Diamond Jubilee Funding

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2012 Community Celebrations

The second funding cycle for Diamond Jubilee Community Celebrations has been launched. This cycle covers activities that will take place between September 1, 2012, and December 31, 2012.

Please use this application form to apply for funding. The deadline for applications under this second funding cycle is May 7, 2012. See below for more information.

In 2012, Canada marks the 60th anniversary of the reign of Her Majesty Queen Elizabeth II as Queen of Canada. Canadians will celebrate and honour the Queen's 60 years of service and dedication to this country, as well as Canadian achievements during that period.

To celebrate the Diamond Jubilee, the Department of Canadian Heritage is making available funding for community celebrations in honour of the Queen's 60-year reign, her service, and her dedication to this country.

Program Objectives

Funding for Diamond Jubilee community celebrations will provide Canadians opportunities to:

  • mark the 60th anniversary of the reign of Her Majesty The Queen as Queen of Canada;
  • celebrate those Canadians who, like Her Majesty, have dedicated themselves to service, to family, community, and country;
  • celebrate the role of the Crown in Canada as well as our traditions, history, symbols, values and institutions;
  • highlight how Canada has evolved over the past 60 years under Her Majesty's reign and look to the future of our nation; and
  • enable Canadians to participate in celebrations that contribute to building a sense of pride and belonging to Canada.

Application Deadlines  

Cycle 1 (Please note that this funding cycle is now closed.)

October 31, 2011, for activities that take place between February 4, 2012, and August 31, 2012.

Cycle 2 (Please note that this funding cycle is now closed.)

Application deadline of May 7, 2012, for activities that will take place between September 1, 2012, and December 31, 2012.

Funding application forms postmarked or delivered to your Canadian Heritage Regional Office after May 7, 2012, will not be accepted.

Note: Applications proposing activities that begin early in the eligible period will be assessed first.   


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Additional Information

Please note that Celebrate Canada-funded activities are not eligible. Only one application per community organization will be accepted under each of the two funding cycles.

Before submitting your application, please make sure that it is completed and signed. Incomplete applications will result in delayed processing and could be rejected.

Service Standards

Acknowledgement:

Our goal is to acknowledge receipt of your application form within 15 calendar days.

Decision:

Our goal is to issue official written notification of the funding decision within 13 weeks of the Program deadline.

Payment:

Our goal is to issue payments within 28 calendar days of either the successful fulfillment of requirements as outlined in the contribution agreement, or the date of issue of a grant award letter.


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Eligible Recipients

  • Canadian not-for-profit organizations: corporations, cooperatives, and unincorporated associations, etc.;
  • Canadian educational institutions;
  • Canadian municipal governments; and
  • First Nations governments.

Eligible Expenditures

Eligible expenditures must be pertinent, reasonable, and essential expenses required to accomplish the objectives of an eligible project and incurred no earlier than the application receipt date. These include:

  • promotional expenses, translation, communications, entertainment, supplies and equipment as well as reasonable travel for entertainers and hospitality expenses within Canada as per the guidelines set out by the Treasury Board of Canada; travel and hospitality expenses must be directly associated with the proposed activities related to the Diamond Jubilee; and
  • ceremonial and traditional food (such as bannock and salmon for events with an Aboriginal theme).

Ineligible Expenditures

The following expenditures are not eligible for funding under the 2012 Diamond Jubilee Community Celebrations funding initiative:

  • costs related to capital projects;
  • administration costs (e.g. salaries, benefits, overhead costs);
  • lobbying activities, advocacy;
  • activities that are not directly related to the celebration of the Diamond Jubilee;
  • costs incurred prior to receipt of signed application package;
  • prizes, fairs and festivals; and
  • activities or services that take place outside Canada.


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Funding Criteria

Funding decisions are based on available funds and assessments of applications received. The assessment of applications is a competitive process, and resources are limited.

Funding priority will be given to applicants that propose community celebrations that involve youth, veterans, Aboriginal peoples, or ethno-cultural communities.

Even if your organization and application are determined to be eligible, you are not guaranteed funding from the program. If your application is successful, the funding you receive may be less than the amount requested.

If you require assistance to complete the application form, please contact your Regional Office. Departmental addresses and telephone numbers are provided at the end of this guide.

Application Requirements

  • A complete, accurate and signed application form that includes a balanced budget is required. Failure to submit a complete application will result in a rejection.
  • If you previously received funding from the Department of Canadian Heritage but did not submit a Final Activity Report as required, you are not eligible for further funding.

Applications will be considered on the following basis:

  • Eligible projects will contribute to the achievement of program objectives.
  • Eligible activities will be publicly identified as funded by the Department of Canadian Heritage and held between September 1 and December 31, 2012.
  • Admission fees will not be charged and donations will not be required for entry in order to ensure the events are accessible to the entire community.

Funding priority may be given to:

  • Proposals that seek wider participation and that are inclusive of various community groups such as minority communities (Aboriginal communities, official language minority communities, and ethno-cultural communities) and youth; and recipients who have obtained financial or in-kind support from other sources.
  • Recipients who have obtained financial or in-kind support from other sources.

Funding Terms

The Department provides funding to successful applicants by means of a grant or contribution. In the case of a contribution, a written agreement sets out the parameters for reporting and payment. In the case of a grant, the signed application and approval letter constitute the agreement.

The number of applications received will determine the amount of funding available. Funding levels provided will vary and be dependent on the scope of celebrations proposed.

Only one application per applicant will be accepted under each of the two funding cycles.

Applicants who incur costs prior to notification of approval do so at their own risk. The earliest date at which costs may be eligible is the date your application is received by the Department.

Funds received from Canadian Heritage not spent on Diamond Jubilee Community Celebrations as stipulated in the written agreement are to be returned to the Department of Canadian Heritage.


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Application Form

 

We strongly encourage you to scan your completed, signed and dated application and to submit it by e-mail with attachments.

You may also send your completed, signed and dated form by fax, mail or courier to your Canadian Heritage Regional Office.

Submitting Your Application

Please read the following before completing your application form.

Part A - Information About the Organization

1. General Information

Organization's Legal Name

Enter the organization's full official name, as it appears on the Certificate of incorporation or registration document. If the applicant organization is not a corporation, enter the name commonly used.

Organization's Former Name (if applicable)

If the organization had a different name the last time it received funding from the Department, enter the former name in full.

2. Street Address

Enter the organization's street address. If an unincorporated organization, enter the address of the person authorized to sign for the organization.

3. Mailing Address

Enter the organization's complete mailing address when it differs from the street address.

4. Person Authorized to Sign for the Organization

Indicate the name of the person authorized to make decisions on the organization's use of funds. This is usually the Chairperson of the Board of Directors, a member of the Executive Board or the assigned Treasurer. The person must sign the application on behalf of the organization.

Please specify how the authorized representative should be addressed (e.g., Mr., Mrs., Ms., Dr., Reverend).

5. Contact Person

The contact person should be the resource person most knowledgeable about the planned activities.

6. Structure and Governance of Organization

Geographical Scope of Activity

Enter your organization's principal geographical area of operation (please choose only one, even if your organization operates in several):

  • Inter-provincial/Inter-territorial (active in at least two provinces or territories);
  • Provincial/Territorial (active throughout a province or territory);
  • Regional (active in at least two municipalities in a region);
  • Municipal (active in a municipality); or
  • Local (active in a community or neighbourhood).
Legal Status

This is the legal status of the organization. Choose among the following:

  • Established as a Federal Corporation (incorporated). Please provide Date of Incorporation and Registration Number;
  • Established as a Provincial/Territorial Corporation (incorporated). Please provide Date of Incorporation and Registration Number (This status should be used by Municipalities and First Nations governments.);
  • In the process of becoming a Federal Corporation. Please provide Date of Application, leave "Number" empty;
  • In the process of becoming a Provincial/Territorial Corporation. Please provide Date of Application, leave "Number" empty;
  • Cooperative. Please provide Date and Number (if applicable);
  • Unincorporated Association. Leave "Date" and "Number" empty and complete section 13 of the form; or
  • Registered Charity. Please provide Canada Revenue Agency registration Date and Number (if applicable).
Official Language Minority Group

Official language minority communities generally consist of Anglophones in Quebec and Francophones outside Quebec.

Mandate of the Organization

Enter the mandate of the organization according to the governing documents. If your organization is an unincorporated association or committee that does not have formal standing, please enter the purpose and scope of your organization.

Part B - Project Information

7. Project Description

Project Title

The project title is the name given to your project. It is how your project will be referred to and how it will be promoted.

Project Description - Summary

In fifty (50) words or less, summarize the main elements of your project and what you intend to do. An example of a project description would be: "Our project will take place from <insert dates> in <insert main location> and will <insert key events>. This project is designed to reach <insert type of participants (e.g. youth, teens, older adults, general public, ethnic groups)>. The expected number of participants is <insert expected number of participants for the entire duration>.

Link with Program Objectives

Select all program objectives that your project will address.

Project Additional Information

This section is mandatory. Answer Yes or No to each question. Note that your project will not be eligible if you charge an admission fee.

Acknowledgement

Identify, in fifty (50) words or less, the means you will use to acknowledge support from Canadian Heritage.  Please refer to Public Acknowledgment of Canadian Heritage Financial Assistance.

How will you ensure that your event(s) are identified as Diamond Jubilee events and are well publicized, fully accessible and well attended?

Identify, in fifty (50) words or less, the means you will use to identify events as Diamond Jubilee events and how you will promote them to ensure maximum attendance, e.g. brochures, advertisement, posters.

8. Description of Events
Event Title

Provide a title that clearly indicates what the event is about. You may have multiple events within your project. Four event boxes may be used.

Description

In fifty (50) words or less, summarize the main elements, scope and reach of each event.

Activities

List of all activities (e.g. street parties, horse rides, kids' workshops, kiosks, shows).

Should your request for funding be approved, the date and location of your event or activity cannot be changed without prior approval from the Department.

9. Environmental Assessment Checklist

Projects funded by the Department are subject to the provisions of the Canadian Environmental Assessment Act.

The applicant shall ensure that all activities comply with federal, provincial/territorial and municipal laws and regulations, and related laws or guidelines with respect to environmental matters. If an environmental screening or assessment is required, the applicant organization is responsible for the environmental assessment and for any associated costs.

The Environmental Assessment Checklist must be completed or your application will be deemed incomplete.

Your answers will help determine if an Environmental Assessment is required. A Program Officer will contact you if additional information is required.

Note:  Costs related to Environmental Assessment are not eligible costs under the Diamond Jubilee.

10. Official Languages Checklist

English and French are the two official languages of Canada. The Government of Canada is committed to promoting both languages.

If you receive funding under this initiative you will be required to implement specific measures as per the three levels indicated below. Please note that these minimum requirements must respect provincial/territorial regulations or laws. In some instances, additional measures might be desirable.

A - Projects where the official language minority community population is less than 5% of the overall population and the requested funding is less than $5,000:
  • The recipient is required to acknowledge the Department's support for the project in English and in French.
B - Projects where the official language minority community population is less than 15% of the overall population and/or the requested funding is at least $5,000 but less than $50,000:
  • The recipient is required to acknowledge the Department's support for the project in English and in French.
  • The recipient is required to provide basic project information and promotion in English and French (this includes announcements and media events to promote the event).
  • The recipient is required to have the main signage components at the event in English and French.
C - Projects where the official language minority population is 15% or more of the overall population and/or the requested funding is more than $50,000:
  • The recipient is required to acknowledge the Department's support for the project in English and in French.
  • The recipient is required to provide basic project information and promotion in English and French (this includes announcements and media activities to promote the event).
  • The recipient is required to have the main signage components at the event in English and French;
  • The recipient is required to offer basic services at the event (e.g. public announcements, information kiosk, first aid) in English and French.
  • The recipient is required to invite the official language minority community to participate in the event's programming, where appropriate.
Where can I find information on the official language population in my community?

For information about the official language population in your community, contact the Diamond Jubilee team.

Remember that translation and signage expenses are eligible expenses under the program.

Acknowledgement

Please remember that you need to acknowledge the federal funding in your promotional activities and events. There are numerous opportunities for acknowledging your federal contribution.

For more information, please refer to the Public Acknowledgment of Canadian Heritage Financial Assistance section of our Web site.

Part C - Expenses and Revenues

11. Expense Categories

Eligible Expenses

The date the application is received by Canadian Heritage is the earliest date expenses may be eligible.

Eligible expenditures must be pertinent, reasonable, and essential expenses required to accomplish the objectives of an eligible project. These include but are not limited to:

Entertainment Expenses

Entertainment expenses include fees for performers, artists, buskers, masters of ceremony, reasonable travel and hospitality for entertainers within Canada as per the guidelines set out by the Treasury Board of Canada; travel and hospitality must be directly associated with the proposed activities related to the Diamond Jubilee.

Promotional Expenses

Promotional expenses include communications costs (brochures, community newsletters, newspaper ads, posters, messages distributed to the media, graphic design, signage, paid advertisement), translation and printing.

Logistics Expenses

Logistics costs include project expenses such as supplies for activities, equipment rental (tools, tables, chairs, tent, fencing, sound system, lighting), security and safety (guards, paramedics).

Food Expenses

Ceremonial and traditional foods (such as bannock and salmon for events with an Aboriginal theme) and cake are the only eligible food expenses.

Liability Insurance Expenses

Liability insurance is an eligible expense under the Program.

Ineligible Expenses (Administrative and Other Expenses)

Administrative expenses and some other expenses are not eligible under this initiative. These include costs incurred prior to receipt of signed application package, salaries, overhead, prizes, international travel and other expenses as indicated in the Ineligible Expenditures section of this guide (page 2). None of these expenses can be funded by Canadian Heritage, however they should be included in your total project expenses.

Total Expenses

The electronic form will automatically calculate "Total Expenses".

This section contains the sum of the columns "Cash ($)", "In-Kind", and "Dollar Portion Requested from Canadian Heritage".

When the Application Form is completed by hand, the resulting sum of the "Portion Requested from Canadian Heritage" column should be copied to the corresponding row in Section 12 - Revenues.

12. Revenues

Dollar Portion Requested from Canadian Heritage

The electronic form will automatically calculate the "Dollar Portion Requested from Canadian Heritage".

If you are completing the form in hard copy, enter in this section the amount calculated from section 11, Total Expenses “Dollar Portion requested from Canadian Heritage” column.

Other Sources of Revenues

Identify all anticipated sources of revenue. Other sources include the contribution from the Organization, community partners, other government contributors, foundations, etc.

Indicate whether each source of revenue is confirmed (Yes/No). Indicate if the amount under Cash ($) or In-Kind (donated services, material, equipment, volunteer services that are directly related to the project activities.)

The electronic form will automatically calculate the sub-totals for "Cash ($)" and "In-Kind" and the "Total Revenues".

If you are completing the form in hard copy, calculate the sum of all "Cash ($)" and "In-Kind" amounts entered. Enter the sum in the corresponding Sub-total. Total Revenues is the sum of the Sub-totals added to the "Dollar Portion requested from Canadian Heritage". Enter this amount in "Total Revenues".

Remember:

Even if your organization and application are eligible, you are not guaranteed funding from the Department, and even if your application is successful, the funding you receive may be less than the amount requested.

Summary Tables

The electronic form will complete this section automatically using data from the Expenses and Revenues tables in section 11 and 12. It will confirm that your Expenses and Revenues are balanced.

If you are completing the form in hard copy, this table is not mandatory.

13. Unincorporated Applicant Acceptance of Responsibility

The Unincorporated Applicant Acceptance of Responsibility form is a fundamental requirement that is applicable to all unincorporated groups. Failure to submit this signed form with an application for funding will result in rejection of the application. A minimum of two signatures are required.

Part D - Documents Checklist

This list will help you confirm that you have included all the required documents in your application. Some documents are required and others are mandatory only in certain cases and are therefore identified as "(if applicable)". Select the box accordingly.

Part E - Attestation

This section must be complete for your application to be deemed receivable. The organization and its representative(s) must attest that they have read, understand and agree to comply with all clauses.

Once complete the application constitutes a legally binding agreement between the organization and Her Majesty the Queen in Right of Canada as represented by the Minister of Canadian Heritage and Official Languages and is effective the date the grant is approved by the Minister.

Signature

The application must be signed by a person (or persons) authorized by the organization. (Please refer to "Person Authorized to Sign for the Organization".)

A document of authorization from the organization (e.g. Annual General Meeting motion, By-Law, Board of Directors' resolution, Delegation of Signing Authority form) may be requested by the Department as proof of authority.

Two signatures are needed in the case of an unincorporated applicant or if the organization's Constitution and By-Laws require it, otherwise, one signature will suffice.

Please ensure to send your Funding Application Form to your Canadian Heritage Regional Office.

Final Activity Report

A Final Activity Report must be completed at the end of your event and sent to your Regional Office no later than 60 days after completion of your project. If a completed report is not received, you will no longer be eligible for future funding.

This activity report may be completed electronically. It includes features to help simplify its completion. If you prefer, you may also print the Final Activity Report and complete it in paper format.

Once completed, this form can be scanned and transmitted by e-mail or sent by fax, mail, courier or hand delivered to your Canadian Heritage Regional Office.