Video — Complete an online application
Transcript of the video Complete an online application
Duration of the video: 00:16:42
Welcome to the final video of the Canadian Heritage Online System (CHOS) tutorial.
(Title “Canadian Heritage Online System (CHOS) Tutorial. Application Form” appears on screen.)
(Turquoise text screen appears with transcript text below.)
If you are a first-time applicant or if you would like to review the registration processes for a GCkey and for CHOS, please see the previous videos of this tutorial series.
(Building Communities through Arts and Heritage (BCAH) – Local Festivals webpage appears)
In this video, we will go over the Building Communities Through Arts and Heritage (BCAH) online application form.
(Webpage scrolls to down and cursor hovers over the link for “Guidelines for local festivals component”.)
Before you start an application, it is very important to read the program’s guidelines to make sure that your organization is eligible and to determine for which intake you should apply.
The guidelines are available on the program’s web page, under the “Local Festivals” component.
(Cursor clicks on the “Apply” button)
(Turquoise text screen appears with transcript text below.)
Please make sure that you submit your application for the correct intake and that you respect the deadlines, as late applications will not be processed.
If you have any questions or need help, you can find our support team’s contact information under the “Contact Us” tab at the bottom of the page.
(Webpage reappears and scrolls down to bottom of page and clicks on “contact us” link.)
At this stage, you should have created your profile, registered your organization, and be ready to apply.
If you have submitted an application to the program before, you will have the opportunity to copy the information from a previous application.
To make it easier, we will be reviewing an application that has already been filled out.
(Webpage scrolls back up and cursor clicks on the “Apply” link in the left-hand menu.)
To begin a new application, go to ‘’Apply’’ and double click on the program name.
(Cursor clicks on the “My applications” link in the left-hand menu.)
To continue an application you have already started, go to “My Applications” and click on the pencil icon next to the appropriate in-progress application.
This brings you to the “Summary” page of the application form.
(Cursor clicks on the pencil icon. Instructions on the webpage are highlighted in a red frame.)
You will find instructions at the top of each page.
Please read them carefully, as they will give you important information on filling out the corresponding section.
(Left-hand menu is highlighted in yellow.)
To navigate between pages, you can use the menu on the left side, or click on the sub-sections on the “Summary” page.
When you have filled out a section, the date will appear under the “Last Modified” column.
If you see the mention “Please Complete,” this means that this section still needs to be filled out.
You can return to the “Summary” page at any time to see which sections have been completed and which remain by clicking on “Summary” in the menu on the left-hand side.
(Turquoise text box appears with transcript text below.)
After 90 minutes of inactivity, you will be disconnected.
You will receive a warning a few minutes before.
If you do get disconnected for inactivity, any information that has not been saved will be lost.
Therefore, make sure to save often.
(Webpage reappears.)
Let’s begin by clicking on the first section, “Applicant’s Declaration.”
Since this declaration is legally binding, please read it carefully before signing it.
To sign, go to the bottom of the page and check the box next to “I Accept.”
Mandatory fields are indicated by a red asterisk.
(Cursor checks the “I Accept” box at bottom of page.)
You won’t be able to submit your application unless all mandatory fields are filled out.
(Left-hand menu is highlighted in yellow, “Save”, “Back” and “Next” buttons are highlighted with a red frame.)
To navigate between the different pages, you can use the left-hand side menu, as previously mentioned, or the “Previous” and “Next” buttons at the bottom of each page.
This is also where you will find the “Save” button.
On the “Funding Request” page, you will find the first link to the Program Guidelines.
(Cursor clicks on “Funding Request” link in left-hand menu. Webpage scrolls down as each section is described.)
It is important to read the program guidelines before you apply to make sure that you and your event are eligible.
If you are unsure of your eligibility, you can contact Canadian Heritage and we will help you determine if you are eligible.
On this specific page, you need to provide the funding request details: the festival’s name, the total project cost, the amount requested, the start and end dates of the request, and a description of your festival.
It is very important to ensure that the amounts entered under “Total project cost” and “Amount requested” are identical to the values entered in the Local Festivals Budget Form that you will need to attach in the “Budget” section.
For more information on a given field, hover over the blue question mark icon.
(Cursor hovers over blue question mark icon, and additional information appears in a text bubble.)
(Cursor clicks on “Funding Objectives” link in left-hand menu.)
On the “Funding Objectives” page, under “Festival,” indicate the planned start and end dates of the festival.
Under “Volunteers,” enter the start and end dates of the period during which volunteers will be involved in your event.
Typically, volunteers work from a few weeks before the festival to a few weeks after the festival.
Under “Festival Promotion,” enter the start and end dates of the period during which you will promote your festival, through any type of media.
This period may start a few months before the beginning of the festival.
(Cursor clicks on “Festival Details” link in left-hand menu. Webpage scrolls down as each section is described)
The next section is “Festival Details.”
Under “Location of the Festival,” enter the location where your event will take place and, if available, provide the event’s website and social media accounts.
In the second part of the page, provide information about your local geographic community.
A definition of the term “local geographic community” is provided under the title.
(The definition is highlighted with a red frame.)
Note that the population of the community that you enter must be supported by a legitimate source, as described in the help text under this part’s title.
Under “Previous Festivals Details,” provide the start and end dates of the previous edition and the number of previous editions.
Note that, to be eligible for this program, you must have had at least one eligible event before applying.
Again, read the guidelines carefully.
Under “Documents from Previous Festival,” attach documents from your previous edition so that we can confirm that you have indeed had a previous eligible edition.
This will also give us information on the number of local artists, your audience and your programming.
(Cursor clicks on “Add an Attachment” button on bottom right of screen. A pop-up window appears. The cursor completes the required fields and clicks “Upload”.)
To attach a document, click on “Add an Attachment,” choose the appropriate file, select the document type, name your document and add a brief description.
When attaching any document, it is important to name it in a way that reflects its contents so as to facilitate the assessment of your file.
Here, for example, if you are attaching your festival’s brochure, name your document “Festival X Brochure.”
Then, click on “Upload.”
(Cursor clicks on “Volunteers” from left-hand menu. Webpage scrolls down as each section is described.)
The next section is “Volunteers.”
If you have any paid staff, provide the number of individuals and their responsibilities under “Paid Staff Details.”
If you don’t have any paid staff, just choose “No” and the questions will disappear.
Under “Volunteer Details,” provide information on the planned number of volunteers for your event.
If this edition is similar to the previous one, you can use the numbers from your previous edition.
Under “Volunteer Involvement,” give a breakdown of how the volunteers are involved in the different phases of your festival.
Some volunteers may be counted more than once because they can participate in more than one phase, resulting in the number of volunteers in the table being higher than the number of volunteers entered in the previous part.
(Cursor clicks on “Add” button. A pop-up window appears. Cursor completes required fields and clicks on “Save”.)
To add a line, click on “Add,” select a phase from the drop-down menu, and enter a brief description, the number of volunteers and number of hours.
Then, click on “Save.”
You can edit a line by clicking on the pencil icon under “Actions” and delete it by clicking on the red X.
Remember to save often.
(Cursor clicks on “Local Community Partners” link in left-hand menu. Webpage scrolls down as each section is described)
In the “Local Community Partners” section, you need to provide a list of all anticipated local partners, both confirmed and unconfirmed.
(Additional instructions on webpage are highlighted with a red frame.)
As mentioned in the help text at the top, do not include public partners in this section; you will be asked about them in a different section.
On a document, list all your local community partners and upload the document here.
When attaching any document, remember to use a name that will reflect its contents.
(Cursor clicks on “Add an Attachment” button. A pop-up window appears. The cursor completes the required fields and clicks “Upload”.)
To add a list, click on “Add an Attachment,” choose the appropriate file, select the document type, name your document and add a brief description.
Then click on “Upload.”
Under “Total Contributions by Local Partners,” enter the amounts you are expecting from these partners either in cash or in kind.
Note that the amounts entered here must match those on the budget form that you will attach later to the “Budget” section.
(Cursor clicks on “Artists” link in left-hand menu. Webpage scrolls down as each section is described.)
On the “Artists” page, list all the local artists, artisans, groups and heritage performers that you plan on having at your event.
(Cursor clicks on “Add” button. A pop-up window appears.)
To add an artist to the list, click on “Add.”
Type in their name, the type, the number of individuals, the locality of the artist or group (for example, your town or a neighbouring town in your community), how much you are paying them (sometimes this might be an in-kind exchange), and the discipline (if the appropriate discipline is not in the list, select “Other” and type the discipline in the following field).
Then, click on “Save.”
(Turquoise text screen appears with transcript text below.)
Make sure that the amounts you enter here are the same as those listed on the budget form you will attach to the “Budget” section later.
(Webpage reappears. Cursor clicks on “Arts and Heritage” link in left-hand menu. Webpage scrolls down as each section is described.)
In the “Arts and Heritage” section, you need to provide information on the planned number of arts and heritage activities for your event.
You may use the numbers from your previous edition if your planned event is similar.
We are conscious of the fact that, when you apply, you are still in the planning phase and may not have exact numbers.
Under “Activities,” enter the total number of activities scheduled during the festival and the number of activities that include local artists.
Under “Non-Local Performers,” if all your performers are local, choose “No.”
If you plan on having non-local performers (from another community, province or country), choose “Yes” and provide the number of performers by category.
If you are a new client, we would like some information on your previous edition.
If you are not a new applicant, select “No” and you won’t have to provide information in this subsection.
However, if you are a new applicant, choose “Yes” and provide the number of local artists, broken down by category, that participated in your previous edition.
(Cursor clicks on “Audience” link in the left-hand menu. Webpage scrolls down as each section is described.)
In the “Audience” section, provide some information about your festival’s attendees.
Under “Official Languages,” if your local community includes communities of both official languages, select “Yes.”
Then provide details on what you will do to communicate with both official language communities and encourage both groups to participate in the festival.
Otherwise, select “No.”
Under “All Activities,” enter the number of people who attended the festival last year (across all activities and representing 100 percent of the attendance) and the number of people expected to attend this year.
Under “Activities with local artists,” provide the number of people who attended local artist events last year and the number of people expected to attend them this year.
(Turquoise text screen appears with transcript text below.)
While it may be difficult to provide a number, you can estimate this number using the percentage of activities with local artists at your festival.
For example, if your festival has 12 activities and 6 of them have local artists, you could estimate that 50% of attendees will attend an activity with a local artist.
(Webpage reappears.)
Should you have any questions about this specific calculation or any other calculation in your application, feel free to call us.
As previously stated, you will find our contact information under the “Contact Us” tab at the top of the page.
Under “Festival Accessibility,” describe how your festival will be made accessible to the general public.
(Cursor selects options from left-hand box and clicks on the arrow to move the options to the right-hand box.)
For each category, select the options that apply and click on the arrow pointing to the right to add them to your “Selected Options.”
If there are other ways in which your festival will be made accessible (that are not listed in the options), describe them in the box at the bottom.
Also provide the price of tickets in the last box.
(Cursor clicks on “Promotion - Festival” link in left-hand menu. Webpage scrolls down as each section is described.)
In the “Promotion - Festival” section, add the promotional activities that you will use for your festival.
(Cursor clicks on “Add” button. A pop-up window appears.)
To do so, click on “Add,” select the category and the item, add a description if you would like and enter the quantity (for example, you may have 1 website or 4000 printed brochures).
Then, click on “Save” to add the activity to the list.
(Cursor clicks on “Promotion – Artists” link in the left-hand menu. Webpage scrolls down as each section is described.)
In the “Promotion – Artists” section, under “Documents Promoting Local Artists,” attach documents that you used in the previous edition to promote local artists, such as: programs, posters, screen shots of social media posts, etc.
We are assuming your promotion of local artists will be similar for this edition.
(Cursor clicks on “Add an Attachment” button. A pop-up window appears.)
To do so, click on “Add an Attachment,” as you have done in other sections.
Under “Local Artist Visibility,” describe what visibility opportunities will be provided to local artists.
The format is the same as that of the “Festival Accessibility” under “Audience.”
Select the options that apply for promotion and for programming.
Under “Artist Promotion Details,” indicate how local artists will be promoted.
Add the promotional activities the same way you did on the page about festival promotion.
(Cursor clicks on “Management and Other” link in left-hand menu. Webpage scrolls down as each section is described.)
In the “Management and Other” section, there are two description boxes for you to fill out.
In the first, describe your organization’s capacity to plan and deliver the festival.
In the second, describe your contingency plan for potential risks, such as inclement weather or financial shortfalls.
Under “Environmental Assessment,” you will be asked questions to determine if an environmental assessment is required for your event.
For a festival, the answer is usually no, but, nonetheless, these questions are mandatory.
(Cursor clicks on “Budget” link in left-hand menu. Webpage scrolls down as each section is described.)
Next is the “Budget” section.
Please make sure to read all of the information on this page carefully as it will help you provide a valid budget.
Don’t forget to also read the program guidelines since the requested funding can only be used for eligible activities.
You can access the guidelines by clicking on the program name in the notes at the top.
(Link to the Program Guidelines is highlighted in yellow.)
Here, you must fill out the budget form and attach it.
(Link to the Fillable PDF Budget form is highlighted in yellow.)
You can access the form by clicking on “Fillable PDF Budget” or by visiting the forms section of the program’s web page.
Once you have filled out the budget form, upload it by clicking on “Add an Attachment.”
(Cursor clicks on “Add an Attachment” button. A pop-up window appears.)
(Cursor clicks on “Attachments” link in left-hand menu. Webpage scrolls down as each section is described.)
On the “Attachments” page, you need to attach the proof of municipal administration or equivalent authority support.
Please read the notes as it contains important information for this section.
For the confirmation, you can use the form available on the program’s web page and have it signed by a representative from your municipality.
(The form link is highlighted in yellow.)
You can have direct access to this form by clicking on the “form” link in the description.
Support can also be confirmed through a letter from the municipality that includes the cash or in-kind value of the municipality’s contribution to your event.
The municipality’s budget for the upcoming year may not yet be approved at the time of your application.
If this is the case, provide a letter of intent from the municipality or the letter of support that you received for the previous edition of your festival.
Then, once you receive confirmation of support, please send the letter to your program officer.
Attach the appropriate document by clicking on “Add an Attachment.”
(Cursor clicks on “Add an Attachment” button. A pop-up window appears.)
For unincorporated applicants, you must also fill out the Unincorporated Applicant Acceptance of Liability form and attach it.
(The form link is highlighted in yellow.)
(Cursor clicks on “Add an Attachment” button. A pop-up window appears.)
You can access the form by clicking on “form” in the notes or by going to the “Forms” section of the program’s web page.
(Cursor clicks on “Submission Readiness” link in left-hand menu. Webpage scrolls down as each section is described.)
On the “Submission Readiness” page, you are presented with a checklist to make sure that you have updated the “My Organization” section and included the necessary documents.
This is to make sure that, once you submit your application, the program officer will have all the documents needed to assess your organization’s eligibility.
(Cursor clicks on “Next” button at bottom of page. Summary page appears.)
Click on “Next” and you will be brought back to the “Summary” page.
If your application is complete, a message in green will inform you that you are ready to submit it.
(A text box indicating that the program intake is now closed is highlighted with a red frame. Large text appears that reads “The message in green will appear here”.)
Once you are ready (you have checked that all the sections have been completed and all the necessary documents attached), click on “Start to Submit.” To confirm your application has been submitted, verify the status under the “My Applications” page.
(Cursor clicks on “My Applications” link in left-hand menu.)
You will receive a confirmation from the system that Canadian Heritage has received your application.
If you do not receive a confirmation within 24 hours check the email address on the “My Profile” page to verify that it is correct.
(Cursor clicks on “My Profile” link in left-hand menu.)
If you are not the administrator of the account, you may also want to check with that person to see if they have received the confirmation.
(White text screen appears with the text: “That’s it! This concludes the 3-part tutorial series”.)
This concludes the final tutorial on completing the online application form.
(Canada Watermark appears)
END VIDEO
Consult this tutorial on completing the online application form using the Canadian Heritage Online System (CHOS) tutorial.
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