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: Visual and Media Arts Guidelines ( http://www.international.gc.ca/arts/visual-en.asp)

Grant Programmes in Visual and Media Arts

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

International Exhibition of Canadian Contemporary Art
Financial assistance may be provided to encourage the circulation and better appreciation of Canadian contemporary art abroad, as well as the creation of linkages between Canadian and foreign institutions in this field.

International Art Event
With the objective of facilitating the participation of Canadian artists in non-commercial international visual arts and media art events such as biennials and festivals, financial assistance may be offered to artists who have been invited to participate.

Incoming Familiarization Visit
To encourage interest abroad in Canadian Visual Arts and Media Arts, consideration will be given to funding familiarization visits by foreign art experts, curators and art museum directors.

Preparatory Tour
To help finalize arrangements for touring of Canadian contemporary art exhibitions, consideration will be given to funding preparatory tours by representatives of Canadian not-for-profit art institutions if deemed necessary for the successful implementation of the project.

International Career Development Project
This category is intended to help young and upcoming artists in the fields of visual arts, media arts and crafts launch international careers and develop market potential by exhibiting in a foreign commercial gallery. Priority will be given to artists’ first exhibition in a foreign commercial gallery.

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 Visual and Media Arts section (this should be the second section)
3) Click on the choice which applies to you (Please refer to the Grant Programmes in Visual and Media 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

Project Name: Please create a short title for your request that best represents the project.( e.g.: Exhibition title, event title, etc... )
Start Date, End Date: Indicate the start and end date of the project.
Objectives: Include:

Exhibition of Canadian Contemporary Art
- An outline of the curator’s proposal
- The project’s objectives
- A description of how this project fits in your institution’s business plan
- The results you hope to achieve with this project

International Career Development Project
- A brief description of the commercial gallery and how you were invited to present your works
- The results you hope to achieve with this project

International Art Event
- A description of the event and its theme
-Whether the event is a recurring event (e.g.: biennial) or one-of-a-kind event
- A description of your participation in this event
- A description of how you were invited to this event (e.g.: through a competition, previous contacts with organizers, submission of a portfolio, studio visit, other)
- How your participation in this event fits in your short and long term career goals
- A short biography of the artist(s)

Preparatory Tour
- The project’s objectives
- A description of how this project fits in your institution’s business plan
- The results you hope to achieve with this project
- A short biography of the person who will be touring

Incoming Familiarization Visit
- The project’s objectives
- A description of how this project fits in your institution’s business plan
- The results you hope to achieve with this project
- A short biography of the visitor(s)

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

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Extra Information - Preparatory tours and Incoming familiarization visits Only

This section must be used to provide additional details about your project.

Preparatory Tour
List, by city, organisms and people with which you will meet during your tour.

Incoming Familiarizing Visit
List, by city, organisms and people with which the visitor will meet during the visit.

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 dates of your project, according to the start and end dates entered in the “General Information“ section of the request. Generally you will need to add both a start and end date for each venue.

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 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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Budget

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

Column Information Chart
Contribution from the organizing institution: The organizing institution is the same mentioned in the Client field under the General Information section.
In this column, enter the amounts contributed by the organizing institution.
Contribution from the hosting institution: Please enter the name of the hosting institution in the column header.
In this column, enter the amounts contributed by the hosting institution.
Contribution from other sources: If applicable, enter the name of the sources providing additional funding in the column header.
In this column, enter the amounts contributed by the specified source.
Amount requested from International Cultural Relations: In this column, enter the amounts requested from us.

Field Information Chart
International Transport of the Works*: Enter the international transportation cost of the works.
Crating*: Enter the cost of crating.
Insurance*: Enter the cost of insurance for the works while in transit. It is expected that the cost of insurance while on view should be borne by the hosting institution.
Customs*: Enter the cost of the custom and brokerage fees.
Artist’s Travel*: Enter the cost of the artist’s airfare.
Artist’s Perdiem*: Enter the cost of the artist’s perdiem for the number of days abroad (e.g.: 7 days @ $150/day )
Canadian Curator’s Travel*: Enter the cost of the curator’s travel.
Curator’s Perdiem*: Enter the cost of the curator’s perdiem.
Catalogue: Enter the cost for the production of the catalogue.
Installation: Enter the cost of installing the works.
Promotion: Enter the cost of promotion for the exhibition.
Other: Use this field to identify costs not listed in this budget form. If you use this field, please enter a title under Other to indicate the nature of the expense.

Note: An asterisk denotes expenses which are eligible for funding. All entries must be in Canadian dollars.

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Exhibition Content - International touring of contemporary Canadian art exhibitions, International career development and
Major international art events Only

This section is used to briefly describe the content of your project and list the works being presented. When listing your works, include:
- Their title
- The year they were created
- The medium
- Their dimension

If the works have not yet been selected, describe the type and number of works being presented.

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

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List of Participants - International touring of contemporary Canadian art exhibitions and Major international art events Only

In this section include a list of the project’s Canadian and foreign participants (e.g.: artists, visitors), if applicable. The list of participants will help determine the context of your own participation.

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

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Promotion Plan - International touring of contemporary Canadian art exhibitions, International career development and Major international art events Only

This section may be used to outline any promotional activities by the organizer to improve the visibility of the event. If applicable, briefly describe your contribution to these activities.

Promotional activities include, but are not limited to:
1) Media publicity (interviews, newspapers, magazines, electronic, press conferences, pamphlets)
2) Panel participations
3) Conferences
4) Educational programmes

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

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Letters of Engagement - International career development and Major international art events Only

In this section include an electronic copy of the letter of invitation from the gallery confirming the dates of your exhibition and agreeing to represent you at least one(1) year after the exhibition. If an electronic copy is not available, please send a copy via regular mail.

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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) Slides
2) Video
3) Catalogue
4) Website
5) A short biography of the artist(s)

Please send the above information to the following address:

Arts Promotion Division (ACA)
Attention : Visual and Media 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) 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.
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) 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 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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