FILM HUB SOUTH EAST AUDIENCE DEVELOPMENT SCHEME Guidelines

Transcription

1 FILM HUB SOUTH EAST AUDIENCE DEVELOPMENT SCHEME Guidelines August 2015 Contents: 1. Overview of Film Hub South East and the BFI Film Audience Network 2. FHSE Audience Development Scheme Overview 3. Overview of Terms and Conditions 4. Eligibility for Funding 5. The application Process 6. How to contact us APPENDIX A: DEFINITION OF BRITISH, INTERNATIONAL & SPECIALISED CINEMA APPENDIX B: IMPORTANT INFORMATION

2 1. OVERVIEW OF FILM HUB SOUTH EAST AND THE BFI FILM AUDIENCE NETWORK (FAN) 1.1 INTRODUCTION TO FILM HUB SOUTH EAST AND FAN Film Hub South East (FHSE) is one of nine regional Hubs, which form the UK- wide BFI Film Audience Network, which was created and is led by the British Film Institute (BFI). The mission of FHSE is to facilitate and support a collaborative network of exhibitors across the South East in order to extend film choice, increase audiences and enhance audience engagement with specialised and independent British film across the UK. Working across Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Oxfordshire, Surrey and West Sussex, FHSE provides Hub members with a wide range of financial support, training, networking, audience research and screening programmes. From local film clubs to multiplexes, FHSE brings together film exhibitors to better serve its diverse population, reaching as many new and existing audiences as possible. We support film exhibitors to provide a wider film choice for audiences and to create and sustain new and diverse audiences for film. Our role is to encourage exhibitors to champion the art of film and to show stories on screen that relate to their audiences lives and which help them understand the lives of others across the UK and the world. We fund projects that give audiences access to exciting films that will help them develop a lifelong passion for seeing film on the big screen. FHSE s Audience Development Scheme supports projects that focus on developing audiences for British and international film. This includes independent work, archive material, films with subtitles and films with either complex and challenging subject matter or an innovative or unconventional nature. (See appendix A for a full definition of British, international and specialised film) You must a member of FHSE to apply. Registering as a member is easy and free. Find out more about membership and apply here. 1.2 BFI FAN AIMS & OBJECTIVES The work of FHSE is aligned with the BFI Film Audience Network (FAN). Its aims are to create a collaborative model of shared programming, marketing and audience development initiatives in order to build audiences for a greater diversity of film across the whole of the UK. The priorities for BFI FAN are to support audience- facing activities that address reach, breadth, depth, capability and sustainability. REACH: increase and broaden audiences for independent, specialised, archive & British film; engaging with underserved and harder to reach audiences Page 2 of 16

3 BREADTH: considerably extend film choices and places in which to experience film DEPTH: provide more opportunities to learn about and engage with film culture CAPABILITY: (for Strand 3) build and develop professional skills and effective creative partnerships within the film exhibition sector (including galleries committed to showing film) SUSTAINABILITY: (for Strand 3) contribute to the long- term sustainability of the specialised and independent British film exhibition sector in the South East The BFI s has four focus areas in 2015/16. They are: diversity, young people, screen heritage and marketing. Applicants for support should be mindful of these priority areas when developing their plans. DIVERSITY: programming, activity and targeted marketing developed by, or aimed at audiences from BAME and LGBTQ groups; those with disabilities or specialised needs and those in areas of limited cinema provision YOUNG PEOPLE: programming, activity and targeted marketing aimed at increasing audiences aged under 30 including projects to develop young programmers SCREEN HERITAGE: programming supporting the screening of archive material MARKETING: Marketing or audience development initiatives aimed at significantly increasing audiences for specialised and independent British films 1.3 FHSE AIMS & OBJECTIVES The work of FHSE is led by a defined set of aims and objectives. FHSE aims to: Ensure specialised cinema is accessible to as many people in the South East as possible Raise the profile of specialised cinema and those exhibiting it Increase the opportunities for exhibitors and audiences to engage with cinema in all its diversity Foster stronger links between organisations developing audiences for film e.g. with commercial, cultural, and community venues and festivals, galleries, museums and archives Expand audience reach including greater engagement with underserved, hard- to- reach, and disabled audiences Provide more opportunities to learn about and engage with film culture 1.4 SPECIALISED CINEMA The use of British, Independent and Specialised Cinema underpins all of the work of FHSE and its funded projects. It is defined as: Independent British film Foreign language/world cinema with subtitles Documentaries Page 3 of 16

4 Work with stories and subjects relating to diversity, for example Black, Asian & Minority Ethnic, disability and LGBTQ Archive/Classic film (film made from 1895 until the last 20 years) Short film programmes Artists Film/Experimenta Please see Appendix A for a full definition of Specialised Cinema. 1.5 CINEMA+ CINEMA+ activities need to take place in all of FHSE s activities, including its funded projects. CINEMA+ refers to associated activities that seek to enhance and deepen audience understanding and engagement with film. Examples of CINEMA+ activity include but are not limited to: Q&As, introductions, talks or masterclasses at screenings (such events could involve cast, crew or experts such as critics, historians, teachers, curators, archivists and artists and make use of a satellite link) Practical workshops related to individual screenings/a curated programme of screenings Programme notes for all audience members which offer insight into the screenings Educational activity An installation/display/exhibition with events for a public venue such as a museum which accompanies a series of film screenings Live accompaniment (such as soundtracks or narration); Creative social media activity designed to engage audiences The creation of online resources (videos, pictures, programme notes, interviews, podcasts, blogs) and interactive activities (quizzes, questionnaires, apps) Page 4 of 16

5 2. FHSE AUDIENCE DEVELOPMENT SCHEME: THE NATURE OF THE SCHEME FHSE s Audience Development Scheme has three strands, each with different expectations. Please read the guidelines carefully to ensure you are applying for the right strand. All funded projects need to relate to: FAN s core values: REACH, BREADTH, DEPTH, CAPABILITY and SUSTAINABILITY The BFI s focus areas: MARKETING, YOUNG PEOPLE, DIVERSITY and SCREEN HERITAGE FHSE s aims & objectives Specialised cinema CINEMA+ Click here to see examples of past FHSE- funded projects. THE STRANDS Strand 1: Projects up to 1,000 Support for simple, short- term programmes and projects supported by targeted marketing material such as: Special screening programmes of British, independent and specialised film which are additional to core activity A programme of CINEMA+ activities e.g. speakers, workshops, use of short films, use of screen heritage, live performance to accompany a screening Audience development / marketing campaigns targeted at a new audience group, a new activity or a new release Research & development for Strand 3 Projects Strand 2: Projects from 1,000-3,000 Support for mid- scale projects with richer activities; to include activity as described in Strand 1 but should also give consideration to the BFI Focus areas (Young People, Diversity, Heritage and Marketing) and demonstrate a greater scale in terms of reach, breadth and depth. The target is that at least 25% of the audiences attending these events will be new to the venue. Activity could include: The creation of specific screening programmes with relevant CINEMA+ activities for diverse communities or hard to reach audiences e.g. BAME and LGBTQ groups or those with specific needs (such as subtitled screenings and audio described screenings) Partnership working between members and with other organisations in relation to co- development and co- delivery New and challenging programming and CINEMA+ activities that are developmental and have potential for longer term sustainability Page 5 of 16

6 New marketing initiatives including social media campaigns that target specific new and/or expanded audiences Pop- up and temporary screenings with reach, impact and legacy Pilot projects designed to test potential for a Strand 3 application Projects that take place in areas where there is low exhibition provision Strand 3: Projects over 3,000 Support for significant developmental activity, which can include a range of partners and has long- term impact on audience numbers and film choice; building upon Strand 2 criteria, it is designed to support activity that is more ambitious in scope, will attract significant audience numbers and has a clear potential for strong impact and legacy. All Strand 3 projects will need to have a set of related CINEMA+ events, programme notes, web & social media presence, a dedicated marketing plan and address at least one BFI focus area. This strand also has the flexibility to support strategic audience- facing activity led by FHSE in conjunction with particular members. Activity could include: Sustained additional activity within one organisation over a period (e.g. over months not weeks) Large- scale activity taking place over a wide geographical area and/or with multiple partners (such activity must include a member / partner with strong project management capacity and experience) Ambitious, risk- taking and creatively innovative work Cross- artform collaborations where film represents a significant proportion of the overall programme Strategic activity co- led by FHSE and members e.g. projects with high impact which promote FAN s objectives Guidance relating to all strands: A simple and fast- tracked proposal, assessment and evaluation process applies to Strands 1 & 2. Strand 3 proposals will be initiated by an Expression of Interest (EOI) and then, if approved, progress to planning documents developed in conjunction with FHSE. All Strand 2 & 3 projects should be led by members who have a demonstrable record in the delivery of audience- facing film projects. If you have a good idea, but not the experience, please discuss it with us before submitting a proposal. Page 6 of 16

7 3. OVERVIEW OF THE TERMS & CONDITIONS 3.1 CONDITIONS OF PROPOSALS Only members of FHSE can apply. If you are not already a member, please complete the Film Hub South East membership application form on the FHSE website: Applicants must secure 20% match funding of the total project cost, which can either be cash or in- kind support. Successful applicants will be required to carry out evaluations during and following the planned activity using templates supplied by FHSE and supply high quality images of the project to FHSE to use in publicity and reports. Up to 150 can be included in the budget to cover professional photography. 3.2 TIMESCALES: The scheme opens on 19th August 2015 Apply by the 15 th of each month to be considered for the monthly assessment process. If you submit by the 15 th of the month, you will be informed whether your application has been successful by the 31 st of the following month. For example if you submit by the 15 th September, you will hear back by the 31 st October. Evaluation reports should be received by FHSE within one month of completion of the project. Strand 1 & 2 proposals supported in 2015 should, wherever possible, be completed by 31 March 2016 unless agreed at the time of contract. Strand 3 projects may, at our discretion, have a later end date. 3.3 HOW ARE PROPOSALS ASSESSED? Stage 1 & 2 proposals and Expressions of Interest will be considered at the monthly FHSE Management Board and scrutinised quarterly by the Advisory Group; its Scrutiny Panel will contribute to the approval process for Strand 3 applications. All projects will be evaluated on the quality of the idea, planning, impact, marketing, accessibility, value for money (cost per head) and number of audiences reached. Page 7 of 16

8 3.4 FINANCE: All projects must secure 20% match funding of the total project cost to be eligible (this can be a mixture of cash and in- kind support (where you or partners are providing goods or services free of charge that would normally have to be paid for). Match funding can be cash or in kind (or a mixture of cash and in kind) and can include: anticipated income such as box office or other ticket sales; programme booking fees; sponsorship; philanthropic support; private donations; charitable funding; or funding from other public sector sources. Partnership working is an important demonstration that there is genuine support for your project and we would encourage you to include income from partners where possible. The overall available fund is 82,000 in 2015/16. Estimated division of the funding by strand as follows: Strand 1: 12,000 Strand 2: 20,000 Strand 3: 50, PROJECT COMPLETION: We ask you to submit the following documents within 1 month of the completion of your project or 31 March 2016 (whichever is the earlier date) unless agreed at the time of contract: Strand 1 - Basic budget, screening & audience data (simple list of films shown and attendance), short report (max 500 words) plus Audience Surveys, documentation and photographs. Strands 2 - As above plus a more in- depth budget and a longer report on the project s value and legacy including new audiences reached. Strand 3 As Strand 2 plus information on partnerships developed as part of the project and any new initiatives or longer- term changes that have developed as a result of FHSE investment. 3.6 APPLICATION PROCEDURE (checklist) (See section 5 for more detailed information) Check that your group or organisation is a member of Film Hub South East or apply to become a member Read the guidance notes Seek advice from us or arrange an advice surgery Complete your proposal or Expression of Interest (see section 5 below) Prepare your supporting documents (see section 5 below) Submit your proposal or EOI and supporting documents by 15 th of the month You will be notified of a decision by 31 st of the following month Page 8 of 16

9 4. ELIGIBILITY FOR FUNDING 4.1 WHO CAN APPLY? To be eligible for the FHSE Audience Development Scheme your organisation must be both a member of Film Hub South East and a properly constituted organisation. Please see below for further details on membership and organisation status. Film Hub South East membership Legally constituted organisations FHSE can accept funding applications from legally constituted organisations operating in the South East, or an unincorporated group supported by a legally constituted organisation nominated to receive funding on behalf of the member. A legally constituted organisation may be one of the following: Private company limited by guarantee Private company limited by shares Legally constituted partnership Limited liability company registered at Companies House Community Interest Company registered at Companies House Charity or trust registered with the Charity Commission Schools, colleges and universities Local authority or statutory body Applications can be made on behalf of multiple partners or consortia provided a lead applicant is identified. Any offer of funding will be made to the lead applicant who will be the only point of contact for FHSE s grant awarding and monitoring processes. Applicants and/or their partners should have direct experience of film exhibition and/or audience development activity in the UK such as cinemas, cinema chains or consortia, film festivals, film societies or arts organisations with experience of film curation. Individuals cannot apply. 4.2 WHAT WE CAN PAY FOR Eligible costs These include, but are not limited to, the following: research and curatorial fees staff (although the apportioned costs of existing staff should not exceed 15% of the amount you are asking us for) Page 9 of 16

10 marketing, publicity materials, advertising and/or promotion costs venue and/or equipment hire payments to rights holders, distributors and sales agents transportation costs of prints and/or equipment volunteer expenses hospitality and/or travel for VIPs (such as talent for cinema plus activities) fees for composers or performers of live music accompaniment recording of events within the project for legacy purposes insurances and/or licences audit, monitoring and evaluation creation of archive packages for screening in appropriate digital formats 4.3 WHAT CANNOT SUPPORT: We don t want you to spend unnecessary time preparing proposals that will not be eligible. The funding must be used solely for the purposes of delivering the event or programme, and cannot be used for: 1. Film festivals unless the application can clearly demonstrate that the proposed activity is outside of the normal scope and core activity of the festival e.g. taking place in a different geographical location and/or at a different time to the main festival. This could relate to touring culturally significant elements that would otherwise be unable to reach a wider audience or audience development work that takes place outside of the normal timeframe of the festival. If you are a festival and are interested in creating a project for the Audience Development Scheme please talk to us first 2. Programmes that are focussed around other artforms, such as opera, literature, dance on film or entire programmes of artists moving image, or where film is not the central art form 3. Work which is already fully funded or work which a publicly subsidised venue should reasonably be expected to be offering as part of its core funded programme 4. Costs that are already covered by other funding (including parallel BFI Funds such as the BFI Neighbourhood Fund, BFI Film Festival Fund or BFI Programme Development Fund) 5. Programmes showcasing locally made short films unless the shorts are a subsidiary element of a wider, curated programme, or are predominately programmes of short archive films 6. Programmes involving practical film- making including the creation of new films or artists moving image work except where it forms a minor element of the overall programme, such as a young person s engagement activity designed to increase understanding of the films contained in the project Page 10 of 16

11 7. Activities that have already taken place or goods/services already paid for by the application closing date. 8. Prize giving, awards or parties, for example opening and closing night galas 9. Core staff posts (For Strand 3 proposals we will consider short term staffing support as part of the proposal) 10. Activity that duplicates what already exists in the same location or which serves the same audience 11. Activity that is not related to film 12. Activities that take place outside of the South East region (Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Oxfordshire, Surrey, West Sussex) 13. Ongoing overheads, although applications can include an allocation of administrative and overhead costs 14. Equipment or capital expenditure except where purchase of small scale equipment is less costly than hiring 15. Fundraising events 16. Activities which should be covered by statutory education provision 17. Activities that do not meet the fund s criteria 18. The general running costs of your organisation or your partners organisation Alternative sources of funding: For film festival programmes: bfi/partnerships/film- festival- fund For Film Production/ Distribution industry funding For equipment: bfi/partnerships/bfi- neighbourhood- cinema Page 11 of 16

12 5. THE APPLICATION PROCESS To apply for funding through the FHSE Audience Development Scheme scheme please ensure you complete all of the following steps: 5.1 OVERVIEW OF APPLICATION PROCESS: 1. Carefully read these guidelines Please contact the FHSE team via or phone: , if anything is unclear or you require any support. 2. Discuss your application with the Film Hub South East team We can arrange a free Advice Surgeries with a member of the FHSE team or the Management Board to discuss and develop your proposal before completing your application. More information on Advice Surgeries and available booking dates can be found at surgeries/. 3. Complete your Supporting Document templates (for strands 1 &2 only): Use the budget and Expected Outcomes templates to tell us about your Planned Programme. More information on the Supporting Documents can be found below (point 5.2) and the completed templates should be uploaded as part of you application. 4. Complete and submit your application form online (see links below) Please make sure you include everything that we ask for but do not include any other documents. If we need further information to help us review your proposal we will contact you. 5.2 DETAILED GUIDANCE ON COMPLETING THE APPLICATION: SUPPORTING DOCUMENTS Strands 1& 2: All applicants for stands 1 & 2 must complete the following two templates for their supporting documents (these can be downloaded from the online application form pages below): 1. Budget template 2. Expected Outcomes template A completed programme plan, which outlines your targets for the project including: Number of screenings Number of titles to be screened (features or short film programmes) Anticipated audience numbers per screening and for the overall programme (please be realistic) Number of screening locations Titles, locations and cinema plus proposals for your programme Page 12 of 16

13 ** Please note: You will be asked to keep this document updated throughout the project as part of your reporting commitments. Strand 3: Strand 3 proposals will not initially need to supply supporting documents. If an expression of interest for a Strand 3 project is approved, planning documents will be developed after approval in conjunction with FHSE. THE APPLICATION FORM The application forms are different for each strand, and can be found online at the following links: Strand 1 ( 1- applications/) Strand 2 ( 2- applications/) Strand 3 ( 3- expression- of- interest/) You will firstly need to fill in your name and . This will generate an application session, which you will be able to return to using a link, which will be automatically ed to you. IMPORTANT: The information you enter on your application will only be saved if you save it using the red SAVE THIS APPLICATION FOR LATER button at the bottom of the page before closing it. 5.3 WHAT HAPPENS NEXT Acknowledgement On receipt of proposals or Expression of Interest form, each submission will be logged and assigned a Unique Reference Number (URN). Your URN will be sent to you by within 10 working days. You will need to quote this URN in all future correspondence regarding your application. If you do not receive this acknowledgement within 10 days, please contact FHSE. Eligibility assessment Your proposal/eoi will be reviewed by the FHSE Office Staff to ensure that it meets the eligibility criteria set out in this document. If your proposal fails to satisfy any of the eligibility criteria your submission may be rejected and you will be notified in writing. Assessment Eligible proposals will be scrutinised by the FHSE Management Board. The Management Board meet on the 1 st Monday of every month. All decisions will be ratified by the FHSE Funding Scrutiny Sub- Committee, which is made up of members of the FHSE Advisory Group. Page 13 of 16

14 Applicant Meetings (for Strand 3 proposals) The Board may decide they would like more information from you regarding your application or would like to discuss your proposal further before making a recommendation. In this instance we may arrange a meeting with you. Recommendation Following review you will receive a letter outlining the Management Board recommendation, which will be one of the following: Support at full amount Support at reduced amount Deferral pending further discussion and additional information Decline 6. QUESTIONS AND HOW TO CONTACT US If you require more information please contact: Cath Pick (Administrator) Film Hub South East University of Brighton Grand Parade Brighton BN2 0JY Website: filmhubse@brighton.ac.uk Phone: Facebook: /filmhubse Page 14 of 16

15 APPENDIX A: DEFINITION OF BRITISH, INTERNATIONAL & SPECIALISED CINEMA The BFI s definition of specialised film relates to those films that do not sit easily within a mainstream and highly commercial genre. The BFI believes in the diversity of film and of audiences. We want films to find their audiences and audiences to build their appreciation of a wide range of films. A wider knowledge of film gives us a wider knowledge of different cultures and ideas. We believe that the on- going development of film culture relies on both familiarity with the great titles of film history, and on experimentation with new ideas and forms. Foreign language films with subtitles In almost all circumstances foreign- language films will be classified as specialised due to most audiences lack of familiarity with and resistance to subtitles. Documentaries In almost all circumstances feature- length documentaries intended for theatrical distribution will be classified as specialised because non- fiction cinema tends to have a narrower appeal than fiction. Archive / Classic films Films from the beginning of cinema s history until the last years, older titles shown again on the big screen so that today s audiences can experience important or overlooked titles in their original format. Artists Film / Experimenta Feature- length films or programmes of shorts that express an artistic vision or particularly experiment with the film form for aesthetic purposes. Short Film Programmes Short films give new film makers a chance to learn their craft, find their cinematic voice and to see how audiences respond to their work. Classic short films can give audiences the chance to see the first films by now famous filmmakers, and students of filmmaking the chance to see the format at its best. For these reasons, feature- length (70 mins+) programmes of short films will be considered. Other Criteria Films that fall outside of the above parameters may also be considered on the basis of unusual or undefinable genres; complex and challenging subject matter; innovative or unconventional storytelling/narrative structure. Films with stories and subjects relating to diversity (for example Black, Asian and minority ethnic people; disability; LGBT) may also be classified as specialised. British film British films are those that are in receipt of a Certificate of a British Film under the terms of Schedule 1 of the Films Act 1985 as amended i.e. films that pass the UK s Cultural Test. British films do not include films certified as British under any of the UK s co- production treaties or under the European Convention on Cinematographic Co- Production for the purposes of eligibility for this funding. Page 15 of 16

16 APPENDIX B: IMPORTANT INFORMATION The information in these guidelines can change. The law and Government regulations on distributing National Lottery funds may also change. FHSE therefore reserves the right to review this Programme and/or change its policies, procedures and assessment criteria. The application form does not necessarily cover all the information FHSE uses to decide which applications to fund. FHSE can ask applicants for extra information. As part of due diligence we may require copies of the applicant s or the applicant s partners audited and/or management accounts. All applications are made at the applicant s own risk. FHSE will not be liable for loss, damage or costs arising directly or indirectly from: The application process FHSE s decision not to provide an award to an applicant. FHSE s decisions on applications are final. FHSE will not pay the award until it has received a fully executed copy of the Offer of Funding. FHSE will publicise information on the number of applications it receives and the financial support given. The Freedom of Information Act 2000 gives members of the public the right to request certain information held by FHSE. This includes information held in relation to applications to FHSE s Lottery funding programmes or schemes. Therefore if you chose to apply to FHSE you should be aware that the information you supply, either in whole or in part, may be disclosed under the Freedom of Information Act. Sometimes some of FHSE s Management Board, Advisory Group members or FHSE staff may be involved in some way with applicants. This interest has to be declared in applications from such applicants. The relevant Management Board member, Advisory Group member or staff member will not be involved in assessing the application or the decision to make an award. Applicants are advised not to try to influence the success of their application by approaching a Management Board member, Advisory Group member or staff member. It is important that applicants carefully check the information given in the application form. FHSE s standard terms & conditions entitle it to withhold or reclaim an award in the following circumstances: If the application was filled in dishonestly or with incorrect or misleading information about the organisation or the project whether deliberately or accidently If during the term of the agreement the awardee acts dishonestly or negligently to the disadvantage of the project. Complaints and appeals Film Hub South East s decision is final. Inevitably, applicants will have to be turned down and may be disappointed by this result. Formal appeals against the decision will not be considered unless the applicant has good cause to believe that the procedures for processing the applications were not adhered to, or applied in such a way as to prejudice the outcome of the application. Page 16 of 16