Here you will find a number of resources that will help you with your grant application and project process. Whether you’re looking for a specific application, guidelines, or various budget examples to help with your project follow these three simple steps:
Film and Video Arts Project Grant Program Guidelines
APPLICATION DEADLINE: February 1 and September 1
With the possibility of an impending postal strike, the AFA will be accepting Audio/Video support materials for the September 1 deadline for Individual Project Grants directly through email. Please send your Audio/Video samples to the appropriate grant stream email address listed below. Please include your full name, project name and GATE project number in your email.
Please note that these email addresses are specifically for the submission of Audio/Visual support material. Full applications, including all other support material (i.e. project descriptions, still images, c.v.’s etc.) must still be submitted through the GATE online granting system.
Emails to these addresses will not receive a direct response or reply. For questions or concerns about your overall grant application, please contact the appropriate Arts Development Consultant listed under your discipline’s guidelines.
Applications for this grant are made online through the Grants Application Tracking and Evaluation (GATE) system. To make an application, you will require a GATE User ID and Password. Please e-mail registrationAFA@gov.ab.ca at least five business days prior to the application deadline with the following information:
- Your legal Name
- The grant you are applying for; and
- Your email address.
Once assigned, this User ID and Password will allow access to GATE for this and future applications to the AFA.
Applications must be received prior to the commencement of the project.
Late or incomplete applications will be deemed ineligible. For help with this application call 780-427-9968 or toll free 310-0000 during regular business hours before the application deadline.
- Applicant Eligibility
- Eligible Projects
- Application Requirements
- Application Submission
- Grant Assessment
- Grant Conditions
- For additional help
The Alberta Foundation for the Arts (AFA) Film and Video Arts: Individual Project Grant Stream is integral to the AFA’s support of The Spirit of Alberta, Alberta’s cultural policy.
This grant stream supports the development of individual Alberta artists, arts administrators, or an ensemble of artists by providing a grant for a specific film and video arts project.
2. Applicant Eligibility
2.1 In order to be eligible for a project grant, applicants must be residents of Alberta. For the purposes of this program, a resident is a person:
- legally entitled to be or remain in Canada; and,
- who has had his or her primary residence in Alberta for one full year before applying to this grant stream.
2.2 Previous project grant recipients are eligible if they have met all reporting requirements and do not have any outstanding projects.
2.3 In order to be eligible for a project grant, an ensemble must be made up of members who meet the individual criteria.
2.4 Applicants, including ensembles, must not be incorporated under either provincial or federal legislation.
2.5 Projects must not start beofre the application is received by the AFA. The AFA does not fund projects retroactively. Funding is not assured for any project,
3. Eligible Projects
The film and video arts are defined as independent works in film and video produced by individual artists. The applicant must have complete editorial and creative control over the proposed project and must retain at least 75% of copyright. Projects undertaken as a part or course of study are not eligible.
3.1 Eligible projects must meet the criteria in one of the following categories:
- Art production includes the creation of a new work in film and video arts. Eligible projects may be a distinct phase of a new work, such as script or screenplay writing, pre-production, production, and post-production. Eligible genres include, but are not limited to, narrative shorts and features, experimental shorts, documentary, and animation. All film and video artists, regardless of experience, may apply to this category.
- Training and career development includes a course or program of study to develop an artist's training in film and video arts. Eligible projects include, but are not limited to, workshops, master classes, retreats, mentorship programs, and professional courses. Recreational training projects are not eligible. All film and video artists, regardless of experience, may apply to this category.
- Marketing includes a program of activity for a specific period of time to disseminate a completed film and video arts work and/ or to develop audiences and markets for an artist's work. Eligible projects include, but are not limited to, film festival submissions, online distribution and promotion initiatives, attendance at screenings, exhibitions, presentations or conferences featuring the artist's work, and award presentations by invitation. Only film and video artists who have had a previously completed work screened, exhibited, or presented through a venue or organization devoted to presentation may apply to this category.
- Research includes a program of activity for a specific period of time that supports or results in the development of new work in film and video arts. Eligible projects include, but are not limited to, experimentation, exploration, and research (including research for documentaries) related to production. Only film and video artists who have had a previously completed work screened, exhibited, or presented through a venue or organization devoted to presentation may apply to this category.
3.2 The maximum grant under this grant stream will not exceed $15,000, and may include up to $3,000 per month subsistence allowance. Subsistence is defined as basic living expenses for:
- local transportation;
- food; and,
- child care
3.3 Applicants may apply for up to 100% of eligible expenses that are directly related to carrying out the proposed project. These expenses may include, but are not limited to:
- tuition or training fees;
- artist's fees;
- commission fees;
- subsistence expenses;
- transportation and accommodation;
- administration and contract fees;
- promotion and publicity;
- production; and,
- other expenses considered by the AFA to be reasonable and necessary.
3.4 Supplies may be eligible if they are fundamental to the practice of an arts discipline, and are appropriate for the development of the project.
3.5 Expenses already incurred and expended prior to the application submission are not eligible, including grant writer fees.
3.6 Capital purchases, such as buildings or property, or capital development, and studio construction or renovations, are not eligible.
4. Application Requirements
4.1 Applications must be submitted prior to the commencement of the project.
NOTE: Applications for this grant stream are managed through the GATE online grant application system. Each component identified below must be submitted to the AFA in the noted manner – GATE online forms, attachments or hard copy. Attachments must be uploaded to GATE to complete the application. See the Application User Guide for more information.
In the Applicant Profile:
4.2 Current, complete contact information for the primary applicant (GATE online form).
In the Project Grant Application:
4.3 Confirmation of the application category (art production, marketing, research, or training/career development) and applicant status (individual/ensemble/minor) (GATE online form). For the applicant status:
- Ensembles must designate one contact person for all requirements of the grant; this individual is the primary applicant and must e-sign the Applicant Agreement.
- If the Applicant is under the age of 18 years at the time of application, the following requirements must be met:
- a parent or legal guardian must e-sign the Applicant Agreement as the designate for the grant; and,
- the designate is responsible for the following:
- the completeness and accuracy of the application in full
- receipt and use of grant funds
- reporting on the use of funds per section 9 of these guidelines; and,
- serving as contact person for any inquiries relating to the grant.
4.4 A brief project description, indicating the nature of the work to be done and project start and end dates (GATE online form).
4.5 A listing of the principal artists involved in the project, their position or role, and their province of residence per Section 2.1 above (GATE online form).
4.6 A completed Applicant Agreement including the e-signature of the primary applicant or designate (GATE online form).
4.7 A project budget detailing expenditures and non-AFA revenues in Canadian dollars (GATE online form). The difference between expenditures and revenues will comprise the grant request to the AFA and cannot exceed $15,000.
4.8 An artistic resume of no more than four pages that includes a current list of film and video arts work completed and presented, identifying the role of the primary applicant in each work (upload attachment). Emerging artists may submit a description of their media arts background, including level of training, film and video arts activities, and other relevant arts activity history.
4.9 A detailed description of the project, including an outline of the objectives, planned activities, timelines, and expected results and benefits (upload attachment).
4.10 Applicants must also include:
- for art production,
- the resumes for all principal artists listed per section 4.5 above (upload attachment)
- commission applicants must submit a completed and signed contract with the commissioner and a plan for the exhibition, presentation, display, publication, screening, or performance of the commissioned work (upload attachment).
- for marketing or research, official invitations, confirmations, or itineraries, as applicable (upload attachment).
- for marketing, a detailed marketing plan (upload attachment).
- for training or career development
- applicants who have been accepted into a specific course must provide proof of acceptance and a detailed description, schedule, and budget for the training program or course of study (upload attachment); or
- applicants who have not already been accepted into a course must submit a detailed description, schedule, and budget for the preferred choice. In addition, two alternate program choices should be submitted, with detailed descriptions, schedules, and budgets for each choice (upload attachment).
4.11For all categories, film and video work, scripts, or storyboards of previous productions or of the work in progress to aid the assessment process. Scripts and storyboards must be submitted through the GATE system (upload attachment). Video submissions must be made in hard copy on CD, DVD or USB flash drive compatible with Microsoft Windows operating system and NTSC video standards.Links to online content are not an acceptable submission format. All video support material provided in hard copy must be clearly labelled with the applicant's name. Chaptered menus and named files are strongly encouraged. The applicant is responsible for providing support materials that comply with the playback capabilities of the AFA.
4.12 Applicants are encouraged to submit additional support materials that may assist in the assessment process. These may include press clippings, invitations, reference letters, reviews, or catalogues (upload attachment).
4.13 If applicants request return of support materials submitted in hard copy, they must provide a self-addressed stamped envelope with the submission.
4.14 Applicants may be asked for additional information to determine eligibility, or any other program requirements.
4.15 Applicants are encouraged to export a PDF of the complete application package after submission and keep it in their records.
5. Application Submission
5.1 Applications must:
- be submitted online through the GATE online grant application system unless otherwise specified in Section 4 ;
- be submitted no later than 11:59 p.m. Mountain Time on the deadline date, unless the deadline falls on a statutory holiday or a weekend when it will be extended until the next working day.
- for supplementary material submitted in hard copy per Section 4 only be postmarked no later than 11:59 p.m. Mountain Time on the deadline date, unless the deadline falls on a statutory holiday or a weekend when it will be extended until the next working day. Hard copy materials must be clearly labelled and mailed directly to the AFA at:
Alberta Foundation for the Arts
10708 – 105 Avenue NW
Edmonton, AB T5H 0A1
5.2 The AFA does not accept late, or incomplete applications.
5.3 Applicants may submit only one application to the AFA each deadline.
5.4 Applicants may apply to both deadlines (February 1 and September 1).
5.5 New applications will not be accepted until an applicant’s previous project is completed and the final report is received and approved by the AFA.
6. Grant Assessment
6.1 Department staff provide consultative and administrative services to the AFA. Staff will convene an expert panel to consider all eligible grant applications submitted to each grant deadline.
6.2 The expert panel process is as follows:
- The expert panel members receive a package from the AFA, prior to the start of their expert panel meeting, with copies of all eligible project applications and proposals for the current deadline for review.
- The expert panel meets to consider each application and to review support materials. The expert panel must decide together which projects should be funded and the amount of funding that should be provided.
- Expert panels may recommend funding for only part of the project or amounts for specific purposes, or may establish conditions, as stated in the successful notification letter, which must be met before the grant can be paid.
6.3 The expert panel assesses the merit of each application both on its own terms and in relation to all other applications received for a given deadline.
6.4 Assessment of a project is based on the following general criteria:
- the artistic merit of an art production or research project;
- the educational merit of a training or career development project;
- the promotional merit of a marketing project;
- the impact of the project on both the applicant and the artistic genre in Alberta;
- ethe appropriateness of the project budget showing commitment from all partners as applicable; and,
- the ability of the applicant to carry out the proposed project.
6.5 Assessment also takes into account the applicant's:
- artistic and, if applicable, technical ability to carry out the proposed project;
- level of training, experience, and expertise;
- performance and achievements to date; and
- personal objectives.
6.6 All expert panel recommendations are reviewed by the AFA and all decisions are final.
7.1 Applicants will be notified in writing of the result of their application within six months of the application deadline.
7.2 General comments about the applications are gathered by Department staff and made available to applicants. No specific comments about individual applications are recorded or made available to applicants.
8. Grant Conditions
8.1 Grants must be used for the purposes described in the application as approved by the AFA. If a grant is used for any other purpose, including changes in the outcome or in the location of the original program or project, the AFA may require the recipient to return all of the grant funds unless the change is:
- submitted in writing; and
- approved by the AFA before the change is made.
8.2 The AFA, or its authorized representative, may examine a grant recipient's financial and other records to ensure that the grant is being, or was, used for its intended purpose.
8.3 If applicants do not receive the full grant amount requested, the applicants are still required to complete the project as proposed if they accept the grant. Applicants must return the grant funds if the project cannot be completed as proposed.
8.4 Grant recipients must return unused portions of a grant to the AFA and must return funds if reporting requirements are not met.
8.5 If applicants require an extension to their final report due date, a request must be submitted in writing prior to the final report due date listed in the successful notification letter. The AFA may consider a single extension per grant.
8.6 Whenever possible, grant recipients must acknowledge the AFA for financial support in any publicity prepared in relation to the project, including electronic, print, or visual material. However, unless otherwise specified, individual project grant recipients are not required to meet specific AFA recognition requirements.
8.7 The AFA provides electronic versions of its logo for use in meeting recognition requirements. These may be downloaded from the website www.affta.ab.ca.
Grant recipients must submit a report upon completion of the project that demonstrates that grant funds were spent on the activities described in the application and the proposed activities were completed. Reporting for this grant stream is managed through the GATE online grant application system. Each component identified below must be submitted to the AFA in the noted manner – online forms or attachments. Attachments must be uploaded to the GATE system to complete the application. See the Reporting User Guide for more information. (coming soon)
9.1 The final report is due on the date noted in the successful notification document, as determined by the project completion date set by the applicant, and must include all of the following:
In the Applicant Profile:
- Current, complete contact and registration information (GATE online form).
In the Project Grant Final Report:
- a completed project outcomes report (GATE online form);
- a complete and accurate financial accounting for the project based on the original budget submission (GATE online form);
- a description of the results of the project, with an evaluation of its success in relation to the original objectives and outreach as stated in the application (upload attachment);
And, if applicable,
- copies of promotional materials related to the project, such as posters and programs (upload attachment). Funding credit to the Alberta Foundation for the Arts must be shown where appropriate;
- a copy of the work produced. Scripts, images, and other documents should be uploaded in GATE (upload attachment). Video submissions must be made in hard copy on CD, DVD or USB flash drive compatible with Microsoft Windows operating system and NTSC video standards. Links to online content are not an acceptable submission format. Any material provided in hard copy must be clearly labelled with the applicant's name. The applicant is responsible for providing support materials that comply with the playback capabilities of the AFA;
- any reviews, publications, invitations, and/or catalogues in which the project is mentioned (upload attachment).
- a travel itinerary, confirmation of attendance at an event, conference, or course of study (upload attachment; and
- a transcript, certificate, or official letter confirming the completion of studies (upload attachment).
9.2 Any grant recipient who does not provide a report prior to the deadline (as noted in the successful notification document), who does not fulfill any conditions associate with a grant, or whose report is not approved will be made delinquent and ineligible for further funding from the AFA for a period of three years from the time the delinquency is resolved.
9.3 Previous grant recipients must have met reporting requirements in order to be eligible to receive subsequent funding in any AFA grant program or stream.
10. For Additional Help
For assistance with this grant application, please call the AFA at 780.427.9968 during regular business hours. Toll-free calls can be made by first dialing 310.0000.
To obtain a GATE user ID and password, please email the AFA at registrationAFA@gov.ab.ca a minimum of five business days prior to the application deadline,
Barb Mah Arts Development Consultant
T: (780) 415-0306