Arts Council of Wales | Funding Application Help Notes Lottery Capital Programme: Purchase of Equipment

Funding Application Help Notes Lottery Capital Programme: Purchase of Equipment

Contents

Introduction

How to use the Help Notes

Applying Online

Section 1: About Your Organisation

Section 2: Your Project Proposal

Section 3: Project Details

Section 4: Project Location

Section 5: Declaration

Section 6: Attachments

Section 7: Contact us


Introduction

Welcome to our Funding Application Help Notes for the Capital Lottery Programme: Purchase of Equipment.

The aim of these Notes is to help you complete your application for the purchase of equipment online.

We will explain how to apply online as well as providing a guide to the information you must tell us about your project.

We will also tell you why we are asking you for certain information and how we will use the information you give us.

On the online application form you will find a brief explanation about the information you need to provide in each section of the form. These Help Notes provide additional guidance on the detailed information you must tell us. The Help Notes cover:

  • Section 1: About Your Organisation
  • Section 2: Your Project Proposal
  • Section 3: Project Details
  • Section 4: Project Location

You will also need to submit supporting documents with your application. These Help Notes will explain more about the documents we need from you, and how to do this online.

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How to use the Help Notes

These Help Notes can be read as a "stand-alone" document or you can follow the hyperlinks as you fill in your form online to look at specific sections of the Notes.

These Help Notes should be read alongside the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.

"Your Project" and "Project Outcomes"

Throughout these Notes we talk about "your project". We use this term to describe what you are applying to us for. For example, your project could be the purchase of new sound and lighting equipment for your theatre.

We also talk about "project outcomes". We use this term to describe what will happen if your application is successful and you go ahead with your project. For example, the project outcomes of purchasing new sound and lighting equipment could be the ability to stage more productions, which in turn could mean more earned income.

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Applying Online

We hope that you will find applying online straightforward. We are committed to being accessible and to offering ways of applying for funding that are open to everyone.

If you are unable to apply online, for example if you are disabled or do not have access to a computer, please contact us. We will work with you to find other ways for you to apply. We can also support you if your first language is not English or Welsh.

When you are working on your application online, it is useful to remember:

  • You can complete your application in one go, or work on it at different times. You will be able to review and print what you’ve done so far, or to save your work and come back to it later
  • You can fill in the sections of the form in whichever order you prefer, but you will only be able to submit your application when all of the sections are complete
  • If you have your application form open on your computer, but do not work on it for 2 hours, you will automatically be logged out of our online system. Any work that you haven’t saved by then will be lost

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Section 1: About Your Organisation

In this section we ask you to tell us some basic information about your organisation.

Contact Details

We ask for three sets of contact details:

  • Your organisation’s address (its main administrative office or base)
  • The Chair of your Board or Management Committee (or your equivalent governing body)
  • The person in your organisation authorised to deal with all matters relating to this application (we call this the Primary Contact)

The Primary Contact is the person we will get in touch with regarding all aspects of your application, and they must have your organisation’s authority to sign and approve documents and answer any queries we may have.

If your application is successful, the offer of a grant will be sent to the Primary Contact. They will be responsible for sending us the progress reports we request, and a completion report once the project comes to an end.

We will only ask you to provide these contact details the first time you apply to us online. If you decide to make another application to us in the future, these details will already be filled in on the form for you to review and update if you need to.

Your Activity

We are often asked about the types of organisations we fund and what arts activity they deliver. The information you give here will help us answer these questions. It will also help us when we assess your application.

You can only write 500 words, so think about the key facts you want to tell us which sum up your organisation’s arts activity and the way you work.

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Section 2: Your Project Proposal

Here we are asking you to tell us in detail about your project. Instead of asking you to answer lots of questions, we’d like you to write a proposal about your project.

We have identified 6 broad themes which all applications for Lottery Capital funding must address.

These themes are:

  • Meeting an identified need
  • Delivering a high quality project
  • Benefiting the public
  • Demonstrating your strengths and sustainability
  • Planning and managing a successful project
  • Funding a successful project

Each section of your proposal will be about one of these themes.

In each section you will need to tell us certain key facts about your project. You will also need to show us the extent to which your project addresses each of these themes. We will tell you below the information you must give us.

There is no limit on how much you can write and you must make sure that your proposal provides all of the information we ask you for.

Wherever you can, please provide us with evidence to support your proposal, for example testimonials, evidence of demand and support for your project. You’ll be able to attach a project budget and supporting information later on. Click here to read more about attachments.

Funding priorities

We use funding priorities to help us target our investment and to make choices between applications. We will only consider applications that fit strongly with our priorities.

You can read more about our funding priorities in the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.


How we use your project proposal

We know that demand for our Lottery Capital funding will be high and that there will be good applications that we are unable to support.

We will make a decision on your application by looking at the information in your project proposal and considering how well you have addressed the broad themes we have identified. You can read more about the things we are looking for when we assess your applications in the General Guide to the Arts Council of Wales Lottery Capital Programme.

When we make a decision on your application we will also consider how well your project meets our funding priorities.


Meeting an identified need

Tell us about your project and why it is needed.

In you project proposal, you should:
  • Describe your project. Tell us what equipment you want to buy, where it will be installed or stored, and if you have permission to store it there.
  • Tell us how your project fits with your organisation’s aims:
    • Why is it appropriate for your organisation to deliver this project?
    • How will it help you expand or improve what you already do?
  • Tell us how you know your project is needed:
    • What evidence of demand do you have?
    • Who have you consulted about your project and what did you find out?
  • Tell us why you think your project meets the need you have identified.

You must submit a full list of the items you want to buy and their costs. You can do this as an attachment to your application. You can also submit other documents that support your view that your project is needed. Click here for further information about attachments.

We are looking for:
  • A clear description of a well-researched project
  • The extent to which you have shown the need for your project and how well your project meets the need you have identified

Delivering a high quality project

Tell us the vision for your project. What do you want to achieve? What steps will you take to make sure your project is fit for purpose and that it will be of high quality?

In you project proposal, you should:
  • Tell us the vision for and aims of your project. How did you agree on these?
  • Tell us how you will ensure you deliver a high quality project:
    • What research have you done to be sure that the equipment you want to buy is fit for purpose and will meet the need you have identified?
    • What research have you done into the quality of the product you want to buy and its lifespan and maintenance costs?
    • What research have you done to show that the equipment you have chosen to buy offers value for money?
  • Tell us why you have chosen your preferred supplier / suppliers.

You must submit three quotations from separate suppliers for all items or packages of items costing £2,000 or more. Click here for further information about attachments.

We are looking for:
  • A clear, appropriate and achievable vision, that all of your project’s stakeholders agree upon
  • The extent to which you have shown that you will deliver a high quality project that will meet your vision

Benefiting the public

Tell us about the impact of your project (the project outcomes) and the benefits it will bring to the people of Wales.

In your project proposal, you should:
  • Tell us about your project outcomes. What will change if you are able to purchase this equipment?
  • Tell us how your project will make a contribution to the arts sector in Wales. You should do this by showing how your project fits with our funding priorities for the Capital Lottery programme. You can read more about our funding priorities in the General Guide to the Arts Council of Wales Lottery Capital Programme and our Capital Strategy 2012-2017.
  • Describe the people who will benefit from your project and tell us how they will benefit. For example:
    • Will your project benefit the people who already enjoy the arts activity that you deliver, either as an audience member or participant?
    • Will your project help a wider audience enjoy the arts activity that you deliver, or encourage people to take part who may not have done so before?
    • Will your project help creative practitioners such as artists and craftspeople develop and present their work?
  • Tell us how your project will affect the quality and quantity of the work you do.
  • Tell us how you will make the outcomes of your project as inclusive as possible by explaining how you have considered the needs of disabled people and other hard to reach groups.
  • Tell us how you will market the outcomes of your project to ensure the widest possible involvement with your arts activity.
We are looking for:
  • A clear description of the proposed outcomes of your project
  • The extent to which you have shown us that the project outcomes you aim to deliver are achievable
  • The extent to which you have appropriately considered issues relating to access and Equalities

Demonstrating your strengths and sustainability

Tell us about your organisation and how it is managed. Show us that you have considered the financial impact of your project on your organisation.

In your project proposal you should:
  • Tell us about your management and staff structures, and how your organisation is governed.
    • What skills and experiences do your Board or Management Committee (or equivalent governing body) bring to the organisation?
  • Show us that you have considered the impact of your project on your organisation’s capacity to deliver its usual activity.
    • Are you taking steps to strengthen your organisation whilst delivering your project?
  • Show us that your organisation is financially robust and well managed
  • Show us that you have considered fully the financial implications of your project:
    • Demonstrate that you are able to meet the insurance and maintenance costs for your equipment on an annual basis. What arrangements will you put in place to insure the equipment?
    • Tell us if your financial assessments show that your project will have a positive effect on your organisation’s sustainability. For example, by generating income, cutting costs or working in partnership with others

You must submit your current Business Plan to support this section of your project proposal. If you do not have a current Business Plan, you should submit your organisation’s budgets for the current and next financial year.

Click here for further information about attachments.

We are looking for:
  • The extent to which you have shown us that your organisation is well-managed and stable, and well-placed to take on a capital project
  • The extent to which you have shown us that your organisation is financially robust
  • The extent to which you have considered the financial impact your project may have on your organisation

Planning and managing a successful project

Tell us about your approach to the project. Tell us who will be responsible for its management and delivery and how you will keep the project on track.

In your project proposal you should:
  • Tell us how you will manage your project:
    • Who in your organisation has overall responsibility for its delivery?
    • Will you work with anybody outside your organisation to deliver your project? If so, tell us about their role and how and why they were appointed.
    • Tell us if you have any experience of delivering similar projects. What did you learn from these that you can apply to your project now?
  • Tell us about your project timetable and show us it is achievable
  • Tell us how you will keep your project on track:
    • How will you manage and monitor your project budget?
    • How will you monitor your project’s progress and report this to your Board or Management Committee (or equivalent governing body)?
    • Have you identified any risks? How will you identify and manage risk throughout the delivery of your project?
  • How will you know if your completed project has been successful?
We are looking for:
  • The extent to which you have demonstrated that you can deliver and manage the project successfully, ensuring it is completed on time and within budget.
  • How well you have demonstrated that your project team has the required skills and experience.

Funding a successful project

Tell us about the project budget and the other funding you need to raise to be able to deliver your project.

In your project proposal you should:
  • Tell us about any assumptions you have made in order to produce your project budget.
    • What evidence can you provide to support the figures in your project budget?
  • Tell us about the other funding you need for your project:
    • Where will it come from?
    • Is it in place?
    • If not secured, tell us your approach to fundraising and demonstrate that it will be raised in time

You can read more about the costs we can and cannot pay for in the General Guide to the Arts Council of Wales Lottery Capital Programme.

We are looking for:
  • A project budget that is based on realistic assumptions and that is appropriate to the scale and type of project you are delivering
  • How successful you have been at fundraising and how likely it is that you will raise all of the required funds for your project, if you have not already done so.

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Section 3: Project Details

Here we are asking you to tell us some basic facts about your project. We use this information to help us monitor what’s happening across Wales and to report on the impact of our funding.

Project Dates

The start of your project should be when you expect to incur costs. For example, when purchasing equipment, the start of your project might be when you have to pay a deposit. We cannot fund any activity that has already taken place.

If we award you a grant, we will use these dates to request information from you such as progress and completion reports. If your project dates change, please tell us as soon as possible, and let us know why you have made these changes.

Artform

Here we are asking you to tell us, using percentages, about the artforms associated with your project.

So if your project is purely related to dance (say the purchase of a portable dance floor), you should put 100% next to dance in the list given.

If your project involves more than one artform, you must estimate as best you can the proportion of different art forms it includes. For example, if your project is the purchase of new lighting equipment for a theatre, think about the programme you will deliver and tell us about the different art forms involved. Your answer may look something like this: drama 50%, music 40% theatre entertainment 10%.

Equalities

Ensuring that the widest possible cross-section of people is able to enjoy and take part in the arts is fundamental to our work. As a public body we have a cultural, moral and legal responsibility to promote equality and inclusion. It’s a responsibility to which we attach great importance.

We want to ensure that we and the organisations that we fund develop a comprehensive knowledge and understanding of diversity and equality. We want to see more equal access to the arts whether as audiences or participants, so we want our funding to work harder at reaching those people who are affected by inequality. We also want to celebrate the role the arts can play in advancing equality, including fostering good relations between people who are affected by inequality and those who are not.

In spite of the good work undertaken by many artists and arts organisations, we know that some people face barriers to their enjoyment of the arts. This is one of the reasons why we take Equalities so seriously.

As a public body we’re required by law to collect and monitor information about who our funding is benefitting. This helps us report on our progress in addressing inequalities in the arts and helps us target funding where it’s needed most.

The Equality Act 2010 talks about people with "protected characteristics" and we’re collecting information about arts projects that target and deliver activity specifically for those groups of people. At the current time we’re gathering information about groups using the list included in The Equality Act 2010. We’re therefore asking you to tell us if your activities are for people from a particular age group, disabled people, people of a specific race, religion or belief, whether the activity is for men only, women only or has a focus on sexual orientation, gender reassignment, or pregnancy and maternity.

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Section 4: Project Location

Here we are asking you to tell us about the location of your project. If your equipment will be installed permanently or used at one venue only, tell us about this location. If your equipment is portable, (such as a vehicle that will be used for touring), you should use your organisation’s main administrative base as the location you tell us about.

We use percentages to answer some of the questions in this section. As your project will have one location, you should use 100% as your answer (in other words, as 100% of your project takes place in the selected location).

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Section 5: Declaration

In this section of the application form we’re asking you to read some important information about our responsibilities around Data Protection and Freedom of Information. It’s important that you understand how the information you submit will be used and stored by us. And you need to know what to do if you believe that any of your information is commercially sensitive or confidential.

We’re then asking you to confirm a number of statements. And by ticking the box you’re signing the application form electronically on behalf of your organisation.

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Section 6: Attachments

This section of the form allows you to submit all your supporting documents, or attachments.

There are some attachments that you must submit as they form part of our assessment. We will not accept your application without them. These are:

  • Your project budget
  • A full list of the items you want to purchase and their costs
  • Three quotations from separate suppliers for all items or packages of items costing £2,500 or more
  • Your annual accounts for the last two financial years
  • Your Business Plan

You can read more about some of these attachments below.

You must also submit your Equal Opportunities Monitoring Form. As a public body we have to show that we are complying with the Equality Duty, which is a legal obligation which governs our work. We need to collect information to be able to measure how we are complying with this duty. The Equal Opportunities Monitoring Form helps us do this, but it does not form part of our assessment process and will not be seen by staff involved in assessing your application.

You should include your organisation’s name and your project’s title in the filenames of all attachments.

Your Project Budget

Your project budget must be submitted on our Project Budget Template, which you can download here.

The template will automatically calculate subtotals for you and help ensure your budget balances. You should complete the grey boxes on the spreadsheet, where appropriate. If some of the headings aren’t relevant to your project you can leave them blank. White boxes cannot be changed. Please use full £ only.

Your project budget should tell us how much your project will cost (expenditure) and how much you will receive to pay for it (income). The income and expenditure for your project should balance (be equal).

Project Expenditure

Use the template to tell us how much your project will cost. Use the headings given to show us the cost of all the items you will be paying for as part of your project.

The costs you include must be eligible. You can read more about the costs we can and cannot pay for in the General Guide to the Arts Council of Wales Lottery Capital Programme.

Equipment

Tell us the cost of the equipment you want to buy. You should separate the cost into individual items or packages. For example, if you intend to buy a portable dance floor from one supplier and some portable sound equipment from another, your budget would look like this:

Project Expenditure

Portable dance floor

£1,700

Portable sound equipment

£3,500

The cost you include in your project budget should match with the suppliers’ quotations you will submit with your application.

We have allowed space on the project budget template for you to tell us about the cost of 5 items or packages of items. If you need more space, you can use the "other costs" section of the template.

Professional Fees

Tell us about any professional fees you will need to pay. You should tell us in the "Planning and Managing a Successful Project" section of your project proposal why you need to pay professional fees. If you intend to pay any individual or organisation £5,000 or more, you will need to appoint them by using a competitive selection process. We will check to make sure that you have appointed other people or organisations (procurement) to work with you on your project appropriately.

Value of support in kind

This can include the work of an unpaid volunteer, and the donation of land, buildings or equipment. We do not accept discounts given by suppliers as an in-kind contribution to your project.

You should submit a letter with your application which confirms the in-kind support and shows the value of the goods or services being given.

VAT

If you are not registered for VAT you should include VAT in your project budget.

If you are registered for VAT, your project budget should only include VAT that you cannot claim back (called "irrecoverable VAT"). Tell us how you have calculated the amount of irrecoverable VAT you have included in your project budget.

Project Income

Use the template to tell us about the income you will use to pay for the project. You should tell us the name of each funding partner, and whether their contribution is confirmed or being applied for.

Other Public Funding

Tell us here about any grants from public organisations such as the Welsh Government or the European Union.

Support in kind

This should be the same as any in-kind cost you included in your project expenditure figures.

Other Income

Tell us here about any other income you will use to pay for the cost of your project. This can include:

  • Your own funds (although if you are one of our Revenue Funded Organisations this cannot come from you revenue grant)
  • Income from fundraising, public appeals and donations
  • Grants from other Lottery Distributors
  • Grants from other trusts and foundations

Suppliers’ Quotations

You must submit three quotations from separate suppliers for all items or packages of items costing £2,000 or more. A package is a group of items that you intend to order from one supplier.

If you want to purchase a package of items from one supplier that will cost £30,000 or more you should also submit a tender report that tells us why have chosen to use that supplier and why purchasing the equipment in this way is value for money.

Other Supporting Information

You can also submit other attachments that you want us to consider. We have already mentioned some of these in the Help Notes, for example a tender report, evidence of demand for your project, and letters confirming any in-kind support. Whether you need to submit these depends on your project. You may also want to submit examples of your creative work or other similar projects you have completed.

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Contact Us

If you need any more information to help you complete your application online you can contact us:

Telephone: 0845 8734 900 (at local call rates)

Textphone: 029 2045 0123

SMS: 07797 800 504 (messages are only charged at your standard network rate)

Email: funding@artswales.org.uk

Website: www.artswales.org.uk


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