The RFP Questions & Answers process has now closed.
When we received a question through the Request for Proposals (RFP) process, sent to email@example.com, we published that question, and its answer, on this page.
The deadline for final questions was 5pm Monday 16 May 2022. We will not accept questions after this date (unless it is a technical question relating to the Creative New Zealand Portal).
We may amend the wording of the question in order to maintain anonymity for organisations.
Amendment to Request for Proposals issued 19 May 2022
Pursuant to our rights listed in Section 8.20, and in accordance with Section 1.7 of the RFP, we are issuing an amendment to Section 3.2 ‘Partnerships and Collaborations’. The purpose of this amendment is to clarify requirements for partnerships and collaborations between two or more Kahikatea organisations.
The following sentence is inserted after the second paragraph of Section 3.2.
“If all collaborating organisations are requesting funding from the Kahikatea programme, each collaborating organisation should include its own budget request within their total Kahikatea request, with the lead organisation also supplying the remaining requirements listed in this Section. If successful, each collaborating Kahikatea organisation will receive the funding towards their part of delivering the partnership/collaboration.
If the other collaborating organisation(s) are funded through the Toi Tōtara Haemata programme, the collaborating Kahikatea organisation(s) must request their budget through the Kahikatea proposal with the collaborating Tōtara organisation(s) allocating their budget from their existing 2023-2025 Tōtara funding, unless the proposed partnership/collaboration activity is definitively outside of Creative New Zealand's expectations of the Tōtara organisation's delivery as per their existing funding arrangement, in which case the original requirements stand.”
What is the publishing subsidy rate for children's books?
|The publishing subsidy rate for children's books has recently been updated to up to $5,000 per title. This aligns with the rate for standard format publications. Please refer to the Funding Guidelines: https://www.guidelines.creativenz.govt.nz/help/publishing|
|For publishing block grant proposals, are we required to submit a sample of each title we want to include in our Kahikatea Proposal? This was not required in the past.|
It is not mandatory, but the Funding Guidelines for Publishing state a strong application would include a sample of the manuscript.When completing the activity records in the Portal you’re required to provide commentary for each activity, including what the activity is and who is involved. If you’re not planning to provide an example of the manuscript as an attachment, we recommend you provide a good level of detail about the proposed work and the writer/s within the activity record.
|In our publishing block grant can we propose new editions of works or publishing existing works in new formats?||Yes, that is eligible. A strong application for these activities would highlight how re-publishing a title in a new edition or format would deliver to the intended Feature Outcomes.|
|Our current Strategic Plan ends before the end of 2025. What should we do in this situation?||A strategic plan covering the duration of the funding term is a requirement of the RFP (Section 3.1). You can submit a draft plan, or a plan that expires before the end of the funding term but your proposal may not score as highly against the ‘Vision’ assessment statement.|
|5||Can we propose to move into the Toi Tōtara Haemata programme as part of this RFP process?||No. The Tōtara programme is not currently open for new applications.|
There is also little difference between Tōtara and Kahikatea programmes at this stage. While Tōtara funding agreements are for a term of six years, there are only three years remaining in the current term, which is the same as the Kahikatea term on offer. It is also possible for organisations in the Kahikatea programme to contribute to all three Investment Feature Outcomes, as is expected of Tōtara funded organisations.
The Arts Council may decide to allow migration between programmes for the next RFP in 2025.
|6||Should we assume the assessors are unfamiliar with our organisation and our work and therefore the level of detail in our proposal should be high?||Yes, please frame your Proposal with the assumption the assessors may not be familiar with all aspects of your work. Assessors will have experience in the arts sector and relevant artforms, but may not be familiar with your organisation specifically.|
|7||Do activities need to deliver to all three features - Diversity & Reach, Dynamic Arts, Resilient Arts Sector or only one or two?||As per Section 2.3 of the RFP, organisations making proposals to the Kahikatea programme must deliver to at least one Investment Feature Outcome. But, as per Section 2.2, it is possible for organisations in the Kahikatea programme to deliver to more than one Investment Feature Outcome.|
|8||Does Creative New Zealand have a sense of how many organisations won't be successful with their Kahikatea Proposal?||No. It will be reliant on the quality of Proposals we receive, the advice we receive from the external peer assessors and strategic advisory panel, and our budgetary constraints. Final decisions are made by the Arts Council.|
|9||What is the upper funding limit for Kahikatea applications?|
While there is no specified upper limit to how much funding an organisation can request through the Kahikatea programme, and funding formulae do not apply (like they did for the Tōtara programme in 2019), there is definitely an upper limit to what Creative New Zealand can afford to support over the coming years.
Section 2.1 of the RFP states ‘Creative New Zealand’s investment in the Kahikatea and Tōtara programmes for the current financial year (FY2021-22) is $32,790,570. We have provisioned for an 8% increase across both programmes in FY2022-23 to respond to opportunities aligned with the Investment Strategy. We may not expend the full budget this year to provide for increases in future years, with the amount allocated dependent on the mix of proposals in this 2022 funding round.’
We encourage you to be moderate in the amount of funding you request, and submit a compelling case for investment.There are also some funding limits for specific activities; we recommend you read through the Creative New Zealand Funding Guidelines https://www.guidelines.creativenz.govt.nz/help to see if they apply to any of your proposed activities.
|10||Do we have to apply for three years or can we just apply for two?||The standard term for a Kahikatea Funding Agreement resulting from this RFP will be three years. This is to align with the funding term for the Tōtara Programme. However, Creative New Zealand reserves the right to offer funding for a shorter term.|
|11||Do we have to use the budget template?|
Yes, you must use the budget template provided for 2023 activity budgets. This will provide a consistent format that will be easier for external peer assessors to engage with. It also enables you to indicate how requested Creative New Zealand funding will be allocated to activities.You may provide additional budgets in your own format if they provides necessary context for your business model, but be aware that they may cause confusion for assessors if alignment with the budget template is not obvious.
|12||Should our financial projections include the proposed Kahikatea funding amount we are requesting?|
When you enter your projected statements of financial performance and position for 2023 in the Creative New Zealand Portal you should include the amount of requested Kahikatea funding in these projections.
Financial Performance projections should cover your organisation as a whole and include all planned income and expenditure (including infrastructure costs and all sources of funding), even if they do not directly relate to the activities for which you are seeking Toi Uru Kahikatea funding.
When completing the budget template we have provided the option of allocating overhead funding requests across each activity, or separately as its own operating budget.There is more guidance about adding financial projection in the Portal User Guide.
|13||Is there an expectation for a certain percentage of our costs to be from Kahikatea funding?||We do not have specific expectations for the percentage of overall expenditure we intend to fund through the Kahikatea programme however, we continue to encourage organisations to diversify revenue sources to ensure financial sustainability.|
|14||What are the assessors looking for with our Proposal documents? Can we include images? Are they expected to appear professionally produced?|
The assessors appreciate creativity and authenticity - use your voice to tell your story in the best way possible. You can be as creative as you want within the prescribed requirements, but remember - the content of the Proposal is more important than the presentation.
At a practical level, there is a size limit of 10MB for each individual attachment. To stay within this size limit we recommend compressing your larger PDF files, such as the Proposal document.Further information on Attachment requirements can be found on the Portal User Guide
|15||Do we need to allocate Creative New Zealand request by line, or can it be by Activity?|
Because specific funding guidelines can apply to your organisation or activities, you should allocate requested Creative New Zealand funding by line where possible.
If you allocate funding by activity, it is possible that the recommended amount will be reduced if funding guidelines apply to the activity or specific costs related to the activity.
If you propose a partnership or collaboration, it is important that you indicate where requested Creative New Zealand funding will be allocated, so we can make sure our funding is not duplicated.If you are confident that funding guidelines do not apply, you can indicate where requested funding will be allocated by expenditure category (personnel, production, administration and marketing).
|16||Are Powerpoints or other attachments that have embedded videos and photos allowed?|
Yes, as long as the file size does not exceed 10MB.Please also refer to Question #22.
|17||How many letters of support should we provide?||We recommend you combine support material such as letters of support from peers and stakeholders, and evidence of the relevance of your work (such as media coverage, reviews, etc) into one document to make it easier for assessors.|
When it comes to quantity, we recommend you consider quality instead. While we want to make sure assessors, panel members and the Arts Council have the information they need, they will be time pressured to process a great deal of information. Be strategic and select material that will directly support your Proposal. Material should be relevant, timely, and demonstrate your ability to deliver to the Requirements of the RFP (Section 2).
|18||Can you provide guidelines for the way you would like us to measure social media engagement or growth as audience engagement/participation?|
Creative New Zealand does not currently have guidelines for measuring social media engagement.
You may include past digital engagement statistics in support of your programme’s relevance, delivery to Feature Outcomes or priorities for funding, or as a quality measure (if appropriate). If your organisation has a Digital Strategy or similar you may also provide that as an attachment.When projecting engagement with digital activities in the Portal please refer to the guidelines on recording activity statistics.
|19||Will there be a specific budget template for publishers to use, as in the past?||Yes, publishers must use the Publishing Block Grant template. You can download this template from the Portal User Guide https://portalhelp.creativenz.govt.nz/help/publishing-block-grants|
|20||Will the recordings of the RFP Briefing Sessions be available to watch?||Yes, following the second briefing session of Tuesday 12 April a recording of the session will be accessible on the Portal User Guide https://portalhelp.creativenz.govt.nz/help/requests-for-proposal-rfp-presentation|
|21||Regarding partnerships between Kahikatea organisations, one organisation needs to ‘umbrella’ the partnership in their proposal document but could both organisations include separate budget lines for the partnered activity?|
We would expect the partnership or collaboration arrangements described in the lead organisation’s proposal to be reflected in the budgets of contributing organisations.If you are proposing a partnership or collaboration, it is important that you indicate where requested Creative New Zealand will be allocated for the relevant activity, so we can make sure our funding is not duplicated.
|22||Can we include hyperlinks within our support material?|
You may include hyperlinks in your support material if they are links to websites or web-hosted support material (such as published reviews, youtube or vimeo videos, etc). We can only accept online support material that was published prior to 1pm 27 May.
Creative New Zealand cannot be responsible for broken or mis-directed links or missing content.You must not include hyperlinks to google docs, dropbox, or similar cloud-based file-sharing platforms. This is to ensure the information being assessed is easily accessible to the assessors for the duration of the assessment period, and that it can not be altered or amended in any way after the Deadline for Proposals has passed.
|23||In the past there has been an upper limit on the amount available to websites. Is there a limit in place around websites in this round?||No, there is no limit on how much funding can be requested for the development, ongoing maintenance, or content creation or contribution of a website. However, we recommend reading the Creative New Zealand Funding Guidelines thoroughly as other guidelines may apply. https://www.guidelines.creativenz.govt.nz/help|
|24||Can we apply for more funding than we currently receive?|
Yes, you can apply for more funding than you currently receive however, as per Question #9, we have a limited budget for the Tōtara and Kahikatea programmes over the next three years and recommend you are moderate in your request and prepare a compelling case for investment.A strong Proposal for increased funding will score highly across all assessment statements.
|25||Can volunteer and in-kind support be included in our revenue projections?||Yes, volunteer and in-kind support should be reflected in both revenue and expenditure projections. If significant you may also reference this within the description of your business model.|
|26||Are Kahikatea organisations expected to have a certain amount of non-CNZ revenue, specifically if they do not deliver many (if any) revenue-generating activities?||Please refer to Questions #9 and #13.|
|27||We are an annual event with several programming streams that deliver to different Feature Outcomes, but with costs that are spread across the event as a whole. Can we submit an Activity Budget for the overall Festival event and within that breakdown/itemise costs associated with each programming stream?|
We would prefer it if budgets for activities that deliver to different Feature Outcomes are separated. This will help us to analyse the spread of our investment across the different Investment Feature Outcomes as part of the evaluation and decision-making processes.
Using the budget template, you can choose to recognise shared expenses as overheads or to allocate a proportion of the expense to each activity.
You can group activities within one activity budget if they are the same activity type and they deliver to the same outcome. For example, a schools tour where you are presenting at multiple schools may be grouped as a tour, rather than individual activities.Phases of activities that have different activity types should also have separate budgets. For example, if you propose commissioning new work, then presenting those works, the commissioning phase and the presentation phase should be budgeted as separate activities.
|28||What does Creative New Zealand mean by ‘New audiences’ within the Investment Feature Outcome ‘New audiences in New Zealand and internationally are engaged with New Zealand arts’?|
We take a broad approach to the term ‘new’ within this Investment Feature Outcome. The audience may be new to the arts, new to the specific artform or arts practice, or new to your organisation.An example would be a collaboration with an other arts organisations operating in a different artform or practice, delivering a programme of work to audiences from both organisations and therefore both organisations are reaching new audiences.
|29||We have a biennial programme and our next activity is planned for 2024, so our application will be for an off-year, an on-year, and then an off-year. Do I have to put a draft programme together for 2024?|
Yes. To respond to the Assessment Criteria (Section 5.4 of the RFP), assessors will need to understand your programme intentions and how they relate to other aspects of your proposal.
If your activity is biennial and 2023 is an 'off year' you should enter details of your first two years of activity in the portal and make a note of this in your programme commentary.Where possible, you should indicate the status for each activity (e.g. confirmed, in negotiation, draft).
|30||Where is the Kahikatea RFP document?|
Links to the RFP document can be found on the Creative New Zealand website, on the ‘Read before you start’ page of the Portal User Guide, and within the application form itself in the Portal.There are links to the budget templates within Section 3.1 of the RFP and on the Portal User Guide.
|31||Do we include in our RFP proposal other activity, revenue and costs that are part of our overall business but unrelated to CNZ Kahikatea activity or funding?|
Financial Performance projections should cover your organisation as a whole and include all planned income and expenditure (including infrastructure costs and all sources of funding even if they do not directly relate to the activities for which you are seeking Kahikatea funding).
But only include activities that will be delivered using Kahikatea funding in your proposed programme and activity budgets. If you think its particularly relevant, you can talk about other activity in your executive summary.
|32||Is this Kahikatea budget 2023 the final Kahikatea 2023 budget or would we be having to update/review or propose a new 2023 budget later this year?||If your Kahikatea proposal is successful, you will be required to confirm your Programme & Budget for 2023 by 20 November this year.|
|33||If we have other sources of revenue covering our operating expenses, where do we add this in the operating budget?||You don’t need to include revenue that is tagged to operations in the activity budget template. The Activity Budget template is not intended to be a detailed breakdown of all of your organisation's income and expenditure. You will submit this information in the portal as part of your Financial Performance Projection (refer Question # 31)|
We would like to demonstrate the breakdown of our core operating costs AND use the activity budget templates to demonstrate how we apply these operating costs to each activity in our annual programme.
The most logical way to do this in your template seems to be:
- list the core operating expenses in the operating budget tab
- estimate the % of time we spend delivering each activity
-allocate this % of the core operating costs total as a cost line per activity.Can you confirm that this is an acceptable approach?
Yes, you can take this approach.
We recommend describing your methodology in your budget commentary so that assessors can understand your rationale and make sense of the figures.Take care not to duplicate requests for CNZ support in both areas and make sure the information you enter in the Activity and Budget Summary sheet paints an accurate picture.
|35||Do each of the bolded bullet points listed under ‘3.1 Proposal requirements’ (e.g. proposal document, detailed proposed programme info, strategic plan etc) need to be uploaded as separate documents or do you prefer them combined into a single document?||Please attach Proposal Requirements notated by black square bullet points as separate documents.|
|36||We are currently funded by another Creative New Zealand fund for activity and operational costs into part of 2023. What happens to this funding if we are successful with our Kahikatea proposal?|
You cannot request funding through the Toi Uru Kahikatea programme for activities or operational costs that are already funded by other Creative New Zealand programmes.
We recommend you clearly identify in your Activity Budget which aspects are funded through other programmes and which aspects you’re seeking Kahikatea funding toward, and provide explanatory context for assessors within your budget commentary.As per Question #31, please make sure you include all sources of revenue and expenditure in your Financial Performance and Position projections.
|37||Our organisation delivers to Māori and Pasifika kaupapa. Are we able to be assessed by both Māori and Pasifika assessors?||Yes, if your organisation would like to be assessed under both Māori and Pasifika kaupapa frameworks that is fine. Please declare this within your Proposal.|
|38||Our organisational staff, who we will be seeking operational funding for, are also employed by other Kahikatea organisations. How do we best reflect this relationship within our proposal? Are there any questions that may arise that we can speak to in the application?|
Organisations applying for funding through the Kahikatea programme should clearly describe any such arrangements and make sure the arrangement is reflected accurately in your budget submission.
You can describe the arrangement as part of your business model or personnel sections and/or within your budget commentary.You may want to consider providing more context or detail for assessors. For example; a letter of support from the other organisation and/or the relevant staff member affirming the arrangement, an outline of how the person splits their time, or how conflicts of interest are managed.
|39||Our organisations presents international productions. Can Kahikatea funding go towards international artist fees (for workshop/wānanga) or grounded costs (accom/per diems) for professional development opportunities for local artists? Or must the funding to tagged only to our NZ programme /artists only/staffing & operations.||Artists costs for international artists are eligible under Creative New Zealand’s funding guidelines for International artists, if there are direct benefits to New Zealand artists, practitioners or arts organisations. We consider landed costs to be part of the overall ‘artists costs’ category.|
|40||For international exhibitions can we add in our budget the return freight of the artist work, including return freight to overseas locations?||Yes, return freight is an accepted cost under the International touring, presentations and exhibitions guideline.|
|41||Our financial year is from July 1 to June 30 and our business documents are aligned to that. How do we best represent this in our Proposal?||You must input your financial information from January to December. The majority of organisations in the investment programme have a January – December financial year. We know that any financial year timing we choose is going to be difficult for some; however we have chosen the system that works for the majority of the organisations in the programme.|
|42||Our business and strategic plans begin in July. Is it okay to submit our business documents with those dates/terms? Our current strategic plan will not include the final 6 months of 2025 but would be updated within a 3 year term – is that sufficient?|
As per question #4, a strategic plan covering the duration of the funding term and a business plan for 2023 are requirements of the RFP (Section 3.1).
You can submit a draft plan, or a plan that expires before the end of the funding term, but your proposal may not score as highly against the ‘Vision’ assessment statement.
|43||The “innovative arts and business practices that develop new models of value creation” – is the value creation part intended to mean financial/monetary or can it be about value to the performing arts sector or to one’s ongoing professional development? More like, something that is not directly related to creating revenue or financial outcomes.||This funding priority, set by the Arts Council, does not specify the form of value to be developed.|
|44||If we request more than we currently receive and there is not enough budget to support our full request, will our entire application be declined or will further negotiations be possible?||If we offer you a place in the programme but are unable to fund you at your total requested amount, we will either specify which activities we are most interested in funding, or ask you to make a decision on which activities you want to undertake with the funding amount offered.|
|45||What are the current subsidy rates for publishing block grants?||Please refer to the Creative New Zealand funding guidelines relating to publishing subsidies for current maximum subsidy rates.|
|46||Can you please confirm that the Investment Feature Outcomes are proposal must respond to are the outcomes listed on page 5 of the RFP?||Yes. The Investment Feature Outcomes are listed in the far right column of the table in Section 2.3 of the RFP located on page 5.|
|47||There is some discrepancy between the strategic outcomes listed in the RFP and the strategic outcomes listed on the funding guidelines webpage. Can you please confirm which is correct?|
Creative New Zealand has six strategic outcomes that are often grouped under the three areas that you see referenced in the RFP (Stronger arts, Stronger arts Sector, and Greater public engagement with the arts). These are the differences we want our work to make.
You can see how this works in our Creating Value for New Zealanders public value model.
To achieve the Strategic Outcomes, we decided that our investments needed to have certain features (Diversity and reach, Dynamic arts, and Resilient arts sector).
Investment Feature Outcomes are the differences we want our investment to make.
Proposals will be assessed against the proposed programme’s delivery to at least one Investment Feature Outcome.
|48||Are we expected to breakdown the percentage allocation specifically line by line (eg. each individual item within each project / activity / marketing / salaries / accommodation / travel / insurance / HR etc), or can we allocate the percentage of funding by larger expenditure categories: eg. Artistic Costs / Project by Project / Overheads / Fundraising & Marketing?|
You can allocate proposed funding by larger expenditure categories, but keep in mind that requirements and guidelines apply to some activities and costs. Ineligible costs may be deducted from funding recommendations if it is not clear whether CNZ funding is intended for these items. You are also not required to use a percentage approach to allocating proposed funding, although this is an acceptable approach.Remember, when it comes to budget, assessors will be considering the extent to which “The proposed programme of activity is supported by thorough, detailed, and realistic budgets which consider considers market rates and the principles of Creative New Zealand’s Remuneration Policy.”
|49||Can you please clarify the requirements of a partnership or collaboration, specifically how to address the budget requests, when both organisations are within the Kahikatea programme?|
Thank you for this question.
We have amended the requirements for partnerships and collaboration between two or more Kahikatea organisations.Please refer to the announcement above for more information.
|50||We are requesting the same amount each year. Should we create records for "each year" (ie 2024 and 2025), in addition to the record for 2023?|
Yes, you must create a new record for each year in the CNZ Portal, even if you are seeking the same level of funding for each year.
You only need to create activity records for 2024 and 2025 if you are proposing activities that are substantially different to 2023’s activities or activities that your organisation has not delivered previously.
|51||For the ‘Executive overview of how programme will deliver to at least one of the Investment Feature Outcomes’ section of the proposal, is a simple table matching programme activities with the outcomes they deliver to sufficient, or are you expecting some more detailed narrative here?||It’s up to you to decide how you present this information.|
In 2024 and 2025 we plan two other, totally different projects. For the budget, does CNZ need to know the full 2024 activity budgets, including the new activities?
Or do we only give the financial details of that particular new activity in each year (although costs involved are not 100% clear)?
We only need activity budgets for 2024 and 2025 for proposed activities that are substantially different to 2023’s activities or activities that your organisation has not delivered previously.
It is understood that budgets are projections and subject to change. The main thing is to respond to the assessment criteria: “The proposed programme of activity is supported by thorough, detailed, and realistic budgets which consider considers market rates and the principles of Creative New Zealand’s Remuneration Policy”If you are successful in securing a Funding Agreement for 2023 – 2025, you will be able to update your financial projections annually as part of our Programme and Budget process.
|53||We have activities that span multiple years, how do we best reflect this?||If your activity spans multiple years, complete the information based on what will happen between 1 January - 31 December of the first year of funded activity.|
Activities taking place in the following years should be outlined in an attachment to your Proposal.
|54||It is difficult to provide full financial details for 2024 and 2025. Any tips/recommendations for how we can handle new projects (and anomalies) in the projections and positions?|
You only need to provide your projected statements of financial performance and financial position for 2023.Please also refer to Question ID # 52.
|55||We have an activity, or series of activities, that we will present if our original programme is unable to be delivered due to COVID-19. How is this best represented in our Proposal?|
If you have planned COVID-19 alternate/back-up activities you can include these in your detailed information of your proposed programme of activity and/or provide a COVID-19 response plan as an attachment.
Please provide activity budgets for these activities, but do not create activity records in the CNZ Portal.
Please make it obvious which activities are mainbill programme and which are contingencies.
|56||Do we have to allocate our requested CNZ funding against each line of the activity budgets? We have not had to do this in the past. Can we not put the full Kahikatea amount in the operating budget?|
Allocating CNZ funding to specific activities has always been a requirement at application phase.
For more advice, refer to question IDs# 15, 34 and 48.
|57||In reference to Question ID #15 Could you help please clarify what is meant by 'by line' vs 'by activity', and also clarify how that relates to what information we include, and where to include it on the forms?|
In the budget template the proposed allocation of CNZ funding can be entered by line, by category in the column to the right of each budget worksheet, or as an activity total at the bottom of the worksheet.
The term ‘by line’ relates to specific budget items. This level of detail is particularly useful when funding guidelines apply, because some costs and activities cannot be funded by CNZ, or a funding cap might apply.
As explained in question ID#15, “If you are confident that funding guidelines do not apply, you can indicate where requested funding will be allocated by expenditure category (personnel, production, administration and marketing)”, or by activity.
Because organisations often have different budgeting and funding allocation practices,
we don’t have specific expectations about how proposed CNZ funding is allocated. We encourage you to use the template to its best effect to clearly describe your individual approach and as per question ID#34, “We recommend describing your methodology in your budget commentary so that assessors can understand your rationale and make sense of the figures.”
Regarding the Projected Financial Performance and Financial Position, are there templates for these, or do we use our own format i.e. a summarised one?Am I correct in understanding that we are not required to show the Financial Performance broken into two halves (i.e. January - June, and July - December)?
The projected statements of financial performance and financial position for 2023 must be completed in the CNZ Portal.Yes, you do need to provide projected financial performance as at 30 June and 31 December. For instructions on completing your projected statements of financial performance and position please refer to the Portal User Guide.
In Section 3, after you ask for a Proposal Document, you then ask for an attachment containing "Detailed information about your proposed programme of activity”.How is this information different from the information in the list of activities that we are entering directly into the portal? Are you looking for the overall pattern / themes?
|While there might be some overlap of the information required for these two requirements, the activity records have a more operational focus as this is where you enter statistics like venues, participants, audience projections.|
In the three different budget templates you’ve given us, the first template page asks for activity and budget summary.
You ask for a one line summary of each activity - and that’s fine and all the totals add up at the bottom.
You then ask for a high level summary of operating costs for the year.Does that refer to the template on the next page?
Page one of the budget template is intended to be a summary of the other worksheets.
The operational budget tab is to capture costs not specifically related to activities. Because some organisations allocate a proportion of overhead costs across all activities, completion of this tab is optional.The activity tabs are to capture income and costs for specific activities.
|61||The operating budget template does not include any income apart from the CNZ Request. Are we not required to list sponsors and grants from other bodies?||Please refer to question ID#33|
|62||In your answer to Question ID#48, you mention “ineligible costs”. Can you point us to a listing please of these ineligible costs.||Please refer to https://www.guidelines.creativenz.govt.nz/help for any ineligible costs that may apply to your organisation and/or activities.|
We allocate our operating costs across each of our programme activities and your operating budget template says that is fine.
There are some activities we are not seeking CNZ support towards, and these activities also carry their share of operating costs.
Do you want some overall totals?In the past we have simply submitted our overall budget showing overall income and expenditure.
If you allocate a proportion of your operating costs across each activity budget you do not need to complete the operating budget template.
Because organisations often have different budgeting and funding allocation practices,
we don’t have specific expectations about how proposed CNZ funding is allocated. We encourage you to use the template to its best effect to clearly describe your individual approach and as per question ID#34, “We recommend describing your methodology in your budget commentary so that assessors can understand your rationale and make sense of the figures.”Keep in mind that income and expenditure that is not associated with Creative New Zealand funded activity will be included within your Financial Performance and Position projections. See question ID#12.
|64||We are applying for three years and the activities are the same 2023-2025. Do we copy and paste the 2023 activities across the three years? Or will you be able to assess the 2023 activity explanations as applying to all three years?|
You only need to create activity records for 2023.Activity records for 2024 and 2025 will be created during the Programme & Budget process of that year if your proposal is successful.
|65||We are planning to partner with a Tōtara organisation, on a programme of activity which occurs annually in 2023, 2024 & 2025. Each organisation will contribute part of the budget for the programme and these costs will be itemised in a budget. Should we show the Tōtara organisation’s contribution as income in our overall budget for each year or supply a separate budget which deals only with the partnered programme?|
Thank you for this question.
We have amended the requirements for partnerships and collaboration between Kahikatea and Tōtara organisations.Please refer to the announcement above for more information.
|66||As this is a new programme of activity for the two organisations we would like to leave space to experiment and refine the programme over the course of the three years. What is the best and clearest way to express this experimental/evolving element of the collaboration in the protocols and activity budget for the project?||We can’t give you specific advice as to how to respond to the RFP. The important thing is that you put forward a compelling case for investment that is clear and understandable for assessors, panel members and decision makers.|
|67||On the Activity and Budget Summary sheet – For the Total Revenue cell – should we include the CNZ ask in this cell in the budget? So it matches the Total Revenue cell in the activity budget. Or is it just the total of the other revenue?||Yes, the total revenue on the activity budget summary sheet should include the requested funding from CNZ.|
|68||We are submitting activities for 2023 and 2024 (as our programme is biennial), I am including a separate Activity and Budget Summary sheet for 2024 – is this okay, or would you prefer both years were on the same summary sheet?||We recommend using a different worksheet for each activity but both years’ activities can be entered on the same summary sheet. Please select the correct year of activity from the drop-drown column on the summary sheet.|