FY20/21 Festival Funding

Background on Festivals and Special Events Request for Proposals  


The City of Durham recognizes that festivals, parades, and other celebrations play an important role in fostering community well-being, creating local identity, and in contributing to an improved quality of life of Durham residents and visitors. Community-based festivals and events reflect the vibrant, distinct and diverse character of Durham and its residents while offering opportunities to create economic, social, health and community benefits.  The City of Durham is seeking proposals from qualified entities to support planning virtual events this year as well as virtual and in-person events next year for new or existing cultural and arts festivals and special events.

The goals of the FY20/21 Festival and Special Events Funding are:  

  • Encourages awareness of art, history and/or culture 
  • Creates vibrancy for Durham’s communities. 
  • Promotes equity, diversity, inclusion and accessibility.  
  • Benefits Durham’s economy and communities.  
  • Demonstrates organizational efficiency and effectiveness. 

The City may support festivals, events, parades, and other celebrations in the circumstances where economic and social benefits are provided for the community and the eligibility criteria are met. The level of support by the City of Durham will be determined by: 

  • Available funding and other demands on the City’s annual budget 
  • The Economic and Social benefits of the Festival or Special Event to the community 
  • The Durham community’s support of the Festival or Special Event 
  • The level of Community support of previous Festival or Special Events held in the proposed location or organized by the same organization 
  • Expressions of interest received by the City of Durham in providing other festivals/events.

Forms & Documents


Please review the Request for Proposals (RFP) for proposal requirements and eligibility. All necessary documents are available below. The application form must be completed and submitted in the form provided. The Review Criteria document is used by the Durham Cultural Advisory Board (DCAB) during their review and recommendation of proposals during their August meeting. The DCAB’s August meeting is open to the public. DCAB’s recommendations are submitted to City Administration and City Council.  

Please click on the links below to save the files to your computer. The Application Form cannot be saved or completed online.

Request for Proposals

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Application Form

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Review Criteria  

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Adobe Reader DC or higher can be used to review the documents. To download the latest version of Adobe Reader, click here: https://get.adobe.com/reader/.

Attachment 1: Letter of Determination from the IRS stating nonprofit status

For more information on  nonprofit status from the IRS is available here:  https://www.irs.gov/charities-and-nonprofits

Attachment 2: Charitable Solicitation License 


Not-for-profit organizations are required to complete a Charitable Solicitation License from the North Carolina Secretary of State, unless they are determined to be exempt.  "Any organization or person that intends to directly solicit contributions in North Carolina, or intends to hire a person or business to solicit contributions in North Carolina, must first obtain a license from the Charities Division. Organizations must renew their licenses each year to maintain licensed status." More information on Charitable Solicitation Licensing can be found on the North Carolina Secretary of State’s website, here:  

https://www.sosnc.gov/divisions/charities    

https://www.sosnc.gov/divisions/charities/licensing

Attachment 3: One-page Budget of Festival/Event including the income & expenses

Attachment 4: Support Materials


Timeline

Thursday, July 2, 2020

Announcement to Public 

Thursday, July 2 – Monday, August 3, 2020 


Application Process Open

Thursday, July 9, 2020 from 5:30 p.m. - 6:30 p.m. EST 

RFP Overview Workshop: Session One  

Friday, July 17, 2020 from 8:00 a.m. to 9:00 a.m. EST 

RFP Overview Workshop: Session Two  

Monday, July 20, 2020 by 3:00 p.m. EST


Deadline to submit questions about the RFP in writing via email to Rebecca.Brown@durhamnc.gov

Monday, August 3, 2020 by 3:00 p.m. EST  


Deadline to submit Application Packet via Email


August 10 - August 21, 2020

Durham Cultural Advisory Board (DCAB) reviews and scores applications. DCAB’s open to the public meeting will be held virtually on Wednesday, August 19 from 2:30 p.m. to 4:30 p.m. EST.  For more information on the meeting, visit: https://durhamnc.gov/452/Durham-Cultural-Advisory-Board.

September 2020   

Submit recommendations to City Administration

October - November 2020 

Submit recommended funding request to City Council  


Submission  


The Application Packet, including the application form and outlined attachments, must be submitted via email to Rebecca.Brown@durhamNC.gov.  

The Application Packet must be emailed by the established deadline. For files too large to share via email, please submit a DropBox or G-drive link with the Application Packet.  

For technical questions or issues on the submission process, please email the Cultural and Public Art Program Manger, Rebecca Brown, with the Arts, Culture, and Sustainable Communities Division of City’s General Services Department at Rebecca.Brown@durhamNC.gov.

Overview Workshops

 
City staff will host RFP Overview Workshops for interested applicants to review the RFP process and application. The PowerPoint presentation can be viewer here. The workshop will be held virtually on Zoom, on:  

Thursday, July 9, 2020 from 5:30 p.m. - 6:30 p.m. EST 

 
Zoom Meeting Link:  
https://zoom.us/j/91324079057?pwd=QWNjdk9MTS8xSkoxNWlWcitiK1lBUT09 

Meeting ID: 913 2407 9057
Password: 833181 

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Meeting ID: 913 2407 9057
Password: 833181
Find your local number: https://zoom.us/u/aelIqjv4bY 

Friday, July 17, 2020 from 8:00 am to 9:00 a.m. EST  


Zoom Meeting Link:  
https://zoom.us/j/96324859103?pwd=bkV0Z0kyQVdQMDJWWmw2eXk1enFFdz09 

Meeting ID: 963 2485 9103
Password: 490236 

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Dial by your location 

+1 312 626 6799 US (Chicago)
+1 929 205 6099 US (New York)
+1 301 715 8592 US (Germantown)
+1 346 248 7799 US (Houston)
+1 669 900 6833 US (San Jose)
+1 253 215 8782 US (Tacoma) 

Meeting ID: 963 2485 9103
Password: 490236
Find your local number: https://zoom.us/u/acGc509fnB 

Questions? 


All RFP questions must be submitted in writing via email to Rebecca Brown, rebecca.brown@durhamnc.gov, by Monday, July 20, 2020 by 3:00 p.m. EST.


Frequently Asked Questions


Can my organization apply for virtual events? 
Yes, organizations can submit proposals for new and creative approaches to festivals and special events, including virtual events. 

The festival has been cancelled this fall, can I apply for next fall? 
Yes, organizations can submit proposals for festivals and special events through December 2021. Please note if another RFP Festival and Special Event process is available in FY21/22 from the City of Durham, the organization cannot apply for the same festival awarded in FY20/21 in the new RFP cycle in FY21/22. 

Can the event be held on the same day as a holiday or another festival? 
Yes, the event can be held on the same day as a holiday or another festival. We encourage organizations to submit proposals that do not duplicate existing events or festivals. Also, we encourage organizations to collaborate with other organizations and festivals in during the planning and promotion of the event. 

For the character count limits for the questions, do spaces count as characters? 
The character limit for each goal section of the application does not count spaces, only characters. Each goal section varies in character limit, and the character limit is noted on the top of the page and/or goal section.