CEF Communities, Culture & Heritage Program

Large Requests (over $15,001)

Definition: Open to cultural organizations whose mission is to preserve, research, document, interpret, and celebrate community identity-- the people, places, and things that make up the city of Hamilton-- through activities (programs and events) that may occur annually or on a reoccurring basis. Events & Activities typically take place over a concentrated period of time, such as a few days or hours and must have general city-wide appeal and public access on a free and / or paid basis.

Status of Organization: Incorporated not-for-profit organization, charities, or an unincorporated group with not-for-profit goals and governance structure.

Maximum Funding: 

• Requests can be from $15,001 up to $100,000.
• Total funding received from all sources in the City of Hamilton cannot exceed 30% of the program budget.

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

Small Request (up to $15,000)

Definition: Open to cultural organizations whose mission is to preserve, research, document, interpret, and celebrate community identity- the people, places, and things that make up the city of Hamilton through activities (programs and events) that may occur annually or on a reoccurring basis. Events & Activities typically take place over a concentrated period of time, such as a few days or hours and must have general appeal and public access on a free and / or paid basis.

Status of Organization: Incorporated not-for-profit organization, organizations with charitable status, or an unincorporated group with not-for-profit goals and governance structure.

Maximum Funding: 

• Up to a maximum of $15,000
• 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.

• Applicants must meet the eligibility criteria described in the CEF general guidelines
• The organization’s head office must be located within Hamilton as demonstrated by the registered office address

In addition to the general CEF ineligible criteria:

• Organizations that do not have their head office in Hamilton
• Organizations that do not have a cultural mandate
• Programs / Projects that are camp and or recreation based
• Conferences, workshops, and other activities that are not intended for the general public
• Programs in which the target audience is businesses, and programs that support business development initiatives
• Applicants to Arts Program Area
• Ineligible organizations include those which are more aligned with the mandates of the CEF’s other program areas – Agriculture, Arts, Community Services, Digital, Environment, Sports & Active Lifestyles at the program manager’s discretion

• Event and / or activities themes must express community identity. Event and / or activities are encouraged to celebrate the unique people, places and things that honour Hamilton’s past, celebrate its present and envision its future
• Applications must demonstrate in-kind, financial and/or organizational support from the local community (e.g. volunteer participation in the planning and activity delivery, partnerships with other organizations and groups, businesses as sponsors, etc.)
• Activities must be promoted and open to the general public

• Costs including supplies, fees and expenses for artists, artisans, demonstrators, and performers of cultural and heritage activities
• Volunteer costs (e.g., training, food, non-alcoholic beverages, distinctive clothing)
• Logistical, production and technical requirements (except for alcohol related costs)
• Marketing, promotion, and audience development
• Administration
• Insurance
• Policing and security cost (except for those costs related to alcohol)
• Road closure expenses
• Evaluation

• Alcohol and associated expenses (permit fees, police, fencing, etc.)
• Equipment purchase
• Expenses not directly related to the event and activities
• Expenses for events and activities that take place outside of Hamilton
• Awards, bursaries grants, prizes, or scholarships

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

30% Organizational Capacity as demonstrated by:

• Applicant demonstrates the ability to present the event or activity as proposed and in a manner that demonstrates responsible management
• Capacity is demonstrated through organizational profile, program or event plan, volunteer plan, financials, etc.
• Organization / program members reflect the community served and demonstrates capacity to deliver program
• Appropriate and effective marketing and promotion
• Outcomes identified to measure success of the activity are realistic
• The ability to generate earned and private sector revenue for the activity (as needed)
• The project demonstrates good use of public funds
• Employment and training opportunities for Hamilton artists, cultural or community workers and contractors
• Direct and indirect spending generated by the activity
• Attraction of tourists to Hamilton

40% Program Merit as demonstrated by:

• The event or activity reflects the organization’s mandate
• The event or activity has a defined purpose and theme
• Comprehensive and effective plan including all necessary resources to allow the event or activity to take place- a balanced and realistic budget, volunteers, staff, time management, etc.
• A clear plan to evaluate the success of the activity and incorporate the findings into improving future offerings
• A successful track record in event and or program planning and delivery
• The quality and scope of the activity

30% Community Impact as demonstrated by:

• The activity will add to the unique identity of Hamilton by providing new, improved, or innovative ways for the public to participate

• The activity’s potential to generate public support, participation, attendance, and its ability to offer meaningful opportunities for volunteers
• The activity demonstrates strong and successful relationships and partnerships with the for-profit and the not-for-profit community
• The marketing and promotion plan is appropriate for the target audience
• The activity offers a unique cultural experience for the residents of Hamilton
• The ability to reach Hamilton’s broad diverse community

Definition: Open to cultural organizations whose mission is to preserve, research, document, interpret, and celebrate community identity- the people, places, and things that make up the city of Hamilton through projects that occur within a single year and up to three times. Projects must have general city-wide appeal and public access on a free and/or paid basis.

Status of Organization: Incorporated not-for-profit organization, charities, or an unincorporated group with not-for-profit goals and governance structure.

Maximum Funding: 

• Up to a maximum of $15,000.
• CEF funding requests cannot be 100% of the proposed program and must demonstrate additional funding / revenue sources.

Total funding received from all sources in the City of Hamilton cannot be 100% of the project budget.

In addition to the general CEF eligible criteria:

• The project must have occurred less than 3 times. (Projects that have occurred more than 3 times may apply under Events & Established Activities) 
• The organization’s head office must be located within Hamilton as demonstrated by the registered office address 

Organizations receiving a City Enrichment Fund grant under Events & Established Activities may also apply for New Project funding for eligible projects. Please note, projects must be distinct and unique.

Event and / or activities themes must express community identity. Event and / or activities are encouraged to celebrate the unique people, places and things that honour Hamilton’s past, celebrate its present and envision its future

Eligible projects may include, but are not limited to:

• Projects that will increase public participation in cultural activities through exhibits, performances, events, and experiences
• Research, documentation and interpretation of community identity, including educational programming, roundtables, workshops, and oral history initiatives aimed at the general public
• Design, production, promotion and presentation of exhibitions and associated interpretive material

In addition to the general CEF ineligible criteria:

• Organizations that do not have a cultural mandate
• Activities that are not intended for the general public
• Projects that forecast a deficit 
• Projects which have already taken place at the time of application submission
• Projects which have occurred more than three times
• Programs / Projects that are camp and or recreation based
• Conferences, workshops, and other activities that are not intended for the general public
• Programs in which the target audience is businesses or business development initiatives.
• Applicants to Arts Program Area
• Ineligible organizations / projects include those which are more aligned with the mandates of the CEF’s other program areas – Agriculture, Arts, Community Services, Digital, Environment, Sports & Active Lifestyles at the program manager’s discretion

• Costs including supplies, fees and expenses for artists, artisans, demonstrators, and performers of cultural and heritage activities 
• Volunteer costs (e.g. training, food, non-alcoholic beverages, distinctive clothing)
• Logistical, production and technical requirements (except for alcohol related costs)
• Marketing, promotion, and audience development
• Administration
• Insurance
• Policing and security cost (except for those costs related to alcohol)
• Road closure expenses
• Evaluation

• Ongoing operations not directly related to the project
• Day-to-day collections management activities not directly related to the project such as acquisitions, conservation, accessioning / deaccessioning, cataloguing, inventory, photography, and the digitization of collections;
• Purchase of equipment not directly related to the project 
• Minor capital items exceeding $2,000 
• Development of project proposals or applications
• Website development projects linked to in-house operations and not related to the project 
• Alcohol and associated expenses (permit fees, police, fencing, etc.) required to provide alcohol to project participants
• Creation, production and / or distribution of souvenirs 
• Expenses related to competitions (e.g., purchase of prizes, expenses of jury members)
• Expenses not directly related to the project or project components / activities that take place outside of the city of Hamilton
• Awards, bursaries grants, prizes, or scholarships

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

40% Organizational Capacity as demonstrated by:

• Applicant ‘s capacity to deliver the project as proposed and in a manner that demonstrates responsible management 
• Projected project outcomes are realistic
• The ability to generate earned and private sector revenue for the project (as needed)
• The project demonstrates good use of public funds

40% Program Merit as demonstrated by:

• A successful track record in project planning and delivery 
• A clear project direction which reflects the organization’s mandate 
• Effective plan including all necessary resources to allow the project to take place- a balanced and realistic budget, volunteers, staff, time management, etc.
• A clear plan to evaluate the success of the project
• A project that is new to Hamilton and / or innovative 
• Appropriate and effective marketing and promotion of the project and identifies a target audience

20% Community Impact as demonstrated by:

• The project will add to the unique identity of Hamilton by providing new, improved, or innovative ways for the public to participate
• The project’s potential to generate public support, participation, attendance, and its ability to offer meaningful opportunities for volunteers
• The project demonstrates strong and successful relationships and partnerships with the for-profit and the not-for-profit community
• The project offers a unique cultural experience for the residents of Hamilton  
• The ability to reach Hamilton’s broad diverse community

Open to eligible:

• Not-for-profit cultural organizations
• Groups of two or more cultural organizations facing similar organizational challenges are encouraged to collaborate on a capacity

Status of Organization: Incorporated not-for-profit organization, charities, or an unincorporated group with not-for-profit goals and governance structure.

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 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 meet the eligibility criteria described in the CEF general guidelines.

• The organization’s head office must be located within Hamilton as demonstrated by the registered office address.
• Not-for-profit cultural organizations are eligible to apply. A cultural organization has a mandate to preserve, research, document, interpret, celebrate and/or disseminate community identity – the people, places and things that make up Hamilton.
• 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.
• 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.
• Applications for capacity building funding will be considered from organizations who receive funding from other funding streams within the Communities, Culture & Heritage Program.
• 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

Ineligible organizations include those which are more aligned with the mandates of the CEF’s other program areas – Agriculture, Arts, Community Services, Digital, Environment, Sports & Active Lifestyles at the program manager’s discretion.

In addition to the general CEF ineligible criteria:

• Organizations that do not have a cultural mandate
• Business Improvement Areas
• Programs in which the project benefits businesses, and programs that support business development initiatives
• Arts mandated organizations (funding is available through the Arts Program)
   

• External experts/consultants/coaches’ fees and travel costs (travel limited to within 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))
• Previously funded Capacity Building Projects

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 capacityissue(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

This session will introduce the City Enrichment Fund and provide an overview of the three Funding Streams that are available to not-for-profit Cultural Organizations: Events and Established Activities, New Projects, and Capacity Building for Cultural Organizations. The presentation is intended for new and returning applicants, and will review submission requirements, the application process, and conclude with a Q&A.

The following is a brief list of the forms and questions contained in the Communities, Culture & Heritage Program Applications. Specific question prompts and additional support is provided within the online application and within the CCH 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)
• Describe how this program can be scaled should the total funding request not be received.

The City Enrichment Fund does not guarantee that successful applicants will receive their full grant request. Applicants are asked to confirm how they will adapt to funding amounts below request level.

• How will your program increase community participation? (Approximately 500 words)
• What are the measurable outcomes of your program? (Provide three measurable outcomes)
• Describe both formal and informal program partnerships. How do these relationships enhance your program activities? (Approximately 300 words)
• 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? 
  • Culture and Diversity
  • Economic Prosperity & Growth
  • Community Engagement and Participation
  • Healthy & Safe Communities
  • Clean and Green
  • Built Environment and Infrastructure
• Describe how your program is aligned with the community priorities chosen. (Approximately 200 words)

CCH Specific Form

Events & Established Activities – Large Applications

• Identify your target audience(s) and how you plan on reaching them. How will you promote the activity city-wide? (Approximately 300 words)
• How would you describe the economic impact of your activities on the City of Hamilton? Provide an economic impact statement. (Approximately 400 words)

Capacity Building Applications

• Describe your organizational plans for the funding year: Your significant organizational plans for the request year and how they were shaped by the successes and challenges of last year? Discuss your organizational structure and any changes to staff or significant volunteer roles. (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 previously funded project?

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

• Board of Directors list (mandatory) - Include role & titles, length on BOD
• Staff 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  for Events & Established Activities and New Projects). Poster, flyer, pamphlet, etc
• Program Specific Material (optional, up to four program attachments)
• CV (Capacity Building, if applicable)

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

CEF Culture Events & Established Activity Application Guide(PDF, 322.64 KB)

CEF Culture New Projects Application Guide(PDF, 316.78 KB)

CEF Communities, Culture & Heritage - Capacity Building Application Guide(PDF, 315.45 KB)