APPLICATIONS

Applications may be obtained electronically by contacting Andres Chaparro, Jr. at achaparro@hartford.gov or www.Hartford.Gov or from The Evelyn W. Preston Memorial Trust Fund, Bank of America,Trustee.  Please contact Brenda Betancourt at (860) 952-7387 or

brenda.i.betancourt@bankofamerica.com

Program

Description

Grant Conditions

Grant Conditions

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The Evelyn W. Preston Memorial Trust Fund provides musical concert grants for the following categories:

• Jazz
• Rhythm & Blues
• Classical/Chamber
• Asian
• Country
• Reggae
• Big Band Swing
• Contemporary
• Latin
• Afro American
• Children’s Music
• Folk/Blue grass
• Gospel/Spiritual
• West Indian
• Dixieland
• Rock
• Blues
• Afro Caribbean
• World Music
• Americana/Roots
• Native American
• Polka
• Hip Hop
• Funk
• Other ( please describe in the application)

• Applicants must be at least eighteen years old or older.
• Preston concerts must be free of charge and open to the general public.
• The performers must play “two or more different instruments by a group of musicians.”
• All Preston concerts must be performed during the months of June, July, August and September.
• The Preston Fund prefers for concerts to be held in City parks, or other appropriate public locations within the City of Hartford for the general public.  
• No solicitation of financial donations may be made during a Preston funded performance for any reason.  Any Preston recipient who does not comply must forfeit their Preston grant award.
• Applicants must provide information on key artist(s) who will be performing.
• If applicable, the Preston Fund welcomes the submission of current (no older than a year) articles and/or critic’s reviews, program sheets or brochures from past performances.
• Compensation for services, musicians, bands and orchestras should be in accordance with standard rates.
• Applicants must provide information on other sources of funding that have been applied for, either from private or public sources. The Preston Fund may share the funding of a program with other private or public donors or sources, but it will not fund a program that has already received full financial support.
• All recipients must acknowledge the Evelyn W. Preston Memorial Trust Fund, Bank of America, Trustee and the City of Hartford, Office of Cultural Affairs in all banners, signage, print and non-print promotional materials, and live/broadcast announcements.
• All concerts on City property are subject to City regulations governing such events. All funded applicants using city property must submit a permit accompanied with a certificate of insurance to the Risk Management Office (City Hall). 
• If there are any changes to the concert schedule, all funded applicants performing in City parks must give notice of changes in a timely manner, via telephone, to the Risk Management Office. The Risk Management Office will then circulate the amended event permit to all of the appropriate City Departments for their approval. The City of Hartford, Office of Cultural Affairs must also receive written notification of the concert schedule changes. The notification of changes must be done in a timely manner or it may affect your grant award release.

• No Preston Fund award recipient may arbitrarily decide to pool resources with another Preston Fund award recipient for any reason.
• Please indicate if you are seeking matching funds for this grant.
• The Preston Fund reserves the right to request additional supporting information or documents in connection with the grant request.

Eligibility

Eligibility

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Ineligibility

Applicant Eligibility

A).  To apply for a grant, you must meet the eligibility requirements of one of the

        following categories of applicants:

·        Nonprofit organization

·        Individual ensemble

·        Musician

·        Presenter

·        Professional

·        Amateur

·        An applicant who has received Preston Fund award in the previous year must have submitted a final report in order to be considered for a new Preston award.  Failure to submit a final report will render the applicant ineligible for funding.

B). All applicants must demonstrate competence through:

·        The submission of three (3) current and signed letters of recommendations with the contact’s name and address.  The Preston Fund prefers letters from community members, organizations or non-related member recommendations. Please note, that letters of support from family members will not be accepted.

·        New applicants must describe their past experience in presenting similar programs. Please include the type of event(s), (e.g., concert, festival, etc.), the type of music, location of the event(s), and the community involvement and/or reception of the event or any other pertinent information you would like the Review Committee and Trustee to take into consideration.

·        Nonprofit organizations must provide a brief history of the organizations; goals and objectives. A list of board members and the last completed operating budget for the total organization including the projected operating budget for the upcoming year.

Applicant Ineligibility

• The Preston Fund cannot be used to provide musical entertainment for parades.
• The Preston Fund does not fund solo performers.

• Any officer, official, or City of Hartford employee that is paid or unpaid is ineligible for Preston funding.
• Previous grantees or current applicants who have not paid the City of Hartford for delinquent fees or have not made payment arrangement. It is necessary to include a copy of the paid fees receipt or a payment arrangement letter with the application.

Grant Amount

Expenses

Amount and Success Rates

Applicants must submit a grant amount with the application. The grant request should be the actual amount needed for concert funding.

• The grant amount available to you depends on your needs for the concert(s) and available distribution amount for the year. However, all requests will be given equal consideration.
• The average grant in this program is between $3,000 and $5,000.
• The number of applications varies from 53 to 60 applications.
• Approximately 48 grants per year are awarded by the Evelyn W. Preston Memorial Fund.

Eligible Expenses

Preston grants may cover the following expenses:

• Artist fees
• Sound
• Lighting
• Staging
• Insurance
• Printing

Ineligible Expenses

Preston grants will not cover the following expenses:

• Capital costs, such as the purchase of musical instruments, microphones or amplifiers.
• Recording costs.
• Promotional costs (other than printing.)
• Transportation and lodging expenses.

Selection Committee

• A six member Review Committee has been established to review applications and to make recommendations for final review and approval of the Trustee. 

• No member of the Evelyn W. Preston Memorial Trust Fund Review Committee may have a personal or financial interest in a proposal under consideration.  Any such members will excuse themselves from said application’s deliberation process.

Receipt of Application

The Trustee will notify all applicants, by mail or email, with letters of acknowledgement, that the application has been received from the City of Hartford, Office of Cultural Affairs.

Award

Notification

•  All applicants will be notified in writing of the decision concerning their requests 10-12 weeks after the deadline date. 
• Grantees that fail to comply with the finalization of performance schedules and program content with the City of Hartford as described in the Award Letter will result in the forfeiture of the award. 

• Any unused grant funds are to be returned to the Preston Fund with the final report.

Final Report Evaluation

• All grantees are required by the Trustee and the Distribution Committee to submit a final report on the grant award. A final report form is enclosed with the grant award.
• The grantees must meet all reporting requirements. Final reports missing information, copies of imaged checks or receipts are considered incomplete.
• The final report must be submitted by the deadline date. Any final reports submitted after the deadline date is considered to be late. Late final reports and the failure to submit a final report will deem an applicant ineligible for funding for the next application year.