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Application guidelines – Movable Cultural Property Grants

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Objectives and expected results for Movable Cultural Property Grants Program

The Movable Cultural Property (MCP) Grants program provides financial assistance to acquire cultural property or belongings that are either the subject of a refused export permit or situated outside of Canada and are associated with national heritage in Canada. The grants are awarded by the Minister of Canadian Heritage under the Cultural Property Export and Import Act, which encourages and ensures the preservation of significant examples of our artistic, historic, and scientific heritage in Canada.

Application deadline

There is no established deadline date to submit a funding application under the Movable Cultural Property Grants program, as applications are accepted on a continuous basis.

For applicants requesting approval of funds to bid at auction, the request must be made as early as possible to allow the application to be processed in advance of the auction. The program will make every effort to process applications submitted up to 10 days before the auction, but applications submitted on short notice may not obtain a decision before the auction date.

Who can apply

To be eligible for funding, your organization must be:

An institution or public authority in Canada that has been "designated" by the Minister of Canadian Heritage under the Cultural Property Export and Import Act.

Institutions and public authorities that are not already designated may submit an application for designation with their application for a Movable Cultural Property grant. Organizations seeking to acquire cultural property for which they are not already designated must submit a Category “B” designation application with the grant application. For more information on the requirements for designation please refer to Designation of institutions and public authorities – Movable Cultural Property.

Or

An Indigenous governing body or Indigenous-led organization within Canada with the mandate to preserve and support Indigenous heritage.

Eligibility

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

Program funds are very limited and requests for funding may exceed our available resources. If your organization is eligible, applying does not guarantee funding.

Eligible projects

To be eligible for funding from the Movable Cultural Property Grants program, the cultural property or belongings must be either:

The subject of a refused cultural property export permit for which an export delay period has been established by the Canadian Cultural Property Export Review Board;

Or

Located outside of Canada and available for sale on the international market. Cultural property must have a strong association with the national heritage but are not necessarily Canadian in origin or must be Indigenous cultural belongings intended for rematriation/repatriation to their originating community or Nation.

Eligible expenses

Only project-related cash expenses are eligible; these may include:

  • Purchase price of the cultural property or belongings
  • Buyer’s premium
  • Shipping costs, including packing and crating
  • Shipping insurance

Ineligible expenses include:

  • Applicable taxes
  • Conservation
  • Storage
  • Research and display
  • Salaries or consultant fees
  • Travel
  • Recovery

We cannot fund expenses incurred before we receive your application.

If you incur expenses for your project before receiving written confirmation of your funding approval, you will be doing so at your own risk.

Limits of government assistance

To ensure the success of your project, we encourage applicants to contribute 50% or more towards the purchase of the cultural property or belongings. This may include contributions from your organization, the private sector, or other levels of government.

The total financial assistance received from the Movable Cultural Property Grants Program and other levels of government (federal, provincial, territorial, and municipal) cannot exceed 100 % of your total project-related costs.

In exceptional circumstances, we can fund up to 100 % of eligible expenses. Exceptional circumstances are determined by Canadian Heritage, and may pertain to the significance of the object, and where financial need is clearly demonstrated and justified.

Note on negotiating a fair price (negotiated purchases only)

Applicants should note that where the cultural property or belongings is the subject of an export delay period established by the Canadian Cultural Property Export Review Board, the value appearing on the export permit is not necessarily fixed. The applicant is encouraged to negotiate a purchase price based on its own market research.

In addition, if the vendor is a Canadian taxpayer, designated applicants are encouraged to offer to make an application to the Canadian Cultural Property Export Review Board to have the property in question certified so that the vendor would be exempt from paying taxes on the capital gain realized by the sale of the cultural property to the applicant’s organization.

Note on funding for auctions

If a grant is awarded, and the cultural property is successfully purchased at auction, the applicant is obliged to contribute its total financial commitment as identified on the application form.

A Movable Cultural Property Grant will equal the amount remaining which exceeds the applicant’s financial commitment, but only up to the amount approved by the Minister of Canadian Heritage.

If the final auction price (hammer price plus buyer’s premium) exceeds the total commitment (applicant financial commitment plus amount of grant approved by Minister), and the applicant is unsuccessful at auction, no grant money will be awarded. See Line 1 in the Example for Auctions table below.

If the final auction price is less than the applicant’s financial commitment, no grant money will be awarded. See Line 4 in the Example for Auctions table below.

Example for Auctions:
Applicant financial commitment Amount of grant approved by Minister Auction sale price (hammer price and buyer’s premium) Amount of grant funding awarded
1 $20,000 Up to $20,000 $90,000 $0
2 $20,000 Up to $20,000 $40,000 $20,000
3 $20,000 Up to $20,000 $35,000 $15,000
4 $20,000 Up to $20,000 $15,000 $0

Applying for more than 12 months

The duration of your project cannot exceed the end of the government fiscal calendar, which is March 31st of each year.

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 and the following supporting documents:

  • Good quality digital images of the cultural property or belongings.
  • 1–2-page justification as to why the cultural property is of importance to heritage in Canada or, if Indigenous cultural belongings to be rematriated/repatriated, how they are related to the community.
  • Letter from vendor confirming the agreed purchase price (if private sale).
  • Documents that demonstrate the proposed purchase price is reasonable and/or accurately reflects current market conditions. Documents can include copies of:
    • Consultations
    • Comparative research
    • Appraisals
  • Recent audited financial statements for the applicant’s organization (for incorporated not-for-profit organizations only).

When applicable, other documents could include:

  • Copies of reports, research, etc. concerning the authentication of the cultural property or belongings.
  • Copy of the condition report on the cultural property or belongings.
  • Up-to-date acquisition budget statement.
  • Confirmation letters from external funding sources (private donors, public organizations, etc.) confirming their commitment to provide funds for the purchase of the cultural property or belongings.
  • Copies of consultations/comparative research supporting a request for funding higher than the published pre-sale auction estimate. Include copies of recent auction results and all other documentation (if sale is by auction). A summary will not be accepted.

Application process

  • Contact the Movable Cultural Property Directorate via email at bcm-mcp@pch.gc.ca to receive an application form;
  • Complete, sign and date the Application form;
  • Attach all the required supporting documents; and
  • Submit your application package electronically to the following email address, unless otherwise advised: bcm-mcp@pch.gc.ca
  • Should you be unable to send by email, please contact us at bcm-mcp@pch.gc.ca

How applications are evaluated

We fund projects that have clear objectives and measurable results. Your application will be evaluated based on the evaluation criteria below by a review committee who will compare it with other applications and prioritize it in relation to the funds available.

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 a rejection of your new application.

Evaluation criteria

Applications for Movable Cultural Property grants will be assessed on the following criteria:

  • the importance of the cultural property or belonging(s) to national heritage in Canada or to Indigenous cultural heritage in Canada;
  • how the acquisition of the object or belonging(s) will benefit Canadians and/or Indigenous communities;
  • For designated organizations, how the object enhances its collection or mandate;
  • whether the applicant will obtain clear title to the object;
  • the condition of the object, and if relevant, a plan for conservation;
  • justification of the proposed purchase price to ensure it is the lowest fair price possible; and,
  • the financial ability of the applicant to contribute to the purchase.

Application processing time

Please refer to the Canadian Heritage Program funding decision standards or contact the Program.

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

Funding decisions

Please note that decisions regarding eligibility and funding amounts are final.

How funding is provided

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.

Funding conditions

When a Movable Cultural Property Grant is awarded, the organization receiving the grant agrees to:

  • provide documentation which demonstrates the purchase of the cultural property and the amount paid within 6 months of the date the grant was awarded. Proof of purchase may include a copy of the cancelled cheque or other bank document that establishes payment by the institution. Copies of invoices or statements marked “PAID” will not be accepted as proof of payment. Failure to provide a proof of payment may result in action to recover the funds awarded.
  • provide documentation that the credit line used on exhibition labels, publications, finding aids, websites and social media publicly acknowledges the financial assistance of the Department of Canadian Heritage. Organizations should consult the Public Acknowledgement of Canadian Heritage Financial Assistance for further information.

Overpayment

Where the full amount of the grant is not used (e.g. where payment is made in a foreign currency and the total purchase price in Canadian dollars turns out to be less than the amount cited in the grant application, due to a fluctuation in the exchange rate), the unused amount must be refunded to the Receiver General for Canada.

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

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 funding is received, 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.

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
Movable Cultural Property Grants Program
15 Eddy Street
Gatineau, Quebec
J8X 4B3

Email
bcm-mcp@pch.gc.ca
Telephone
819-997-7761
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 5:30 p.m. (ET).

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 accounting principles.
Business plan
A written document that describes the applicant’s organization’s current status and plans for two to five years. It identifies future opportunities and includes the financial, operational and marketing strategies to achieve your goals.
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.
Ethnocultural communities

A group of people whose members identify with each other through a common heritage. An ethnocultural community or group is defined by the shared characteristics unique to, and recognized by, that group. This includes characteristics such as cultural traditions, ancestry, language, national identity, and/or country of origin.

To the extent that religion is inextricably linked to the group's racial or cultural identity, it can also be recognized as a defining characteristic. In some cases, a group may view its common origin as pan-national, or it may be based on geographic region of origin.

Ethnocultural communities may or may not overlap with racialized communities (See definition of racialized communities).

Federal lands
  1. lands that belong to His Majesty in right of Canada, or that His Majesty in right of Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut;
  2. the following lands and areas:
    1. the internal waters of Canada, in any area of the sea not within a province,
    2. the territorial sea of Canada, in any area of the sea not within a province,
    3. the exclusive economic zone of Canada, and
    4. the continental shelf of Canada; and
  3. reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands.
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.
Final financial report
A final financial report includes, as separate items, the budget as well as all of the revenues realized and expenditures incurred for the given period with regard to the project being funded.
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. Financial statements may be audited or unaudited.
Indigenous communities
Indigenous communities are First Nations, Inuit and Métis communities.
Indigenous governing bodies
First Nation governments, Band Councils or Tribal Councils, Inuit, and Métis equivalent governing organizations.
Indigenous-led organization
Non-profit organization owned and controlled by members of the Indigenous peoples of Canada, which includes First Nations, Métis, and Inuit peoples, with a mandate to support and preserve Indigenous heritage.
Interim reports

Interim reports are submitted during your project based on the requirements in the funding agreement.

These reports indicate the results of the activities undertaken for a specific period. In addition, they include a status report on the work to be accomplished and 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.
Racialized communities
Communities of shared heritage who have been historically disadvantaged as a group and may experience discrimination based on colour, culture and/or race.
Volunteer
An individual working on behalf of others without receiving financial or material gain.

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