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Application guidelines – Local Festivals

Building Communities through Arts and Heritage

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Objectives and expected results for the Building Communities through Arts and Heritage program

The Building Communities through Arts and Heritage (BCAH) program helps you celebrate your community, its past and its present. The program increases opportunities for local artists; local artisans; local heritage performers or specialists; and local First Nations, Inuit, and Métis cultural carriers to be involved in their community. It also allows local groups to commemorate their local history and heritage.

Expected results for the BCAH program:

  • local residents have the opportunity to get involved in their community through the arts and heritage;
  • local artists, local artisans, local heritage performers or specialists, local cultural carriers and local Indigenous Elders have the opportunity to get involved in their community.
  • local community associations and businesses have the opportunity to support the local festivals and commemorative projects; and
  • local residents have access to local arts and local heritage.

Objectives for the Local Festivals component

  • Objective 1:  Provide local residents with opportunities to get involved by volunteering in their community through the planning and delivery of arts and heritage activities.
  • Objective 2:  Integrate local artists, local artisans, local heritage performers and specialists, local cultural carriers, and local Indigenous Elders into the community through the planning and delivery of arts and heritage activities.
  • Objective 3:  Integrate local community support into the planning and delivery of arts and heritage activities.
  • Objective 4:  Provide local residents with access to their own local arts and heritage.

Application deadlines

  • January 31 – for festivals starting between September 1 and December 31 of the same calendar year.
  • April 30 – for festivals starting between January 1 and June 30 of the next calendar year.
  • October 15 – for festivals starting between July 1 and August 31 of the next calendar year.

The online application portal will open approximately 6 weeks prior to the application deadline.

When the application deadline falls on a weekend or holiday, it is postponed to the next business day.

Who can apply

To be eligible for funding, your organization must:

  • be a local non-profit organization or local group – incorporated or unincorporated or a local band council, a local tribal council or other local Indigenous government (First Nations, Inuit or Métis) or equivalent authority;
  • have submitted a final report on your previous completed festival if that event was funded by the Local Festivals component.

In addition, the most recently completed edition of your festival must have been organized and successfully delivered within the last two years, and met the following criteria:

  • had dedicated arts and heritage activities as a majority of its programming;
  • featured local artists and performers as a primary component; and
  • presented eligible activities for more than one calendar day and less than 29 consecutive days.

The following groups or individuals are not eligible:

  • individuals;
  • for-profit businesses;
  • municipal, provincial, federal or territorial governments and their agencies, councils or commissions;
  • educational institutions, including universities, colleges and school boards as well as public libraries and hospitals;
  • groups and organizations with a religious mandate;
  • groups with an exclusively provincial/territorial, national or international mandate;
  • groups who have more than 50% of their board members living in another locality, region or province;
  • unions.

Eligibility

The program is responsible for determining the eligibility of each applicant, their project and any project-related expenses.

Requests for funding consistently exceed our available resources. Submitting an application does not guarantee that your project will be funded nor that the amount requested will be the amount awarded.

Eligible projects

To be eligible for funding from the Local Festivals component, your festival must:

  • have dedicated arts and heritage activities as a majority of its programming;
  • feature local performing artists, local artisans, local heritage performers or specialists, local cultural carriers, local Indigenous Elders, and/or aspects of local heritage as a primary component in its programming and promotion materials;
  • integrate volunteers into the project planning and delivery;
  • feature live, in person activities delivered to residents by local artists, local artisans, local heritage performers and specialists, local cultural carriers and local Indigenous Elders (activities may include artistic demonstrations, sharing cultural traditions, question and answers sessions, workshops, live performances, and discussion panels);
  • be easily accessible to the local community;
  • be promoted to residents of the local community;
  • receive support, in cash and in-kind, from local community supporters;
  • receive support from your municipality or equivalent authority for the event;
  • have a balanced budget – total expenses must equal total revenues; and
  • present eligible activities for more than 1 calendar day over a period of less than 29 consecutive days.

Activities undertaken in the context of Indigenous celebrations such as Pow wows are eligible for funding.

The following activities are not eligible:

  • events of a religious or political nature
  • events of a primarily commercial nature, including food preparation for community meals and for sales, art and craft sales, or book fairs;
  • sports or recreational activities;
  • entertainment activities unrelated to arts and heritage (e.g. bouncy castles);
  • activities whose primary purpose is fundraising or contest;
  • film screenings and activities that are exclusively virtual;
  • activities taking place outside of Canada or activities of a provincial/territorial, national or international nature;
  • celebration of historical events that did not take place in Canada;
  • activities that are, in whole or in part, an extension of your organization’s regular or permanent programming;
  • programming that exclusively features activities presented by board members of the applicant;
  • conferences and other events not intended for the general public;
  • festivals that receive funding under the Canada Arts Presentation Fund, or one of the components of Canadian Heritage’s Celebration and Commemoration Program (such as Celebrate Canada);
  • events that celebrate Canada Day (July 1); National Indigenous Peoples Day (June 21); Saint-Jean-Baptiste Day (June 24); Canadian Multiculturalism Day (June 27); National Acadian Day (August 15); National Day for Truth and Reconciliation (September 30) and other national holidays.

Eligible expenses

Only project-related expenses are eligible and may include the following:

  • fees and expenses of local artists, local artisans, local heritage performers, local cultural carriers and local Indigenous Elders;
  • copyright and operating licenses;
  • advertising intended for the local population;
  • translation fees;
  • logistical expenses, for example security barriers, portable toilets, garbage bins;
  • fees to rent and temporarily install certain items, such as lighting and sound material and tents;
  • costs related to the use of temporary event contractors;
  • costs related to volunteers, such as training, coordination and recognition (for example, food and non-alcoholic beverages, distinctive clothing);
  • insurance for eligible activities;
  • financial audits when one is required by the program.

The following expenses are not eligible:

  • organization’s operating costs, including salaries, employee travel costs, equipment and office furniture, vehicles;
  • fees and expenses of non-local artists, artisans, cultural carriers, heritage performers and Indigenous Elders;
  • costs to commission or purchase works of art or craft, such as manuscripts, musical compositions, paintings and multimedia products;
  • costs related to creation, such as rehearsals, room rentals and creators’ fees;
  • costs related to production, such as costumes, decor, floats and display cases;
  • costs related to repairing or restoring artworks or crafts;
  • alcohol permits;
  • costs related to digital expenses, live-streaming and virtual components of an event;
  • purchase of equipment and capital expenses, such as computers, stage design, raised platforms, lighting and sound material;
  • creation, production or distribution of souvenirs;
  • costs related to the research, planning and creation of books and exhibitions;
  • security services and ambulance services; and
  • Fireworks.

The program cannot fund expenses incurred before the application deadline. If you incur expenses for your project before receiving written confirmation of your funding approval, you do so at your own risk.

Limits of government assistance

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

The total amount of funding that you receive from the Local Festivals component and the various levels of government (federal, provincial, territorial and municipal) cannot exceed 100% of your total project-related costs.

The total amount requested may not exceed $200,000. The program may fund up to 100% of eligible expenses or $100,000 per project in the case of grants and 100% of eligible expenses or $200,000 per project in the case of contributions. However, due to high demand, actual funding approved often represents a portion of eligible expenses that is less than 100%.  As all program funding is shared among all eligible applicants with eligible projects, funding levels vary from year to year depending on demand and available resources.

How to apply

Please read these Application Guidelines in their entirety before applying.

You must meet all eligibility requirements and submit a complete application package for your project to be considered. Incomplete applications will be rejected. A complete application package consists of the application forms and the following supporting documents:

  • the Budget form – Local Festivals;
  • a copy of brochures, programs, plans, financial statements and promotional material from the previous edition of your festival;
  • a list of all your anticipated local community supporters for the upcoming edition of your festival, including the name and estimated amount of the contribution, in cash or in-kind;
  • a completed final report from for the previous completed edition of your festival (for previously funded applicants).

Additionally, a signed copy of the Confirmation of Support from municipal administration, local Indigenous government or equivalent body must be submitted. The application will be accepted and assessed, but will not be approved without the confirmation of support (in cash or in-kind) of the municipal administration.

If your organization is incorporated, you must provide the following:

  • documents confirming that your organization is legally incorporated. You must write the exact “legal name or name of the corporate body” of your organization, as indicated in the incorporation documents, when you create your organization’s profile in our funding application system. The required documents include the following:
    • a copy of your organization’s letters patent and documents of incorporation;
    • a copy of your organization’s by-laws;
    • a copy of your organization’s two most recent financial statements (audited if available); and
    • a list of the members of your board of directors, including city or town of residence, clearly indicating which ones are elected representatives or employees from which level of government.

If your group is not incorporated, you must provide the following:

Application process

Your application, including all supporting documents, must be submitted electronically through the Canadian Heritage online system.

If you do not have access to the online system, please contact us.

How applications are evaluated

The program funds projects with clear objectives and measurable results.

Funding decisions are based on the number of applications received, and on the amount requested. The evaluation process considers the size of your town or city and could include a review of Internet content and articles in the media about your festival or your organization, and other public documents.

Any failure to meet the conditions of a previously funded project will be considered when assessing your new application, and may result in a rejection.

Evaluation criteria

The program only evaluates submitted applications that are complete, meet all above eligibility criteria, demonstrate ability to carry out the festival, and clearly state how the festival aligns with Local Festivals objectives as per below:

Local Festivals objective 1:
Provide local residents with opportunities to get involved by volunteering in their community through the planning and delivery of arts and heritage activities.

  • The number of volunteer(s) who participate in the planning and realization of the festival; and,
  • The estimated hours of volunteers dedicated to the planning and realization of your Festival.

Local Festivals objective 2:
Integrate local artists, local artisans, local heritage performers or specialists, local cultural carriers and local Indigenous Elders into the community through the planning and delivery of arts and heritage activities.

  • The proportion of programming that is arts and heritage content;  
  • Number of arts and heritage activities in the festival programming that involve local artists;
  • Number of local artists and performers presenting arts and heritage activities compared to non-local artists and performers; and,
  • Actions that will be taken to promote local artists and performers presenting arts and heritage activities.

Local Festivals objective 3:
Integrate local community support into the planning and delivery of arts and heritage activities.

  • The number of community supporters involved in your festival, such as community associations, historical societies, philanthropic clubs, local businesses and individuals; and,
  • The type of support being provided to the festival. Support may be monetary and/or in-kind through donated goods and/or services.

Local Festivals objective 4:
Provide local residents with access to their own local arts and heritage.

  • The expected number of participants throughout the festival;
  • Measures in place to ensure the festival is fully accessible to the community. That is, physically barrier-free and welcoming of all participants who wish to attend; and,
  • Actions that will be taken to ensure the local residents in the community know about the festival, its location, dates and programming.

The above evaluation of the four Local Festivals objectives will consider the population size of your identified local community.

The evaluation process will also consider your organization’s ability to carry out the project as proposed:

  • Your ability to carry out the festival on a reasonable and balanced budget (without surplus or deficit);
  • The results of previous editions of your festival and how they contributed to the Local Festivals objectives;
  • Your contingency plan in place in case of bad weather, deficit in the budget, not having enough people to plan and run the festival, and/or local artist(s) no longer available;
  • Actions to be taken to meet the Official languages requirements (as outlined below); and,
  • Actions to be taken to meet the Diversity and Inclusion requirements (as outlined below).

Application processing time

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

The program will acknowledge receipt of your application within two weeks after receiving it. If you do not receive an acknowledgement of receipt within this time, please contact us.

Funding decisions

Please note that all decisions concerning eligibility and funding amounts are final.

How funding is provided

The program will determine whether funding will be disbursed as a grant or as a contribution.

A grant is a payment made to a recipient for a project. The conditions you agree to when you submitted the application will apply. 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 made to your organization or group for a specific purpose defined in a funding agreement. This agreement is signed by your organization and by the program and outlines the terms and conditions for receiving payments. At the end of your project, you will be required to submit a final report.

Funding conditions

You may be required to submit progress reports during your project. Additional conditions may apply and, if so, will be written into the funding agreement.

Anti-racism and anti-hate

Canadian Heritage is committed to address systemic racism, promote diversity, and create environments where every individual is valued, respected, and empowered. We strive to challenge discriminatory beliefs and practices, cultivate understanding and empathy, and champion policies and programs that advance equality for all.

Organizations receiving funding, including any representatives whether employees, consultants, or other persons directly affiliated with the organization, must take steps to ensure they respect the values underlying the Canadian Charter of Rights and Freedoms, the Canadian Human Rights Act, and Canada’s Anti-Racism Strategy.

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.

Official languages requirements

The program is committed to taking positive measures to enhance the vitality of official-language minority communities and promote the use of English and French in Canadian society. If you receive funding, you agree to comply with the official language requirements set out in your application and funding agreement. This may include, for example, the use of both official languages in the material used to promote and inform the community about your project.

Diversity and inclusion

It is expected that all activities undertaken as part of funded projects take into account the needs of all people in Canada, including but not limited to Indigenous peoples and people in Canada of various faiths, cultures, ethnicities, abilities, sexual orientations and gender identities and expressions.

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

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 the program 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 your project; and
  • to support transparency, accountability and citizen engagement.

Audits of recipients and evaluation of the program

The program reserves the right to audit your accounts and records to ensure compliance with the terms and conditions of your funding agreement. The Department also conducts 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

Canadian Heritage
Building Communities through Arts and Heritage
200 Sacré-Coeur Boulevard
Gatineau, QC J8X 4C6
Email
pch.enligne-online.pch@canada.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. (ET)

Regional offices of the Department of Canadian Heritage

Glossary

Articles of association
Document outlining the goal (mandate) of a group and the legitimate purposes that are pursued. This document should provide assurance that the association does not intend to earn a profit and should list the association’s internal rules and regulations.
Artisan
An individual who makes crafts using materials such as glass, wood, stone, textiles and leather, according to ancestral traditions.
Artist
An individual who practices an artistic discipline: music, dance, theatre, literary, visual or media arts.
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.
Community
People who live in and share the same geographical area, which is smaller than a province or a territory, characterized by a shared history, a common culture and heritage.
Community engagement
Community engagement can take many forms. Local residents may be engaged as supporters, volunteers, board members, artists, artisans, heritage performers, heritage specialists, cultural carriers, professionals, consultants, audience members, etc. Local community supporters can include organized groups, local businesses, or individuals. Local supporters may be engaged by providing cash or in-kind support for the festival.
Contest

An activity in which participants are evaluated or judged. The Program will not fund any activities that rank or grade participants, give prizes or ribbons (for example: music/dance competitions, dog-sled racing, and agricultural competitions or rodeos).

Activities undertaken in the context of Indigenous celebrations such as Pow wows are not considered contest for the purpose of this program.

Cultural Carriers
Individuals whose role within First Nations, Inuit and Métis communities supports the preservation, retention, and knowledge transfer of Indigenous worldviews, cultural practices and traditions through art and creative practice. This may include Elders, knowledge keepers, traditional educators and language holders.
Festival
A period of artistic or performance celebrations in the same geographic location during a limited time. Festivals help the general public to become familiar with experiences and customs on various themes or forms of expression from cultural or artistic fields.
Final report
A form submitted at the end of your project based on the requirements in the funding agreement. Your final report provides the results of the activities you have undertaken for the duration of your project. A final report template will be provided to you for completion.
Heritage
Comprises activities related to tangible or intangible attributes related to history. Examples: artifacts, art objects, archives, stories, songs, legends, demonstrations, traditions, historical sites and events.
Heritage performer
A heritage performer typically refers to someone who celebrates or continues a tradition, ancestral practice, art form, or cultural practice that has historical significance. It can be applied to various contexts, such as music, dance, theatre, or historical events.
Indigenous communities
Indigenous communities are First Nations, Inuit and Métis communities.
In-kind contribution (in-kind support)
In-kind support is considered to be a real contribution to the total planned expenses, but is not reimbursable. Donated goods or services, assessed at market value, may be eligible if they are essential to the project’s success.
Interim report

Report submitted throughout the project according to the requirements set out in the funding agreement. It indicates the results of the activities carried out during a precise period. It also includes a report of work to be done and updated reports on revenue and expenses.

Local

Pertaining to a geographic area that is smaller than a province or territory, with a population characterized by a common culture, economic activity, and heritage;

And by extension:

  • local artist, local artisan or local cultural carrier: an artist, artisan or cultural carrier born in, residing in, or having a significant connection to the geographic community identified by the applicant in their application form;
  • local historical event: an occurrence in the past that contributed to shaping the geographic community identified by the applicant in their application form;
  • local organization: a group or organization that, through either its mandate, objectives or activities, clearly engages the geographic community in which it operates. Local organizations must have an active board of at least 3 members, and at least 50% of members must reside in the geographic community of the festival;
  • local heritage: historical events or personalities directly linked to the history of the geographic community identified by the applicant in their application form;
  • local historical personality: a person, now deceased, who originated from, lived in or is closely associated with the locality designated by the applicant.
Location of activities
The location where the activities take place (performance hall, outdoor amphitheatre, park or field).
Official-language minority communities
Official-language minority communities are Francophone communities located outside of Quebec and Anglophone communities located in Quebec.
Participation
The members of a community taking part in activities such as festivals, events or projects. This participation can take various forms including donations of time, money, goods, or services.
Souvenirs
Objects meant to commemorate events, people, places, or periods of time, that are produced in large numbers, either for sale or free as promotional material. Examples include pens, pins, snow globes, plates, or miniatures.
Temporary event contractors
Businesses or individuals that are not full-time employees of the applicant, but are contracted on a temporary basis (up to three months) for the purpose of a given project. Examples include, but are not limited to: production personnel, event managers or coordinators, sound and image professionals and tent/stage assembly contractors.
Unincorporated non-profit group
A group of at least three individuals who come together to conceive and carry out planned activities, operate on a cost recovery basis and do not in any manner distribute any income in excess of expenses to their members. Such a group is not a legal entity, nor is it necessarily permanent.
Volunteer
An individual working on behalf of an organization without receiving financial or material gain.

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