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NOTE:  If the Commission allocates less than $25,000 for any artist or ensemble for the 2013-2014 tour, that artist/ensemble is eligible to compete for unused touring funds after December 1, 2013, up to a total allocation for the year of $25,000.  If the Commission allocates $25,000 or more for any artist's/ensemble's 2013-2014 tour, that artist/ensemble will not be eligible to compete for unused touring funds after December 1.

Application/Review Procedures

1. The artist/ensemble should submit a complete application to the Commission by the deadline.  The Commission does not accept application materials via facsimile transmission or other electronic means (e.g. e-mail).

2. The Touring Program advisory panel will consider the proposals and make recommendations to the Commission.  The Commission will approve artists/ensembles for touring support and reserve a block of funds for each.  Decisions will be announced in June, 2012.

3. The funding reserved by the Commission for each touring artist/ensemble will be held for potential presenters from March 15, 2013, until December 1, 2013.

4. In the fall of 2012 the Commission will distribute the 2013-2014 Tour Directory with information about artists and ensembles eligible for touring support and descriptions of their touring programs.

5. The Commission will begin accepting touring assistance applications from presenters on March 15, 2013.  Applications submitted before that date will be returned.

6. Presenters send applications for touring support, including copies of signed contracts with touring artists/ensembles, to the Virginia Commission for the Arts.  Applications must be received by the Commission at least four weeks prior to the event and no later than December 1.

7. The Virginia Commission for the Arts awards touring support grants to presenters of a particular artist/ensemble on a first-come, first-served basis from that artist's/ensemble's allocation. Grant award letters are generally mailed two weeks after receipt of each presenter's application by the Commission.

8. If an artist/ensemble listed in the 2013-2014 Tour Directory has booked a tour and used all of its original allocation prior to December 1, 2013, it may book additional performances and encourage the presenters to apply to the Commission's "wait list" on a first-come first-served basis for funds which have gone unused by other artists/ensembles.  It is the responsibility of the artist/ensemble to explain that there is no guarantee of funding in this situation.

9. After December 1, 2013, the Commission will pool any uncommitted touring funds and award them to presenters on the "wait list" or other presenters which apply to support activities of eligible artists/ensembles.  Wait list performances must take place between December 5 and June 15 of each touring season.

NOTE: Artists/Ensembles which are awarded an allotment of $25,000 or greater may not receive any additional support under the procedure in #8 and #9.

10. No applications for funding will be accepted after December 1.

Application

• 2013-2014 Touring Artist Application

Information for Presenters of Virginia Touring Artists/Ensembles

Eligible Applicants

Virginia not-for-profit organizations, units of local government, or educational institutions that meet the Basic Eligibility criteria.

Eligible Activities

• Programs listed in the Tour Directory which take place outside of the home area of the touring artist(s)
• Programs should be open to the public, and the presenter must provide community-wide publicity.  Elementary and secondary schools, senior living facilities, correctional facilities, and hospitals may be exempt from this requirement

Deadline

Presenters should send applications for touring support, including copies of signed contracts with touring artists/ensembles, to the Commission at least four weeks prior to the event, and before December 1.

Amount of Assistance

The Commission will fund up to 50 percent of the performance fee for any touring program listed in the Virginia Commission for the Arts Tour Directory, subject to the overall limit for each touring artist/ensemble.  Grant amounts are a minimum of $100.

Application/Review/Payment Procedures for Presenters

1. In the fall the Virginia Commission for the Arts distributes its Tour Directory, listing basic information about the artists and ensembles eligible for tour support and descriptions of the touring program for the following July 1 - June 15 time period.

2. Touring artists/ensembles and presenters begin scheduling and signing contracts.  All negotiations regarding type and schedule of activities, fees, technical needs and promotional efforts are the responsibility of each touring artist/ensemble and its presenters, and the resulting arrangements should be included in the contract.

The Commission's grant, however, will not exceed 50 percent of the contracted performance fee. Fees and all local costs are the responsibility of the presenters.  A presenter's total costs will depend on the touring artist's/ensemble's fee, facility costs, promotion costs, and other local factors.

Each contract must contain language referring to the requested amount of presenter touring assistance.

3. Presenters send applications for touring support, including copies of signed contracts with touring artists/ensembles, to the Virginia Commission for the Arts at least four weeks before an event and before December 1.  The Commission does not accept application materials via facsimile transmission or other electronic means (e.g. e-mail).

4. The Commission awards touring support grants to presenters of a particular artist/ensemble on a first-come, first-served basis from that artist's/ensemble's allocation. Presenters should not consider touring grants automatic but should wait for confirmation. Grant award letters are generally mailed two weeks after receipt of each contract by the Commission.

5. For grant awards of over $150 the Commission will send 85 percent of the grant to the presenter before the scheduled touring program.  The Commission will pay the final 15 percent of the grant after receiving the final report.  For grants of $100 to $149 payment will be made after the Commission has received the final report.

6. Presenters submit final reports to the Virginia Commission for the Arts within 30 days after each event. 

7. If any presenter receiving subsidy for one of these touring artists/ensembles has actual income in excess of expenses, the presenter must use these additional funds for other arts activities, and the Commission must approve the use of any of these excess funds up to the amount of the grant. 

Application and Final Report

• 2011 - 2012 Final Report

• 2012-2013 Presenter Application
• 2012-2013 Final Report for Touring Assistance for Presenters