FY21/22 Festival Funding
Background on Festivals and Special Events Request for Proposals (RFP)
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 virtual and/or in-person events for FY21/22 year for new or existing cultural and arts festivals and special events occurring between July 1, 2021 to December 31, 2022.
The goals of the FY21/22 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.
Proposal Attachments 1 - 5
Attachment 1: Letter of Determination from the IRS stating nonprofit status
Attachment 2: Charitable Solicitation License
Attachment 3: One-page Budget of Festival/Event including the income & expenses
Required. The Budget attachment must be one-page. The applicant must outline requested City expenses and outline the income and expenses related to the proposed festival and/or special event. The budget should be provided as e-file. Example of formatting can be found in the RFP document. Preferred format: PDF document(s)
Attachment 4: Report on Organization’s Board and Staff Demographics
Required. Based on the recommendation of the Durham Cultural Advisory Board to address goal 3 of the RFP (promotes equity, diversity, inclusion, and accessibility), the respondents shall provide aggregated data (percentages) of the not-for-profit board member and festival staff demographic information. Example of formatting can be found in the RFP document. Preferred format: PDF document(s)
Attachment 5: Support Materials
Optional. Maximum of 5 files; no more than 10 pages per file. For example, respondents may include photographs, images, media, news articles, videos, marketing campaigns, etc. to convey the past and future festival and special event activities. Preferred format: PDF document(s)
Timeline & Deadlines
Announcement of RFP
Friday, July 9, 2021
RFP Process Open
Friday, July 9 – Monday, August 9, 2021
Workshop: Session One
Thursday, July 15, 2021, 6:00 – 7:30 p.m. EST
Workshop: Session Two
Wednesday, July 28, 2021, 8:30 – 10:00 a.m. EST
RFP Drop-In Office Hours via Zoom
Monday, August 2, 2021, 4:00 – 6:00 p.m. EST
Deadline to submit questions about the RFP in writing via email. Questions submitted after this date may not receive a response from City staff.
Tuesday, August 3, 2021 by 3:00 p.m. EST
Deadline to submit Proposal Packet via email.
Monday, August 9, 2021 by 3:00 p.m. EST
Delays caused by any delivery service, including the email provider, will not be grounds for an extension of the proposal due date and/or time. Faxed and hard copy mailed proposals are not acceptable.
Confirmation Receipt from the City of Durham
Friday, August 13, 2020 by 5:00 p.m.
Durham Cultural Advisory Board reviews and scores applications.
August 16 - 27, 2021
Zoom meeting on August 18, 2021 at 3:00 p.m.
DCAB submits recommendations to City Administration
City Administration submits recommended funding request to City Council and/or City leadership
October - November 2021
Awarded Applications should enter a contract by
December 31, 2021.
FREQUENTLY ASKED QUESTIONS
Can my not-for-profit act as a fiscal agent for more than one festival organization?
Yes, not-for-profits may act as fiscal agents for more than one festival or special event organization that is not itself a not-for-profit.
What is a good ratio of funding to request?
The RFP does not have minimum cash matching to City requested funds requirements, however, strong proposals will provide a cash match in addition to any in-kind contribution. The festival or special event must be supported by budgets which are distinct from the regular operating budget of the lead organizations. Details of other external funding and assistance being sought should be outlined the proposal packet.
Should I list in-kind contributions in the one-page budget?
Yes, if your organization has in-kind contributions like volunteer time or donated services or goods. In-kind contributions are not required.
What’s the Durham Cultural Advisory Board and what is their role in the proposal review?
The Durham Cultural Advisory Board (DCAB) serves as an advisory body to the City of Durham’s City Council and City Manager, and the Board of County Commissioners and County Manager. DCAB provides recommendations regarding the implementation of the arts and cultural policy and to advocate for the arts in Durham. Learn more about DCAB here: https://durhamnc.gov/452/Durham-Cultural-Advisory-Board.
The City will use the DCAB as an evaluation committee to evaluate all proposals. The evaluation will be based on the relevant experience, qualifications, purpose, and capabilities of the responding party including project methodology, as well as consideration for clients served. The Review Criteria form outlines measures and scores for the RFP’s five goals. The Durham Cultural Advisory Board members provide individual and collective assessment of the RFP proposals using this form. DCAB's collective assessment occurs during their monthly Zoom meeting on August 18, 2021 at 3:00 p.m., which is open to the public. Please contact email@example.com to register for the meeting. DCAB’s summary meeting minutes are available to public here: https://durhamnc.gov/452/Durham-Cultural-Advisory-Board.
After the meeting, DCAB submits their collective recommendations to City administration and/or City Council to make the final funding decisions.