General FAQ's
Eligibility FAQ's
Application FAQ's
Post Application FAQ's

GENERAL faq's 

What is the Artstour Program?
Artstour is the Illinois Arts Council's (IAC) fee support grants program linking arts presenters with Illinois' wealth of touring artists listed in the Artstour Roster. This program encourages the presenter or potential presenter to initiate, expand and/or diversify an arts program through the use of quality arts presentations and related activities.

Presenters may request funding to support performances/exhibits by artists listed in the roster. Artstour grants may also fund 5-10 hours of residency activities such as workshops, master classes, residencies and lecture/demonstrations associated with the performance(s)/exhibits.

What is the difference between a "Presenter," an "Applicant," and an "Artist"?
For the purposes of this FAQ, the following definitions apply:

• Presenter: The organization responsible for coordinating the performance, contracting with the performer, filling out the Artstour application, and submitting the Artstour application by the deadline.
  
• Applicant: Same as the presenter.
  
• Artist: The artist, company, ensemble, or exhibit selected by the Presenter from the Artstour Roster to perform or exhibit.
  

How much funding can the applicant request?
Organizations may request between 30-50% of the artist's negotiated fee. The base request is 30%. If certain qualifying conditions are met, the request amount may increase to a maximum of 50%. Services donated by the artist may not be used in determining the grant request amount. The average request is 35% of the artist's fee. Note: the minimum request per engagement is $100, and the maximum amount is $30,000. Requests should be rounded to the nearest zero or five.

• If the roster artist's, company's, ensemble's, or exhibit package's home-base is at least 100 miles away from presenting venue - add 5%. (Mileage is measured in a straight line from point to point, not actual road mileage traveled.)
  
• For block booking - booking more than one Illinois presenter while the artist is on tour - add 5% - not applicable for exhibit packages. (A tour is defined as a series of performances on the road, away from the artist's, company's, or ensemble's home-base, necessitating overnight accommodations.)
  
• If the applicant is applying to the Artstour Program for the first time, or if it is the first time the applicant has presented the roster artist, company, ensemble, or exhibit package through the Artstour Program - add 5%.
  
• If the roster artist, company, or ensemble is contracted for between five and ten hours of residency activities in addition to the scheduled performance(s)/exhibit - add 5%. (Residency activities are hands-on community and/or educational programs such as workshops, master classes, lectures, demonstrations, etc.)

ELIGIBILITY faq's

What makes a project eligible for Artstour funding?

• The performance/exhibits must be by an Illinois artist, ensemble, company or exhibit found in the current 2005-2007 Artstour Roster.
  
• The proposed performance/exhibit must initiate, expand and/or diversify the applicant's (presenter's) arts programming through the use of quality arts presentations and other related activities.
  
• Applicant (presenter) must submit all requested application materials prior to the deadline, which is no less than eight weeks before the program occurs.
  
• Note: The IAC will not fund a performance/exhibit though both Artstour and another Illinois Arts Council Program, or fund performances by those artists affiliated with the applicant (presenting) organization.

Who is eligible for funding?
Applicant must be a not-for-profit organization currently registered with the Illinois Secretary of State or an agent of a governmental body (i.e., school, school district, park district, library, college, or university) may request funding through the Artstour Program. Eligible organizations also include parent/teacher organizations, traditional presenters, senior citizen centers, hospitals, festivals, local arts agencies and community organizations. (See What is accepted as proof of not-for-profit status? )

application faq's

Who fills out the Artstour Application?
The presenter that hires the Roster artist/ensemble is the applicant and therefore is the one to fill out the application. The application is not to be filled out by the Roster artist.

What is the application process?

1. Read the Artstour guidelines and application carefully and contact the IAC staff if questions arise. It is the responsibility of the applicant (presenter) to be familiar with the Artstour guidelines, application, and the Illinois Arts Council policies.
2. Select a performer(s)/exhibit package from the Artstour Roster. NOTE: Applicants may not request funds for the same artist, company, group, or exhibit for more than two consecutive years.
3. Call, write or email the contact person listed in the roster to discuss availability, tour plans, dates, fees, and other services.
4. Negotiate a contract. Include date(s) of performances/exhibit/screening(s), fees, technical details, etc. Also, draft a plan if IAC funding is denied (for example: two performances rather than three).
5. Submit the complete application with all required materials to the IAC
6. Deadline: Applications must be received at the IAC office at least eight weeks prior to the project date.

What is included in a complete application?

1. Two signed copies of the Artstour application (filled out by presenter). One copy must have an original signature from the authorizing official on the Statement of Assurances.
2. Copy of contract (signed by both presenter and artist)
3. Correct proof of not for profit status. (See What is accepted as proof of not-for-profit status? )
4. Two copies of a list of additional presenters for block booking (if applicable)
5. Two copies of residency activities (if applicable)

When is the Artstour application deadline?
This program has an open deadline. Applications are reviewed in the order they are received and must be received at the IAC office at least eight weeks prior to the project date. Applications received less than eight weeks before the project start date may be ruled ineligible.

• As of July 1, 2005, the IAC will accept applications for any projects taking place between September 1, 2005 and August 31, 2006. As of July 1, 2006, the IAC will accept applications for any projects taking place between September 1, 2006 and August 31, 2007.
  
• Keep in mind that Artstour funding for each fiscal year is available on a first-come, first-served basis starting July 1 (the beginning of the IAC fiscal year), and that all projects must be completed no later than August 31.
  

   

post application faq's

If the applicant is notified that they will receive funding, what do they need to do next?U
If funded, the notification will include grant agreement and cash request forms. These forms must be completed and returned along with copies of three letters notifying the presenter"s State Representative, State Senator and the Office of the Governor as to the IAC grant amount and the project or program it helps support. Names of the individuals to be addressed can be obtained from your County Board of Elections or the State Board of Elections website at www.elections.state.il.us .

When will the applicant find out whether or not they will receive funding?
Notification of funding will be sent six to eight weeks after the IAC's receipt of the application.

How long does it actually take to receive funding from the State?
Once the appropriate documents, as described above, are returned by the grantee (presenter) to the IAC, it will be approximately ten to twelve weeks before a check will be issued by the State Comptroller. Grant monies will be paid no sooner than 45 days before the starting date of the performance/exhibit.

Who receives the payment from the State?
Funds go directly to the presenter that submitted the application. The presenter is responsible for paying the artist.

Is there any final paperwork for the applicant to fill out?
Final report forms will be mailed to the grantee (presenter) prior to the project"s ending date and are due within 30 days after the completion of the program.

What happens if funding is denied?
The applicant will be notified of the funding decision, by mail, approximately 6-8 weeks after applying. If funding is denied, it is between the artist and presenter to determine what happens next without IAC funding. Ideally, a back-up plan has already been discussed and included in the contract. For example, rather than doing two performances and five hours of master classes, the artist might perform once and do three hours of master classes.

What happens if changes to the program are necessary after the application has been submitted?
The IAC must be notified of any changes in program dates, the number of performances/residency hours and the cash fee paid to the artist. These changes may result in a reduction in the grant amount awarded and should be avoided if at all possible.