Cultural Celebrations Grants Scheme Guidance Notes
All activities for which grant moneys are provided must be planned and undertaken in compliance with the Government’s social distancing guidance, to protect everyone from the risk of infection.
Visit the PHA COVID-19 Advice page.
Any awarded projects will require them to be held in accordance with the dates outlined in the scheme guidance notes.
1. Introduction
Funding is available to encourage the expression of cultural identity at the time of the traditional July/August events. The activity can be in the form of an event in accordance with PHA COVID-19 Advice.
Examples of Projects
- Enabling events such as internet workshops which could include culturally based cookery demonstrations and children’s crafting activities.
- Production of cultural activity packs for distribution amongst communities.
- Enabling the recording of online resources with regard to cultural education which can be viewed by communities – e.g. history talks etc.
- Family fun day activities in accordance with PHA Covid-19 Guidance.
This list is not exhaustive, and any project ideas should be discussed with a local DEA Officer to determine suitability (contact details are listed at the back of this guide).
2. Funding Available
Funding of up to a maximum of £1,500 is available for:
- Single day events to express cultural identity
- Events expressing cultural identity in a virtual format
Please note funding is subject to budget and will be proportionally awarded based on volume of submitted applications.
A constituted group working in partnership with up to three groups may apply for the collective amount of funding to host festival events in those areas, i.e. up to £4,500 for single day events. Where a partnership is formed for collective funding, details of all groups must be provided within the application. When producing the claim, invoices relating to the claim can be accepted in name of all groups detailed in the application form. Payments should be visible on the bank statement of the lead applicant only (the group named on the application and in the Letter of Offer).
To qualify for funding, the construction and burning of a bonfire is not necessary and applications should normally come from groups hosting a traditional bonfire, hosting a beacon, or hosting a virtual event in place of what historically was a traditional bonfire. Where a bonfire will be built as part of the virtual event, the following criteria will be applied.
- All activities for which funding is provided must be planned and undertaken in compliance with the Government’s social distancing guidance, to protect everyone from the risk of infection.
- The most up to date information can be found on the NIDirect government services website and Public Health Agency NI website.
3. Commitment
Applicants must ensure that all activities for which funding is provided must be planned and undertaken in compliance with the Government’s social distancing guidance, to protect everyone from the risk of infection.
Applicants must also ensure they have sought and acquired all permissions in relation to use and broadcasting of music and when making recordings where other members of the public are involved.
Where applicable, applicants are required to have close liaison with bonfire organisers and attend all site meetings, whilst adhering to social distancing guidance, with bonfire organisers to ensure that where bonfires do take place they are as safe and environmentally friendly as possible.
4. Good Relations
In the interest of good community relations, organisers of events should endeavour to discourage sectarian or racist graffiti, or the flying of flags or emblems or the burning of election posters at their bonfire site.
5. Funding Conditions
Funding will be withdrawn for any events that do not adhere to the PHA guidance for social distancing.
Funding for festivals will be withdrawn where bonfires contain any tyres.
Funding for festivals will be withdrawn where sectarian or racist graffiti or the flying of flags or emblems or the burning of election posters at their bonfire site.
Funding will be withdrawn for any activities that are unlawful or have a negative impact on Council reputation.
6. Dates
Opening date for applications : Monday 9 May 2022 Closing Date for Applications: 12noon Friday 3 June 2022.
Events must take place between 9 and 13 July and 13 and 17 August 2022.
7. Who Is Eligible for Grant Aid
Applicant Groups should be properly constituted and based in the Mid and East Antrim Borough Council area, and hold a bank account in the name of the applicant organisation.
A constituted group working in partnership with up to three groups may apply for the collective amount of funding to host festival events in those areas, i.e. up to £4,500 for one day events.
The applicant will take full responsibility to ensure adherence to the rules of this scheme and that high levels of governance are applied. Expenditure for all events must be evidenced in the form of paid invoices and bank statements in the name of the lead applicant.
8. Community Engagement / Safety
If there are plans to have a bonfire, there must be substantial engagement and co-operation with the community and the following relevant agencies:
- Mid and East Antrim Borough Council
- NIFRS
- PSNI
- Northern Ireland Housing Executive
All activities for which funding is provided must be planned and undertaken in compliance with the Government’s social distancing guidance, to protect everyone from the risk of infection.
9. What Can and Cannot Be Funded
Funding can be used for:
Festival events eg activities such as music and art; various cultural/educational activities; family fun activities; food/refreshments consumables; portable toilets and skips in line with PHA Guidance on Social Distancing. This list is not exhaustive and should be used only as an indication of eligible costs.
Virtual festival events eg virtual activities such as music and art; various virtual cultural/educational activities including streaming costs. This list is not exhaustive and should be used only as an indication of eligible costs.
Funding cannot be used for the purchase of items of clothing, alcohol or items directly related to a bonfire, or items that would encourage large gatherings which exceeds PHA Guidance on Social Distancing.
10. Payment of Claims
Payment of grant will be made after the project or activity has taken place and upon completion of the Project Report and Claim Form and the submission of original invoices, receipts and bank statements.
In the instance where issues with cash flow may prove detrimental to the project or activity taking place, consideration may be given to releasing 50% of the awarded funding in advance. This will be done on a case by case scenario and the applicant will be required to demonstrate that there is a need for this advance payment. No further payments will be made until completion of the project and satisfactory vouching has taken place.
Please consult the Grants Officers if you require any additional information.
11. Equal Opportunity and Good Relations
While administering this scheme Mid and East Antrim Borough Council will ensure the promotion of equality of opportunity between:
- persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation
- men and women generally
- persons with a disability and persons without
- persons with dependants and persons without
In addition due regard will be given to the promotion of good relations between persons of different religious belief, political opinion or racial group.
Please note the following:
If you deliberately give any false or misleading information, we will withdraw your application, or, if a grant has already been awarded, ask you to pay back any money we have given you. This will also have implications for any future applications you may submit.
Mid and East Antrim Borough Council may defer applications if further information is needed.
Mid and East Antrim Borough Council will not consider a claim that your application was lost or delayed in the post, unless you have proof of posting.
It may not be possible to support all applications even if they are eligible to apply.
Only one application will be accepted per group for this scheme in a financial year.
Payment of Grant
Payment of grant will be made after the project or activity has taken place and upon completion of the Project Report and Claim Form and the submission of original invoices, receipts and bank statements.
In the instance where issues with cash flow may prove detrimental to the project or activity taking place, consideration may be given to releasing 50% of the awarded funding in advance. This will be done on a case by case scenario and the applicant will be required to demonstrate that there is a need for this advance payment. No further payments will be made until completion of the project and satisfactory vouching has taken place.
Please consult the Grants Officers if you require any additional information.
Specific Conditions
Successful applicants of any other Council grant scheme will not be permitted to apply for additional funding under this scheme for that particular project. However, these groups may apply for funding for a different activity that qualifies in one of the listed categories of this scheme.
Groups in receipt of funding from other sections of Council are ineligible to apply for additional funding for that project under this scheme. However, these groups may apply for funding for a different activity that qualifies in one of the listed categories of this scheme.
N.B. It is the responsibility of the applicant to ensure that all statutory licences and permits are in place prior to an event taking place. Typical licences required for a community event include Entertainments, Street Trading etc. For information on licences and fees, please visit www.midandeastantrim.gov.uk/business/licencing
Guidelines for Procurement of Goods and Services
The following procurement procedures must be adhered to when purchasing any individual good or service relating to the project or event. Applicants are required to upload the necessary written quotations as outlined below to the application form. Failure to do so will result in the application not moving to the next stage of evaluation and may be deemed ineligible for funding.
Quotations:
| Estimated value of individual item of expenditure (exc. VAT) | Number of Quotations Required |
|---|---|
| £0 - £2,999.99 | Minimum of 1 telephone / email quotation |
| £3,000 - £7,999.99 | Minimum of 3 written / email quotations |
| £8,000 - £29,999.99 | Minimum of 4 written / email quotations |
Tendering:
| Estimated value of individual item of expenditure (exc. VAT) | Procedure |
|---|---|
| £30,000+ | Publicly Advertised Tender |
Regulations to note:
- The Public Supplies Contracts Regulations 1991
- The Public Works Contracts Regulations 1991
- The Utilities Supply and Works Contracts Regulations 1992
- The Public Services Contracts Regulations 1993
- It is good practice to have a system of opening and evaluating tenders.
- Claims: Please use the proforma provided and submit by the target date. Original invoices and receipts should be submitted and a copy retained for your records.
- Any legal agreements should only be made following professional advice.
- When renewing insurance always check with alternative firms to obtain the best quote. Voluntary organisations like NICVA have favourable group arrangements in place.
- Applicants are advised to maintain records of small purchases in a petty cash book and to ensure that cheques are not signed in advance.
- Where it is evident that one supplier can provide the product or service as one itemised invoice as opposed to a series of invoices, the project promoter should treat this as such and seek quotations according to procurement thresholds. This will ensure the best value for money. Separating the scope of works into sections for the purpose of invoicing below the procurement threshold, will be deemed by audit as purposely splitting work values to avoid due process.
N.B. Council, at its discretion, may contact suppliers directly to verify expenditure has taken place in accordance to the application for funding and any offer of funding by Council. Cases of suspected fraud involving Mid and East Antrim Borough Council funds will be reported to the police.
How to Apply
Opening date for applications: Monday 9 May 2022 Closing Date for Applications: 12noon Friday 3 June 2022.
Further Information on the grant process is available by contacting the Grants Office at:
T: 028 2563 3530 or T: 028 2563 3198
E: grants@midandeastantrim.gov.uk