Promart2000 User’s Guide

About The Guide

This document is intended to help you complete your grant application using Promart2000, our online grant application system.

Browser Requirements

Saving your Information - Recommendations

For security reasons, the Promart system will lock you out of your account after 20 minutes of inactivity. Please remember to click on the SAVE button periodically to ensure that all your information is saved.

As you begin to fill out your online application, we recommend that you prepare texts for each applicable section on the word processing software of your choice then cut and paste the appropriate text for each section into the online application. This allows you to freely compose and edit your text and also prevent the loss of any information.

Note: You do not have to complete all sections of your grant request application in one session. If you click on the save button, any information entered in that particular section of the application will be available to you for modifications in further sessions until you submit your request to the Department.

General Eligibility Criteria

All grant request applications will be evaluated on the basis of their conformity to the published programme guidelines, and the information submitted.

To determine if your project is eligible for funding, go to: Film and Video Guidelines (http://www.international.gc.ca/arts/film-en.asp)

Creating a Promart2000 Account for New Users

If this is the first time you are applying for a grant through our Promart2000 system, you first need to create an account. This account will allow you to create requests and access a permanent record of all your requests submitted through Promart2000 online grant request system. If ever you forget your password, please contact us. DO NOT create a new account as you will not have access to your previous requests.

Note: It is important to fill in all sections accurately as the information you supply is used at various stages in the processing of your account.

To create a new account:
1) Go to http://www.promart2000.com
2) Click on New User

You should now see a new user form containing the following sections: client, contact person, grant recipient and password. All fields marked in bold are mandatory.

Client: This section of the form is used to identify the person or organization travelling abroad.

Contact Person: This section of the form is used to identify the person to be contacted if we require further information on your grant request. Typically, this is the person completing the online grant request application.

Grant Recipient: This section of the form is used to determine whose name should be on the cheque, should your grant request be recommended for funding.

Note: You can choose to have the cheque sent to the client or contact person by selecting “Yes” for the question “Is this the name you want on the cheque?”. However, the Grant recipient section must still be completed for the system to create your account.

Password: This section of the form is used to create your personal user name and password. The user name and password:
- are case sensitive
- must not contain spaces, accents or symbols
- can contain any combination of alphabetical letters and/or numbers
- must contain a minimum of 4 characters

To submit your completed New User form: Click on the Submit button. If your submission was successful, you should now see a confirmation screen, otherwise you will be brought back to the New User form to fill in missing information.

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Logging into your Account

Once you have created an account, you will be able to access the Promart2000 online grant application system at any time.

To log into your Promart2000 account:
1) Go to http://www.promart2000.com
2) Click on Account Holder
3) Enter your user name and password
4) Click on the Submit button

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What to do if you Forget your Password

If you have forgotten your user name and password, DO NOT create a new account. Please contact us and we will send you your account information.
Telephone: (613) 996-3197
Email: culture.pcr@international.gc.ca

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Creating a New Request

To create a new grant request for your project:
1) Logging into your account (see Logging into your Account section)
2) Click on Add New Request (this link should be located above the Start Date table header)

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Programme Selection

To select the grant programme for which you are applying:
1) Click Programme from the purple menu (see the top left of your screen)
2) Scroll to the Film and Video section
3) Click on the choice which applies to you (Please refer to http://www.international.gc.ca/arts/film-en.asp for information on the different programs).

Now that you have chosen the grant programme you can begin the actual grant request application.

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Completing a Grant Request

General Information

Project Name: Indicate the event in which you will be participating, the city where it will be held, and the year during which it will be held.( e.g..: London Film Festival, 2002 )
Start Date, End Date: Indicate your departure dates for the event.
Objectives: Include a brief description of what you hope to accomplish by attending this event. Other information you should include in this section:

- A brief description of the festival
- The category in which your film has been invited
- A short biography of the applicant

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Extra Information

In this section, detail your marketing plan or promotion strategy for the event.

Also include:
- An explanation of how participation at this festival fits into your international marketing plans and why participation at this event is important to you;
- The details of potential buyers/distributors/broadcasters/potential partners who will be at the festival and with whom you have made preliminary contact or are trying to meet;
- Activities in which the festival has asked you to participate (i.e. workshops, panels, press conferences; pitching sessions, etc.);
- An indication of past track record: recent invitations and awards from international events;
- Colleagues associated with the film who will be attending the festival (name and title);
- An indication as to whether or not you have been in contact with the Canadian representative in the festival country (Consulate, Embassy, High Commission). If yes, provide the name of your contact;
- Two references who are familiar with your work and can be contacted with regard to your application (provide contact information);
- If you are a producer, indicate if the director will be attending and whether or not he/she received travel assistance and from whom.

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 period that you will be abroad, according to the start and end dates entered in the “General Information“ section of the request. An entry must be added for every day you will be abroad, including free and travel days. When applicable, also indicate the various venues for screenings.

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 and 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 for:
- When you will arrive
- Screenings
- Participation on panels
- Interviews
- When you will leave the event

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 producer or the director attending the international event.
Lodging Fees: Enter the total / anticipated hotel costs for the producer or the director attending the international event.
Registration Fees: Enter the total registration fees for the international event.
Other Expenses: Enter any other pertinent expenses related to the international event.
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 participating in the international festival or event, 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 your participation in the international event. Where possible, indicate that funding is confirmed by adding (C) after the relevant line item.

EXPENSES:
Airfare: $
Local transportation: $
Accommodation: $
Per diem (amount x number of days): $
Registration fee: $
Marketing materials: $

Other expenses
(Use descriptive line for each): $

TOTAL EXPENSES: $

REVENUES:
Personal contribution: $
Travel assistance (federal): $
Travel assistance (provincial): $
(Provide descriptive line and amount requested for each)
Festival assistance: $
(Indicate dollar amount or provide descriptive line)

TOTAL REVENUES: $

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 videocassette or DVD copy of your film
2)A copy of your letter of invitation from the festival (copy of letter or copy of email message)
3) Promotional material for your film
4)Articles or reviews relating to your film

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, using the “Trip Report” template included in the next section of this document.
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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Trip Report Template

As part of your grant agreement, you are required to submit a trip report upon your return. Below is a suggested report outline for grant recipients. The questions provided should serve as a guideline for writing a complete report. Other pertinent information not covered in these questions, may also be included. Reports should be 2-4 pages in length (single-spaced).

The event
What was the name of the event and on which dates did you attend?
In what section of the film festival was your film?
When were your screenings? How was the attendance? How would you describe the reaction of the audience? Was there a question and answer period?
Were you a panellist or guest speaker for any events during the festival?

Summary of Activities
What promotional and marketing initiatives did you undertake?
What meetings did you have? Were these meetings pre-scheduled?
As a result of your attendance at this event, do you have any concrete business leads and/or potential distribution deals?
Did you have any press coverage and/or interviews?
Have you followed up with any of your business leads since your return?

Effectiveness
What were your goals for this event and did you achieve them?
Did the festival provide enough visibility for Canadians?
Were the organizers helpful? In what ways?
What types of events did you attend (networking events, seminars, master classes, etc.) and were they useful and informative?
Were you pleased with the results/outcomes of your participation in the festival?

Recommendations and General Comments
Would you recommend this festival and why?
What recommendations and/or advice would you give to others wishing to attend this festival in the future, in order to improve their overall experience at the event?
Did you learn of any buying trends new to the film and television market?

Contacts
Were you in contact with a Canadian Representative (Embassy, Consulate, High Commission)when you were abroad? If yes, please provide the name of your contact. Were they helpful to you?

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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 bottom-left of your screen)
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 report and 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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