Cultural Celebrations Grants Scheme Guidance Notes
1. Introduction
Funding is available to encourage or facilitate the expression of cultural identity at the time of the traditional July/August events.
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 £1,000 is available for:
- Single day events to express cultural identity
Please note funding is subject to budget and will be proportionally awarded based on volume of submitted applications.
A constituted group, where up to 3 groups work in partnership, may apply for a collective amount of funding to host a cultural identity event, i.e. up to £3,000 for a single day event, through a lead applicant. Where such a partnership is formed for collective funding, details of all groups must be provided within the application.When presenting the claim, invoices relating to the claim can be accepted in the 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).
3. Commitment
All applicants must ensure they have sought and acquired all relevant permissions or licences in relation to all proposed activities associated with the event.
Applicants are reminded that the use, and broadcasting, of music in public may require a license. Further, care should be taken when making and disseminating recordings where other members of the public are involved.
It is the responsibility of the applicant, and each applicant in a constituted group, to ensure that all risk assessments are properly undertaken prior to an event and that any insurance required is in place. Applicants should liaise with the PSNI, NIFRS, NIEA and any other relevant statutory agency, as required, depending upon the nature of the event.
4. Good Relations
In the interest of good community relations, applicants and organisers of events should (i) endeavour to ensure that events are open to all and inclusive, and (ii) endeavour to promote good relations between persons of different religious belief, political opinion and racial group. To that end applicants and organisers should actively discourage sectarian or racist behaviour or activity, the flying of flags or the use of emblems, or any other inappropriate activity.
5. Funding Conditions
Funding for a cultural identity event will be withdrawn where there is a breach of the good relations provisions set out above, or where Council has reasonable grounds to believe that there will be a material breach of the good relations provisions.
Funding will be refused, or withdrawn, for any event or planned activities that are unlawful or have, or are likely to have, a negative impact on the Council's reputation.
6. Dates
Opening date for applications: Wednesday 7 June 2023
Closing Date for Applications: 4pm Monday 19 June 2023.
Events must take place between 9 and 13 July and 13 and 17 August 2023.
7. Who Is Eligible for Grant Aid
Applicants or Groups should be properly constituted and must be based in the Mid and East Antrim Borough Council area, and hold a bank account in the name of the applicant organisation.
The planned event must be located within the Mid and East Antrim Borough Council area.
A constituted group, where up to 3 groups work in partnership, may apply through a lead applicant for the collective amount of funding to host a cultural identity event, up to £3,000 for a single day event.
The applicant, or lead 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
Depending upon the nature of the planned event, there may need to be substantial engagement and co-operation with the community and the following agencies:
- Mid and East Antrim Borough Council
- NIFRS
- PSNI
- Northern Ireland Housing Executive
Applicants are reminded of the commitment section above, which sets out some of the responsibilities that fall to applicants when organising an event.
Applicants are also required to ensure that they have express permission from a relevant landowner or occupier where an event is planned on land not owned or occupied by the applicant.
9. What Can and Cannot Be Funded
Funding can be used for:
Events that encourage or facilitate the expression of cultural identity.
These events may include the following activities: music and art; cultural/educational activities; family fun activities; food/refreshments consumables; and portable toilets. This list is not exhaustive and should be used only as an indication of potentially eligible costs.
Funding cannot be used for the purchase of items of clothing or alcohol.
10. Payment of Claims
Payment of the 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.
All applicants will have the opportunity to request an advance payment should their application be successful. No further payments will be made until completion of the project and satisfactory vouching has taken place.
Please consult with a Grant Officer 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 dependents 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, intentionally, or recklessly provide any false or misleading information as part of the application process, 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 making a decision with respect to an application 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.
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 our Entertainment Licence section.
Full terms and conditions are available on the Council website by contacting: grants@midandeastantrim.gov.uk
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
Applications are made online by going to our online Grants Portal.
Opening date for applications : Wednesday 7 June 2023
Closing Date for Applications: 4pm Monday 19 June 2023.