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FY2009 Guidelines and Instructions

Performing Arts on Tour Grant Program

Application Deadline: February 1, 2008

PLEASE NOTE: You must have your IRS determination letter in order to complete your profile. If you do not have this document available on your computer, follow these steps:

1. Scan the IRS determination letter.
2. Save as a .PDF or .DOC file.

After creating a profile in KASOL, you will be taken to a complete profile page. At the bottom of this page is where you will upload your IRS determination letter. You must upload this document before clicking the "Update Profile Information" button. If the IRS letter is not uploaded, you will not be able to proceed to the application and may lose the data already entered on the complete profile page.

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Application to this program must be made via Kentucky Arts Services OnLine (KASOL). The Kentucky Arts Council (KAC) strongly encourages you to read and understand the KAC Values, general guidelines, Performing Arts on Tour Grant Program guidelines and each step of the application process before accessing the application at www.culturegrants-ky.org.

Program Purpose

The purpose of the Performing Arts on Tour Program is to make diverse public performing arts events available to the people of the commonwealth.

Goals

• To increase public participation in performing arts opportunities
• To foster an appreciation for the cultural and community background of the presented artists

Performance Expectations

Your application will be reviewed using the following performance expectations:

1. Serving an Audience (30%)

• Interests and needs of community
• Identification of target audience for activity(ies)
• Promotion of activity(ies) to target audience

2. Collaborations/Partnerships (30%)

• Performance meets the mission and needs of the organization
• Collaboration between artist and organization

3. Quality of Presentation (20%)

• Building diversity in the organization's leadership and participants
• Promotion of diverse arts and culture
• Outreach to underserved populations and persons with disabilities

4. Value/Role of the Arts (15%)

• Presentation of artist(s) in fashion that fully communicates their art form
• Deepened appreciation by the audience for the presented art form
• Education of the audience

5. Assessment and Feedback (20%)

• Assessment, feedback and documentation

Program Description

The Performing Arts on Tour Grant Program helps make quality public performing arts events available to the people of the commonwealth. This program provides presenters with partial fee support for booking artists, ensembles and companies included in the Kentucky Arts Council 2008 Performing Arts Directory or for artists included in the adjudicated performing arts directory of any state arts agency in the Southern Arts Federation (Alabama, Florida, Georgia, Louisiana, Mississippi, North Carolina, and South Carolina). To access the 2008 Performing Arts Directory please go to http://artistdirectory.ky.gov.

The Performing Arts on Tour Program does not provide fee support for artists, ensembles and companies not included in the aforementioned directories, or for performances outside the state. This application covers performance bookings that will occur between July 1, 2008 and June 30, 2009.

• Performances must be open to the public and take place in Kentucky. The emphasis of the proposal must be on the public performance.
  
  
• All bookings supported by this program must present the artist(s) for whom funding is being sought as the primary performer and not as "backup" for other performers.
  
  
• This program is intended to support tour performances outside the artists' home bases, and new touring opportunities receive preference over existing performance opportunities.
  
  
• Performances at schools must target and be convenient for a community audience.

The Kentucky Arts Council recognizes the importance of all artists being presented in a fashion that fully communicates their art form. For traditional artists, we require that an enhanced interpretation of their community-based art form be included as part of the performance. Examples include developing educational materials to be distributed at the performance, or providing a cultural interpreter. For more suggestions regarding enhanced interpretation, please contact Mark Brown or Bob Gates at the Kentucky Folklife Program, 502-564-1792.

Who May Apply

Kentucky not-for-profit organizations with tax-exempt status may apply. Government agencies, schools, colleges and universities are eligible if the project primarily serves a broad community audience.

Grant Amounts and Matching Requirements

Applicants may request up to 50% of contracted artist fees for booking any of the performing artists, ensembles and companies included in the Kentucky Arts Council 2008 Performing Arts Directory or for artists included in the adjudicated performing arts directory of any state arts agency in the Southern Arts Federation. Artist fees must be primarily for public performances, but may be inclusive of workshops or master classes. Applicants may apply for funds to support multiple bookings in one application. Grants may be for up to $7,500 for a single booking or $5,000 for multiple bookings. Applicants wishing to provide a cultural interpreter for the performance may include this honorarium as part of the grant request. Applicants are responsible for providing the balance of artists' fees and all other costs associated with bookings.

Matching funds may come from the applicant, ticket sales, sponsoring organizations, businesses, community partners, other grant funding or a combination of the above.

Letters of commitment from sources of matching funds outside of the organization must be included with the application.

Restrictions

Performing Arts on Tour Grant funds may not be used for the following:

• Any expenses other than one-half of the artist's fee
• Repeat bookings between organizations and artists that have occurred within the last three calendar years (2006 - 2008)

For restrictions on the use of grant funds, see the KAC general guidelines.

How to Apply

To access and complete the Performing Arts on Tour Grant Program application, please go to www.culturegrants-ky.org.

• Contact the performers and negotiate fees, performance dates, and supplemental residency activities (if applicable).
  
  
• Please choose the performer(s), ensemble(s) or company(ies) to present from the Kentucky Arts Council 2008 Performing Arts Directory or from the adjudicated performing arts directory of any state arts agency in the Southern Arts Federation region.

Other State Arts Agency Performing Arts Programs:

Alabama - Yvette Daniel (334-242-4076, ext. 226)
Florida - Gaylen Phillips (850-245-6482)
Georgia - Reliang Tsang (404-685-2789, ext. 2791)
Louisiana - Sparkle Hurst (225-342-8180)
Mississippi - Arts Industry Program Director (601-359-6529)
North Carolina - Vicki Vitiello (919-715-8275)
South Carolina - Jeanette Guinn (803-736-8677)

Instructions for Completing Application Introduction and Narrative

Please respond to the Introduction and each of the Performance Expectations below on a total of no more than four pages. Be sure to include complete information on each bulleted item in your narrative.

Introduction

Description of Organization

• Describe your organization, including the type of not-for-profit, year founded, mission, and number of full-time and part-time professional staff.
  
  
• Describe your organization's audience in recent years in relation to the community.

Description of Presenting Program

• Describe your presenting program, including number and type of events each year and artistic focus.
  
  
• List total annual paid and unpaid attendance for performances.

Description of Proposed Performance Bookings

• List the artist(s) for which you are requesting support in this application.
  
  
• State whether the selected artist/ensemble/company is included in the Kentucky Arts Council's 2008 Performing Arts Directory, or the adjudicated directory of another state arts agency in the Southern Arts Federation region.
  
  
• Describe the performance(s) for which you are requesting support including: whether it is a series that includes several artists and performances, a single performance, a festival, etc.; dates, venues, audience capacity, total performance fee and amount requested from the Kentucky Arts Council.
  
  
• Describe any activities directly connected to the performance, such as classes, school programs, etc.

Performance Expectations

1. Serving an Audience (30%)

• Describe how you determined the interests and needs of your community, and how this performance meets those needs.
• Describe your target audience for this activity.
• Describe how you will promote the activity to your target audience.

2. Collaborations/Partnerships (30%)

• Describe how this performance meets the mission and needs of your organization.
• Describe how the presenter and artist will work together to plan the performance.

3. Quality of Presentation (20%)

• Describe how the artist will be presented in a fashion that fully communicates their art form.
• Describe how you will deepen appreciation by the audience for the presented art form.
• Describe how you will educate the audience about the artist and their art form. If a cultural interpreter will be utilized, please identify them and describe their presentation and knowledge of the art form.

4. Assessment and Feedback (20%)

• Describe the process and tools to be used to assess the activity, including feedback from the audience and artists who participate.
• Describe how you will assess the working relationship between the presenter and the artist.
• Describe how you will use the assessment to plan future performances and activities.
• Describe how you will document the activity.

Program Timeline

Application deadline	February 1, 2008
Deadline for submission of paper copy of the application and attachments	Within 7 calendar days of February 1, 2008
Review of applications by panel	March, 2008
KAC board reviews panel recommendations	March, 2008
Applicant notification	As soon as possible after board approval of panel recommendations
Use of grant funds may begin	July 1, 2008
Use of grant funds must conclude	June 30, 2009
Final Report due	July 30, 2009

Application

Completed application forms must be submitted via Kentucky Arts Services OnLine (KASOL) by the deadline. Upon online submission, applicants will receive a confirmation email with your application PDF attached. If you do not receive a confirmation, contact the KAC immediately. Print and sign the PDF and mail/deliver it to the KAC along with the required work samples in accordance with the guidelines. The PDF and materials must be received in the KAC office within seven calendar days of the deadline date. KAC offices will be open until 4:30 p.m., Monday-Friday (EST). If the application deadline falls on a Saturday, Sunday, or a state/federal holiday, the deadline date will be the next following day which is not a Saturday, Sunday, or a state/federal holiday. If the KAC does not receive these items by close of business on the 7th day, your application will be considered ineligible.

Following the deadline, each application will be reviewed by the program coordinator who may contact the applicant if clarification is needed. Applicants will be notified by email/letter of their status in the application/panel process.

Supporting Materials

Presenters may submit supporting materials such as sample brochures, programs, flyers, reviews, feature articles or any other relevant information that will help give the panel an understanding of your program, your community and your request. Please be sure that each item has your organization's name clearly marked.

Panel Meeting

A panel of arts professionals and other individuals with relevant experience will review all applications according to the performance expectations. Please be aware that panelists include people from inside and outside Kentucky, who may be unfamiliar with the state's organizations, artists and/or communities.

The Kentucky Arts Council conducts an open panel review process for this program. This means that applicants and other interested citizens may, and are encouraged to, attend the panel meeting, listen to panelists' deliberations, and briefly respond to direct questions from the panel. The Kentucky Arts Council will send notification of panel dates to applicants after the application deadline.

KAC Board Meeting

The panel's recommendations are forwarded to the Kentucky Arts Council's governing board for approval.

Appeals

Applicants may appeal adverse grant decisions if they can demonstrate any of the following:

• The review of the application was based on criteria other than those appearing in the Arts Council's guidelines.
  
  
• The final decision was unduly influenced by a panelist with undisclosed conflicts of interest.
  
  
• Required application information submitted by the appropriate deadline was withheld from the review panel or the Arts Council.

Applicants must initiate a formal appeal within 30 calendar days of the date of the award-notification letter of the Arts Council decision. Upon receipt of this award-notification letter, applicants should first consult with the appropriate program staff to review the considerations that went into the Arts Council's decision. If, after such consultation, applicants wish to pursue an appeal, they must do so in writing to the executive director of the Arts Council. If applicants are unable to consult with appropriate program staff within the time limitation, the applicants must still submit a written appeal postmarked within the 30-day time period.

In the executive director's response to a formal appeal, a deadline date for submission of all material supporting the appeal will be established. No such deadline date will be set earlier than seven days or later than 21 days from the date of the executive director's letter. Failure by applicants to meet any deadline date in the appeals process will result in the loss of the right to appeal.

An ad hoc committee of members of the Kentucky Arts Council board will review all appeals. Should the committee recommend a change in applicants' funding, the Arts Council board at its next regular or special meeting shall act upon the committee's recommendations. The ruling of the Arts Council shall be the last administrative remedy and there shall be no further right of appeal.

For More Information

The Kentucky Arts Council welcomes all questions regarding this program. For more information on this program, please contact:

Chris Cathers
Program Branch Manager
502-564-3757 Ext. 488
E-mail: Christopher.Cathers@ky.gov

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Kentucky Arts Council
21st Floor, Capital Plaza Tower
500 Mero Street
Frankfort, KY 40601-1987
Phone: 502-564-3757
Toll-free: 888-833-2787
FAX: 502-564-2839
Send comments or questions to: kyarts@ky.gov

Copyright & COPY; 2007 Commonwealth of Kentucky. All rights reserved
URL: http://artscouncil.ky.gov

Revised: January 10, 2008