Festival and Event Policy

Exists when Festivals and Events:

• • Are open to the general public with no admission charge or a minimum charge where deemed necessary to ensure as much public participation and access as possible;
  • A portion of the proceeds from the Festival or Event are donated to a local non-profit group or charity;
  • The Festival or Event is hosted by a non-profit group or charity;
  • The Festival or Event provides a positive image for and increases the profile of Haldimand County; and/or,
  • The Festival or Event adds economic benefit to Haldimand County from a tourism perspective.

4.2.1  The County's Festival and Event Operating Grant Program is intended to achieve the following:

•   Provide financial support for a specific time period to Festivals and Events to encourage the development of event capacity and increase attendance;
•   Provide a fair and transparent application process;
•   Allocate financial resources in a fair and equitable manner; and,
•   Ensure accountability for funding provided to organizers.

4.2.2   Funding will only be provided to Festival or Event organizing bodies from Haldimand County that meet the definition of Festival or Event and the proposed funding parameters and conditions as follows:

a)  In recognition of the “in-kind” and “logistical” support provided by the County to Festivals and Events, grant funding will be provided in the amount of up to 10% of the eligible operating budget for an event, using the previous year’s actuals. In the event the dollar value of successful grant applications exceeds an annual funding envelope, the value of all grants will be prorated accordingly.
b)  Eligible use of the grant funds are:

•   Programming -- Fees for artists, speakers and key creative or community contributors, productions and exhibit costs, venue and equipment rental, design, display and decoration
•   Administration -- Planning, coordination, event management, fund-raising, bookkeeping, audience feedback or other data collection and permit fees
•   Publicity and Marketing -- Development and implementation of publicity and marketing strategies and advertising and promotional expenses.

     Ineligible use of the grant funds are:

•   Ongoing organizational operating costs (i.e. rent, telephone, salaries, services, training, office supplies / equipment, etc.);
•   Deficit management/debt repayment;
•   Reserve funds;
•   Retroactive costs incurred prior to grant approval;
•   Capital improvements or expenditures (i.e. structural costs, renovations, equipment purchases); and,
•   Awards ceremonies, recognition events, banquets, receptions, annual general meetings.

4.2.3  Any organization or group that has a loan agreement, is in arrears and/or litigation with Haldimand County is ineligible to apply for funding.

4.2.4  In order to undertake the appropriate due diligence to ensure that applications meet the criteria of the program, applications will require a Festival and Event budget submission showing related expenditures, revenues and reserves (including details about the purpose of the reserve) of the organizer who is applying. A committee comprised of County staff will review all applications for subsequent Council approval relative to the following criteria:

4.2.4.1  The Festival or Event aligns with and furthers the County's Corporate Strategic Priorities

4.2.4.2  Applicants must be a community group or organization; individuals are not eligible.

4.2.4.3  Applicants must be a group or organization that has been in existence for a minimum of one year, and must have a bank account in the name of the group or organization.

4.2.4.4  A governance structure exists consisting of a volunteer board of directors or executive committee comprised primarily of Haldimand County residents;

4.2.4.5  There is demonstrated organizational capacity of volunteers, contractors and staff to deliver the Festival while meeting health, safety and legislative requirements;

4.2.4.6  There is demonstrated financial capacity to deliver the Festival while meeting its financial obligations; and,

4.2.4.7  Proof of adequate liability insurance coverage for the Festival to County standards.

4.2.5  If a Festival or Event approved for a grant through the Festival and Event Operating Grant Program does not occur in full the funds must be returned to the County. However, special consideration of exceptional circumstances, such as natural catastrophes or Acts of God will be considered at the discretion of Haldimand County.

4.2.6  Grant recipients must acknowledge the support of Haldimand County in all print and publicity material for the Festival (i.e. literature, advertising, banners or on-site signs).

4.2.7  Grant recipients must comply with applicable legislation, municipal by-laws and policies as outlined in the Festival and Event Approval Guidelines.

4.2.8  Organizations receiving County funding will maintain financial records in accordance with Canadian generally-accepted accounting principles and will provide them to the County upon request.

4.2.9  All organizations receiving a Festival and Event Operating Grant will be required to complete a final report form outlining how the grant funds were used, festival attendance, etc. The final report is due within 45 days following the festival. This report is critical in terms of being able to evaluate the impact of the funding program. Organizations which do not submit a final report form will be ineligible for County funding in subsequent years until the final report form is provided.