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: Performing Arts Guidelines (http://www.international.gc.ca/arts/perf-en.asp)

Grant Programmes in Performing Arts

This section briefly outlines the different grant programmes available for projects in Performing Arts. You must consult the guidelines for a complete list of criteria and deadlines.

International Tour
This category is for any established company or artist undertaking a revenue generating international performance tour.

Special Projects
This category is for young and upcoming artists launching international careers in new markets or countries for projects that might not meet all the International Touring Projects requirements.

Support for Canadian Festival or Conference Organizers
This category is only for Canadian festivals or conference administrators who want to invite foreign presenters to their event in Canada.

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 Performing Arts section
3) Click on the choice which applies to you (Please refer to the Grant Programmes in Performing Arts section for information on the different programs).

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

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Completing a Grant Request

General Information

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

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Extra Information

This section may be used to provide any additional information you feel is relevant to your project but does not fit to into any other section of the online application.

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 on the period that you will be abroad. An entry must be added for every day you will be out of Canada, including free and travel days. When applicable, also indicate the various venues for showcases and contact room activities in Canada.
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. Example: 2003/11/30 for 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 activity which is most representative of the activity which will take place that day
Guaranteed Fees: Enter the performance fees you will be paid for the day’s specified activity
Box Office: If applicable, enter projected box office revenues for the day’s activity if you are not receiving a fee or if you are splitting the box office take
Provided Services: If applicable, enter the total value of any services provided to you by the local presenter. Provided services include, but are not limited to hotel accommodations, perdiems and local transportation.

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Itinerary Document

You may also use this section to elaborate upon the itinerary entered in the Itinerary section.

Special Project and International Touring:
In this section you must indicate if any of the dates in the Itinerary section are tentative. Also indicate an approximate date by which you expect confirmation of these dates.

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

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Budget - Support for Canadian Festivals and Conference Organizers Only

In this section, indicate total costs, confirmed sources of funding and other pending sources of funding associated with the Canada based event.

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.
Requester 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: 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 - All Other Programmes

You must completely fill in each subsection of the budget to be eligible for funding. To access the different subsections of the budget section, click on the desired subsection name from the table located in the center of your screen.

Information
Professional Artists: Enter the number of artists who will be participating in this project, for whom this is their primary line of work.
Amateur Artists: Enter the number of artists who will be participating in this project, for whom this is a part time or casual occupation.
Technicians: Enter the number of technicians or other crew members who will be participating in this project.
Directors: Enter the number of directors who will be participating in this project.
Administrators: Enter the number of administrators who will be participating in this project.

Number of Days
Setup: Enter the number of hours needed on stage for set-up, each time you change locations.
Teardown: Enter the number of hours needed to strike the set and load out.
Tour Total: Enter the total number of days you will be on tour outside Canada. This includes your departure and return days as well as your travel days and free days.
Number of Performances: Enter the total number of performances you plan on giving during this tour.
Number of Workshops: Enter the total number of workshops you plan on giving on this tour.

Salaries
In this section of the budget enter the average weekly pay rate for the different tour participants.
To add a salary for a person or group: Click on Add a new Item and fill in the appropriate information according to the Field Information Chart below.
To modify a salary: Click on to the right of the salary entry you wish to modify, make the appropriate modifications and save.
To delete a salary: Click on to the right of the salary entry you wish to delete.
To copy a salary: Click on to the right of the salary entry you wish to copy and make sure to modify the information.

Field Information Chart
Profession: Select the profession of this person or group
Other: Applicable if the profession of this person or group is not listed above
Number of People: Enter the number of people in this group
Weekly Rate: Enter the average individual weekly salary for the people in this group
Number of Weeks: Enter the number of weeks that this group will be working during this tour (Please round off to the nearest week and adjust salary accordingly)

Transportation
This section of the budget allows you to enter the details of costs associated with transporting cargo and people. To complete the cargo and people subsections, click on their title and follow the corresponding instructions below.

Transportation - Cargo
This subsection allows you to detail the costs associated with cargo transportation.
To add a cargo entry: Click on Add a new Item and fill in the appropriate information according to the Field Information Chart below.
To modify a cargo entry : Click on to the right of the cargo entry you wish to modify, make the appropriate modifications and save.
To delete a cargo entry : Click on to the right of the cargo entry you wish to delete.
To copy a cargo entry : Click on to the right of the cargo entry you wish to copy and make sure to modify the information.

Field Information Chart - Cargo
Transportation Type: Select the method by which your cargo will transported to its destination
Weight: Enter the weight, in kilograms, of this cargo
Total Cost: Enter the transportation cost for this cargo, in Canadian currency

Note: To convert from pounds (lbs.) to kilograms (kg) divide the total pounds by 2.2

Transportation - People
This subsection allows you to detail the costs associated with the transportation of people.
To add transportation for a group of people : Click on Add a new Item and fill in the appropriate information according to the Field Information Chart below.
To modify an entry : Click on to the right of the entry you wish to modify, make the appropriate modifications and save.
To delete a entry : Click on to the right of the entry you wish to delete.
To copy a entry : Click on to the right of the entry you wish to copy and make sure to modify the information.

Field Information Chart - People
Transportation Type: Select the method by which each group will be travelling to their destination
Number of People: Enter the number of people who will be using this method of transportation
Cost per Person: Enter the average transportation cost for each member of this group, in Canadian currency

Perdiems
This section of the budget allows you to enter daily meal and hotel allowances for different groups of your company.
To add an perdiem entry : Click on Add a new Item and fill in the appropriate information according to the Field Information Chart below.
To modify an perdiem entry : Click on to the right of the entry you wish to modify, make the appropriate modifications and save.
To delete a perdiem entry : Click on to the right of the entry you wish to delete.
To copy a perdiem entry : Click on to the right of the entry you wish to copy and make sure to modify the information.

Field Information Chart
Lodging
Group Type: Enter what kind of group of people this lodging is for (e.g.: performers, crew, advanced group)
Number of Rooms: Enter the number of rooms booked for this group (Note: Do not enter the number of individuals staying in the room)
Number of Nights: Enter the number of nights booked for this group
Rate per Night: Enter the cost per room per night

Food Allowance
Number of Individuals: Enter the number of people in this group
Number of Days: Enter the number of days this group of people will be receiving a food allowance (perdiem)
Perdiem per Day: Enter the amount of money allocated to each member of this group for their daily food allowance, in Canadian currency

Agents
This section allows you to list your agent(s) and the fees they are receiving.
To add an agent : Click on Add Item and fill in the appropriate information according to the Field Information Chart below.
To modify an entry : Click on to the right of the entry you wish to modify, make the appropriate modifications and save.
To delete a entry : Click on to the right of the entry you wish to delete.
To copy a agent entry : Click on to the right of the entry you wish to copy and make sure to modify the information.

Field Information Chart
Agent Name: Enter the name of the agent
Agent Fee: Enter the fee paid to the agent

Other Expenses
This section allows you to enter additional budget details associated with the project.
Publicity: Enter total amount of money that will be spent on publicity for this project
Production Costs: Enter the total amount of money spent on production costs associated directly with this project
Expenses: Enter any other expenses spent on this project. You must explain these expenses in the Budget Document section.

Revenues
This section allows you to indicate any additional source of revenue associated with this project.
Guaranteed Fees, Box Office and Provided Services: are calculated with the amount entered in the fields of the Itinerary section for every day of the event.
Co production Revenue: Enter any co production revenues you are receiving for this project
Sponsorship: Enter any funds received through sponsorship, corporate or private
Other Grants Requested: Enter the total amount of any additional funding you have applied for through other federal, provincial or municipal organizations and explain in detail in the Budget Document section.
Applicant’s Contribution: Enter the total amount of money your are contributing towards this project

Summary
This section allows you to view all of the expenses and revenues you have been entered in the Budget section of the application.
Grant Requested: Enter the amount of the grant requested for your project.

Note: Foreign Affairs Canada only provides deficit funding

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Budget Document

This section must be used to explain any amount you entered in the Expenses field in the Other Expenses budget subsection. The Budget Document section can also be used to elaborate on any of the costs indicated in the budget or to add those which did could not be included in the provided format.

If applying for additional funding from other agencies (such as the Canada Council for the Arts), government departments, provinces or foundations, please indicate the date of your application, the amount requested, and when you expect to receive a response.

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

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Promotion Plan - International Tour and Special Projects Only

This section may be used to outline any promotional activities you might undertake to improve the visibility of your project.

Promotional activities include, but are not limited to:
1) Media interviews
2) Public relations material (posters, flyers, videos)
3) Advertising strategy
4) Special events

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

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List of Participants - Support for Canadian Festivals and Conference Organizers Only

In this section include a tentative or confirmed list of foreign buyers and presenters to be invited to this year’s Festival or Conference in Canada.

For each entry you must include:
1) Name
2) Venue or Festival name
3) Address
4) Email address
5) Estimated arrival and departure dates
6) Estimated date of confirmation

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) Press kit
2) Reviews
3) DVD - CD - Video - Cassettes

Please send the above information to the following address:

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

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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) Logging 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) Logging 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) Logging 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 bottom-left of your screen)
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. Additionally you must include the attendance figures and total house size for each performance.
5) Click on the Save button

Now that you have entered the text portion of your final report, you need to submit a final itinerary, 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 Itinerary

To submit the itinerary section of your final report:
1) Logging 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 itinerary in the list of your projects displayed on your screen
3) Select Final Itinerary from the purple menu (to the left of your screen, near the bottom of the page)
4) Enter your final itinerary following the same steps as when you submitted your application. You must add an entry for each day you were out of Canada.

Now that you have entered your final itinerary, you need to enter your final budget, as described in the next section of this document.

Note: If the Final Itinerary section is not available to you through your menu when you attempt to submit your final itinerary, 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) Logging 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) Logging 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, final itinerary and final budget in the list of your projects displayed on your screen
4) Select Final Budget from the purple menu (to the left of your screen, near the bottom of the page)
5) Click on the Summary subsection of the budget (in the middle of your screen)
6) 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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