CEF Arts Program

Established Professional Organization

Definition: A professional arts organization is led by arts professionals who observe best practices and pursue standards of excellence within their discipline. Professional organizations are those who work with other arts professionals whom they pay, at minimum standard fees, for the artistic work.

Status of Organization: Incorporated for five years or more

Maximum Funding:

• Up to 30% of operating expenses
• Audited Financial Statements are required for grant requests greater than or equal to $30,000
• Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget

Established Semi-Professional Organization

Definition: A semi-professional arts organization is generally led by arts professionals who pursue standards of excellence within their discipline and includes participants who are not generally paid for the artistic work they do within the organization.

Status of Organization: Incorporated for five years or more

Maximum Funding: 

• Up to 30% of operating expenses
• Audited Financial Statements are required for grant requests greater than or equal to $30,000
• Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget

Emerging Organization (Professional or Semi-Professional)

Definition: An emerging arts organization is a not-for-profit professional or semi- professional arts organization which has been incorporated for between one and four years and has a history of sustained activity on a seasonal or year-round basis.

Status of Organization: Incorporated for one to five years or more

Maximum Funding: 

• Emerging Professional: Up to a maximum of $30,000
• Emerging Semi-Professional: Up to a maximum of $10,000
• Audited Financial Statements are required for grant requests greater than or equal to $30,000
• Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget

• Arts Operating applicants must be incorporated not-for- profit organizations
• Applicants must be operating year-round and be offering programs and services that are open to the public and publicized city-wide
• The organization’s head office must be located within Hamilton as demonstrated by the registered office address and the majority of their activities must occur within the city

Applicants should apply based on the number of years that the organization has been incorporated. Please note the funding maximums within each Funding Category.

Arts organizations that receive a City Enrichment Fund Arts Operating Grant may also apply for an Arts Festival grant on a one-year basis for a new festival initiative in the Emerging Arts Festival category.

In addition to the general CEF ineligible criteria:

• Organizations that are not incorporated
• Organizations that do not have an arts mandate
• Business Improvement Associations
• Artistic / Creative Hubs whose core mandate is as a multi-tenant facility and not direct programming
• Applicants to Communities, Culture & Heritage Program Area

All ongoing artistic and administrative expenses are eligible.

Not-for-profit arts organizations that operate a major stream of activity that is not eligible under the Arts Program (e.g. academic school), must exclude that activity in the application narrative and in the provided Financial Information.

In addition to the general CEF ineligible expenses:

• Costs associated with capital projects (e.g. equipment, renovations, purchase of buildings).
• Awards, bursaries grants, prizes, or scholarships

Each Funding Category will be assessed separately using the following assessment criteria and weighting:

34% Organizational Capacity as demonstrated by:

• Ability of the applicant to further their mission
• Responsible management
• Responsible oversight and active engagement of the Board
• Financial stability and viability
• Effective planning and evaluation

36% Program Merit as demonstrated by:

• Clear programming vision that reflects the organization’s mandate and/or mission
• Successful track record of achievement: quality and quantity of programming
• Leadership contribution to the development of the arts sector
• The applicant’s activities bring provincial, national, or international recognition to Hamilton
• Improving the quality of life for the residents of Hamilton
• Audience development initiatives aimed at reaching Hamilton’s broad, diverse community

 30% Community Impact as demonstrated by:

• Employment and training opportunities for Hamilton artists, cultural workers, and contractors
• Direct and indirect spending in Hamilton
• Strong and successful relationships and partnerships with the business and the not-for-profit community
• The applicant’s ability to reach its target audience and reach into Hamilton’s broad diverse community
• Offering meaningful opportunities for volunteers

Emerging Arts Organizations Assessment Weighting:

• 35% Organizational Capacity
• 50% Program Merit
• 15% Community Impact

Established Arts Festival

Definition: Incorporated not-for-profit organizations that have been incorporated for five or more years and have a history of sustained arts festival programming.

Status of Organization: Incorporated for five years or more

Maximum Funding: 

• Up to a maximum of $100,000 for eligible festival administrative and programming expenses.
• Funding Requests Over $15,001: Funding requests should not exceed 30% of the total program budget. Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget.
• Funding Requests Below $15,000: CEF funding requests cannot be 100% of the proposed program budget and must demonstrate additional funding/revenue sources. Total funding received from all sources in the City of Hamilton cannot be 100% of the program budget.

Note: Audited Financial Statements are required for grant requests greater than or equal to $30,000.

Emerging Arts Festival

Definition: Incorporated not-for-profit organizations that have been incorporated for less than five years.

Status of Organization: Incorporated for one to five years.

Maximum Funding:

• Up to a maximum of $10,000 for eligible festival administrative and programming expenses.
• CEF funding requests cannot be 100% of the proposed program budget and must demonstrate additional funding/revenue sources. 
• Total funding received from all sources in the City of Hamilton cannot be 100% of the program budget.

Incorporated not-for-profit organizations with a mandate that includes producing an arts festival.

• The organization’s head office must be located within Hamilton as demonstrated by the registered office address
• The focus of the festival must be arts-based and occur within the city of Hamilton

Arts organizations that receive a City Enrichment Fund Arts Operating Grant may also apply for an Arts Festival grant on a one-year basis for a new festival initiative in the Emerging Arts Festival category.

In addition to the general CEF ineligible criteria:

• Organizations that do not have an arts mandate
• Small neighborhood festivals
• Book fairs
• Literary reading series
• Competitions
• Sports and recreation tournaments and events
• For profit, commercial or entertainment ventures
• Trade shows, trade fairs and conferences
• Stand-alone parades (e.g. Santa Claus Parade)
• Events, defined as one-off single activities, gatherings or celebrations typically taking place over a concentrated period of time, such as a few hours. Examples of events are rallies, demonstrations, fundraising events, single performances, or other single artistic activities.
• Business Improvement Associations
• Applicants to the Communities, Culture & Heritage program area

• Artistic (fees and travel)
• Production and technical (including equipment and venue rental)
• Marketing, promotion, and audience development
• Administration
• Insurance
• Policing and security
• Road closure charges 
• Evaluation

In addition to the general CEF ineligible expenses:

• Hospitality including alcohol and associated expenses (permit fees, police, fencing, etc.)
• Equipment purchase
• Expenses not directly related to the festival
• Expenses for festival components or activities that take place outside of the city of Hamilton

Each Funding Category will be assessed separately using the following assessment criteria and weighting:

30% Organizational Capacity as demonstrated by:

• Successful track record of achievement in Festival programming and delivery (if applicable)
• The capacity of the applicant to present the festival as proposed
• The soundness of the festival planning and the evaluation plan
• Balanced, realistic budget
• Capacity to generate earned and private sector revenue
• Effective planning and evaluation
• Appropriate and effective marketing and promotion

40% Program Merit as demonstrated by:

• Clear vision that reflects the organization’s mandate
• Quality and quantity of arts programming
• Qualified, professional artistic leadership
• Plans to allocate appropriate resources / fees towards festival programming
• Audience development initiatives aimed at reaching Hamilton’s broad, diverse community
• Contributing to the development of the festival sector in Hamilton
• Attraction of tourists to Hamilton

30% Community Impact as demonstrated by:

• Potential for public support, participation, and attendance
• Strong and successful relationships and partnerships with the business and the not-for-profit community
• The applicant’s ability to reach its target audience and reach into Hamilton’s broad diverse community
• Improving quality of life for the residents of Hamilton
• Employment and training opportunities for Hamilton artists, cultural workers, and contractors
• Direct and indirect spending in Hamilton 
• Offering meaningful opportunities for volunteers

Maximum Funding: 

• Up to a maximum of $25,000.
• Funding Requests Over $15,001: Funding requests should not exceed 30% of the total program budget. Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget.
• Funding Requests Below $15,000: CEF funding requests cannot be 100% of the proposed program budget and must demonstrate additional funding/revenue sources. Total funding received from all sources in the City of Hamilton cannot be 100% of the program budget.

In addition to the general CEF eligible criteria:

• Professional and semi-professional arts organizations, which have been incorporated for five or more years are eligible to apply.
• Individual organizations or collaborating organizations.
• Applicants may receive funding for Capacity Building only once every two years. Funding is one-time in nature. Previously funded Capacity Projects are not eligible for funding.
• The organization’s head office must be located within Hamilton as demonstrated by the registered office address and the majority of their activities must occur within the city.
• Incorporated, not-for-profit professional and semi-professional arts organizations, which have been incorporated for five or more years in all artistic disciplines are eligible to apply.
• Applicants who are submitting an Operating or Arts Festival application are eligible to apply for Capacity Building funding.

Groups of two or more organizations facing similar organizational challenges are encouraged to collaborate on a capacity building project. Collaborating organizations must identify a lead organization who will be responsible for the application and funds awarded.

In addition to the general CEF ineligible criteria:

• Organizations that do not have an arts mandate
• Business Improvement Associations
• Applicants to Communities, Culture & Heritage program area

• Retaining external expertise to work with the applicant on a specific capacity building initiative
• Organizational and human resource assessment, change management and similar processes
• Board development and improved governance practices
• Professional development, training, mentorship, coaching and job shadowing
• Development of plans and strategies including, but not limited to strategic and business planning, artistic, interpretive or education programming, revenue development, audience development, program evaluation

• External experts/consultants/coaches’ fees and travel costs (travel limited to Ontario)
• Professional development fees and travel for participation in seminars or workshops
• Mentor and job shadowing honoraria and travel costs
• Fees related to the use of licensed organizational development tools and related costs
• Direct administrative costs related to the project
• Public consultation costs

• Attendance at annual professional service organization general meetings or conferences
• Ongoing operating costs (including staff time)
• Publications
• Undergraduate, post graduate or other academic and professional training
• Capital project planning studies
• Capital and equipment costs
• Mandated training (e.g. Workplace Hazardous Materials Information System (WHMIS) or Accessibility for Ontarians with Disabilities Act (AODA)

All applicants must be able to demonstrate good use of public funds. Organizations will be assessed separately using the following assessment criteria and weight: 

50% Organizational Capacity as demonstrated by:

• Alignment of the project with the organization’s vision, mandate / mission, and place in the community
• The capacity of the organization to successfully complete the project
• The understanding of the capacity issue(s) facing the organization
• The probable impact on the organization and its ability to respond to change
• The capacity of the organization to apply the results of the project

40% Programming Merit as demonstrated by:

• The approach to monitor and evaluate the results of the project
• The suitability of the external expertise (if applicable)
• The project budgets
• The understanding of the capacity issue(s) facing the organization
• The suitability of the project to address the capacity issue(s)

10% Community Impact as demonstrated by:

• The suitability of the project participants and / or collaborating organizations
• The skills exchange and / or learning that will be achieved

Established Artists

Definition:Open to any professional artist who has developed skills through training and / or practice in an arts discipline, has a significant history of professional public exposure and presentation, is recognized by their peers, and is paid professional fees. Typically, established artists have been practicing professionally for seven years or more.

Maximum Funding:  

• Up to a maximum of $10,000
• CEF funding requests cannot be 100% of the proposed project and must demonstrate additional funding/revenue sources
• Total funding received from all sources in the City of Hamilton cannot be 100% of the program budget

Emerging Artists

Definition: Open to any professional artist at the early stage in their career, who has received specialized training in their art form and who has created and presented a modest body of artistic work. Typically, emerging artists have  been practicing professionally for less than seven years.

Maximum Funding: 

• Up to a maximum of $5000
• CEF funding requests cannot be 100% of the proposed project and must demonstrate additional funding / revenue sources
• Total funding received from all sources in the City of Hamilton cannot be 100% of the program budget

Applicants must:

• Be practicing professional artists
• Be a resident of Hamilton with a minimum of 12 months residency at the time of submission. Please note that the City reserves the right to require proof of residency
• Have specialized training in their respective field (not necessarily in academic institutions) and be recognized by their peers
• At the time of submission applicants have a history of previous public presentations of artwork in their selected artistic discipline. 
• Be 18 years of age or older

Collective: Artist collectives are eligible to apply for a work of creative collaboration and presentation.

A collective is defined as a group of two or more artists working together under a group name, either on a single project or on an ongoing basis.

• Each member of the collective must meet the definition of a professional artist
  • Each member must be 18 years of age or older
  • The majority of members must reside in Hamilton
  • The collective is not required to be an incorporated body
  • The collective will be considered either Emerging or Established based on its forming/founding year

Collectives must designate a single member to be responsible for receiving funds and a T4A for a successful application.

Artists may submit one application as an independent artist, and one application as part of a collective within the same funding year for distinct projects. 

Artists or collectives may only receive Creation & Presentation funding once every two years.

City of Hamilton employees who wish to apply to the Creation & Presentation stream must also submit a Confidential Code of Conduct Disclosure Form. (Must be on City Network to access)

In addition to the general CEF ineligible criteria:

• Amateur / non-professionals are not eligible
• Full-time students are not eligible
• Managers, agents, curators, producers
• Organizations including registered charities, incorporated not-for-profits, and unincorporated groups with not-for-profit goals and governance structure.
• For-profit businesses, sole proprietorships, general partnerships, LLCs, corporations, etc.
• Artists which apply on behalf of an organization / business 

• The creation and presentation of new work. (The City will make no claim of ownership for work created with funding through this funding stream.)
• The presentation of work, with a focus on new work
• Collaborative projects

• Projects that have previously received Creation & Presentation funding
• Commissioned work
• Projects that are municipally funded and or where the artist does not retain artistic control
• Projects where artistic creation and presentation are not central to the project
• Projects where the main focus of the project are marketing, documentation, promotion, dissemination, etc. at the program manager’s discretion 
• Projects that are commercial in focus
• Projects in which the artist does not hold or retain copyright over the completed work
• Projects that use generative AI that violates the copyright of other creators
• Business development initiatives
• Professional development and training projects
• Retroactive activity, ongoing, recurring, or completed projects 
• Curatorial projects
• Educational projects

• Materials
• Production / technical costs
• Studio or practice space rental or fees
• Equipment purchases (maximum $2,000)
• Equipment rental
• Promotion (marketing materials, advertising, printing, and other promotional costs)
• Travel costs must specify (travel is limited to within Ontario)
• Residency costs (residencies cannot be teaching related; residencies must be confirmed and must provide either financial or in-kind contributions
• Artist remuneration (Emerging artists $2500 maximum; Established artists $5,000 maximum)

Successful applicants will be required to provide expense receipts of $500 or greater with their final report. It is recommended that all project receipts are kept for your records.

• Administration, manager, agent, curatorial fees
• Equipment purchases (exceeding $2,000)
• Expenses normally assumed by presenting organizations (e.g., shipping, marketing, and advertising, publications, technical assistance)
• Public commission projects
• Completed projects or expenses incurred prior to funding submission
• Residencies that include academic instruction

Successful applicants must provide their nine-digit SIN number along with the Funding Agreement Form. 

Following the grant period successful applicants are required to submit a Final Report outlining the results of their project and a final budget with the project ‘actuals.’ 

• All expense budget line items greater than $500 will require receipts to be submitted with the final report. 
• Please note that all project receipts must be maintained and provided to staff upon request.

All applicants must be able to demonstrate good use of public funds. Applications will be assessed separately using the following assessment criteria and weight:

40% Artistic Direction as demonstrated by:

• Strength of the articulated artist’s statement
• Artistic credentials and experience
• The overall quality of the plan, vision, and goals
• Viability of the plan (realistic goals, appropriate planning, effective budgeting)

45% Project / Artistic Merit as demonstrated by:

• Development of artistic practice
• Artists’ cultural knowledge
• Support material

15% Community and Creative Impact as demonstrated by:

• Contribution to the artistic field, Hamilton’s arts sector, and the city of Hamilton
• Advancement of artist’s practice
• Project’s ability to enrich the city and engage residents

This session will introduce the City Enrichment Fund and provide an overview of the three Funding Streams available to not-for-profit Arts Organizations: Arts Operating, Arts Festivals, and Arts Capacity Building. The presentation will cover submission requirements, the application process, and conclude with a Q&A. 

This session is intended for new and returning applicants and is open to Established Professional Organizations, Established Semi-professional Organizations, and Emerging Organizations.

This session will introduce the City Enrichment Fund and provide an overview of the Creation & Presentation funding stream. The presentation will cover eligibility criteria, assessment criteria, and review the application and support material requirements. It will also include tips on preparing an application and conclude with a Q&A.

This session is intended for artists and artist collectives at any stage of their career. The Creation & Presentation stream provides project grants for the creation of new work and its presentation in Hamilton and further afield.

This in-person session will introduce the City Enrichment Fund and provide an overview of the Creation & Presentation funding stream. The presentation will cover the application, eligibility, assessment criteria, and conclude with a Q&A.

Location: 28 James St N, Hamilton, ON L8R 2K1, Room 154

About the Venue
The Tourism Hamilton Visitor Centre meeting room 154 is located within the Lister Block building, located at 28 James Street North. There are two entrances: one on James Street and one on King William Street, once inside the building, please continue until you reach the security desk. The meeting room is located beside the security desk. The facility is wheelchair accessible, outfitted with automatic doors at the entrance and washrooms.

The following is an overview of the Arts Program Applications. Specific question prompts and additional support is provided within the online application and within the Arts Application Guides below. 

Application Information 

• Contact Information
• Legal Name Information
• Applicant Type Information

Program Information Form

• Brief Summary in 60 words 
• Organization’s Mission or Mandate Statement 
• Provide a brief history of your organization 
• Provide a detailed description of your program (Approximately 1000 words) - 
• Specify how funding from the City Enrichment Fund will be used. (Approximately 500 words) 
  • Your description should relate to the details provided in your programming description and to your proposed budget
• Describe how this program can be scaled should the total funding request not be received
• How will your program increase community participation? (Approximately 500 words) Creation & Presentation Not Applicable, please enter N/A What are the measurable outcomes of your program? 
  • Organization Applicants - Provide three to four measurable outcomes
  • Creation & Presentation Applicants - Provide up to two measurable outcomes
• Describe both formal and informal program partnerships. How do these relationships enhance your program activities? (Approximately 300 words) Creation & Presentation Not Applicable, please enter N/A
  • Community outreach partners and relationships
  • Partnerships with other not-for profit and the role of this partnership on your program
  • Other program partners
  • For-profit partnerships and relationships
• List the team members that will ensure your program is well managed and achieves your desired goals. Include a brief explanation of how their expertise / specialization will make your program a success. (Approximately 300 words) 
• How does this program enrich the city? (Approximately 300 words) 
• What City of Hamilton’s community priorities does your program align with 
• Describe how your program is aligned with the community priorities chosen. (Approximately 200 words) 

Arts Specific Form

Operating and Festivals Applications

• Describe your organizational plans for the funding year. (Approximately 300 words)
• How would you describe the economic impact of your activities on the City of Hamilton? Provide an economic impact statement. (400 words max.)

Capacity Building Applications

• Describe your organizational plans for the funding year. (Approximately 300 words)             
• Has your organization previously received a Capacity Building grant through the City Enrichment Fund?
  • If yes, please explain: when, and how this proposed project is distinct and unique from the previous funding received?

Creation & Presentation Applications

• How does the proposed project advance your practice? How does this contribute to your artistic field(s) (Approximately 300 words)             
• Have you previously received a City Enrichment Fund – Creation & Presentation grant? If yes, please explain:
• Indicate artistic field. Select one of the following
  • Dance, Fine Craft, Film, Literature, Music, New Media, Theatre, Visual Arts
• Use of Predictive/Generative Artificial Intelligence
• Has predictive/generative artificial intelligence been use in the submission of this application? or will the artwork proposed within this application utilize generative artificial intelligence? – Yes / No
• If yes, which AI tool(s) does your application use/will your proposed project utilize?
• Applicants are prohibited from infringing upon copyrighted materials. Please confirm that the source material for the generative AI programs does not utilize copyrighted materials. – I confirm / I do not confirm, or do not know

Budget Information Form

• Revenue and Expenses
  • Provide point form, brief notes to support proposed budget
  • In-kind: Provide the estimated volunteer hours and value of other in-kind contributions. 
• Attachments – Support Material and Documents

Organization Applicants

• Board of Directors list (mandatory) - Include role & titles, length on BODStaff list (mandatory) - 
• Financial Statements (mandatory) - If audited financial statements are not available, then unaudited statements are required Note: for grant requests greater than or equal to $30,000 audited financial statements are mandatory
• Program Marketing Material (mandatory) Poster, flyer, pamphlet, etc
• Program Specific Material ( optional, up to four program attachments)CV (Capacity Building, if applicable)

Creation & Presentation Applicants

• CV- 3 page maximum (mandatory) 
• Support Material List
• Upload Support Material / Examples of your work following the instructions below. (mandatory)
  • Images: Maximum file size for each file is 6 – 15 MB
  • Video and Sound: Maximum file size for each file is 15 MB (or provide a link and password to the work online)
    • Acceptable file types include MP3, HTML, MOV, MPEG, JPG, GIF, PNG
• Support Material Support Material Guide
  • Dance: Up to 3 video files, 10 minutes max.
  • Film: 
    • One manuscript, up to 15 pages,
    • Up to 2 video files, 10 minutes max.
  • Fine Craft: Up to 15 digital images
  • Literature: Up to 25 manuscript pages, material can be from 1 body of work or up to a maximum of 3 works
  • Music:
    • Up to 2 lyric samples
    • Up to 3 audio / video files, 10 minutes max.
  • Theatre:
    • One manuscript, up to 15 pages
    • Up to 2 video files, 10 minutes max.
  • Visual Art & New Media, Select one of the following:
    • Up to 15 digital images or
    • Up to 10 digital images, and up to 3 audio / video files, 6 minutes max. or,
    • Up to 4 audio / video files, 15 minutes max

Follow the allowable number of files per artistic discipline for your application to be eligible to proceed to adjudication.

• Project Specific Material. You may also upload up to three other materials specific to your project / practice i.e. Reviews, articles, letter of support, project timelines, etc.

Inclusion, Diversity, Equity & Accessibility Form

To help us understand how IDEA (Inclusion, Diversity, Equity & Accessibility) groups are currently supported through City Enrichment Funds, please identify the target population for the specific program you are apply to for this application. These are for data collection only and will not be scored or affect your program’s overall evaluation.

Application Guides

Download the Arts Capacity Building Application Guide(PDF, 315.31 KB)

Download the Arts Creation & Presentation Application Guide(PDF, 277.73 KB)

Download the Arts Festivals Application Guide(PDF, 322.06 KB)

Download the Arts Operating Application Guide(PDF, 322 KB)