Partnership and Contribution Policy

Purpose
1.1. The Partnership and Contribution Policy outlines the procedures, guidelines, expectations and criteria for engaging in partnerships and / or receiving a financial contribution with 100 Mile Arts Network. Our partnerships are designed to align with our mission of promoting and supporting local artists, fostering community engagement, and creating meaningful experiences for our audiences in the English-speaking communities of the MRC des Collines-de-l’Outaouais, the MRC de Pontiac and the MRC de la Vallée-de-la-Gatineau, including rural and remote communities within those regions.
Scope
2.1. This policy applies to all external partners, including artists, organizations, event producers, community and cultural spaces all for the purpose of supporting artists, events, festivals, exhibitions, performances, workshops, educational initiatives and other cultural activities.
Contribution Objectives
3.1. Contributions will be provided to support arts events that:
i. Foster creativity, artistic innovation, and cultural expression.
ii. Enhance community engagement and participation in the arts.
iii. Promote diversity and inclusivity within artistic programming.
iv. Align with the organization’s values, mission, and strategic priorities.
Eligibility Criteria
4.1. To be eligible for a partnership and for funding, either monetary or by way of a letter of support for a project, partners should meet the following criteria:
i. The event is open to the public or a clearly defined target audience, contributing to the cultural life of the community.
ii. The event is organized by a partner which may include individual artists, arts organizations, or cultural institutions.
iii. The partner demonstrates the ability to effectively manage the event and fulfill financial, administrative, and reporting requirements.
iv. The event adheres to health, safety, and accessibility standards.
v. The partner must have a clear and realistic budget, with identifiable sources of funding and a plan for sustainable operations.
Application Process
5.1. Submission of Proposal
5.1.1. Applicants should submit a proposal at least sixty days before the event.
5.1.2. The proposal is to include:
i. Event description and objectives.
ii. Detailed budget, including funding requirements from our organization. Eligible expenses are listed within the budget document.
iii. Project timeline and key milestones.
iv. Information about the event’s target audience and expected attendance.
v. A description of any partners or collaborators involved.
vi. The expected benefit of the event on the local arts community.
vii. Evidence of previous successful events, if applicable.
5.2. Evaluation of Proposals
5.2.1. Proposals will be reviewed by the operations committee (or board of directors) based on the following criteria:
i. Artistic and cultural merit of the event.
ii. Feasibility and sustainability of the event.
iii. Alignment with the funding organization’s mission and priorities.
iv. Community benefit, including engagement and accessibility.
v. Quality of event planning and execution.
vi. Budgetary soundness and cost-effectiveness.
5.3. Approval Process
5.3.1. Successful applicants will be notified within thirty days after submission.
5.3.2. The funding contribution will be determined based on the project’s need, the evaluation process and available funding.
Contribution Guidelines
6.1. Contribution Amounts
6.1.1. The amount of funding will vary depending on the scale and scope of the event.
6.1.2. Financial contributions to a maximum of $1,000, in kind contributions or a Letter of Support for a grant the partner may be submitting.
6.1.3. Contributions must be used exclusively for the event as outlined in the proposal, and only eligible expenses will be covered as outlined in the budget document.
6.2. Contribution Disbursement
6.2.1. A portion of the funding may be released upon approval, with the remaining balance paid upon the completion of the event and submission of required reports.
6.2.2. Payments will be made through e-transfer or check. All payments are contingent on the fulfillment of reporting and financial documentation requirements.
6.3. Co-Funding and Other Support
6.3.1. Applicants are encouraged to seek co-funding or other sources of financial support.
6.3.2. 100 Mile Arts Network may offer in-kind support, such as marketing, logistical assistance or a letter of support in addition to or instead of direct funding.
Report and Accountability
7.1. Financial Reporting
7.1.1. Partners receiving a contribution must provide a financial report detailing the use of the funds after completion of the event.
7.1.2. The report must include receipts, invoices, and a breakdown of the actual expenditure compared to the approved budget.
7.2. Event Evaluation
7.2.1. Partners are required to submit an evaluation report that includes:
i. An assessment of how the event met its stated objectives.
ii. Attendance numbers, including demographic information where possible.
iii. Feedback from participants, audience members, and collaborators.
iv. Any challenges faced and how they were addressed.
Restrictions
8.1. The following restrictions apply to the use of contributions:
i. Contributions cannot be used for general operational costs outside the scope of the approved event.
ii. Contributions cannot be used for political or advocacy purposes.
iii. Contributions are not to be used for events or activities that discriminate against individuals or groups based on race, gender, sexual orientation, disability, religion, or other protected categories.
Acknowledgement of Support
9.1. Partners receiving funding must acknowledge the support of our organization in all marketing materials, press releases, and event signage, as specified in the funding agreement.
10. Amendments and Review
10.1. This policy will be reviewed annually and may be amended as needed to reflect changes in funding priorities, community needs, and the strategic direction of the organization.
Ethical Guidelines
11.1. 100 Mile Arts Network is committed to upholding high ethical standards in all partnerships. Partners are expected to operate in a way that respects the values of inclusivity, equity, and respect for all communities. Any partner that engages in discriminatory or unethical practices will be immediately reconsidered or removed from the partnership.
Termination of Partnerships
12.1. Partnerships may be terminated under the following conditions:
i. Failure to Meet Obligations: If either party fails to meet the terms of the agreement.
ii. Misalignment: If the goals or values of either party change in a way that no longer aligns with the original partnership goals.
iii. Mutual Agreement: If both parties mutually agree to discontinue the partnership for any reason.
12.2. Termination must be made in writing and include a clear explanation for the decision.
Conclusion
13.1. 100 Mile Arts Network believes that strong, respectful partnerships are vital to achieving our mission and creating positive, lasting benefit in the arts community. This Partnership and Contribution Policy ensures that all collaborations are built on a foundation of transparency, trust, and shared values.