Application Guidelines - Exhibition Circulation Fund
Museums Assistance Program
On this page:
- Objectives and expected results for the Museums Assistance Program
- Objectives and expected results for the Exhibition Circulation Fund component
- Application deadline
- Who can apply
- Eligible projects
- Eligible expenses
- Eligibility criteria
- Limits of government assistance
- Applying for more than 12 months
- How to apply
- Application process
- How applications are evaluated
- Evaluation criteria
- Application processing time
- Funding decisions
- How funding is provided
- Funding conditions
- Official languages requirements
- Acknowledgement of financial assistance
- Access to information requests
- Disclosure of information
- Audits of recipients and evaluation of the Program
- Contact us
Objectives and expected results for the Museums Assistance Program
The Museums Assistance Program (MAP) supports heritage institutions and workers in the preservation and presentation of heritage collections in Canada. The Program provides financial assistance to Canadian museums and related institutions for activities that:
- facilitate Canadians’ access to our heritage;
- foster the preservation of Canada’s diverse and rich cultural heritage (other than built heritage), including representative collections of Aboriginal cultural heritage; and
- foster professional knowledge, skills and practices related to key museum functions.
Expected results could include activities that achieve the:
- development and circulation of Canadian travelling exhibitions and associated interpretive material;
- preservation and presentation of Aboriginal cultural heritage;
- implementation of key collections management systems; and
- sharing of best practices related to key museum functions, to the benefit of multiple institutions.
Objectives and expected results for the Exhibition Circulation Fund component
The Exhibition Circulation Fund assists museums with the costs to host a travelling exhibition originating from another museum or from a federal heritage institution, and to borrow artefact(s) from the Canadian Museum of History or the Canadian War Museum for exhibition purposes.
Applications are accepted on an ongoing basis.
Financial assistance through the Exhibition Circulation Fund will be recommended on an ongoing basis, based on availability of funds.
Who can apply
To be eligible for funding for hosting a travelling exhibition, your organization must be an incorporated, non-profit Canadian museum which:
- provides services to the public year-round;
- employs the equivalent of one full-time paid professional staff; and
- has policies for key museum functions.
To be eligible for funding for borrowing artefact(s), your organization must be an incorporated, non-profit Canadian museum which:
- has policies for key museum functions; and
- has a loan agreement or a letter of intent with the Canadian Museum of History or the Canadian War Museum.
To be eligible for funding from the Exhibition Circulation Fund for hosting a travelling exhibition, your project must:
- host a travelling exhibition originating from another museum or from a federal heritage institution, on the condition that the circulation of the exhibition to the borrowing venue was not funded by MAP as part of an exhibition development project.
To be eligible for funding from the Exhibition Circulation Fund for borrowing artefact(s), your project must:
- borrow artefact(s) from the Canadian Museum of History or the Canadian War Museum for exhibition purposes.
Only project-related expenses, which can be of cash and in-kind value are eligible expenses.
For hosting a travelling exhibition, these expenses may include:
- rental fees;
- costs related to transportation, packing and crating, setting-up/dismantling an exhibition and temporary storage when necessary;
- special security costs;
- additional insurance;
- equipment rental, incremental administration costs, promotion and communication expenses;
- translation of material aimed at the public in both official languages and in another language meant to reach specific groups if applicable; and
- creation of education materials, media kits and marketing materials in conjunction with the travelling exhibition.
For borrowing artefact(s), these expenses may include:
- rental fees;
- packing and transportation (consolidation and dispersal included);
- special security costs;
- additional insurance; and
Ineligible expenses for both activities include:
- development costs for project proposals or applications under the MAP or other federal programs;
- costs (or category of costs), if the institution originating the exhibition has already received funding for the same expense (or category of expenses) from the Access to Heritage component or Aboriginal Heritage (through a circulation project);
- ongoing operations and day-to-day collections management activities;
- feasibility and market study costs;
- taxes; and
- salaries from federal departments, Crown corporations and agencies, including the Canadian Museum of History and the Canadian War Museum.
In-kind contributions are considered real contributions to the cost of the proposed project but are not reimbursable. Donated goods and services may be considered in-kind contributions if they:
- are essential to your project’s success;
- are eligible and would otherwise have to be purchased or paid for by you;
- can be measured at fair market value (i.e. in relation to similar goods and services); and
- are balanced by an equal revenue in your budget (i.e. total in-kind expenses equal total in-kind revenues).
We cannot fund expenses incurred before the application deadline. If you incur expenses for your project before receiving written confirmation of your funding approval, you will be doing so at your own risk.
We are responsible for determining the eligibility of each applicant, its project and project-related expenses.
The Exhibition Circulation Fund component is highly competitive. Requests for funding typically exceed our 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.
The total financial assistance received from the Exhibition Circulation Fund component of the Museums Assistance Program (MAP) and other levels of government (federal, provincial/territorial and municipal) cannot exceed 100 % of your total project-related costs.
Project funding under the Exhibition Circulation Fund for hosting a travelling exhibition from another museum will not normally exceed 70% of eligible expenses.
|Maximum funding per project||$15,000|
|Maximum project duration||n/a|
Project funding under the Exhibition Circulation Fund for borrowing artefact(s) from the Canadian Museum of History or the Canadian War Museum will not normally exceed 70% of eligible expenses. For small museums with annual operating budgets of less than $500,000, we can fund up to 100% of eligible expenses for a maximum of $15,000 per project.
|Maximum funding per project||$15,000|
|Maximum project duration||n/a|
There is no yearly limit to the number of projects for which an organization may apply.
In exceptional circumstances, we can fund up to 85% of eligible expenses per project. The specific funding criteria related to exceptional circumstances include:
- projects benefiting remote or rural areas; and
- projects targeting under-served communities and population (e.g. youth, official language minority communities, Aboriginal, ethno-cultural communities) where need is clearly demonstrated and justified.
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. To request an application form, please contact the nearest regional office of the Department of Canadian Heritage.
A complete application package includes the following completed documents, signed by an authorized person:
- the Application Form;
- the Project Budget Form;
- the Application Checklist; and
- your supporting documents:
- copies of most recent documents as requested in the application checklist, including copies of all available quotes, to justify any procurement costs;
- your most recent financial statements ; and
- a disclosure regarding the participation of any former public office holder or public servant subject to the Policy on Conflict of Interest and Post-Employment.
Where an applicant submits more than one project, an order of priority must be clearly indicated.
- Complete, sign and date the Application Form;
- Attach all the required supporting documents.
Please submit your application in only one format.
Mail or in-person submissions
Your application must be postmarked or hand-delivered no later than the published deadline to be considered. You can mail, courier or hand-deliver your complete application package to the nearest regional office of the Department of Canadian Heritage.
We encourage you to submit your application package electronically to the nearest regional office of the Department of Canadian Heritage.
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.
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. Your application will be reviewed for eligibility before being evaluated using the national standard criteria described below. It will be compared with other applications from your region.
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.
Funding priority may be given to:
- borrowing artefact(s) from the Canadian Museum of History or the Canadian War Museum for exhibition purposes.
You are also invited to explore the possibility of circulating exhibitions to non-traditional spaces, such as schools and community centres.
We will evaluate all eligible applications based on merit, Program priorities and availability of funds using the following criteria:
Relevance and community engagement
- your project helps achieve the organization’s mandate.
- your project responds to a demonstrated need.
- support/interest from other funders or partners is shown (documented if possible).
- the target audience for your project and the methods to reach it (if applicable) are clearly identified and realistic.
Project planning and management
- your organization is able to carry out the project and has engaged appropriate experience and expertise (personnel and consultants).
- the timeline and resources are adequate.
- sound project management methods are demonstrated, including risk management.
- the forecasted budget/cash flow is comprehensive.
- value for money is demonstrated, expenses are justified and reasonable.
- all contributions are clearly identified and realistic (applicant, partners and other sources).
Impact and evaluation strategy
- outputs and outcomes are identified, clear and reasonable.
- your application includes an articulated evaluation strategy that is linked to outcomes and outputs (indicators, data collection, etc.).
- financial stability is demonstrated.
- your organization is professionally managed with clearly defined governance structure, administration and policies.
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 receiving your application.
We reserve the right to target our funding to specific projects. Please note that decisions regarding eligibility and funding amounts are final.
How funding is provided
We will determine if funding will be disbursed as a grant or as a contribution.
A grant is a payment issued to a recipient for a project. The conditions you agreed to at the time of application will apply. At the end of your project, you may be required to submit a report and/or participate in the evaluation of results.
A contribution is a conditional payment issued 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 report.
You may be required to submit interim reports during your project and a final report is required if the funding is a contribution.
All products being presented to the public must be developed in both official languages. Applicants are also encouraged to develop exhibitions in other languages relevant to the project.
Institutions receiving funding through this component must post on their website the availability and touring history of the exhibition as well as basic information for potential borrowers, including dimensions, special requirements and available interpretive products.
Once funding is approved, payment requests for the circulation of exhibitions will need to include copies of the signed loan agreement(s).
Additional conditions may apply and 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 or 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
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.
- 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 the nearest regional office of the Department of Canadian HeritageorDepartment of Canadian Heritage
Museums Assistance Program – Exhibition Circulation Fund
25 Eddy Street
Agents are available to answer your questions Monday to Friday, 8:30 a.m. to 5 p.m. (EST).
- Aboriginal organizations
- Non-profit Canadian organizations whose primary mandate is to preserve and support Aboriginal heritage.
- Aboriginal communities
- Aboriginal communities include First Nations, Métis and Inuit communities.
- Aboriginal governing bodies
- First Nation governments, Band Councils or Tribal Councils, Inuit and Métis equivalent governing organizations.
- Review of something (e.g. a process, an organization) in terms of compliance, accuracy and effectiveness, to determine whether it is working well and achieving its intended purpose.
- 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.
- Borrowing of artefact(s)
- Loan of one or more artefacts from the Canadian Museum of History or the Canadian War Museum collections. For information regarding the conditions related to this activity, please contact Research and Collections at the Canadian Museum of History and the Canadian War Museum.
- Business plan
- A written document that describes your 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.
- Canadian Museum of History and Canadian War Museum
- The Canadian Museum of History Corporation (CMHC) is a Crown corporation established by the Museums Act. The CMHC is responsible for Canada’s largest museum, the Canadian Museum of History, and the national museum of military history, the Canadian War Museum.
- 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.
- Collection management system
- Collection management system (CMS) are software programs designed to aid in the documentation and management of objects in a museum collection.
- Individuals or groups of individuals with specialized knowledge and/or skills. They are not part of an organization’s staff, management or board, but rather are contracted for a fee to provide specific services to an organization.
- Documents related to the exhibition and made available to the public, such as exhibition catalogues, synopsis, brochures and pamphlets.
- Ethnocultural communities
- A group of people whose members identify with each other, through a common heritage. For the purpose of this definition, ethnocultural communities include Canadians of diverse culture such as, but not limited to African, Arab, Asian, Latin American or mixed heritage.
- Evaluation strategy
- Selection, development and ongoing use of performance measures to make judgments about relevance, progress, cost-effectiveness and success of a project in meeting its defined objectives. A strategy should include outputs, outcomes, definitions of what will be measured, data sources, methodologies for gathering data and other relevant information. Please refer to Reporting requirements and Evaluation criteria section.
- 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 include a final report of actual revenues and expenses.
- 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.
- Incremental administration costs
- Costs which organizations would not incur other than to comply with project administrative requirements. These costs may include expenses for material or other items associated with the provision of goods or services. Maximum 15% of the total project cost (e.g. book keeping, project accounting, long distance calls, ink cartridges, temporary subscriptions to publications or specialized services).
- 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.
- Key museum functions
- Standard established practices in main areas of collections-related activities within a museum or heritage organization, such as acquisition, conservation, research, collections information management, exhibitions and education.
- Non-profit, permanent institution in the service of society and its development, open to the public, which acquires, conserves, researches, communicates and exhibits the tangible and intangible heritage of humanity and its environment for the purposes of education, study and enjoyment. Please refer to International Council of Museums – Definition of a Museum.
- Official language minority communities
- The official language minority communities are the Anglophone communities residing in Quebec and the Francophone communities residing outside of Quebec.
- Operational expenses
- Cash expenses paid by an organization, in return for goods or services that are not incremental to the project. These expenses are ineligible for funding.
- Result of an effort to attain a goal. They are the external effects or consequences of the project that are considered significant in relation to its initial commitments. Outcomes must be measurable and may occur within organizations, communities and individuals. They may relate to behaviour, skills, knowledge, attitudes, values, conditions or other attributes. While there is less degree of control over outcomes, there should be a direct relationship between outputs and outcomes.
- Most immediate results of a project. Outputs are the direct products or services produced and delivered to a target group or population, such as an exhibition, a collections or exhibitions policy, a workshop or seminar.
- A heritage organization that agrees to pool efforts and resources with other like heritage organizations in order to achieve a common objective, while keeping its independence. Other heritage organizations are not recognized as partners unless they contribute directly in cash or in kind to the accomplishment of the project and benefit from its results.
- Performance indicator
- Data that can be used to determine whether a project has achieved its intended qualitative and quantitative results and, if so, to what degree.
Performance indicators should capture the most significant information. They must be reliable and cost-effective. To select the appropriate performance indicators, these questions should be asked:
- Is it accurate? Will it measure the expected result?
- Is it a cost-effective means of collecting data?
- Can the information be obtained without infringing on privacy issues?
- Does the information assist the project manager in understanding what will be the impact of the project on targeted heritage organizations?
- Does it capture useful information that will assist the organization in making management decisions?
- Will the information be communicated easily to interested parties, including funding organizations?
- Will the information allow for a meaningful comparison between data prior to and after project completion?
a) Quantitative performance indicators
Data that can be used for evaluating progress made during a project. Quantitative performance indicators are expressed as statistical measurements such as numbers, percentages or ratios. For example:
- the number of visitors at an exhibition;
- the number of venues where a travelling exhibition was presented;
- the number of collections and objects preserved; and
- the number of participants at an activity, or users of tools.
If the project targets a specific audience, such as Aboriginal, youth, rural/remote, official language minority or culturally diverse communities, identify the number of participants from the targeted community and/or the percentage of participants from the targeted community compared to the total number of participants. Other quantitative performance indicators include:
- the number and type of professional development activities (workshops, seminars, courses, etc.);
- the number of downloads;
- the number of online training activities developed (webinars, kits, etc.);
- the number of best practices tools or documents about key museum functions implemented; and
- the number of organizations benefiting from a sharing of best practices project.
b) Qualitative performance indicators
Information that can be used to evaluate progress made during a project. Qualitative indicators are expressed as opinions, behaviours or attitudes. Whenever possible, these performance indicators are generalized by the use of a rating scale; for example, research quality is rated as excellent, average or below average. Other qualitative performance indicators include:
- the level of satisfaction;
- opinions of participants indicating that they have learned a great deal on a given subject;
- comments by participants indicating that tools or documents developed could or will be implemented in their workplace;
- observations from the participants on how the activity has led to positive change in their workplace/professional development; and
- opinions of participants regarding the usefulness and/or relevance of the activity/tool.
- Performance measures
- Performance indicators that provide qualitative and/or quantitative information needed to measure the extent to which a project is achieving its intended outcomes. Qualitative data can be expressed in terms of change or comparison between two states, while quantitative indicators can be in the form of a ratio, percentage, comparison or figure.
- Set of activities or functions that a recipient proposes to undertake with the financial assistance provided by a department. A project has a clear start and end date, occurs within a reasonable period of time and demonstrates measurable outputs and outcomes.
- Services to the public year-round
- Facilities and services are available to the public 12 months a year or upon request. Schedules and contact number for reservation are all up front and clearly displayed (website, building, brochure and advertising).
- Strategic plan
- Clearly written document that describes an organization's mandate, its short, mid and long-term goals or objectives, and priority actions to take. A strategic plan includes a timeframe for its execution, and identifies who within the organization, or what outside agent, will take responsibility for the completeness of the actions necessary to realize goals and objectives.
- Travelling exhibition
- Type of exhibition that is available for circulation to one or more venues in addition to the premises of the organizing museum.
- An individual working on behalf of others without receiving financial or material gain.
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