The following FAQs include essential information that will help applicants develop successful proposals.
What are we looking for in the 2010-2011 applications?
As in the past, all programs must directly benefit the Westport community. We want to reach new audiences and hold events in all area of the town. We want quality programs throughout Westport. We are especially interested in programs that celebrate Westport’s diverse cultures and/or its history as well as participatory programs that engage children and families. We continue to encourage young people’s creative work and invite applications that are developed by and with new and emerging artists. We welcome new and unique projects. In addition, we’re always glad to see proposals from individuals or groups who have not received awards in the past.
What are Westport's priorities?
What types of projects are eligible?
There is a wide range of opportunity including, but not limited to, the creation of works of art for public places, theatrical and musical performances, art, science and nature education programs, scientific and natural exhibits and documentation of Westport history through books, video or photography. Projects are expected to be completed within one year. Individuals as well as organizations are welcome to apply. Click here to view previous Helen Ellis Charitable Trust Grant recipients.
Will awards be made for programs that take place outside of the town of Westport?
Yes. The Westport Cultural Council values programs that benefit the greater Westport community. If a proposed program occurs in a nearby community, the application must describe how the program will benefit people from Westport and detail the process for engaging the Westport community.
Who makes the decisions on awards?
The Westport Cultural Council members participate in a decision-making meeting after they have reviewed all the applications. Each proposal is considered and evaluated on the merits of the idea, its benefits to the community, the quality and experience of the people involved in relation to the project and the detail and reasonableness of the budget. In addition, we consider the entire group of proposals as a whole. Our goal is to have a comprehensive grant package that consists of the most diverse group of experiences, that reach all segments of our population and takes place throughout the entire town of Westport. Click here to download a PDF of application instructions and selection criteria.
What is the range of funding for the Helen Ellis Trust awards?
The range has been from $150 to $5,000 (very rare!). The average is in the $500-$700 range. Each award is considered on the basis of the project's quality, its cost and its potential impact on the community. The number of awards that are being considered and the Cultural Council’s available funds are also a factor.
What are some of the reasons that grants are declined?
Applications are declined when they a) do not have enough detail, b) have no connection to Westport either by the artists or the audience, c) do not include any documentation of the applicant’s related work, d) do not have a supporting letter from the host organization, e) have brief budgets without much detail, or f) contain budgets that are considered excessive for the work proposed. There are always more requests than money available, and we must make difficult decisions.
What are my responsibilities if I have a host or a sponsor for a project?
Not every project involves a host. For example, producing a booklet or a calendar, creating a video tape, or holding a photography contest. However, many projects have a host sponsor or cooperating organization. You must plan and review your project with the sponsor and request a letter of agreement from them. Without a letter, your project will be declined.
What if I want to involve the Westport Community Schools?
Any involvement with the Westport Community Schools must include a letter of approval from new Superintendent Dr. Carlos Colley. Examples include any program that would take place within the school day, the use of a school building, school-based distribution of materials promoting an out-of-school project, and the involvement of teachers for their advisory role on a project must be approved in advance by the Superintendent.
What if I don’t have a confirmed date for the proposed event?
You can explain the process through which the date will be set and when you can give us that information. We need to know this at least two months before the event or activities are scheduled to take place.
How do I find out if I received a grant?
The Westport Cultural Council will send notification to all applicants shortly after they vote on grants. This notification will be by April 15, 2010.
When and how do I get my grant money?
Money is dispensed on a reimbursement basis only. We will provide a reimbursement form and a description of other reporting materials with the award letter. You must fund your project first and then send in the original receipts along with the completed requested project report to receive reimbursement. As noted in the ward letter, please include copies of newspaper articles as well as photographs that we might use for display or on the Cultural Council website.
What is the Westport Cultural Council and where do they get funding for grants?
The Westport Cultural Council is a town-appointed volunteer group of citizens who manage two cultural grant programs in the community. One grant is awarded in the fall (the Local Cultural Council grant that comes from the Massachusetts Cultural Council’s annual allocation to the Town of Westport), and the Helen Ellis Charitable Trust Grant awarded in the spring and supported by funds that the Westport Cultural Council applies for annually from the Helen E. Ellis Charitable Trust Fund. Historically, the Massachusetts Cultural Council funding is much smaller than the Helen Ellis Trust funding, and the size of the individual grants for each program reflects the overall money that the council has to award.
