West Virginia Division of Culture and History
Commission on the Arts
The Culture Center
1900 Kanawha Boulevard, East
Charleston, WV 25305-0300
Phone: 304-558-0220  TDD: 304-558-3562
Fax: 304-558-3560
www.wvculture.org
EEO/AA Employer
FY2016
COMMUNITY ARTS PROJECT SUPPORT
GUIDELINES
POSTMARK DEADLINE MARCH 1
Contact: Debbie Haught, Community Arts Coordinator, debbie.r.haught@wv.gov
ENCLOSED
 Programmatic Categories and Guidelines
 Before applying, download and read the West Virginia Commission on the Arts
General Guidelines
All publications and application forms are available in alternate formats.
Contact Tabitha Walter, Accessibility Coordinator at
304-558-0240 x. 152 (voice) 304-558-3562 (TDD)
Community Arts Project Support
Community Arts Project Support
Eligible costs for Community Arts Project Support are listed by category, but the priority for funding by
the WVCA is artist fees associated with these projects. On all grants in this category, artist fees include
the contracted fee for service and any travel costs, including lodging and per diem. These costs must be
documented to be eligible for funding.
The following funding requirements exist for all grants in this category:
- Funding is available for up to 50% of artist fees and travel.
- All requests for artist support must provide:
o A copy of a properly executed artist contract
o Artist résumé
o A schedule of any additional activities such as workshops or master classes
- Artist contracts exceeding $8000 will be funded at 33% of artist’s fee.
- Typically, requests for pop music groups are not eligible. The WVCA may consider funding on a
case-by-case basis. Please contact Arts staff to discuss such requests.
- Support for avocational groups is limited to 50% of travel costs only, pending documentation of two
years of public performance history. Performance fees for avocational groups will not be considered.
Additional Opportunities
Distressed County Program
WVDCH/WVCA offers a program to encourage access to arts grants in West Virginia counties
identified by the Appalachian Regional Commission (ARC) as Distressed. These counties are
determined to have indicators such as high unemployment, low per capita income, and other economic
characteristics that make a dollar-for-dollar cash match a deterrent to groups seeking arts funding.
- First time applicants for Community Arts grants from Distressed counties, or organizations in the
same counties that have not applied for WVCA funding for three consecutive years are eligible for a
reduced matching dollar opportunity. These grant applications can request 75% of the total project
eligible costs with a 25% cash match.
- Although not part of the required cash match, the budget narrative should describe in-kind support at
a minimum value of 25% of the total project to demonstrate strong community support. Grantees
will be limited to three years of grants at the lower matching cash requirement.
Check the FY15 Distressed Counties list at the time of application to see if you are in a county that
qualifies.
Funding for Accessibility Services
To assist organizations in making their programs more accessible, applicants can request 50% of
accessibility costs up to $500. These costs include sign interpreter fees, captioning, audio description
rental of assistive listening devices or temporary ramps and Braille materials. Applicants should include
the access request as a part of your program budget and provide documentation of the costs. For
equipment purchases and facility upgrades, please see the Cultural Facilities and the Fast Track
Emergency ADA grants for more information.
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Community Arts Project Support
Programmatic Categories
Presenting Artists
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit organizations and communities
Funding Level: Up to 50% of artist fees and travel costs
Matching Requirements: Applicant must provide a 50% cash match
Letter of Intent: December 1st for first time applicants only
Program purpose
o To encourage and assist with presentation of touring artists in West Virginia communities
Program description
o The Presenting Artists program enables West Virginia sponsors to present national, regional
and in-state touring groups as performing, literary, visual, and media artists or exhibitions in
their communities, arts facilities and schools.
o Second Sites Program offers sponsors and presenters support to present West Virginia
artist(s) in a run-out performance.
o The run-out performance is the presentation of a touring West Virginia theater company,
dance company, or orchestra at a second location for a performance that originates in the
home community of the touring group. Each applicant is eligible for support for no more than
three run-out performances per fiscal year.
o Second Sites Funding Level: run-out assistance is available for up to 50% of the company’s
contract fee and travel costs up to a maximum of $4000 per event.
Block Booking
o Sponsors of touring programs are encouraged to share programming ideas and explore block
booking of programs, when possible. The WV Arts Presenters is a cooperative service
organization that coordinates block booking of touring companies for state colleges,
universities, and community organizations. Booking through WV Arts presenters offers
affordable programming at a lower rate than if you booked the artist yourself. Membership
information is available from Arts Staff.
o Additional information: Additional support for involving regional artists in your
programming is available from the Mid Atlantic Arts Foundation (MAAF) Grant Programs
listed below:
 ArtsCONNECT
 Jazz Touring Network
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Community Arts Project Support
Performing Arts
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
- Eligibility: WV non-profit organizations and communities
- Funding Level: Up to 50% of artist fees and travel costs
- Matching Requirements: Applicant must provide a 50% cash match
- Letter of Intent: December 1st for first time applicants only
- Program purpose
o To support West Virginia arts organizations and communities in the creation and presentation
of new works and the production of existing works in the performing arts
Support for New Works
- Program description
o Music, theater and dance groups may request support for up to 50% of the unique production
costs associated with new works by composers, playwrights, or choreographers. These costs
may include set design, special technical requirements, educational materials, dramaturgy
consultation or other similar expenses. Funds are limited for these costs. Special
consideration is given to performances of new works by West Virginia artists.
o Special Instructions: Applicants should contact Arts staff to discuss proposals before
applying.
o Support documentation should include:
 A timeline for completion of the project
 Story treatment or synopsis
 Sample score
 Explanation of special technical requirements
 Documentation of all requested expenses
Support for Producing Organizations
- Program description
o Music, theater and dance groups, who are self-presenters and produce existing works in the
performing arts, may request support for up to 50% for performing and technical (generative)
artist fees. These costs may include choreographers, directors, and music directors or scenic,
costume, lighting, sound and set designers. Permanent company artists and full-time
employees are not eligible.
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Community Arts Project Support
Visual Arts
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
- Eligibility: WV non-profit museums and galleries, art centers and alternative spaces
- Funding Level: Up to 50% of artist fees and 50% of other eligible costs as listed in program
description
- Matching Requirements: Applicant must provide a 50% cash match
- Letter of Intent: December 1st for first time applicants only
- Program purpose
o To support arts organizations, communities, museums, galleries, arts centers, and alternative
spaces in visual arts programming and exhibition costs
Support for Exhibitions and Visual Arts Programming
- Program description
o This program supports performances and exhibitions, conservation and care of art
collections, artist residencies and production of catalogs for West Virginia artists. Funding
opportunities include artist fees for guest lecturers, performances, and curators. Other costs
eligible for up to 50% support include exhibition rental, one-way shipping, special
installation costs, insurance and security. Maximum funding level per exhibit is $10,000.
- Special Instructions
o Documentation of all eligible costs must be submitted with application to be considered for
funding.
Juried Exhibitions
- Program description
o Program supports development of juried exhibitions. To be considered eligible the juried
exhibition must be open statewide and made up of works selected by a minimum of one outof-state juror prior to the public showing. Juror fees and travel, prospectus, installation,
catalogs involving WV artists only, and award monies are eligible costs.
- Special instructions
o Juried exhibitions must be announced publicly through a prospectus, which includes the
following information: eligibility requirements, identification of juror(s), amount of awards,
and other pertinent information necessary to the artist’s participation. The prospectus should
be sent to all WV artists in the appropriate media. Jurors may select works by reviewing
actual work or digital images or a combination of both. A sample prospectus and
documentation of all requested costs must accompany application.
Presenting West Virginia Artists
- Program description
o Program supports presentation of one to five West Virginia artists in a major exhibition of
their work that includes presentation of the artists to the community through a series of
residency activities associated with the exhibition. A catalog of the show must be designed to
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Community Arts Project Support
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not only serve the exhibition but also as an attractive portfolio for the artist. The presenter
will provide 100 catalogs to each featured artist for marketing purposes.
Funding level: A maximum of $15,000 per exhibition will be available for two Presenting WV
Artists projects per fiscal year.
Special instructions
o Applicants to this category are required to seek additional sites/partnering organizations to
maximize exhibition exposure. The application must include a signed letter of agreement
between the applicant and the artist, artist resumes, and letters of intent from partnering
organizations to present the exhibition on tour.
o Criteria for selection of artists includes acceptance into a minimum of three juried exhibitions
or documentation of significant professional accomplishments.
Media Arts
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit arts organizations and other not-for-profit organizations with an artsrelated mission, media presenters or media arts group
Funding Level: Up to $10,000
Matching Requirements: Applicant must provide a 50% cash match
Letter of Intent: December 1st for first time applicants only
Program purpose
o To provide financial assistance to arts organizations for media projects (film, video and
audio). Priority is given to projects that reflect a relevance to West Virginia by celebrating its
artistic resources or document the culture of a particular community, ethnic group or artistic
asset of the state. Organizations may not request support for current professional staff for
media projects. The proposed project must be out of the regular scope of work for the
organization.
Program description
o Support is available for artist’s fees, production and post-production (editing) costs, and
presentation costs for media projects. A fully-executed artist contract must accompany all
requests for artist fees. Only documented costs are considered eligible.
Special Instructions
o Applications for production and post-production work must include:
 A sample of work documenting the professional artistic staff involved. Sample may
be DVD or CD cued to a maximum10-minute segment of the work.
 An abstract or outline of the proposed work
 Resume and background information on the artistic staff
o Application for presentation costs must include:
 List of the media works to be presented
 A summary of the work to be presented
 Marketing plan
 Schedule of presentation
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Community Arts Project Support
o Additional resources:
West Virginia Film Office
Folk and Traditional Arts
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit arts organizations and communities
Funding Level: Up to 50% of artist fees
Matching Requirements: 50% cash match
Letter of Intent: First time applicants only by December 1
Program purpose
o To support the documentation and presentation of West Virginia’s folk and traditional arts.
West Virginia folk arts are described as those creative expressions that are learned and
passed down within families, ethnic or tribal groups, occupational groups, religions, local and
regional communities, or age or gender groups. They include such forms as music, dance,
songs, stories, jokes, games, crafts, beliefs, occupational skills, celebrations and rituals.
Program description
o Supports the presentation of folk and traditional artists in communities and the
documentation of these arts and artists for the future. Presentation may include festivals,
single performances or series, and/or exhibitions, which present folk-arts and involve
community-based artists. Documentation can include film, video, photography, recordings,
CDs, audiotape, radio and publications.
o The following costs are eligible when documented:
 Up to 50% of folk and traditional artists’ contract fee
 Up to 50% of printing costs for WV artists’ catalogs to accompany exhibition of
works
 Up to 50% of insurance or special installation costs for exhibition
 Up to 50% of documentation materials
 Up to 50% of contract fees for documenting artists (videographer, director,
photographer, etc)
Special Instructions
o Each request for artist fees must be accompanied by a contract and resume or bio. All costs
must be documented with printer’s estimate, itemized materials list, or insurance estimate
provided.
Evaluation criteria: Applications will be evaluated with the following criteria in mind:
o Contribution to the public understanding of West Virginia folk art
o A sensitive and accurate presentation of folklife providing cultural enrichment to an audience
while not disrupting the tradition being presented.
o The affirmation of folklife tradition within the source community
o Representation and involvement of the community being served
o Fair compensation for the artists involved
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Community Arts Project Support
Re-granting Program
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit arts organizations and other not-for-profit organizations with an artsrelated mission, which are interested in re-granting funds for arts activities based on community
identified need.
Funding Level: Up to $6000
Matching Requirements
o Applicant must provide a 50% cash match.
o If awarded $6000, applicant must be able to match with $6000.
Letter of Intent: First time applicants only by December 1
Program purpose
o To allow arts organizations with a mission of community arts support to designate funds for
re-granting according to community need
Program description
o Support is available for re-granting within the community to organizations or individuals as
determined by community need.
Special Instructions
o Applications must include a copy of your current or proposed re-granting guidelines and the
Re-Granting Supplemental Narrative.
o If your organization does not currently have a re-granting program in place, the Arts Staff
can provide samples guidelines for successful re-granting programs.
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Community Arts Project Support
Planning and Organizational Development Categories
The WVCA values strong arts organizations and their contribution to WV communities and is willing to
invest in that development. Planning is the most important facet in all of the following grant programs,
whether it is long range planning for individual organizations, strengthening the organization’s
infrastructure through planning for staffing, or community-wide cultural planning.
Long-Range Planning
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit arts organizations and institutions with professional staff, or those
organizations that have been in existence for a minimum of two years are eligible to apply.
Funding Level: Up to 50% of consultant fees and expenses not to exceed $10,000
Matching Requirements: 50% cash match
Letter of Intent: Required for all applicants by December 1
Program purpose
o To build organizational infrastructure in WV non-profit arts organizations, stronger
governance, greater fundability and more efficiency in providing arts experiences to the
public.
Program description
o Support is available for outside consultants and planners to analyze the applicant
organization’s administrative, artistic, programmatic and financial management; marketing;
and fundraising and incorporate those findings into a long range plan through facilitated
meetings with the board of directors and community members.
Special Instructions
o This program requires the Long-Range Planning Checklist and Supplemental Narrative.
Contact Arts staff for more information
Staffing Support
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: Local Non-profit arts organizations, currently with or without professional staff, which
have been in existence for a minimum of three years and have successfully completed at least one
WVCA programming grant cycle (including the submission of a final report) within the last three
fiscal years are eligible to participate in this program. The organizations must have an annual budget
of not less than $25,000. Groups which have received staff support from the WVCA within the past
four years should contact the Arts Section staff for further information. Organizations must have
developed long-range plans that incorporate the need for and responsibilities of staff positions for
which they will apply. Please refer to Critical Indicators of a Successful Long-Range Plan.
Funding Level: Phased support (50% - 30%) for salary and benefits for one professional staff
person.
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Community Arts Project Support
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Matching Requirements: Phased match 50% (year one), 60% (year two) and 70% (year three) of
salary and benefits.
- Letter of Intent: Required for all applicants by December 1
- Program purpose
o The goal of this program is to provide support for staff positions. The process creates the
optimum environment and support for success for each applicant organization and furthers
the WVCA goal of strengthening arts organizations and expanding their capacity.
- Program description
o This program provides support and technical assistance for full- or part-time non-profit arts
management staff positions and management interns.
Non-profit arts management staff:
- First year support is available for eleven months for one staff position (beginning August 1 and
ending June 30). Applicants may request up to 50% of the staff member’s actual salary and benefits
for the eleven month period. The total salary may not exceed 25% of the applicant’s annual budget.
*In order for hiring to be accomplished by August 1st, successful first year applicants will be
unofficially notified of the approval of their grant request within one week of the June WVCA
approval meeting. Official notification will be provided in written form after governor approval on
July 1st. If the first year staff position is not filled by August 1st, the applicant begins to lose funding
since no more than 50% of the salary/benefits will be provided.
If applicants choose to apply for a second year of support, they may request up to 40% of the
staff member’s actual annual salary and benefits. Again, the salary may not exceed 25% of the
applicant’s annual budget. Please note: Applicants must re-apply for the second and third year of
support for each position. A third year of support is available at 30% of staff member’s actual salary
and benefits, but applicant must clearly show the organization’s commitment and plan to assume
staffing costs at year end.
After developing a plan for how the new staff position will fit into the management of the
organization and relate to the board of directors, volunteer run arts organizations may request
assistance for one paid arts administrator position — either full- or part-time, as needed. An
organization with existing professional staff may request assistance for additional permanent staff
position(s) if the organization’s long range plan reflects the need, and the current manager/director
has been on the job for a minimum of one year. Applicants requesting grant assistance must publicly
announce the position and abide by civil rights laws during the hiring process. Non-arts
organizations are not eligible to apply in this category.
Professional positions may include administrative staff, artistic staff, education coordinator,
exhibitions curator, development officer, marketing positions and other such positions that have been
identified in the organization’s long range plan as being necessary to the organization. Two or more
arts groups in close proximity may also develop an application for a shared position. Such shared
positions should not include the top management position of an organization, but may include
education coordinators, marketing, or other such administrative positions.
- Technical support: A valuable supplement to the grant award in this category is the technical
assistance provided by the Staff Support Project Monitor, who works to ensure a successful
transition from volunteer-run organization to professionally-staffed organization, or to smoothly
incorporate additional staff into an organization. The Project Monitor will work quarterly to create a
stable management environment and to identify and diffuse any problems related to new staff.
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Community Arts Project Support
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Special Instructions
o Please read the required Staffing Support Extended Guidelines and Checklist to complete
your application.
Management interns
o Organizations with paid managers may apply for assistance with 50% of the salary for an arts
management intern not to exceed $3000.
o Special instructions: Applicants are required to describe the need for a management intern,
outline the responsibilities and goals of the intern and the mentor/supervisor. A letter from
the potential intern describing interest in the management internship should be included. The
WVCA will consider up to four internships per organization annually.
Community Connections
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Application Deadline: March 1
Forms Required
o Community Arts Project Support Grant Packet
o Accessibility Transition Plan
Eligibility: WV non-profit arts organizations, city or county governments or similar organizations
are eligible to apply. Paid, professional staff is not a requirement.
Funding Level: 50% of eligible costs up to $5000 per year
Matching Requirements: 50% cash match
Letter of Intent: Required for all applicants by December 1
Program purpose
o To assist communities in assessing their cultural needs and resources; develop dialogue
between all facets of the community; and develop a structure for the efficient use of
resources and the provision of a stable cultural environment.
Program description
o Community Connections is a one- to two-year program designed to help communities
develop a community cultural plan by promoting communication between existing arts
organizations, artists, citizens, local government, business, chambers of commerce, tourism,
educators and others. A Community Cultural Plan assesses community resources, develops
dialogue, and identifies the most efficient ways to use existing resources while developing
new resources to provide a rich cultural environment in the community.
o Applications to the first year of Community Connections are eligible for up to $5000 to
coordinate a community cultural planning process. Second year applicants may apply for up
to $5000 to implement the goals outlined in the cultural plan.
Special Instructions
o Please use the required Community Connections Extended Guidelines to complete your
application.
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