Entrepreneurs

Performing Artists Directory Touring Grant

Guidelines and Instructions

Application Deadline: March 31, 2022

Grant Period: July 1, 2022 - June 30, 2023

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 fee support for booking artists from the Kentucky Arts Council Performing Artists Directory.

Performances supported by this grant must:

  • Feature an artist 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" 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.
  • Faith-based institutions may apply but performances supported by this grant must be presented without religious proselytizing.
  • Performances supported by this grant may not be used for political or fundraising purposes.
  • Applicants and performers must sign an Intent to Perform Agreement or a Letter of Agreement or Artist Contract that includes artist fees, performance date/time, and other necessary information. The agreement may be contingent upon confirmation of this grant from the Kentucky Arts Council. One of these signed documents must be submitted with the application.
  • All grant-funded events must be accessible for constituents with disabilities. For the purpose of these guidelines, accessibility relates to your overall facility and project being accessible to all. In addition to physical access (ramps, accessible parking/box office/restrooms/seating, etc.), communications and programmatic accessibility is required and can help your organization 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 plan to ensure a successful presentation
  • Presenter's previous presenting experience
  • Presenter's evaluation plan for project
  • Intent to Perform Agreement or Letter of Agreement/Artist Contract signed by both parties

Inclusion (20 points)

  • Facility accessibility options
  • Program accessibility options
  • Marketing/promotion 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, the program director will provide:

Who May Apply

  • Nonprofit organizations and community groups 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.
  • Government agencies are eligible if the project primarily serves the general public.
  • For-profit social service agencies with resident populations (including hospitals, long-term care facilities and nursing homes, mental health facilities, residential or outpatient treatment and rehabilitation facilities, independent living centers, mental health facilities, group homes, correctional facilities, etc.) may apply for performances primarily serving residents, staff and visitors.

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:

    • Nonprofit applicant organizations 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 and have their headquarters 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 $500 for artist fees to book any current Performing Artists Directory performer. At least 50% of the total budget must be matched with cash in the form of grants, ticket sales, donations, etc. Up to 50% of the required match may include in-kind goods and services.

Restrictions

PAD Touring Grant funds may not be used for:

  • Expenses other than approved performer fees
  • Fee support for performers who are not included in the Performing Artists Directory
  • Fee support for performing artists who are the applicant organization (e.g., a producing theater organization cannot receive funding to present a performance by its performers)
  • Performances taking place outside of the Commonwealth of Kentucky
  • Performances that are commercial in nature or in which the arts are not the primary focus (e.g., sidewalk sales, food festivals, fireworks displays, etc.)
  • Performances in which the roster artist is not the primary focus
  • Performances that are not open to the public (except for those included in the Who May Apply section above)
  • Applicant organizations with past due final reports for the Kentucky Arts Council are ineligible.

Kentucky Vendor Number

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

To register for your 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.

Accessing the Application

Applications for this program are made through the Kentucky Arts Council GO Smart online grant system.

The arts council recommends using Google Chrome, Microsoft Edge, Firefox or similar browsers to complete your application.

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.

When first accessing the GO Smart application system, applicants 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. The Kentucky Arts Council strongly advises applicants to review all guidelines and instructions included in this document.

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 11:55 p.m. Eastern on March 31, 2022. The application may take several minutes to submit, and applicants are strongly advised to submit applications early. Submissions received after that time will not be accepted.

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

March 31, 2022

Review of applications by panel and Kentucky Arts Council board

June 2022

Award notification

July 2022

Grant Agreement Form due

Within 30 days of receipt of grant agreement form

Final report due

July 30, 2023

Grant Information

How Funding Decisions Are Made

A panel of arts professionals and other individuals with relevant experience will review all applications according to the performance expectations. The panel's recommendations are 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 arts council's appropriate program manager. 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.

PAD Touring Grant funds must be used between July 1, 2022, and June 30, 2023. Expenses incurred outside of the grant period are not eligible and must not be included in the budget. Funds granted must be expended solely for artist fee for the performer included in the approved application.

Grant agreement forms must be signed and returned within 30 days or earlier. Grant agreement forms received later than 30 days will cause a delay of payment. 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 Arts 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 Touring Grant recipients are responsible for contacting their legislators to share information about the award and the importance of public funds to the arts and 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, 2022. To locate names and contact information for your legislators visit the Legislative Research Commission's Find Your Legislator webpage.

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 arts council's reporting requirements to the National Endowment for the Arts.

For more information

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