Exhibition Cinema Funding Guidelines

For Consultation

Download Cinema Funding Guidelines in pdf format 1.98 MB

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Introduction

The Film Agency Wales is committed to promoting a vibrant and dynamic film culture, through increasing access to and broadening the range of films available to all audiences across Wales and beyond, including those films of particular Welsh relevance. We remain committed to the development of audiences for film through improved access for all, diversity of choice, and education.

Since inception, the Film Agency has sought to identify strengths, gaps, opportunities and challenges within the exhibition sector in Wales. This document explains the refreshed aims and funding priorities for the Film Agency's 'Cinema Fund', which is designed to support specialist film exhibitors with core activities, helping them to realise or enhance their scale, reach and ambition.

In 2013-2017, the Film Agency will work alongside the BFI's 'Audience Network', Sinemau Cymru and any other representative exhibition networks and/or organisations in Wales, to encourage programming diversity and partnership working and improve links between cinemas and hubs across the UK and beyond.

Funding Available
2013	89,000 to existing portfolio of clients based on the existing funding formula. This will be transitional funding for one year only, with contract amendments issued in May 2013. 11,000 to new venues receiving one off flat grants. Venues to submit information requested in Appendix 1 by the 1st July 2013.
2014	100,000 to be distributed as new agreements across applicants who are successful in the 13/14 application procedure, against the new Quality Assessment Framework. Consultation on the Cinema Funding guidelines will close on the 1st July 13. Application deadline will be the 1st September 2013 with decisions communicated no later than November 29th 2013 and new 3 year contracts issued from April 2014.

2013:

In 2013/14, the Agency will put in place one-year transitional arrangements for current recipients of Cinema Funding based on the existing funding formula. This activity will total £89,000. We have also set aside some additional funding to distribute amongst successful applicants that are not currently amongst the current portfolio of funded clients. This will total £11,000. To be considered for funding, new venues must submit information requested in Appendix 1 to The Film Agency by the 1st July 2013. Total funding available for this strand of support will be up to £100,000.

2014:

The Film Agency will place an open call for specialised exhibitors across Wales to apply for funding from 1st July 2013, following a period of consultation with the exhibition sector. The full application process will apply to all venues looking to secure funding from April 14, including venues within the existing portfolio. The Cinema Fund will make available a total of £100,000 during the period April 14 - March 15.

Applicants will be assessed on a case by case basis, using a Quality Assessment Framework. Your request for funding should be proportionate to the scale of your activity and your costs should be outlined in a projected income and expenditure report. The Agency expects to see a variety of income sources from applicants.

An additional £10,000 (with a cap of £2000 per provider per annum) will be available for Special Events that have strategic impact across Exhibition and Education and for audiences in Wales and a total of £60,000 for Film Festival Funding (see Special Events Guidelines and Film Festival Guidelines for further information).

The Value of Cinema Provision in Wales

Cinemas are the cornerstone of specialised film provision in Wales, contributing to both the local and wider cultural, social and economic environment through shared social experience. Offering opportunities to celebrate film culture, venues can attract and maintain year round audiences for specialised film.

The Film Agency Wales values diversity and innovation and we intend to develop a mixed ecology of specialised film providers in Wales, including not-for-profit and commercial independent operators, which will improve access to the widest range of film:

Essential:

• Breadth and depth of independent and specialist cinema programming that seeks to innovate what and how film is available for audiences,
• Strategies and methodology to improve the knowledge base and understanding of audience make-up and behaviour, including around where audiences attach value and what influences them in their viewing behaviour. There will be an increased focus on robust and systematic data gathering, a variety of audience evaluation methods that are both qualitative and quantitative, and support for experimentation and innovation in developing audiences,
• Exhibitors to raise the profile of our rich heritage through the support of archive and film of specific Welsh relevance through content and/or talent for example,
• Exhibitors to identify and implement ways of working, shared initiatives and projects that compliment and add value to the BFI Audience Network in Wales and its wider connectivity into the UK.

Desirable:

• Cinema led film education programmes with potential to help embed a nationwide education offer for 5-19's, life-long and community film education,
• Cross-media and cross art-form projects that encourage audiences to diversify and expand their cultural experiences, crossing over between art and creative media forms,
• Exhibitors to adapt to and experiment with the opportunities that digital formats provide, including developing programming, marketing, audience interaction and the extension of content provision beyond usual cinema hours,
• Exhibitors to develop new partnerships and shared programming initiatives that can represent Wales on a national and international scale, where relevant,
• Exhibitors to offer a platform for festivals and live film related events supporting emerging talent and industry events.

Eligibility

Funding provided under this scheme will contribute to the costs of film related activities for cinemas and arts venues incorporating cinemas that meet the criteria outlined within the Exhibition Strategy and Guidelines herein, including;

• Independent non-profit exhibitors,
• Commercial independent venues, operating in rural or underserved areas,
• Specialist exhibitors where film societies are utilising their venues that are specifically related to the provision and presentation of their specialist film programme.

Funds will be prioritised on the basis of need and ambition to meet the criteria as defined within the Quality Assessment Framework. Existing specialised film provision underpinned with accurate and systematic data collection will also be taken into account as part of this framework. This will include performance against the number of specialist titles shown, numbers of screenings and attendances, with allowance made for the size of each venue's catchment area.

The existing three tier funding thresholds will act as a benchmark for the Film Agency to assess levels of provision Wales wide. In 2013-14 only we will continue to use the funding formula that has applied to-date for determining funding for the existing portfolio of venues in their transitional year. This same benchmark will additionally be used as an indicator of reach within the new Quality Assessment Framework for the following 3 years and against the revised portfolio of venues. However, funding allocations will be determined against the wider Framework indicators, replacing the former funding formula from April 2014.

Tier 1 exhibitors maintain a highly developed specialist film programme and exceed all three of the following threshold annual activity.

• Number of specialist film titles presented = 40
• Number of specialist film screenings presented = 40
• Admissions for specialist film = 4000

Tier 2 exhibitors who have developed a specialist film programme and exceed all three of the following threshold annual activity.

• Number of specialist film titles presented = 20
• Number of specialist film screenings presented = 20
• Admissions for specialist film = 2000

Venues that are relatively new to providing independent, specialist films and/or require further support to develop their audiences towards those benchmarks above will be considered as incubation venues by the Film Agency, with no tier thresholds in place.

However, eligible venues will be committed to the development of the broad provision of specialised independent film and the audiences for them, and agreements will be subject to annual review.

NB: All data captured on performance indicators must be submitted to the Film Agency on the date and through the format requested in your contract. The Agency reserves the right to withhold payment until this condition is completely satisfied.

Aims & Objectives 2013

The principle aim of the Cinema Fund is:

• To support the core activity of Specialist Film Exhibitors in Wales who are committed to presenting films of a specialist, cultural or non-mainstream nature (specialised film as defined by the BFI at http://industry.bfi.org.uk/specialisedfilms).

Reflecting our strategic priorities for 2013/14 and the wider business plan for 2012-15, the Film Agency Wales aims to achieve the following through the Cinema Fund;

• To support the growth and diversification of film audiences for British (including Welsh) and international independent film, and archive titles,
• To encourage people to engage with film culture across Wales,
• To increase access to films made in Wales or with Welsh talent,
• To support innovative programming, further enabling cinemas to take risks and reach new audiences, including hard to reach or rural communities, whether in terms of geography, theme, or cultural, social or physical diversity, To encourage people to engage with film culture across Wales and beyond regardless of age, ethnic origin, sexuality, disability or geographical location,
• To support a sustainable network of independent and commercial independent venues, with Wales-wide reach and impact, through a mixed ecology of venues that demonstrate commitment to programming a range of independent and specialist film,
• To improve the knowledge base and understanding of the make-up and behaviour patterns of audiences, and the areas where they attach value, and to become better able to reach and develop those various audiences in more targeted ways,
• To encourage venue provision and opportunities for audience participation in education and learning activities, beyond watching, to develop engagement that has demonstrable impact and longer term affinity with film, whilst also deepening the value of individual film experiences. This will include stronger links to the BFI's 5-19 Education Strategy and the Film Agency's Education Strategy,
• To experiment, learn from, adapt and reapply developing approaches to extending and broadening audience reach and engagement; including developing business models, and utilising digital technologies to their fullest potential;,
• To support opportunities for engagement through participatory events with added value including live or social cinema,
• To provide access to films that are not otherwise available for UK distribution, including supporting emerging talent in gaining profile,
• To provide opportunities for the import and export of Welsh content through network activities amongst exhibitors, and the stimulation of film markets,
• To raise the profile of Welsh talent within Wales, the UK and internationally, developing progression routes for young filmmakers and/or accessible exhibition platforms for emerging and existing Welsh talent across the sector,
• To increase partnership and collaborative working, for example, shared programming, training and mentoring marketing, and research and development, taking advantage of connectivity and best practice, and where possible using digital platforms to widen reach and impact.

Where appropriate the Film Agency Wales wishes to encourage greater collaboration between exhibitors and festivals/education partners across Wales and beyond and will be particularly responsive to proposals that develop this aspect.

Assessment Process

The quality of each venue's programme of activity will be assessed individually using a Quality Assessment Framework, which considers the breadth and depth of each venue's programme and the ability to attract audiences.

The Film Agency will offer successful venue applicants 3 year agreements, in order to promote growth and sustainability. Agreements in years 2 and 3 will be confirmed prior to the commencement of each financial year and will be subject to the Film Agency's allocation of sufficient funds from its core funders. Subsequent awards will be subject to an assessment of performance against agreed targets and in consideration of the broader business context in which the venue is operating, which will be discussed in a year-end report and in person.

The Film Agency Wales is keen to work closely with applicants to facilitate plans to develop audiences. We will therefore work collaboratively with venues and will tailor each agreement to circumstances.

The Film Agency Wales will require approval rights over co-funding arrangements and significant changes to that outlined in the application. Funding may be withdrawn or reduced in the light of such changes.

Quality Assessment Framework

The Film Agency Wales will not be able to fund all proposals submitted. Applicants will need to consider the following and demonstrate examples of how they meet the given criteria:

Criteria	Assessment Marker
Public Benefit (audiences)	Essential: Ability to deliver a high quality programme, which demonstrates expertise and innovative and imaginative approaches to specialist film and audience growth.
	Essential: A clear commitment to continue and where possible enhance the range and/or number of specialist films available to audiences in Wales as evidenced in the exhibitor's three-year business plan and any supporting material provided.
	Essential: Any project submitted must contribute to social inclusion and cultural diversity as well as access to specialist films which aren't normally available to the general/local public.
	Essential: The venue delivers a year round programme of film activity, meeting or exceeding one of the agreed three tier thresholds.
	Essential: A demonstrable audience development strategy in place to broaden attendance and to sustain returning audiences.
	Desirable: Evidence of a valuable contribution to both the local and wider cultural, social and economic environment.
	Desirable: The venue has a proven demand for specialised film in the area, with catchment size taken in to account.
	Desirable: Evidence that the venue understands its audience's behaviour and is using this knowledge to develop future programmes.
	Desirable: Associated quality events offered which add value, for example, debate, criticism, guest speakers etc with stimulation of cultural debate and/or a film industry focus.
Diversity	Essential: The applicant shows commitment to diversity, ensuring that programme and activities are accessible to the widest possible.
	Essential: The venue promotes equal opportunities for all (recruitment/working practices and through audience engagement initiatives).
Partnerships	Essential: Evidence of collaboration with regional/national partners within and beyond Wales (i.e. cross arts/ community organisations and agencies / local authorities and other venues where appropriate).
	Desirable: Engagement with the BFI Audience Network, as part of wider BFI strategy, the BFI's chosen provider for the 5-19 education offer in Wales and the Film Education Network.
	Desirable: National or International links (i.e. through partner festivals, British Council / MEDIA/ Europa etc).
Programming	Essential: The venue is driven by imagination and creativity through its programme, providing access to improved access to diverse films including those without distribution support.
	Essential: Programmes and themes are developed to Include innovative events which offer a 'hook' to new audiences.
	Essential: The active promotion of film heritage.
Data Collection	Essential: Demonstrable and methodical existing data collection, assessment and use in developing the venue's strategic development around audience growth, tracking trends in changing audience consumer practices. Audience data requested, must be submitted on time and in the format requested by the Film Agency.
	Desirable: Audience data is used to adapt future strategic plans around audience growth, tracking trends in changing audience consumer practices.
Marketing	Essential: Clear initiatives and/or marketing aimed at enhancing audience access to specialist, cultural and non-mainstream films.
Education	Desirable: Clear and structured formal and/or informal educational value. Venues will be expected to offer master classes / Q&As as part of the core programme. To be eligible to apply to the Film Agency's Education Fund, venues must offer additional educational activity, with innovative film literacy provision for participants which has demonstrable impact.
Welsh Language	Essential: A clear policy relating to the use and promotion of Welsh language activity that accords with ACW and Welsh Govt Welsh language policy requirements. All marketing should be bilingual.
Financial Viability	Essential: A financially viable project which represents value for money and adequate level of partnership funding for the financial year and going forward. Evidence of partnership funding is requested.
	Essential: A clear and concise project budget with a range of projected income sources.
	Desirable: Demonstrable commitment to leveraging private / commercial sponsorship as match funding for public funds. Applicants should not be reliant on one major funder.
	Desirable: An entrepreneurial approach to generating income and continuing to develop finance strategies should be adopted.
Governance	Essential: Applicants should evidence an appropriate governance structure (through a board of directors, advisory committee or otherwise) with wide range of skills planning and financial control and clear risk management procedures.
Stakeholders	Essential: Applicants will be expected to acknowledge and promote investment from funders in a positive manner at all times (namely The Film Agency for Wales, The Arts Council of Wales and the BFI). Successful applicants shall provide the Film Agency and its financiers with an appropriate prominent credit in all published and printed matters, external communications, and at all events.
Technology	Essential: Connectivity and best practice - using, digital platforms, where possible, to widen reach and impact.
	Desirable: Innovative approaches such as use of digital technology and platforms to reach new audiences.

Application Process

Applicants should complete and submit an application form which can be downloaded from the website and submitted as a hard copy or scanned and emailed.

The final deadline for applications will be set following a period of consultation with the exhibition sector, with an advisory date of September 1st 2013. Consultation will run for 6-weeks from the date of the release of the Cinema Guidelines, closing on the 1st July 2013, when final guidelines will be released.

All Venues applying to the Film Agency's Cinema Fund should outline how they match the given criteria above, providing:

• A completed application form outlining the venue's vision for the future and evidence of engagement in, and future plans for, diversifying funding and reducing the reliance on public funding,
• A comprehensive marketing plan,
• A full projected income and expenditure report relating to specialised film exhibition. This will need to include a budget and finance plan with supporting letters from co-funders,
• An assessment of the potential audience for specialised screenings and events and your strategy for increasing and diversifying that audience,
• Latest management accounts (unless the applicant is a new organisation),
• Evidence of leveraging additional funding and potential for sustainability, reducing reliance on public funding in future years,
• Other relevant documents as otherwise dictated in the application form.

The Film Agency Wales' funding will take the form of a non-recoupable grant-in-aid and will be subject to a written agreement between the Film Agency Wales and the applicant, which will be tailored to specific circumstances. Please note that the Film Agency Wales may withdraw or reduce funding if significant changes occur to the venue's circumstances and/or the proposed project.

Example Questions for Consultation

1. Are the essential and desirable criteria manageable for venues of different sizes and situations (please bear in mind that venues will be assessed on a case by case basis with all determining factors taken in to account)?
2. How are venues currently monitoring data and how can we develop a system that will work with minimal duplication?
3. Are the tier definitions still useful to venues as part of a wider framework?

Reporting

As part of your contract with the Film Agency for Wales, you will be required to submit a final report and KPI form. Final payment will only be released when the Film Agency Wales has received the information requested. As part of the final report you are requested to supply the following;

1. Box office and admissions report with audience numbers broken down by screening/event, film language and targeted minority/disability screenings. This should be supplied twice annually - for the period April-September 2013 and April 2013- March 2014. Accurate quantitative (and where available, qualitative) data should reflect the current commitment to year-long specialist film exhibition activity,
2. A short evaluation narrative,
3. A detailed income and expenditure budget,
4. Selected images of your project on a disc (for use on website, newsletter, company reports, and corporate literature) if appropriate,
5. A beneficiary monitoring form, including, KPI data relating to the number of posts safeguarded or created and amount of funding leveraged as the result of the Agency's investment.

In addition to this, you will be expected to maintain/supply at the Agency's request:

• A business plan and risk register that's regularly reviewed and updated,
• Evidence of existing data capture mechanisms and how these could be developed to track audience behaviour,
• Welsh Language policy in line with ACW and Welsh Government's policy,
• A clearly articulated education and community engagement policy, which seeks to work with people from isolated and disadvantaged back grounds, as well as with the formal and informal education sector,

Child Protection Policy

If any part of your project is aimed at children and/or young people on application for funding you must:

• Supply the Film Agency with copies of an appropriate child protection policy,
• Demonstrate you have a rigorous recruitment and selection process for paid staff, freelancers and for volunteers who will be working with and/or supervising children or vulnerable adults. This should include Criminal Records Bureau checks where applicable,
• Include planned staffing for the project indicating the numbers of children per supervisor.

CRB checks should be carried out as a matter of good practice where project staff or volunteers' normal duties include caring for, training, supervising or being in sole charge of children and/or involve unsupervised contact with children.

2 The Wales Council for Voluntary Action is a CRB Umbrella Registered Body who can assist organisations with the informed recruitment of both volunteers and paid staff. The WCVA Criminal Records Unit website contains further guidance and information on CRB checks for organisations: http://www.wcva-cru.org.uk

Contact Details

If you have any queries, or if you would like to discuss any aspect of your project prior to application, please contact: hana@filmagencywales.com

Please send two copies of your completed application form to:

Cinema Funding Application
The Film Agency for Wales
Media Centre
S4C
Parc Ty Glas
Llanishen
CF14 5DU

Please note separate Education Funding strand to which venues with sufficient focus on film literacy can additionally apply. Please refer to our Education Strategy and Funding Guidelines.