Illinois Arts Council

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starts series—companion to the application

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Companion to the Application

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.

Application Narrative

In no more than two pages address the following points. Indicate each section of the narrative with the bold heading given. The application narrative must be typed in a font of 10 point or larger with reasonable margins.

APPLICANT ORGANIZATION

Describe the organization.
Describe the organizations’ existing arts programming.
Explain how the proposed ‘project will initiate, diversify, and/or expand current arts programs.
Identify the individual affiliated with the organization that will serve as the project supervisor. Explain his/her role in the project.
Address plans for pursuing this residency, should the IAC not provide funding.

PROPOSED PROJECT

Summarize the project and where it will take place.
Describe the core group of participants and how they will be selected.
Describe the project activities.
Describe the organization’s plan for evaluating the project.
Explain how this project relates to the goals and mission of the organization.

PROPOSED ARTIST

Explain why this artist was selected.
Detail why this artist is especially suited for this project.

residency schedule plan

In no more than one page provide a session by session breakdown of activities, indicating the length of each session.

Artist Statement

In no more than one page the artist must address the following points. This statement must be typed in a font of 10 point or larger with reasonable margins.

Explain why you want to participate in this project.
Describe what makes this project unique to this site.

Note: Artist not currently listed on the Arts-in-Education Artists or the Artstour Rosters must also address the following points.

Describe your artistic vision.
Detail the specific skills and expertise that you bring to this project.
Provide information on the work sample submitted. When appropriate, include the media, the dimensions, when the work was produced, the performance/venue audience, and the total running time along with any additional information required to review the documentation. If the work presents several artists, indicate your specific involvement in the work.

artist resume

Note: Artists currently listed on the Arts-in-Education Artists or the Artstour Rosters are not required to submit an artist resume.

Artist Work Sample

Note: Artists currently listed on the Arts-in-Education Artists or the Artstour Rosters are not required to submit the following.

In addition to a resume, a work sample must be submitted that provides evidence of the residency artist’s professional work as well as their ability to carry out the proposed residency activities. The work sample should be submitted in the following formats: videotape (VHS format ONLY), manuscript, audiocassette tape, CD, CD-ROM or no more than nine slides. IAC staff makes every effort to handle documentation with care; however, the IAC cannot be responsible for any loss or damage. Include a self-addressed envelope with appropriate postage if work sample should be returned.

Letter of Agreement

Below is a sample of a Letter of Agreement. The sponsoring organization may wish to draft its own letter following this example.

Sample Letter of Agreement

The sponsor (organization’s name) and artist (residency artist’s name) agree to present the proposed at (location of residency activity, name and address). The above named sponsor will secure $_____________ to cover the costs of the residency, to be matched by $_____________ from the Illinois Arts Council, pending approval of this grant.

The above named sponsor will pay the above named artist the total sum of $_____________ which includes (artist’s fee, travel, etc.) for (number of hours) to conduct (planned activity). The above named sponsor will pay the above named artist as follows: (i.e. one-half at the beginning of the residency and one-half upon the completion of the residency—OR—the entire fee at the completion of the residency—OR—the entire fee at the starting date of the residency, etc.)

The residency is scheduled for (dates, hours, location) The artist agrees to follow the activity schedule as attached.
In the event that funding is not secured from the Illinois Arts Council, the above named sponsor will pay the above named artist the reduced total sum of $_____________ which includes (artist’s fee, travel, etc.) for (reduced number of hours) to conduct (condensed planned activity). Without Illinois Arts Council funding, the artist and sponsor agree to the following condensed residency activities (detail a shortened version of the residency).

____________________________________________
Signature of Authorized Official, Date

____________________________________________
Signature of Artist, Date

application budget

	ARTIST CASH EXPENSE
1.	Note: The IAC will support no more than 50% of the Artist Fee up to $2,000. The Applicant Match must meet or exceed the IAC Request. Artist must be paid no less than $50 for their contact time with participants. Applicants cannot request funding for artist consulting, planning, and prep time. The applicant must indicate the artist hourly fee and the total number of contact hours that the artist will be spending with the participants to calculate the total artist fee. The contact hours will be reflected in the Residency Schedule Plan.
	ADDITIONAL CASH EXPENSES
	Note: Additional Cash Expenses may be included only if the IAC Request for Artist Fee is less than $2,000. The IAC Request for Additional Expenses is limited to the lessor of the following: $500 or the amount indicated in the IAC Request for Artist Fee.
2.	Applicants may include in their request funds to reimburse the artist for travel and lodging if the artist resides more than 30 miles from the residency site. Indicate the number of roundtrip miles the artist will be traveling each day, the number of days that the artist will be in residence (refer to Residency Schedule Plan) and calculate with the reimbursement rate of 36 cents per mile. Indicate the number of nights that the artist will need lodging while working on this project and the nightly rate for lodging.
3.	Applicants may include in their request funds to pay for supplies related to the residency. Detail the supplies needed and the cost.
4.	Applicants may request funds to cover costs of marketing the program to the community in which it will take place. These expenses may not exceed $100.
5.	Applicants must indicate any additional expenses related to the residency. Note: IAC funds cannot be used for capital expenditures or refreshments.
6.	To calculate the Total Additional Expenses, total the amounts for lines 2-5. If this amount is less than $500 and less than the IAC Request for Artists Fees, the applicant is not required to provide a match for Additional Expenses.
	SOURCES AND AMOUNT OF CASH MATCH
	The Applicant Cash Match covers at least 50% of the Total Artist’s Fee, and the cost of Total Additional Expenses exceeding the IAC Request limit.
a.	Provide a breakdown of the amounts and sources of the applicant cash match. When necessary, indicate if these amounts are pending and/or confirmed.
7.	Calculate the Total Applicant Cash Match.
	PROJECT EXPENSES–The total cost of the project.
a.	Transfer the Total Artist’s Fee from line 1.
b.	Transfer the Total Additional Expenses from line 6.
8.	Calculte the Total Project Expenses.
	IAC REQUEST
a.	Distribute up to 50% of Total Artist’s Fee from line 1. The remaining portion will be included in the Applicant Cash Match.
b.	Distribute all or a portion of Total Additional Expenses from line 6.
9.	Calculte the Total IAC Request. This amount may not exceed $2,000.
	APPLICANT CASH MATCH
a.	Distribute remaining portion of Total Artist’s Fee from line 1.
b.	Distribute the remaining portion of Total Additional Expenses from line 6.
10.	Calculte the Total Applicant Cash Match. This amount must be equal to line 7.
	PROJECTED INCOME
a.	Transfer the IAC Grant Request from line 9.
b.	Transfer the Total Applicant Cash Match from line 10.
11.	Calculte the Total Projected Income. This amount must be equal to line 8.
	IN-KIND DONATIONS
	In-kind donations are goods and services donated to the project. In-kind donations do not affect the budget and merely show a level of support for the project. Detail the donation, the source providing the donation, and the estimated value of the donation should it be necessary to pay cash for that item.