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Grants and Services of the West Virginia Commission on the Arts

West Virginia Division of Culture and History
FY2006-2008

Contents

Community Arts Project Support Categories

In an effort to make arts experiences available in all West Virginia communities, the WVCA provides support for projects that actively involve citizens and artists.

Support for Artist Fees

Eligible costs for Community Arts Project Support are listed by category, but the priority for funding by the WVCA are artist fees associated with these projects. On all grants in this category artist fees include the contracted fee for service and any travel costs, including lodging and per diem. These costs must be documented to be eligible for funding.

The following funding requirements exist for all grants in this category:
• Funding is available for up to 50% of artist fees and travel.
• All requests for artist support must provide:
1. A copy of a properly executed artist contract (see glossary)
2. Artist resume (see glossary)
3. A schedule of any additional activities such as workshops or master classes
• Artist contracts exceeding $8000 will be funded at 33% of artists fee.
• Requests for pop groups generally are not eligible. The WVCA may consider funding on a case-by-case basis. Please contact arts staff to discuss such requests.
• Support for avocational groups is limited to 50% of travel costs only, pending documentation of two years of public performance history. Performance fees for avocational groups will not be considered.
• The amount of fee support any one artist or performance company can receive through the touring program is limited. The fee cap is based on a percentage of the total funds allocated for project grants. The cap may change annually depending on budget allocations.

Presenting Artists
(formerly Touring)

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and communities

Funding Level: Up to 50 % of artist fees and travel costs

Matching Requirements: Applicant must provide a 50% cash match.

Letter of Intent Required: First time applicants only by December 1st

Program purpose: To encourage and assist with presentation of touring artists in West Virginia communities.

Program description: The Presenting Artists program enables West Virginia sponsors to present national, regional and in-state touring groups as performing, literary, visual, and media artists or exhibitions in their communities, arts facilities and schools.

Second Sites Program offers sponsors and presenters support to present West Virginia artist(s) in a run-out performance.

The run-out performance is the presentation of a touring West Virginia theater company, dance company, or orchestra at a second location for a performance that originates in the home community of the touring group. Each applicant is eligible for support for no more than three run-out performances per fiscal year.

Funding Level: run-out assistance is available for up to 50% of the company’s contract fee and travel costs up to a maximum of $4000 per event.

Block Booking

Sponsors of touring programs are encouraged to share programming ideas and explore block booking of programs, when possible. The WV Arts Presenters is a cooperative service organization that coordinates block booking of touring companies for state colleges, universities, and community organizations. Booking through WV Arts presenters offers affordable programming at a lower rate than if you booked the artist yourself. Membership information is available from Arts Staff.

Additional information: Additional support for involving regional artists in your programming is available from the Mid Atlantic Arts Foundation (MAAF) Grant Programs listed below: Visit www.midatlanticarts.org or contact Mid Atlantic Arts Foundation, 201 N. Charles Street, Suite 401, Baltimore, MD 21201, Phone: (410) 539-6656, Fax: (410) 837-5517, TDD: (410) 779-1593
Programs include:
Arts Connect Touring Fund
Tour Planning Program
Jazz Touring Network
Artists & Communities Program

Pennsylvania Performing Arts on Tour (PennPat) For more information contact Pennsylvania Performing Arts on Tour, 1811 Chestnut Street, Suite 301, Philadelphia, PA 19103, 215/496-9424, Fax: 215/496-9585 or visit www.pennpat.org.

Performing Arts

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and communities

Funding Level: Up to 50% of artist fees

Matching Requirements: 50% cash match

Letter of Intent Required: First time applicants only by December 1

Program purpose: To support WV arts organizations and communities in the creation and presentation of new works and the production of
existing works in the performing arts.

Support for new works

Program description: Music, theater and dance groups may request support for up to 50% of the unique production costs associated with new works by composers, playwrights, or choreographers. These costs may include set design, special technical requirements, educational materials, dramaturgy consultation or other similar expenses. Funds are limited for these costs. Special consideration is given to performances of new works by West Virginia artists.

Special Instructions: Applicants should contact Arts staff to discuss proposals before applying.

Support documentation should include:
• A timeline for completion of the project
• Story treatment or synopsis
• Sample score
• Explanation of special technical requirements
• Documentation of all requested expenses

Support for Producing Organizations

Program description: Music, theater and dance groups, who are self-presenters and produce existing works in the performing arts, may request support for up to 50% for performing and technical artist fees. These costs may include choreographers, directors, and music directors or scenic, costume, lighting, sound and set designers. Permanent company artists and full-time employees are not eligible.

Visual Arts

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit museums and galleries, art centers and alternative spaces

Funding Level: Up to 50% of artist fees and 50% of other eligible costs as listed in program description

Matching Requirements: Applicant must provide 50% cash match

Letter of Intent Required: First time applicants only by December 1

Program purpose: To support arts organizations, communities, museums, galleries, arts centers, and alternative spaces in visual arts programming and exhibition costs.

Support for Exhibitions and Visual Arts Programming

Program description: This program supports performances and exhibitions, conservation and care of art collections, artist residencies and production of catalogs for West Virginia artists. Funding opportunities include artist fees for guest lecturers, performances, and curators. Other costs eligible for up to 50% support include exhibition rental, one-way shippinpecial installation costs, insurance and security. Maximum funding level per exhibit is $10,000.

Special Instructions: Documentation of all eligible costs must be submitted with application to be considered for funding.

Juried Exhibitions

Program description: Program supports development of juried exhibitions. To be considered eligible the juried exhibition must be open statewide and made up of works selected by a minimum of one out-of-state juror prior to the public showing. Juror fees and travel, prospectus, installation, catalogs involving WV artists only, and award monies are eligible costs.

Special instructions: Juried exhibitions must be announced publicly through a prospectus, which includes the following information: eligibility requirements, identification of juror(s), amount of awards, and other pertinent information necessary to the artist’s participation. The prospectus should be sent to all WV artists in the appropriate media. Jurors may select works by reviewing actual work or slides or a combination of both. A sample prospectus and documentation of all requested costs must accompany application.

Presenting West Virginia Artists

Program description: Program supports presentation of one to five West Virginia artists in a major exhibition of their work that includes presentation of the artists to the community through a series of residency activities associated with the exhibition. A catalog of the show must be designed to not only serve the exhibition but also as an attractive portfolio for the artist. The presenter will provide one hundred catalogs to each featured artist for marketing purposes.

Funding level: A maximum of $15,000 per exhibition will be available for two Presenting WV Artists projects per fiscal year.

Special instructions: Applicants to this category are required to seek additional sites/partnering organizations to maximize exhibition exposure. The application must include a signed letter of agreement between the applicant and the artist, artist resumes, and letters of intent from partnering organizations to present the exhibition on tour.

Criteria for selection of artists includes acceptance into a minimum of three juried exhibitions or documentation of significant professional accomplishments.

Media Arts

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and other not-for-profit organizations with an arts-related mission, media presenters or media arts groups.

Funding Level: Up to $10,000

Matching Requirements: Applicant must provide a 50% cash match.

Letter of Intent Required: First time applicants only by December 1

Program purpose: To provide financial assistance to arts organizations for media projects (film, video and audio). Priority is given to projects that reflect a relevance to West Virginia by celebrating its artistic resources or document the culture of a particular community, ethnic group or artistic asset of the state. Organizations may not request support for current professional staff for media projects. The proposed project must be out of the regular scope of work for the organization.

Program description: Support is available for artist’s fees, production and post-production (editing) costs, and presentation costs for media projects. A fully-executed artist contract must accompany all requests for artist fees. Only documented costs are considered eligible.

Special Instructions: Applications for production and post production work must include:
• A sample of work documenting the professional artistic staff involved. Sample may be DVD or CD, VHS or audiotape cued to a maximum 10-minute segment of the work.
• An abstract or outline of the proposed work
• Resume and background information on the artistic staff

Application for presentation costs must include:
• List of the media works to be presented
• A summary of the work to be presented
• Marketing plan
• Schedule of presentation

Additional resources:
West Virginia Film Office
Pamela Haynes, Director
90 MacCorkle Avenue, SW
South Charleston, WV 25303
Email: phaynes@wvfilm.com
Phone Contact: 800 225 5982 (toll free)
304 558 2200, ext. 382
304 558 1662 (fax)
304 550 1871 (mobile)

Folk and Traditional Arts

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and communities

Funding Level: Up to 50% of artist fees

Matching Requirements: 50% cash match

Letter of Intent Required: First time applicants only by December 1

Program purpose: To support the documentation and presentation of West Virginia’s folk and traditional arts. West Virginia folk arts are described as those creative expressions that are learned and passed down within families, ethnic or tribal groups, occupational groups, religions, local and regional communities, or age or gender groups. They include such forms as music, dance, songs, stories, jokes, games, crafts, beliefs, occupational skills, celebrations and rituals.

Program description: Supports the presentation of folk and traditional artists in communities and the documentation of these arts and artists for the future. Presentation may include festivals, single performances or series, and/or exhibitions, which present folk-arts and involve community-based artists. Documentation can include film, video, photography, recordings, CDs, audiotape, radio and publications.

The following costs are eligible when documented:
• Up to 50% of folk and traditional artists’ contract fee
• Up to 50% of printing costs for WV artists’ catalogs to accompany exhibition of works
• Up to 50% of insurance or special installation costs for exhibition
• Up to 50% of documentation materials
• Up to 50% of contract fees for documenting artists (videographer, director, photographer, etc)

Special Instructions: Each request for artist fees must be accompanied by a contract and resume or bio. All costs must be documented with printer’s estimate, itemized materials list, or insurance estimate provided.

Evaluation criteria: Applications will be evaluated with the following criteria in mind:
• Contribution to the public understanding of West Virginia folk art
• A sensitive and accurate presentation of folklife providing cultural enrichment to an audience while not disrupting the tradition being presented.
• The affirmation of folklife tradition within the source community
• Representation and involvement of the community being served
• Fair compensation for the artists involved

Folk Arts Apprenticeship Program

In addition to the grants made available from the WVCA for Folk Arts Programs, the Augusta Heritage Center, Davis and Elkins College, Elkins WV 26241, manages the West Virginia Folk Arts Apprenticeship Program. This program matches master folk artists with apprentices on a one-to-one basis. The apprenticeships are conducted on an individual basis in the home of the master artists, where context, values and lore are shared along with the art.

For additional information and guidelines for the Folk Arts Apprenticeship Program, please contact:
Augusta Heritage Center
100 Campus Drive
Davis and Elkins College
Elkins, WV 26241
304-637-1318
www.augustaheritage.com

Re-granting Program

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and other not-for-profit organizations with an arts-related mission, which are interested in re-granting funds for arts activities based on community identified need.

Funding Level: Up to $6000

Matching Requirements: Applicant must provide a 50% cash match. If awarded $6000, applicant must be able to match with $6000.

Letter of Intent Required: First time applicants only by December 1

Program purpose: To allow arts organizations with a mission of community arts support to designate funds for re-granting according to community need.

Program description: Support is available for re-granting within the community to organizations or individuals as determined by community need.

Special Instructions: Applications must include a copy of your current or proposed re-granting guidelines in addition to your narrative that answers the following questions:
• What organizations/individuals within your community have been identified as possible recipients of re-granting funds?
• What application process will be used?
• Are grants to be project oriented? If not, how will awards be
determined?
• What funding levels will you set for grant awards?
If your organization does not currently have a re-granting program in place, the Arts Staff can provide samples guidelines for successful re-granting programs.

Special Instructions: This program requires extended guidelines not included in this booklet. Contact arts staff for more information.

Planning & Organizational Development Categories

The WVCA values strong arts organizations and their contribution to WV communities and is willing to invest in that development. Planning is the most important facet in all of the following grant programs, whether it is long range planning for individual organizations, strengthening the organization’s infrastructure through planning for staffing, or community-wide cultural planning.

Long-Range Planning

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations and institutions with professional staff, or those organizations that have been in existence for a minimum of two years are eligible to apply.

Funding Level: Up to 50% of consultant fees and expenses not to exceed $10,000

Matching Requirements: 50% cash match

Letter of Intent Required: Required for all applicants by December 1

Program purpose: To strengthen WV arts organizations and prepare them for success in fundraising and efficiency in providing arts experiences.

Program description: Support is available for outside consultants and planners to analyze the applicant organization’s administrative, artistic, programmatic and financial management; marketing; and fundraising and incorporate those findings into a long range plan through facilitated meetings with the board of directors and community members.

Special Instructions: This program requires extended guidelines not included in this booklet. Contact arts staff for more information

Staffing Support

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations currently with or without staff, which have been in existence for a minimum of two years are eligible. The organization must have an operating budget of not less than $25,000. A long-range plan indicating the need for and responsibilities of staff position must accompany the application.

Funding Level: Phased support (75% - 25%) for salary and benefits for one professional staff person.

Matching Requirements: Phased match 25% (year one), 50% (year two) and 75% (year three) of salary and benefits.

Letter of Intent Required: Required for all applicants by December 1

Program purpose: The goal of this program is to provide support for staff positions. The process creates the optimum environment and support for success for each applicant organization and furthers the WVCA goal of strengthening arts organizations and expanding their capacity.

Program description: This program provides support and technical assistance for full- or part-time non-profit arts management staff
positions and management interms.

Non-profit arts management staff:
The program has an entry phase and the possibility of three-year phased support for the position. The entry phase begins with the submission of the letter of intent to apply. The Staff Support Project Monitor and Arts Staff works with the applicant to determine readiness to apply. Once readiness is determined, assistance with the application process will be provided.

Support range for staff salary and benefits is as follows: Up to 75% for year one, 50% for year two and 25% for year three. The total annual salary may not exceed 25% of the organization’s annual budget. Positions may include artistic staff, exhibitions curator, development officer, public information coordinator and other such positions identified within the long-range planning process.

Technical support: A valuable supplement to the grant award in this category is the technical assistance provided by the Staff Support Project Monitor, who works to ensure the successful transition from volunteer run organization to professionally staffed organization, or to smoothly incorporate additional staff into an organization. The Project Monitor will work quarterly to create a stable management environment and to identify and diffuse any problems related to new staff.

Special Instructions: Additional detailed guidelines required to complete your application are available from Arts Staff.

Management interns:
Organizations with paid managers may apply for assistance with 50% of the salary for an arts management intern not to exceed $3000.

Special instructions: Applicants are required to describe the need for a management intern, outline the responsibilities and goals of the intern and the mentor/supervisor. A letter from the potential intern describing interest in the management internship should be included. The WVCA will consider up to four internships per organization annually.

Community Connections

Application Deadline: March 1

Forms Required: Community Arts Project Support Grant Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: WV non-profit arts organizations, city or county governments or similar organizations are eligible to apply. Paid, professional staff is not a requirement.

Funding Level: 50% of eligible costs up to $5000 per year

Matching Requirements: 50% cash match

Letter of Intent Required: Required for all applicants by December 1

Program purpose: To assist communities in assessing their cultural needs and resources; develop dialogue between all facets of the community; and develop a structure for the efficient use of resources and the provision of a stable cultural environment.

Program description: Community Connections is a one- to two-year program designed to help communities develop a community cultural plan by promoting communication between existing arts organizations, artists, citizens, local government, business, chambers of commerce, tourism, educators and others. A Community Cultural Plan assesses community resources, develops dialogue, and identifies the most efficient ways to use existing resources while developing new resources to provide a rich cultural environment in the community.

Applications to the first year of Community Connections are eligible for up to $5000 to coordinate a community cultural planning process. Second year applicants may apply for up to $5000 to implement the goals outlined in the cultural plan.

Special Instructions: Additional detailed guidelines necessary to
complete your application are available from the Arts Staff.

Mini Grants

Application Deadline: On going. Application must be received at least 6 weeks prior to the date the event begins.

Forms Required: Mini Grant Application Packet

Eligibility: Schools, non-profit arts organizations or other community organizations incorporating the arts into their mission.

Schools and organizations receiving grants submitted at the March 1 deadline are not eligible to apply for Mini Grants within the same fiscal year. Each applicant can receive one Mini Grant in a fiscal year.

Funding Level: The applicant may request up to 50% of artist fees and travel expenses up to $1,000

Matching Requirements: Applicant must provide a 50% cash match.

Letter of Intent Required: No

Program purpose: To provide funding for individual schools or communities for a single project or performance. Funding is not intended for fundraisers or benefits.

Program description: This program offers support for schools or groups without a “season” of events to present West Virginia artists in workshops or performances. School projects should be developed using the West Virginia Department of Education Fine Arts Content Standards and Objectives that can be found at http://wvde.state.wv.us/csos/.

Special Instructions: Program funds are limited and available on a “first-come, first-served” basis. Applicants are encouraged to apply early.

Mini Grant funds are available for West Virginia artists only.

There is a limit to the amount of fee support any one artist or company can receive through the Mini Grant program in a fiscal year. It is based on a percentage of the total funds allocated. Consequently, the cap may change from year to year. You may contact the Arts Staff to inquire about the availability of funds before submitting an application for a Mini Grant.