Guidelines for Presenting Organizations
Arts on Tour Fee Support
The Arts on Tour grants are designed to grant fee support to eligible presenters showcasing artists listed on the Arts on Tour Artist Roster. The performance or exhibition must be the focus of the engagement, not a secondary part of some other purpose. Such activities as providing background music for a reception, an award presentation, or a dinner featuring a special speaker are not eligible for reimbursement. Arts on Tour will also not reimburse expenses to hire roster performers as guest artists within another organization’s program or concert.
Arts on Tour grants will reimburse 40 percent of the total artist fees listed in the Arts on Tour roster. Applications are processed on a first-come, first-served basis until the year’s money is allocated. Each applicant is limited to a total of $2,000 in reimbursements per Arkansas Arts Council fiscal year. For engagements scheduled between July 1, 2016, and December 31, 2016, the Arkansas Arts Council began accepting requests for reimbursement April 1, 2016, on FY17 Presenter Application Form A. For engagements scheduled between January 1, 2017, and June 30, 2017, the Arts Council will begin accepting online reimbursement requests October 1, 2016, using AAC - FY17 AOT Presenter Application—B (January 1, 2017 through June 30, 2017).
AOT roster fees are listed as separate figures for artist fees and technical costs, which include travel and lodging expenses. The total combined contract fee is the amount eligible for reimbursement. The roster fees are the maximum amounts allowable for Arts Council reimbursement. Presenters may negotiate a lower fee with the artist than the amount listed in the roster, but if a lower fee is agreed upon, the maximum reimbursement granted to the presenter will be 40 percent of the negotiated fee, up to $2,000.
Engagements scheduled during May 2017, Arkansas Heritage Month, may be eligible for a reimbursement of 60 percent of the contract fees, up to $2,000, if the program has a clear connection to the 2017 Heritage Month theme. Presenters requesting an additional amount of reimbursement in May 2017 must include an explanation stating why the event fits the Heritage Month theme along with their AAC - FY17 AOT Presenter Application--B.
In order to apply for Arkansas arts on Tour fee support, applicant organizations must:
- Be a nonprofit Arkansas-based organization certified as exempt from federal income tax under section 501(c)(3) of the IRS code (this includes public schools, institutions of higher learning, churches, and government units.)
- Plan to showcase the AOT artist/ensemble as the reason people attend the event and allow the performance, workshop, or exhibition to be open to the general public through unrestricted paid or free admission
- Agree to credit the Arkansas Arts Council in programs, season brochures, advertisements, and press releases with the following credit line:
This program is supported by the Arkansas Arts Council, an agency of the Department of Arkansas Heritage, and the National Endowment for the Arts.
All reimbursed events for FY17 must take place between July 1, 2016, and June 30, 2017. Each request must be submitted online office before the event occurs
Applicant organizations must submit a separate request for each contracted event. The contract fee per engagement can be no more than the total amount listed in the AOT roster. The total FY17 (2016-2017) Arts on Tour funding each presenter may receive is capped at $2,000.
Each online submitted reimbursement request will include the following items:
- A signed online AAC - FY17 AOT Presenter Application--B form. The Application form includes a section for the applicant to describe how the presenter plans to feature the AOT artist/ensemble they are requesting a reimbursement for. It also has a place to indicate the presenting organization’s tax ID number (EIN) and its nine- digit DUNS Number (data universal numbering system. Any organization (schools etc.) already receiving federal funds will have one. The presenting organization’s executive director, business manager, board treasurer, or accountant should know, or be able to provide the DUNS number if it has one. Additional information on obtaining one can be found at http://fedgov.dnb.com/webform/displayHomePage.do. The applicant should keep a copy of this AOT application.
An uploaded scanned copy of a co-signed contract with an Arkansas Arts on Tour roster artist/ensemble for an event scheduled in the period of July 2016-June 2017. This submitted copy must include the names of the artist(s) or group being paid, all contract addenda, and tech riders that specify payment. Group members must be approved for roster listing before reimbursement is paid.
If the application is for a 60 percent reimbursement for an event during Heritage Month May 2017, the application must also include a brief description of the event explaining its connection to the 2017 Heritage Month theme. Be specific in the explanation.
Reimbursement Request and Payment
Requests are funded on a first-come, first-served basis, and the number of reimbursements awarded is limited to the amount of funding available. Upon receipt of the online application, the Arkansas Arts council will process the form, determine its status based on the availability of funds, and notify the applicant organization that funds have been allocated for the event.
If an application is approved, the applicant organization will be sent an email notice prior to the event date. An online invoice and evaluation form will then be attached to the applicant’s online account. In order for the presenter to be paid a reimbursement, the presenter must to go online to complete the Follow Up forms.
In addition to the Arts Council invoice, the evaluation must include proof of complete contract payment. This proof could be such evidence as a scanned copy of both sides of the canceled check paid to the artist/group, or a copy of the check payment listed on a computerized bank statement. Outside sponsorship must be paid to the presenter in order for it to be considered part of the contract payment. The presenter is responsible for paying all stipulated contract costs before it can receive a reimbursement for expenses from the Arkansas Arts Council. Requests received more than 30 days after the event, or with missing requested pieces, may not be paid.