Completing a Grant Request

General Information

Project Name: Indicate the event which you are organizing followed by the year during which it will be held.( e.g.: Harbourfront Film Festival, 2002 ).
Start Date, End Date: Indicate start and end dates of the event.
Objectives: Include a brief description of what you hope to accomplish by organizing this event. Other information you should include in this section:

- The objectives of the festival
- A brief history of the festival
- Distinguishing characteristics of the festival

Note: Make sure you press the Save button periodically to prevent the loss of information

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Extra Information

In this section provide additional details of the festival.

Provide the following:
- An indication of how you are planning to bring an international perspective to the festival;
- An explanation of the significance of special events being planned if this is a special year for the festival;
- A brief description of new events and initiatives if applicable.

If priority markets (country, region, genre) are being targeted this year:
- State the festival’s priority markets and provide an explanation as to why these were chosen;
- Provide a list of venues and activities that will facilitate business interaction between Canadian and foreign delegates at the festival (i.e. industry centre, micro-meetings, etc.)
- Indicate whether or not the festival has been in contact with a Canadian representative's (Embassy, High Commission or Consulate) targeted priority market. If yes, provide the name of your contact.

If a trade-specific event is being organized:
- Provide a description of the event (forum/conference/symposium, pitching sessions, panels, guest speakers, networking events to introduce Canadians to the invitees, working groups, case studies, etc.);
- Indicate how foreign invitees will participate in these events.

Note: Make sure you press the Save button periodically to prevent the loss of information

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Itinerary

Use this table to provide details of the travel programme you have planned for the festival. For each entry, include the date, country, city and activity type. You will only need to provide the start and end dates for the following:

Festivals (Opening, Closing)
Other Event (if applicable)
Market

To add a date to your itinerary: Click on Add Itinerary and fill in the appropriate information according to the Field Information Chart below
To modify dates in your itinerary: Click on to the right of the itinerary entry you wish to modify, make the appropriate modifications and save.
To delete an itinerary entry: Click on to the right of the itinerary entry you wish to delete
To copy an itinerary entry: Click on to the right of the itinerary entry you wish to copy make sure to modify the information

Field Information Chart
Date: Enter the date of the activity, using a YYYY/MM/DD format. For example enter 2003/11/30 for an activity taking place on November 30, 2003
Country: Select the country in which your activity will be taking place. Please note that for Canada, choices are listed in a province(Canada) format, and for the United States in a State(United States) format.
City: Enter the name of the city where the activity will be taking place
Venue: If applicable, enter the name of the venue / theatre where the activity will be taking place
Presenter: If applicable, enter the name of the person or organization that has invited you to the venue
Activity Type: Select from the provided list the activity which is most representative of the activity which will take place that day

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Itinerary Document

If required, this section may be used to elaborate upon the itinerary entered in the Itinerary section.

Indicate dates and a short descriptive line for all key event, especially those where foreign invitees will play a significant role (i.e. guest speaker, moderator, panellists, etc.)

In the case of larger trade events where there are a number of activities, the proposed program can either be pasted into this section or sent by mail.

Note: Make sure you press the Save button periodically to prevent the loss of information

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Budget

In this section, indicate total costs, confirmed sources of funding and other pending sources of funding associated with your trip. If currency conversion is needed, please include the exchange rate used in the Budget Document Section of the application.

Field Information Chart
Expenses
Transport Expenses: Enter the approximate total cost of airfares for the foreign presenters to come to Canada.
Lodging Fees: Enter the total / anticipated hotel costs for the foreign presenters.
Registration Fees: Enter the total registration fees for the foreign presenters.
Other Expenses: Enter any other pertinent expenses related to the foreign presenters.
Total Expenses: This field is automatically calculated by clicking on the Save button.

Revenues
Description: Enter a short description of what your sources of revenues are for hosting the foreign presenters, not including this request.
Other Revenues: Enter the total dollar value of the revenues from the source detailed in the Description field.
Applicant’s Contribution: Enter the total amount of your contribution towards this project.
Total Revenues: This field is automatically calculated by clicking on the Save button.

Differences
(Revenues - Expenses): This field is automatically calculated by clicking on the Save button. If this number is a positive number, we will not be able to fund your request as Foreign Affairs Canada only provides deficit funding.
Grant Required: Enter the amount of the grant you are requesting from the Department of Foreign Affairs.

Note: All entries must be in Canadian dollars

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Budget Document

In this section, a more detailed budget for your travel is required. Included is a budget template to be completed by the applicant. You should copy this template and paste it in this section of your online application.

Expenses: Show all the calculations for each line item.
Revenues: It is important to indicate all sources of public funding to which you have applied for the purpose of covering the cost of inviting foreign participants and related events. Where possible, indicate that funding is confirmed by adding (C) after the relevant line item.

EXPENSES:
Travel costs (generally, this is the airfare only):
Airfare from the US x number of participants: $
Airfare from Latin America x number of participants: $
Airfare from Europe x number of participants: $
Airfare from Australia/New Zealand: $
Airfare from Asia x number of participants: $
Airfare from Africa x number of participants: $
SUB-TOTAL: $

Accommodation
Amount per night x number of nights: $

Local transportation: $

Per diems
Amount X number of days: $

Other expenses
Use descriptive line for each expense: $

SUB-TOTAL: $
TOTAL EXPENSES: $

REVENUES:
Federal support
Use descriptive line for each revenue: $

SUB-TOTAL: $

Provincial support
Use descriptive line for each revenue: $
SUB-TOTAL: $

Private sponsorship: $

Other revenues
Use descriptive line for each revenue: $
SUB-TOTAL: $
TOTAL REVENUES: $

Note: Make sure you press the Save button periodically to prevent the loss of information

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Participant List

Provide a complete list of foreign participants to be invited to the festival. For each participant, indicate the name, title, company and country. Where possible, indicate that the participant is confirmed by adding (C) after their name. If the participant has been asked to be part of an event, identify their role and the event after their name.

Note: Make sure you press the Save button periodically to prevent the loss of information

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Promotion Plan

Provide the marketing strategy of the festival. Indicate how the festival will disseminate information about the festival to the industry, in Canada and abroad.

Note: Make sure you press the Save button periodically to prevent the loss of information

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Completed Requests

Once your grant request is complete, it has to be submitted to us in order to begin the evaluation process.

To submit your request: Click on Submit Your Request from the purple menu to the left of your screen and click on the Send Request button

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Support Materials

In addition to your electronic application we require the following in order to complete the evaluation of your request:
1)A detailed budget for the whole operation of the festival
2)Promotional material for the festival
3)Any other appropriate material that you feel is important to complete your application.

Please send the above information to the following address:

Arts Promotion Division (ACA)
Attention : Film and Television Officer
Foreign Affairs Canada
125 Sussex Drive
Ottawa, Ontario
K1A 0G2

Note: Your online application and supporting materials should be submitted no later than THREE WEEKS prior to the beginning of the event for which you have applied to attend. Late applications may be rejected

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Revise your Itinerary

Occasionally the officer responsible for your request will need modifications, clarifications or additions to your itinerary. If this is the case, the officer will return the grant request to you electronically and notify you in order for you to make these revisions.

To revise your itinerary section:
1) Log into your account (see Logging into your Account section)
2) Click on the title of the request for which you want to revise the itinerary
3) Click on Itinerary from the purple menu (to the left of your screen)
4) Click on Revise Itinerary

You will now be able to add to or modify entries in the itinerary. For more complete instructions on how to add, modify or delete entries in the itinerary, please read the Itinerary section of this document.

If no more revisions are required from you, please read ahead to the section Re-submitting your Revised Request.

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Revise your Budget

Occasionally the officer responsible for your request will need modifications, clarifications or additions to your budget. If this is the case, the officer will return the grant request to you electronically and notify you in order for you to make these revisions.

To revise your budget section:
1) Log into your account(see Logging into your Account section)
2) Click on the title of the request for which you want to revise the budget
3) Click on Budget from the purple menu (to the left of your screen)
4) Click on Revise Budget

Now that your itinerary and budget have been revised, your request must be re-submitted to the Department.

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Re-submitting your Revised Request

The officer responsible for your request will not be able to view your revisions until your request is re-submitted to the Department.

To submit your revised request:
1) Click on Submit Your Request from the purple menu to the left (this will be the last item in the menu)
2) Click on the Send Request button

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Final Report

You must submit a final report as a condition of your grant. An email notification will be sent to you when you can access your original application in order to submit your electronic report. Supporting material will still need to be sent by regular mail.

To submit the text portion of your final report:
1) Log into your account (see Logging into your Account section)
2) Click on the title of the request for which you want to submit a final report in the list of your projects displayed on your screen
3) Select Final Report from the purple menu (to the left of your screen, near the bottom of the page)
4) Enter your final report evaluating the success of your project, describing the highlights and any long and short term plans which might stem from this project. Also include a final list of invited participants, including an indication of who benefited from the grant.
5) Click on the Save button

Now that you have entered the text portion of your final report, you need to submit a final budget, as described in the next section of this document.

Note: If the Final Report section is not available to you through your menu when you attempt to submit your final report, please contact our technical support by:
Telephone: (613) 996-3197
Email: culture.pcr@international.gc.ca

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Final Budget

To submit the budget section of your final report:
1) Log into your account (see Logging into your Account section)
2) Click on the title of the request for which you want to submit a final budget in the list of your projects displayed on your screen
3) Select Final Budget from the purple menu (to the left of your screen, near the bottom of the page)
4) Enter your final budget filling in all the fields with the real costs
5) Click on the Save button

Now that you have entered your final budget, you need to submit your application back to the Department, as described in the next section of this document.

Note: If the Final Budget section is not available to you through your menu when you attempt to submit your final budget, please contact our technical support by:
Telephone: (613) 996-3197
Email: culture.pcr@international.gc.ca

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Submitting the Final Report

The officer responsible for your request will not be able to view your final report until your request is re-submitted to the Department.

To submit your final report and budget:
1) Log into your account (see Logging into your Account section)
2) Click on the title of the request for which you want to submit a final budget in the list of your projects displayed on your screen
3) Select Final Budget from the purple menu (to the left of your screen, near the bottom of the page)
4) Click on the Send Final Report button

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Support

For general inquiries about our grant programs please contact the Grant Program Support by:
Email: culture.pcr@international.gc.ca
Telephone: (613) 992-6283 or toll free at 1-888-757-7752.

If you experience technical difficulties on our website, please contact us by:
Email: culture.pcr@international.gc.ca
Telephone: (613) 996-3197

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