Application guidelines – Support for Organizations

Canada Book Fund

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Objectives and expected results for the Canada Book Fund

The main objective of the Canada Book Fund (CBF) is to ensure access to a diverse range of Canadian-authored books nationally and internationally, by fostering a strong book industry that publishes and markets Canadian-authored books.

Objectives and expected results for the Support for Organizations component

The Support for Organizations component supports collective projects that offer a broad benefit to the Canadian book publishing industry stakeholders and to readers. It has two key objectives:

  • increase awareness of Canadian-authored books through marketing and promotion activities; and
  • strengthen the infrastructure and efficiency of the Canadian book industry through more effective use of technology, professional development and internships.

Marketing projects

Marketing projects help market and showcase Canadian-authored titles, and help develop new and existing markets for Canadian-authored books.

Technology projects

Technology projects help support the industry in becoming more efficient, competitive and adaptable in response to constantly changing technologies.

Professional development projects

Formal training, workshops, mentoring and other innovative, information-sharing professional development opportunities help provide Canadian book industry professionals with new skills and knowledge, and encourage the sharing of best practices.

Internship projects

Internships help provide valuable on-the-job training, thereby contributing to the development of the next generation of Canadian book industry professionals.

Note on the accessible digital books initiative

Projects within any of the above types can, in whole or in part, support the objective of the accessible digital books initiative. If this is the case, your project description must clearly identify which activities relate to the initiative and how they support it. Please consult the Canada Book Fund website for more information on this initiative.

Application deadlines

April 30 – for projects starting between September 1 and March 31

October 31 – for projects starting between April 1 and August 31

When an application deadline falls on a Saturday, Sunday or statutory holiday, it is extended to the following working day.

Who can apply

To be eligible for funding, your organization must be:

  • a Canadian-owned and Canadian-controlled organization or professional association, representing or related to the Canadian book publishing industry; and
  • incorporated under the laws of Canada or a province.

Canadian teaching institutions with a specialization in the book industry are eligible for funding of Professional Development projects.

Organizations that represent Canadian libraries may be eligible for projects that meet the objectives of the Canada Book Fund and/or the accessible digital books initiative, but should contact us before applying.

Eligibility

We are responsible for determining the eligibility of each applicant, its project and project-related expenses.

The Support for Organizations component is highly competitive. Requests for funding typically exceed available resources. If your organization is eligible, submitting an application is not a guarantee of funding.

Eligible projects

Please note that projects must demonstrate how they provide a broad benefit to be eligible as a collective project. Projects that only benefit a single book publisher, Canadian-authored book or an affiliated group of book publishers are not eligible.

To be eligible for funding, your Marketing project must:

  • adopt a collective commercial approach in marketing, advertising and promotion; and
  • demonstrate that the majority of works being promoted are Canadian-authored books, published by Canadian-owned and Canadian-controlled firms.

To be eligible for funding, your Technology project must:

  • be collectively undertaken to benefit the Canadian book industry as a whole or more than one sector of the industry;
  • develop and implement a communication and distribution infrastructure;
  • improve the collection, use and dissemination of information; or
  • train and develop human and technological resources necessary to adapt to industrial changes.

To be eligible for funding, your Professional development project must:

  • develop new skills and knowledge; or
  • promote the adoption of industry best practices.

Professional development projects submitted by organizations and professional associations representing authors or booksellers are eligible only if their focus is on industrial or commercial aspects of the book industry.

To be eligible for funding, your Internship project must:

  • plan to hire an intern who is Canadian;
  • demonstrate the capacity of the applicant to provide a productive training environment for the intern;
  • provide the opportunity for the intern to contribute to the development of your organization;
  • assign the intern useful work that your organization could not otherwise undertake due to a lack of human or financial resources; and
  • propose to hire as an intern someone who is not an existing employee of your organization or who has previously benefited from a CBF-funded internship.

Larger projects may include activities that relate to more than one of the project types described above. If this is the case, the project must demonstrate it meets the eligibility requirements for each relevant project type. For example, if the larger project includes marketing activities and an internship, it must demonstrate that it meets the eligibility requirements of both types.

Eligible expenses

Only project-related expenses, which can be of cash and in-kind value, are eligible.

In-kind contributions are considered real contributions to the cost of the proposed project but are not reimbursable. Donated goods and services may be considered in-kind contributions if they:

  • are essential to your project’s success;
  • are eligible and would otherwise have to be purchased or paid for by you;
  • can be measured at fair market value (i.e. in relation to similar goods and services); and
  • are balanced by an equal revenue in your budget (i.e. total in-kind expenses equal total in-kind revenues).

We cannot fund expenses incurred before the start date or after the end date of your project. If you incur expenses for your project before receiving written confirmation of your funding approval, you will be doing so at your own risk.

In the case of funding linked to awards or prizes, eligible expenses are limited to marketing the work of nominees or winners.

For detailed information related to expenses and revenues, please refer to the Budget categories and items or contact us.

Examples of eligible expenses may include:

  • event production costs;
  • design and distribution of marketing materials (print or digital), such as websites, catalogues, promotional magazines and brochures on Canadian book publishers, authors and books;
  • consultation and professional services, honoraria and the portion of employees' salaries related to time directly spent on the project ;
  • market research or applied research projects, including expenses for the collection of information and its analysis and dissemination to share results with Canadian book industry professionals;
  • acquisition of information technology equipment and software and other related expenses;
  • developing, organizing and providing a training program;
  • the intern's salary; and
  • for interns from Indigenous or official-language minority communities, visible minorities or someone living with a print disability, expenses for the intern's participation in professional development or book industry events, including registration fees.

The following expenses are not eligible :

  • hospitality expenses (except in the context of the accessible digital books initiative; if considered eligible, hospitality expenses will have to be in line with the relevant policies and directives of the Government of Canada);
  • expenses related to foreign authors (see the definition of “Canadian” in the Glossary);
  • travel expenses (transportation and accommodation and per diem) that do not directly relate to the project. If considered eligible, travel expenses must be in accordance with the Travel on government business directive;
  • expenses related to volunteer support, such as training, meals, distinctive clothing and/or recognition; and,
  • expenses related to fundraising activities, project evaluation, shareholder or proprietor dividends, bonuses or extraordinary compensation, and costs for training or assistance in preparing grants and contribution applications.

Please note that eligibility of hospitality expenses in the context of the accessible digital books initiative will be assessed on a case-by-case basis.

Expenses related to the budget category “entertainment” will also be assessed individually and may be ineligible as hospitality expenses if they are not directly related to book or author promotion.

The program considers administration expenses eligible up to a maximum of 15% of other eligible project expenses. Administration expenses include general office rentals, supplies, mailing, and salaries, fees and benefits for employees or human resources from outside the organization who provide administrative support for the project, but who do not work directly on the project. Notwithstanding the 15% maximum, the amount of administration expenses you include in your project budget should reflect your total anticipated administration expenses for the project. You must be able to provide supporting documentation should it be requested at the end of the project.

Limits of government assistance

To ensure the success of your project, we encourage you to have other funding sources. This may include contributions from your organization, the private sector or other levels of government.

We can fund up to 100% of eligible expenses or $2,000,000 per project per fiscal year in the case of not-for-profit organizations, and up to 75% of eligible expenses or $1,500,000 per project per fiscal year in the case of other organizations. However, the level of funding we can provide is generally limited to 50% of eligible project expenses. If you are seeking 100% funding, please provide a justification for why other funding sources or a financial contribution from your organization or your partners are not feasible for the project.

For an Internship project, we can fund up to 50% of eligible expenses or $15,000. You may receive up to 75% of eligible expenses or $22,500 for hiring an intern that comes from an Indigenous community, an official-language minority community, a visible minority or that is living with a print disability.

You may receive support for more than one project in a given year, but aggregate support to any individual recipient is limited to $2,000,000 per year.

The total financial assistance received from the Support for Organizations component of the Canada Book Fund and other levels of government (federal, provincial, territorial and municipal) cannot exceed:

  • 100% of total project-related costs for not-for-profit organizations and organizations from Indigenous communities or official-language minority communities;
  • 75% of total project-related costs in the case of other organizations.

Applying for more than 12 months

You may request funding for the same activities for more than 12 months. You must show that you have the capacity to complete the planned activities on an annual basis. This is demonstrated with realistic results and budget projections as well as sound governance and continued financial viability. You must also be a recurrent applicant for at least 24 months and have a good track record with the program.

How to apply

Read these Application Guidelines in their entirety before completing your application.

You must meet all eligibility requirements and submit a complete application package to be considered for funding. A complete application package includes the Application Form, a detailed description and budget of your project (see Part E of the Application Form), and your organization’s latest audited financial statements.

For more detailed information, please see the Application Form or contact us.

Application process

  • Complete, sign and date the Application Form;
  • Attach all the required supporting documents; and
  • Submit your application in only one of the accepted formats.

Email submissions

Please submit your application package electronically, at the following email address: flc-sao-cbf-sfo@pch.gc.ca.

The email must be sent no later than 11:59 p.m. local time on the date of the application deadline for your application to be considered.

Mail or in-person submissions

Please send your application by email. We are not able to accept applications by mail or in-person at this time.

Should you have any questions, please contact the Support for Organizations program at the email address above.

How applications are evaluated

We fund projects that have clear objectives and measurable results. Funding decisions are based on the number and quality of applications received for each Support for Organizations application deadline. Your application will be reviewed for eligibility and then evaluated based on the evaluation criteria below.

Failure to comply with any conditions of a previously funded project will be considered in the evaluation of your new application and could result in the rejection of your new application.

Evaluation criteria

If eligible, your application will then be evaluated by a Review Committee who will compare and prioritize it with other applications received, and in relation to the funds available.

Funding priority may be given to:

  • projects that focus on the export of Canadian books;
  • projects that support the objectives of the accessible digital books initiative;
  • projects that increase the capacity of the book industry to succeed in a digital marketplace and promote industry-wide best practices;
  • projects that test or pilot innovative approaches to marketing and promotion;
  • projects making use of sales data and demonstrating efforts to use such data in order to better market and promote books; and
  • associations or organizations representing an under-represented group or projects that benefit an under-represented group, including but not limited to official-language minority, Indigenous, persons with a print disability or visible minority stakeholders.

For internship projects, funding priority may be given to projects that are proposed by an applicant that did not receive support for an internship in recent years.

All projects will be assessed based on the following criteria:

  • demonstrated industry need and support for the project, as well as value for money;
  • demonstrated need for Canada Book Fund support;
  • degree to which the project can demonstrate:
    • measurable results and, for repeat projects, where possible, improved results;
    • added value from previous projects or activities; or
    • a sustainability strategy (i.e. the ability to increase other funding sources);
  • impact of the project on the Canadian book industry (for example: lasting benefit, broad reach to a variety of stakeholders);
  • collaboration or partnerships between organizations operating in different sectors of the industry or in both Canada's English and French markets;
  • demonstrated capacity of the organization to undertake the project; and
  • reporting history with the Support for Organizations component.

Marketing projects will also be assessed based on their ability to demonstrate strategic use of digital technologies for the promotion of books (website, social media, etc.).

Application processing time

Please refer to the Service standards for Canadian Heritage funding programs or contact the program.

We will acknowledge receipt of your application within two weeks of receiving your application.

Funding decisions

We reserve the right to target our funding to specific projects. Please note that decisions regarding eligibility and funding amounts are final.

How funding is provided

We will determine if funding will be disbursed as a grant or as a contribution.

A grant is a payment issued to a recipient for a project. The conditions you agreed to at the time of application will apply. At the end of your project, you may be required to submit a report and/or participate in the evaluation of results.

A contribution is a conditional payment issued for a specific purpose, as outlined in a funding agreement. The agreement is signed by your organization and by us and specifies the terms and conditions to receive payment. At the end of your project, you must submit a final report.

Funding conditions

You may be required to submit interim reports during your project. If you receive $250,000 or more as a contribution, you are required to submit an audited financial report.

Additional conditions may apply and, if applicable, will be included in your funding agreement.

Workplace well-being

The Government of Canada is strongly committed to promoting healthy workplaces where harassment, abuse and discrimination are not tolerated. Organizations that receive funding from Canadian Heritage must take measures to create a workplace free from harassment, abuse and discrimination.

Public Health Guidance

We expect that you will act in compliance with applicable statutes, laws, bylaws, regulations, orders, codes, standards, directives and guidelines governing the activities for which funding is being sought, including those related to public health and safety due to the COVID-19 pandemic.

Official languages requirements

We are committed to taking positive measures to enhance the vitality of official language minority communities and to promote the use of English and French in Canadian society. If you receive funding, you agree to comply with the official languages requirements set out in your application and in your funding agreement.

Acknowledgement of financial assistance

If you receive funding, you must publicly acknowledge – in English and in French – the financial support received from the Government of Canada in all communications materials and promotional activities. Additional requirements may be included in your funding agreement.

For additional information, please refer to our Guide on the public acknowledgement of financial support.

Access to information requests

We are subject to the Access to Information Act and the Privacy Act. The information you submit in your application may be disclosed in accordance with these acts.

Disclosure of information

By submitting your funding application, you authorize us to disclose any information submitted with this application within the Government of Canada or to outside entities for the following purposes:

  • to reach a decision;
  • to evaluate the results of the project; and
  • to support transparency, accountability and citizen engagement.

Audits of recipients and evaluation of the Program

We reserve the right to audit your accounts and records to ensure compliance with the terms and conditions of your funding agreement. We also conduct periodic Program evaluations, during which you may be required to present documentation.

You must keep any records, documents, or other information that may be required to perform the audit or the evaluation for five years. Demonstrated failure to maintain such records may result in the repayment of amounts previously received.

Contact us

For further information, please contact us:

We are not able to accept applications by mail or in-person at this time.

Should you have any questions, please contact the Support for Organizations program at the email address below.

Department of Canadian Heritage
Canada Book Fund - Support for Organizations Component
15 Eddy Street
Gatineau, Quebec
K1A 0M5

Email

flc-sao-cbf-sfo@pch.gc.ca

Telephone

819-997-0055
1-866-811-0055 (toll-free)

TTY

1-888-997-3123 (for people who are deaf, hard of hearing or speech impaired)

Agents are available to answer your questions Monday to Friday, 8:30 a.m. to 5:00 p.m. (EST).

Regional offices of the Department of Canadian Heritage

Glossary

Audited financial report

An audited financial report includes a statement of operations for the given period with regard to the Project and is prepared by a certified accountant who is not part of your organization.

Audited financial statements

A complete set of financial statements including a statement of financial position; a statement of operations; and a statement of changes in financial position. Audited financial statements are completed by a certified accountant who is not part of your organization. The certified accountant performs auditing activities in accordance with generally accepted auditing standards.

Book publishing

Professional activity involving the selection, development and editing of manuscripts; contractual agreements with authors or copyright holders; production and marketing of printed books under the imprint of the firm; and the assumption of the risks associated with these activities.

Canadian
  1. A citizen within the meaning of the Citizenship Act who is ordinarily resident in Canada;
  2. A permanent resident within the meaning of the Immigration and Refugee Protection Act;
  3. A Canadian corporation;
  4. A not-for-profit organization in which 75% of its members are persons referred to in paragraphs 1 or 2; or
  5. A partnership, trust or joint venture in which a person or any combination of persons referred in paragraphs 1, 2, 3, or 4 beneficially own or control, directly or indirectly, interests representing in value at least 75% of the total value of the assets of the partnership, trust or joint venture, as the case may be.
Canadian-owned and -controlled firm

A firm:

  1. that is a sole proprietorship, partnership, cooperative or a corporation (for profit or not for profit) established under the laws of Canada or a province;
  2. whose activities are based primarily in Canada;
  3. whose chairperson or presiding officer and at least 75% of whose directors and other similar officers are Canadian citizens or permanent residents within the meaning of the Immigration and Refugee Protection Act;
  4. if a corporation with share capital, of which Canadians beneficially own or control, other than by way of shares held only as security, directly or indirectly, in the aggregate at least 75% of all the issued and outstanding voting shares representing at least 75% of the paid-up capital;
  5. if a corporation without share capital, of which Canadians beneficially own or control, directly or indirectly, interests representing in value at least 75% of the total value of the assets.

If at any time one or more persons that are not described in any of paragraphs (1) to (5) of the definition Canadian have any direct or indirect influence through a trust, an agreement, an arrangement or otherwise that, if exercised, would result in control in fact of the firm, the firm is deemed not to be Canadian-owned.

Cash flow

A presentation of all anticipated revenues and planned expenses that will occur over the length of your project. At the beginning of your project, your cash flow will have only forecasted revenues and expenses. Over time, your cash flow will be updated to reflect the actual revenues and expenses.

Government of Canada Fiscal year

The Government of Canada fiscal year runs from April 1 to March 31.

Indigenous organization

An organization owned and controlled by members of the Indigenous peoples of Canada, which includes First Nations, Métis and Inuit peoples.

Interim reports

Interim reports are submitted during your project based on the requirements in the funding agreement. Your interim report will provide the results of the activities you have undertaken for a specific period, a report on the status of work to be accomplished and include updated revenue and expense reports.

Official-language minority communities
The official-language minority communities are the Anglophone communities residing in Quebec and the Francophone communities residing outside of Quebec.
Print disability
A print disability is a learning, physical or visual disability that prevents a person from reading conventional print.
Visible minority

Persons, other than Indigenous peoples, who are non-Caucasian in race or non-white in colour.

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