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 carried out by organizations or associations in the Canadian book industry. 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.

Application deadlines

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

April 30 – for projects starting between September 1 and March 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 whose activities are primarily in the book publishing, distribution, marketing, wholesale or retail sector or that represents Canadian authors; and
  • incorporated under the laws of Canada or a province.

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

Eligible projects

To be eligible for funding, your Marketing project must:

  • adopt a collective commercial approach in marketing, advertising and promotion;
  • demonstrate strategic use of digital technologies for the promotion of books (website, social media, etc.); 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 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:

  • provide a productive training environment for the intern;
  • provide opportunities for the intern to contribute to the development of your organization or association;
  • assign the intern useful roles that your organization could not otherwise undertake due to a lack of human or financial resources; and
  • provide the intern with structured professional development and training and, in the case of internships focused on digital technologies, include a strategy for knowledge transfer.

For all project types, projects that benefit a single publisher or affiliated group of publishers are not eligible.

Eligible expenses

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

Eligible expenses for Marketing projects may include:

  • design and distribution of marketing materials (print or digital), such as websites, catalogues, promotional magazines and brochures on Canadian publishers, authors and books;
  • purchase, design and placement of advertisements in print and digital media;
  • professional services, honoraria and the portion of employees' salaries related to time directly spent on the project (you will be required to provide supporting documentation for the salary level and time allocated);
  • research, including expenses for the collection of information and its analysis and dissemination;
  • event production costs;
  • costs associated with having Canadian authors participate in events to promote their books; and
  • rental and management of collective stands at book events.

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

Eligible expenses for Technology projects may include:

  • research, including expenses for the collection of information and its analysis and dissemination;
  • acquisition of information technology equipment and software;
  • consultation services to support the creation, supply and maintenance of communication and information networks;
  • development and implementation of standardized mechanisms for sharing electronic documents;
  • development of resources, standards and utilities necessary to implement strategies for improving the technology infrastructure of the book industry;
  • implementation of strategies for improving the technology infrastructure of the book industry;
  • training; and
  • the portion of employees' salaries related to time directly spent on the project (you will be required to provide supporting documentation for the salary level and time allocated).

Eligible expenses for Professional development projects may include:

  • expenses related to applied research projects that include a dissemination plan to share results with Canadian book industry professionals;
  • expenses related to developing, organizing and providing a training program;
  • registration or tuition fees for courses offered by specialized teaching institutions relevant to the book industry;
  • the portion of employees' salaries related to time directly spent on the project (you will be required to provide supporting documentation for the salary level and time allocated); and
  • reimbursement of participant expenses for a maximum of two employees from any given firm or organization for the same professional development activity.

Eligible expenses for Internship projects may include:

  • the intern's salary; and
  • for interns from Indigenous or official-language minority communities, in addition to salary, expenses for the intern's participation in professional development or book industry events, including registration fees.

The salary paid to the intern must comply with minimum-wage legislation in the province where the intern will work.

The following expenses are not eligible for any project type:

  • hospitality expenses, including expenses associated with receptions, banquets, catering services, entertainment expenses or other similar activities;
  • expenses related to foreign authors (see the definition of “Canadian” in the Glossary);
  • all travel expenses (transportation and accommodation), unless they are directly business-oriented. Travel expenses for interns as well as for participants to attend courses or seminars are ineligible. If considered eligible, travel expenses must not exceed the rates permitted for travel on government business. Per diem costs are not eligible;
  • expenses related to fundraising activities;
  • expenses related to project evaluation;
  • expenses such as dividends, bonuses, or extraordinary compensation to company shareholders or proprietors; and
  • expenses related to training or a conference pertaining to the preparation of grant or contribution applications.

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).

The program considers administrative expenses eligible up to a maximum of 15% of other eligible project expenses. Administration costs include general office supplies and expenses as well as mailing costs. 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.

We cannot fund expenses incurred before the start 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.

Eligibility criteria

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

The Canada Book Fund’s 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.

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.

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 from an Indigenous or official-language minority community as well as for hiring a digitally proficient intern.

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 a number of fiscal years. 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.

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 of your project (see Part E of the Application Form), and your organization’s latest financial statements.

Application process

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

Email submissions

We encourage you to submit your application package electronically, at the following email address: PCH.fondsdulivreducanada-canadabookfund.PCH@canada.ca.

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

Mail or in-person submissions

You can mail, courier or hand-deliver your complete application package to the nearest office of the Department of Canadian Heritage or to the head quarters of the Department of Canadian Heritage.

Your application must be postmarked or hand-delivered no later than the published deadline to be considered.

Please contact us if you wish to submit your application package by fax.

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 submit a final report for 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

Your application will be evaluated by a Review Committee who will compare and prioritize it with other applications received under each project type (Marketing projects; Technology projects; Professional development projects; Internship projects), and in relation to the funds available.

Funding priority may be given to:

  • associations or organizations representing Indigenous stakeholders or projects benefiting Indigenous stakeholders;
  • associations or organizations representing official-language minority stakeholders or projects benefiting official-language minority stakeholders;
  • projects that foster the presence of Canadian-authored books in the Canadian educational system, from kindergarten to university.

All projects will be assessed based on the following criteria:

  • degree to which the project meets the objectives and the requirements of the Support for Organizations component and of the project type for which you are applying;
  • focus put on the export of Canadian-authored books;
  • degree of innovation present in the project;
  • demonstrated industry need for the project;
  • 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;
  • involvement and assistance or financial commitment from other sources, including members of the organization and other stakeholders;
  • demonstrated capacity of the organization to undertake the project;
  • reporting history with the Support for Organizations component;
  • degree to which the budget presented is realistic with respect to the proposed activities.

Marketing projects

Marketing projects will also be assessed based on the following criterion:

  • demonstrated sales of Canadian-authored books relative to the size and budget of the project.

Technology projects

Technology projects will also be assessed based on the following criteria:

  • degree to which the project has a national scope;
  • improved use of digital technologies in the book industry;
  • facilitated adoption of common standards and practices for the industry's communication and distribution network.

Professional development projects

Professional development projects will also be assessed based on the following criteria:

  • degree to which the project will help book industry professionals incorporate innovative technology into their work;
  • degree to which the project will contribute to the development of succession plans for the book industry.

Internship projects

Internship projects will also be assessed based on the following criteria:

  • degree to which the intern’s duties will focus on integrating or using new technologies;
  • whether the organization is located in an area where human resources are limited.

Application processing time

For 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 submitting 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, as outlined in a funding agreement. The agreement is signed by your organization and specifies the terms and conditions to receive payment. At the end of your project, you may be required to submit a report and participate in the evaluation of results.

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

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

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 publically acknowledge – in English and in French – the financial support received from us 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:

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

Email

PCH.fondsdulivreducanada-canadabookfund.PCH@canada.ca

Telephone

819-997-0055
1-866-811-0055

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.

Final report

A final report is submitted at the end of your project based on the requirements in the funding agreement. Your final report needs to provide the results of the activities you have undertaken for the duration of your project and may include a final report of 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.
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