15 total copies of
the application packet (one original and 14 copies) if your organization's
last completed fiscal year's actual cash operating expenses were greater
than $50,000.
5 total copies of the application packet (one original
and 4 copies) if your organization's last completed fiscal year's actual
cash operating expenses were less than or equal to $50,000.
Applications must be postmarked by the deadline. Hand delivered
applications must be received by 5pm. If the deadline occurs on a weekend or
legal holiday, the next weekday automatically becomes the deadline date. Applications
may be mailed or hand-delivered to the following address:
Illinois Arts Council
James R. Thompson Center
100 W. Randolph, Suite 10-500
Chicago, IL 60601-3298
NOTE: Applicants hand-delivering their applications must visit the building’s
SERVICE CENTER on the ground floor to have their application package scanned
prior to delivering it to the IAC offices on the 10th floor. In addition, applicants
must bring photo identification, such as a driver’s license, to gain access
to the IAC offices.
Application is received at the IAC office
and assigned an application number. Acknowledgment of receipt of the application
will be sent within eight weeks of the application deadline. Acknowledgment
will include an application number to be used in future inquiries regarding
that application. Applications which have been ruled ineligible or incomplete
will not be reviewed.
Applicants whose last year’s operating
expenses were greater than $50,000 are sent to advisory panelists for review.
Applicants whose last year’s operating expenses were $50,000 or less
will be reviewed internally by staff and panel chairs with advisory panelist
expertise called upon whenever necessary. Written comments are maintained
for all applications reviewed.
The Illinois Arts Council staff reviews
the application in depth. The applicant may be asked to answer questions or
submit further written information.
A number of applications are randomly selected
for a site visit. The purpose of the site visit is to enable the panel to
review the organization, its community and audience, to assess the quality
of the organization’s activities and to allow the organization to communicate
additional pertinent information. This review is presented along with the
application at the grants review meeting.
Advisory panels meet in the spring to review
and evaluate applications. Meetings are open to the public and applicants
may attend. Applicants may not address the panel. Each application is reviewed
based on the criteria listed in the next column. Following discussion, the
panel scores each application.
Program staff determines dollar recommendations
based on the directions developed by the Council.
The Council convenes in late August to review
funding recommendations. The applicant is notified of the decision by mail
following the Council meeting.
Notification of funding includes a grant agreement, a revised
budget form and a cash request. Once appropriate documents, including all previous
fiscal year Final Reports, are returned to the IAC, it will be approximately
ten weeks before a check is issued by the State Comptroller. Funds will not
be released until all IAC Final Reports for previous fiscal year grants are
submitted. An appeal of the Council’s decision must be made in writing
within 30 calendar days of the date of the notification letter. Appeals are
limited to situations in which incorrect information has been used in the panel
process or procedural faults have occurred or new information not available
at the time of the panel meeting which, in the opinion of the panel chair, could
significantly influence the recommendation, is now available. Appeals should
be addressed to the IAC Executive Director.
Organizations that receive an IAC grant will be required, as part of their grant
agreement, to notify
by letter their state representative, state senator and the Office of the
Governor indicating the IAC grant amount and the project or program it helps support.
Copies of these three letters must be submitted to the IAC with the signed grant
agreements, cash request and other required documents before
grant funds will be released. Names of the individuals to be addressed can be
obtained from your County Board of Elections or at www.elections.state.il.us
Final report forms are due within 30 days following completion
of the program. Failure to submit a final report jeopardizes the receipt of
future Council funding and will cause the following penalties to be imposed:
There will be a 25% reduction of all current
fiscal year awards for a grantee that is late filing any final reports from
the previous year.
If the grantee has no current fiscal year grant
awards, the grantee will be prohibited from applying for any grants during
the following fiscal year.
Grant recipients must credit the Illinois Arts Council in
all promotional material and public notices in the following manner: This
program is partially supported by a grant from the Illinois Arts Council, a
state agency.
Any grant funds which are determined to have been misspent
or which are being improperly held are subject to recovery according to the
terms of the Grants Funds Recovery Act of 1984, as amended. Project expenditures
are deemed to consist of grant funds in the same proportions as defined by the
matching requirement for the project grant.
Untitled Document
companion to the budget
You are encouraged to print this section as a reference for completing the application.
It may be helpful to use the printout as a checklist for compiling your application.
Following are definitions of terms used in the grant application
forms. The numbers preceding the definitions correspond to the numbers on the
Summary of Total Public Arts Programming Budget. Please refer to these definitions
when completing applications for grant programs described in this booklet. If
you have any questions, contact IAC staff. Note: Project is defined as the activity
for which grant funds are being requested. Project and Program are synonymous.
Applicant refers to the applicant organization.
anticipated income
1. Admissions/Earned Income
Revenue derived from the sale of admissions, tickets, subscriptions, memberships,
etc. for events attributable or prorated to the project.
2.Contracted Services Revenue
Revenue derived from fees earned through sale of services (other than this grant
request). Include sale of workshops, etc. to other community organizations,
governmental contracts for specific services, performance or residency fees,
tuition, etc. Include foreign government support.
3. Other Revenue from Operations
Revenue derived from sources other than listed above. Include catalogue sales,
advertising space in programs, gift shop income, concessions, parking, investment
income, etc.
4. Corporate Support
Cash support derived from grants given for the project (other than this grant
request) by businesses, corporations and corporate foundations, or a proportionate
share of such contributions allocated to the project.
5. Foundation Support
Cash support derived from grants given for the project (other than this grant
request) by private foundations, or a proportionate share of such grants allocated
to the project.
6. Individual Contributions/Benefits
Cash support derived from cash donations given for the project or a proportionate
share of general donations allocated to the project. Do not include corporate,
foundation or government contributions and grants. Include gross proceeds from
fundraising events.
7. Federal Grants
Cash support derived from grants or appropriations given for the project (other
than this grant
request) by agencies of the government or a proportionate share of such grants
or appropriations allocated to the project.
8. State Grants Cash support derived from grants or appropriations given for the project
(other than this grant request) by agencies of the state and/or multi-state
consortiums of state agencies, government or a proportionate share of such grants
or appropriations allocated to the project.
9. Municipal Grants
Cash support derived from grants or appropriations given for the project (other
than this grant
request) by city, county, in-state regional and other local government agencies
or a proportionate share of such grants or appropriations allocated to the project.
10. Applicant Cash Forward
Funds from “Applicant’s” present and/or anticipated resources
that “Applicant” plans to provide to proposed project including
income from endowment funds.
11. Income from Endowment
Cash support withdrawn from endowment fund(s) which is used for fiscal year
operations. The withdrawal can be either permanent or temporary.
12. Grant Amount Requested from IAC
Amount requested from the Illinois Arts Council in support of the project.
13. Total Operating Cash Income
The sum of numbers 1-12.
anticipated expenses
14. Personnel—Administrative
Payment for employee salaries, wages and benefits specifically identified with
the project, for executive and supervisory administrative staff, program directors,
business managers, press agents, fundraisers; clerical staff such as secretaries,
typists, bookkeepers; and supportive personnel such as maintenance and security
staff, ushers and other front-of-house and box office personnel.
15. Personnel—Artistic
Payments for employee salaries, wages and benefits specifically identified with
the project for
artistic directors, directors, conductors, curators, dance masters, composers,
choreographers, designers, video artists, filmmakers, painters, poets, authors,
sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors,
puppeteers, etc.
16. Personnel—Technical/Production
Payments for employee salaries, wages and benefits specifically identified with
the project; for technical management staff such as technical directors, wardrobe,
lighting and sound crews, stage managers, stagehands, video and film technicians,
exhibit preparators and installers, etc.
17. Contractual Services—Artistic
Payments to firms or persons for the services of individuals who are not normally
considered employees of “Applicant,” but consultants or the employees
of other organizations whose services are specifically identified with the project.
Include artistic directors, directors, conductors, curators, dance masters,
composers, choreographers, designers, video artists, filmmakers, painters, poets,
authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers,
instructors, etc., serving in non-employee/ non-staff capacities.
18. Contractual Services—Other
Payments to firms or persons for non-artistic services or individuals who are
not normally considered employees of “Applicant” but consultants
or the employees of other organizations whose services are specifically identified
with the project.
19. Space Rental
Payments specifically identified with the project for rental of office or for
rehearsal, theater, hall, gallery and other such spaces.
20. Travel/Lodging/Transportation
All costs for travel directly related to the travel of an individual or individuals
and
specifically identified with the project. Include fares, hotel and other lodging
expenses, food, taxis, gratuities, per diem payments, toll charges, mileage,
allowances on personal vehicles, car rental costs, etc. For trucking, shipping
or
hauling expenses, see 23, Remaining Operating Expenses.
21. Marketing
All costs for marketing/publicity/promotion specifically identified with the
project. Do not include
payments to individuals or firms which belong under “Personnel”
(numbers 14-16) or “Contractual Services” (numbers 17-18). Include
costs of newspaper, radio and television advertising, printing and mailing of
brochures, flyers and posters, food and drink, and space rental when directly
connected to promotion, publicity or advertising. For fundraising expenses,
see 22, Fundraising Costs.
22. Fundraising Costs
Costs directly related to an event(s), the primary purpose(s) of which was to
raise funds, costs of a paid professional fundraiser, direct mail campaign,
telethon.
23. Remaining Operating Expenses
All expenses not entered in other categories and specifically identified with
the project. Includes scripts and scores, lumber and nails, electricity, telephone,
fax, storage, postage, interest charges, photographic supplies, publication
purchases, sets and drops, food consumed on premises, equipment rental, insurance
fees, non-structural renovations or improvements, trucking, shipping and hauling
expenses not entered under 20, Travel. Regrants are included here.
24. Total Cash Operating Expenses
The sum of numbers 14-23 under Expenses.
25. Net Cash Operating Gain/Loss
Total cash operating income (line 13) minus total cash operating expenses (line
24).
26. Total In-Kind Contributions
Contributions of useable goods or services which the organization otherwise
would have spent money to obtain.
27. Revenue for Capital, Operating or Endowment
Reserves
Cash support specifically designated for capital project(s), operating reserves
or for addition to endowment(s).
28. Capital Expenditure
For tangible assets of significant value, having a useful life extending beyond
one year and
used or to be used in the operations of the organization. Acquisitions: Expenses
for additions to a collection such as works of art, artifacts, plants, animals
or historic documents, the purchase of which is specifically identified with
the project. – Other: Expenses for purchase of buildings or real estate,
renovations or improvements involving structural
change, payments for roads, driveways or parking lots, permanent and generally
immobile equipment such as grid systems or central air conditioning, etc. Following
are additional definitions that are pertinent to the Project
budget detail page—ANTICIPATED EXPENSES
Column (A) IAC Request
Breakdown of total IAC grant request
Column (B) Cash
Breakdown of cash expenses other than IAC grant request
Column (C) In-Kind
Breakdown of total in-kind contributions
Column (D) Total
Breakdown of total expenses resulting from adding columns (A), (B) and (C)
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