Welcome to the Virginia Commission for the Arts’ Performing Arts Tour Directory. The touring assistance program is designed to ensure that all Virginians have the ability to enjoy high quality performances by our state’s finest touring artists. The performers represent a wide range of disciplines and have been selected by the Commission on the basis of artistic quality, sound management and the ability to provide inspiring, entertaining and educational programs for the citizens of Virginia.
We are pleased to provide this service to any non-profit Virginia organization. Arts organizations, theatres, Pre K-12 schools, colleges and universities, libraries, parks and recreation departments, hospitals, nursing homes, service organizations, and units of local government are all examples of eligible non-profit presenters that may apply for up to 50% of the performance and/or educational program fees of the performers listed in this publication.
You will see that each performer is represented by a brief biography, description of programs, contact information, fees, availability and technical requirements. We have provided this basic information so that you can decide if the artist or ensemble is likely to fulfill your programming needs. You can learn more about the performers by visiting their websites and by contacting them directly to plan and explore possibilities together.
Applying is easy! You may request an application form from the performer or simply download one from the Commission’s website, here. The Commission staff will be happy to answer any questions you may have—just give us a call!
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How to Apply
Virginia arts or community organizations, units of local government, and educational institutions may apply to the Virginia Commission for the Arts for touring assistance funds. To receive Commission funding of any kind, an organization must be not-for-profit and exempt from federal income tax and must comply with federal civil rights, age discrimination, and rights of the disabled requirements.
The presenter application details these requirements. The presenter must include the organization’s complete and correct Federal Employer Identification Number on the application. Review the application form and instructions carefully.
Any programs listed in the Tour Directory are eligible for support but have to take place outside of the home area of the touring artist(s). Any activity underwritten with Commission touring assistance funds must be open to the public and the presenter must provide community-wide publicity. Elementary and secondary public schools, senior living facilities, correctional facilities, and hospitals are exempt from this Commission requirement.
All performances must take place in Virginia. Touring assistance may not be used for fund-raising events.
Performing Arts Touring Assistance Grant Applications
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Contacting & Booking Performers
Artists and presenters are responsible for scheduling events, negotiating fees, and all other arrangements. The amount of the Virginia Commission for the Arts subsidy may be negotiated by artists and presenters at any level up to, but not exceeding, 50 percent of the negotiated fee for a particular event. To be eligible for funding, events must take place outside of the performer’s home base. The Commission also encourages artists and presenters to seek bookings independent of this touring program.
The fees listed for each artist or ensemble are approximate fees for performances, residencies, workshops, and other events. The fees listed may not include expenses such as the artist’s transportation to the presenter’s community, meals, lodging, and related expenses. Presenters should clarify what additional expenses may or may not be included in the fee. Presenters should also confirm all technical requirements with the artist or ensemble prior to negotiating the terms of the contract. Funds from other Commission programs may not be used to match any portion of a touring assistance grant award.
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Contracts with Performers
Presenters must execute a contract with each artist. The contract must be signed by both the artist or the artist’s representative and the presenter. A well-written contract can be simple and concise and will clarify each party’s requirements and expectations about the event. It should specify items such as technical and publicity requirements; the date, time and place of the event; the artist’s fee to be paid by the presenter; the anticipated Commission touring assistance grant award to the presenter to be applied toward the total fee; and all other special requirements or considerations. Presenters should keep a copy of the application and signed contract on file for future reference.
Contracts must include a clause stating: “this contract is contingent upon receipt of a touring assistance grant award in the amount of $_________ from the Virginia commission for the Arts.”
To be eligible for funding, performances must take place in Virginia but outside of the performer’s home base. Any activity underwritten with Commission touring assistance funds must be open to the public, and the presenter must provide community-wide publicity. Elementary and secondary schools, senior living facilities, correctional facilities, and hospitals are exempt from this Commission requirement.
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Funding Requests Procedures
1. The presenter (sponsor) should choose the performer(s) or ensemble it wishes to present, then contact the artist, agent or ensemble directly using the contact information included with each Tour Directory listing. The presenter should obtain a copy of the touring grant application from the artist or the Virginia Commission for the Arts.
2. The presenter should negotiate the terms of all performance/event arrangements directly with each artist or ensemble. Upon finalization of the terms of the contract, the presenter should send the completed application and a copy of the signed contract to the office of the Virginia Commission for the Arts. Applications will be accepted between March 15, 2016, and December 1, 2016. The completed application questionnaire and signed contract must be received by the Commission at least four weeks before the scheduled performance/event. Applications will not be accepted before March 15, 2016.
3. The Commission awards touring support grants to presenters (sponsors) of a particular artist/ensemble on a first-come, first-served basis from that artist’s/ensemble’s allocation until December 1, 2016. Presenters (sponsors) should not consider touring grants automatic but should wait for confirmation from the Commission. Award letters are generally mailed by the Commission two weeks after receipt of each completed application and contract.
4. After December 1, 2016, the Commission pools any uncommitted touring funds and awards the funds to presenters (sponsors) of any artist/ensemble (except Richmond Ballet, Richmond Symphony and Virginia Repertory Theatre) in the Tour Directory on a first- come, first-served basis. Performances must take place after December 5, 2016, and before June 15, 2017.
5. Touring grant award confirmation letters are generally emailed to the presenter about two weeks after the Commission receives the completed application questionnaire and signed contract. A copy of the grant award confirmation letter is also emailed to the artist, ensemble, or agent.
6. For grant awards of over $150, the Commission sends 85 percent of the grant award to the presenter prior to the scheduled event/concert. The remainder of each grant award—15 percent—is held until the Commission receives the final report from the presenter and it has been approved. For grants of $150 or less, payment will be made after the Commission has received and approved the final report. The final report is due no later than 30 days after each touring performance/event and before June 15, 2017. A copy of the final report form will be emailed with the grant award confirmation letter sent to the presenter. It is the responsibility of the presenter to complete and submit the final report form to the Commission no later than 30 days after each touring performance/event and before June 15, 2017. Final report forms are also available on the Commission’s web site www.arts.virginia.gov
7. If a presenter receiving touring assistance funds for one of the performers listed in the directory has actual income in excess of expenses, the presenter must use the additional funds for other arts activities. The Virginia Commission for the Arts must approve the use of the excess funds up to the amount of the grant.
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