowledge support from the Kentucky Arts Council in their programs and related promotional material including publications and websites by including the KAC logo and acknowledgement line. All acknowledgements, including curtain speeches, must clearly indicate that funds from the Kentucky Arts Council were provided for the presentation of the specified performer(s).

Grant recipients may download the Kentucky Arts Council logo from http://artscouncil.ky.gov/KAC/Applications/CreditLogos.htm.

The acknowledgment line for this award is:

{NAME OF ENTITY} has been awarded a Performing Artists Directory-Touring Grant through a program of the Kentucky Arts Council, the state arts agency, which is supported by state tax dollars and federal funding from the National Endowment for the Arts.

In addition, PAD-T Grant recipients are responsible for contacting their legislators to share information about the award and the importance of public funds to the arts and to your organization. Copies of each letter must be sent to the Kentucky Arts Council by email or U.S. Post no later than August 31, 2023. To locate names and contact information for your legislators visit the Legislative Research Commission's Find Your Legislator webpage. A sample letter is available on the Kentucky Arts Council website http://artscouncil.ky.gov/KAC/Applications/sampleLegislatorLetters.htm

Final Reports

Kentucky Arts Council grantees must submit a final report within 30 days of completion of the grant period. The final report may be accessed through the online grant system.

If a grantee fails to submit the required final report for any grant, the arts council will accept no future applications from the grantee organization until an acceptable final report is received. In addition, any grant money payable to the organization will be held until after the required final report is submitted.

Information from final reports will be used to meet the Kentucky Arts Council's reporting requirements to the National Endowment for the Arts.

How to Apply

Carefully review the program guidelines and then create a profile in the GO Smart application system and complete the application.

NOTE: Application fields with an asterisk (*) are required.

Profile Page

Select Organization as Profile Type.

Enter your first and last name as required, as well as your phone number and email address. Then create your user name and password. Make a note of these as the Kentucky Arts Council does not maintain application login information and you will need it each time you login.

Applicant Information

Enter your organization’s legal name (as noted on your IRS determination letter), FEIN, address and other required information.

To determine district numbers, contact your county clerk’s office or go to https://legislature.ky.gov/Pages/index.aspx. Find your congressional district by going to https://www.house.gov and entering a ZIP code and, when prompted, a street address.

Click the CAPTCHA box next to “I am not a robot” and then submit.

You may now access the application by selecting the “Current Programs and Applications” tab. Find "Performing Artists Directory-Touring" and click “START.”

Before moving from one page of the application to another, always click the “Save Work” button at the bottom of the page or your work will be lost.

For more information

If you have questions about the Performing Artists Directory-Touring Grant, stop by our Zoom virtual office Q&A on Wednesdays, Nov. 9, Dec. 7 and Jan. 4 from 11 a.m.-noon Eastern by going to https://us02web.zoom.us/j/84772449405?pwd=eVFKZXFwblh1cTlFaHdJdVpoR1gydz09.

No registration necessary.

Join the Zoom application webinar on Tuesday, Dec. 6, from 3-4 p.m. Eastern. Registration is required: https://us06web.zoom.us/meeting/register/tZIscemppzIiEtDY9SBHchprL4cCl7cXuiQy

Or contact:

Tamara Coffey
Arts Program Branch Manager
tamara.coffey@ky.gov
502-892-3121