FILM HUB SOUTH EAST AUDIENCE DEVELOPMENT SCHEME Guidelines

June 2017PLEASE NOTE NEW GUIDELINES NOW APPLY

Contents:

1. Overview of Film Hub South East and the BFI Film Audience Network

2. FHSE Audience Development Scheme Overview

3. Terms and Conditions

4. Eligibility for Funding

5. The application process

6. How to contact us

APPENDIX A: DEFINITION OF BRITISH, INTERNATIONAL & SPECIALISED CINEMAAPPENDIX B: IMPORTANT INFORMATION

1. OVERVIEW OF FILM HUB SOUTH EAST AND THE BFI FILM AUDIENCE NETWORK (FAN)

1.1 INTRODUCTION TO FILM HUB SOUTH EAST AND FAN

Film Hub South East (FHSE) is one of nine regional Hubs, which form the UK-wide BFI Film Audience Network, which was created and is led by the British Film Institute (BFI).

The mission of FHSE is to facilitate and support a collaborative network of exhibitors across the South East in order to extend film choice, increase audiences and enhance audience engagement with British, independent and specialised film across the UK.

We support film exhibitors to provide a wider film choice for audiences and to create and sustain new and diverse audiences for film. We fund projects that give audiences access to exciting films that will help them develop a lifelong passion for seeing film on the big screen.

FHSE’s Audience Development Scheme supports projects that focus on developing new audiences, particularly 16-30 year olds, for British, independent and specialised film. This includes independent work, archive material, films with subtitles and films with either complex and challenging subject matter or an innovative or unconventional nature.

Read a full definition of British, independent and specialised film: https://filmhubse.org/specialised-cinema/

You must be a member of FHSE to apply for the Audience Development Scheme.

Registering as a member is easy and free. Find out more: https://filmhubse.org/members/

1.2 BFI FAN AIMS & OBJECTIVES

The vision of FAN is to build a wider, more diverse UK Cinema audience with a richer appreciation of British, independent and specialised film.

Its aims are twofold: To develop a larger, more diverse, confident and sustainable audience for a wider range of

British and independent and specialised film- with a primary focus on the collective viewing experience

To create a stronger, more connected and confident sector for the distribution and exhibition of a wider range of British, independent and specialised film.

The specific BFI2022 Priorities for FAN are to: Increase access to a wide range of British, independent and specialised film for audiences,

especially those outside central London. Increase engagement with BFI supported activities across the UK and enhance the quality

and cultural depth of audience experience. Increase access to the UK’s screen heritage especially via BFI’s National Film & TV Archive

and those of the regions and nations

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Enhance the quality and reach of audience facing activity, deepen knowledge and build capability in its membership

And To do this with a particular emphasis on increasing the diversity of audiences and boosting

the number of 16-30 year olds engaging with FAN activity.

The BFI’s has four focus areas in 2017. They are: diversity, young people, screen heritage and audience development. Applications to the Audience Development Scheme must address 1 or more of these priorities in their plans.

DIVERSITY: programming, activity and targeted marketing developed by, or aimed at audiences from BAME and LGBTQ groups; those with disabilities or specialised needs and those in areas of limited cinema provision

YOUNG PEOPLE: programming, activity and targeted marketing aimed at increasing audiences aged under 30 including projects to develop young programmers

SCREEN HERITAGE: programming supporting the screening of archive material AUDIENCE DEVELOPMENT: Audience development initiatives aimed at significantly

increasing audiences for British, independent and specialised films

1.3 FHSE AIMS & OBJECTIVES

The work of FHSE is led by a defined set of aims and objectives. FHSE aims to:

Ensure specialised cinema is accessible to as many people in the South East as possible Raise the profile of specialised cinema and those exhibiting it Increase the opportunities for exhibitors and audiences to engage with cinema in all its

diversity: to ensure representation and inclusivity of people of different sexual orientation, physical or mental ability, colour, gender, ethnicity and socio-economic status on cinema screens and working within the exhibition sector.

Foster stronger links between organisations developing audiences for film e.g. with commercial, cultural, and community venues and festivals, galleries, museums and archives

Expand audience reach including greater engagement with the underserved and hard-to-reach.

Provide more opportunities to learn about and engage with film culture

1.4 SPECIALISED CINEMA

The use of British, independent and specialised Cinema underpins all of the work of FHSE and its funded projects. It is defined as:

Independent British film Foreign language/world cinema with subtitles Documentaries Work with stories and subjects relating to diversity, for example Black, Asian & Minority

Ethnic, disability and LGBTQIA Archive/Classic film (film made from 1895 until the last 20 years)

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Short film programmes Artists Film/Experimental

Please see Appendix A for a full definition of Specialised Cinema.

1.5 CINEMA+

CINEMA+ activities need to take place in all of FHSE supported activities, including its funded projects. CINEMA+ refers to associated activities that seek to enhance and deepen audience understanding and engagement with film.

Examples of CINEMA+ activity include but are not limited to:

Q&As, introductions, talks or masterclasses at screenings (such events could involve cast, crew or experts such as critics, historians, teachers, curators, archivists and artists and make use of a satellite link)

Practical workshops (not filmmaking) related to individual screenings/a curated programme of screenings

Programme notes for all audience members which offer insight into the screenings Educational activity An installation/display/exhibition with events for a public venue such as a museum which

accompanies a series of film screenings Live accompaniment (such as soundtracks or narration); Creative social media activity designed to engage audiences The creation of online resources (videos, pictures, programme notes, interviews, podcasts,

blogs) and interactive activities (quizzes, questionnaires, apps)

2. FHSE AUDIENCE DEVELOPMENT SCHEME: TIERS

All funded projects need to relate to:

The BFI’s focus areas: AUDIENCE DEVELOPMENT, YOUNG PEOPLE, DIVERSITY and SCREEN HERITAGE

FHSE’s aims & objectives British, independent and specialised cinema BFI diversity standards:

http://www.bfi.org.uk/about-bfi/policy-strategy/diversity/diversity-standards CINEMA+

THE TIERS

For 2017 we are particularly keen to support projects that are focused on India on Film (http://www.bfi.org.uk/india-on-film) and LGBT50 ( http://www.bfi.org.uk/lgbt50 )

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Tier 1: Projects from £500- £1,000

Support for simple, short-term programmes and projects supported by targeted marketing material such as:

Projects aimed at developing young audiences (16-30 year olds) Special screening programmes of British, independent and specialised film that are

additional to core activity A programme of CINEMA+ activities (see definition in section 1.5) Audience development/marketing campaigns targeted at a new audience group, a new

activity or a new release

Tier 2: Projects from £1,000 - £3,000

Support for mid-scale projects with richer activities; to include activity as described in Tier 1 but should also give consideration to the BFI Focus areas (Young People, Diversity, Heritage and Audience Development) and demonstrate a greater scale in terms of reach, breadth and depth. The target is that at least 25% of the audiences attending these events will be new to the venue. Activity could include:

Projects aimed at developing young audiences (16-30 year olds) including young programmers groups.

The creation of specific screening programmes with relevant CINEMA+ activities for diverse communities or hard to reach audiences e.g. BAME and LGBTQIA groups or those with specific needs (such as subtitled screenings and audio described screenings)

Partnership working between members and with other organisations in relation to co-development and co-delivery

New and challenging programming and CINEMA+ activities that are developmental and have potential for longer term sustainability

New marketing initiatives including social media campaigns that target specific new and/or expanded audiences

Pop-up and temporary screenings with reach, impact and legacy Projects that take place in areas where there is low exhibition provision

Tier 3: Projects over £3,000

Support for significant developmental activity, which can include a range of partners and has long-term impact on audience numbers and film choice; building upon Tier 2 criteria, it is designed to support activity that is more ambitious in scope, will attract significant audience numbers and has a clear potential for strong impact and legacy.

All Tier 3 projects will need to have a set of related CINEMA+ events, programme notes, web & social media presence, a dedicated marketing plan and address at least one BFI focus area. This Tier also has the flexibility to support strategic audience-facing activity led by FHSE in conjunction with particular members.

Activity could include:

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Sustained additional activity within one organisation over a period (e.g. over months not weeks)- Please note all activity must be completed by 9th November 2017.

Large-scale activity taking place over a wide geographical area and/or with multiple partners (such activity must include a member / partner with strong project management capacity and experience)

Ambitious, risk-taking and creatively innovative work Cross-artform collaborations where film represents a significant proportion of the overall

programme Strategic activity co-led by FHSE and members e.g. projects with high impact which

promote FAN’s objectives

Guidance relating to all Tiers:

A simple and fast-tracked proposal, assessment and evaluation process applies to Tiers 1 & 2.

Tier 3 proposals will be initiated by an Expression of Interest (EOI) and completed planned budget and then, if approved, progress to planning documents developed in conjunction with FHSE.

All Tier 2 & 3 projects should be led by members who have a demonstrable record in the delivery of audience-facing film projects.

If you have a good idea, but not the experience, please discuss it with us before submitting a proposal.

3. OVERVIEW OF THE TERMS & CONDITIONS

3.1 CONDITIONS OF PROPOSALS

Only members of FHSE can apply. If you are not already a member, please complete the Film Hub South East membership application form on the FHSE website: https://filmhubse.org/members/

Applicants must secure a minimum of 20% match funding of the total project cost, which can either be cash or in-kind support. (For Tier 3 projects we would expect a larger proportion of match funding)

Successful applicants will be required to carry out evaluations during and following the planned activity using Audience Survey templates supplied by FHSE and supply high quality images of the project to FHSE to use in publicity and reports. Up to £150 can be included in the budget to cover professional photography. You can also include staff time to process evaluation forms.

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3.2 TIMESCALES:

The scheme opens on 7 June 2017 and closes on 30 June 2017 and final reports must be received within a month of project completion or by 7th December, which ever comes first. Due to the nature of the Hub contract with the BFI projects cannot overrun.

All projects must be completed by 9th November 2017.

You will be notified of the outcome of your proposal by 19th July 2017.

3.3 HOW ARE PROPOSALS ASSESSED?

Applications will be considered by the FHSE staff and recommendations renewed and approved by the FHSE Management Board.

All projects will be evaluated on the quality of the idea, planning, impact, marketing, accessibility, value for money (average cost per head is expected to be £5-£8 maximum) and number of audiences reached. FHSE is committed to delivering the BFI Diversity Standards including in the projects we support. As part of your proposal we will ask you how you can help us meet the standards.

3.4 FINANCE:

All projects must secure a minimum of 20% match funding of the total project cost to be eligible (this can be a mixture of cash and in-kind support (where you or partners are providing goods or services free of charge that would normally have to be paid for). Match funding can be cash or in kind (or a mixture of cash and in kind) and can include: anticipated income such as box office or other ticket sales*; programme booking fees; sponsorship; philanthropic support; private donations; charitable funding; or funding from other public sector sources.*We recommend that you do not budget for more than 50% of your venue capacity for Box Office sales. Overestimating ticket sales can negatively impact projects, causing budgetary hardship.

Partnership working is an important demonstration that there is genuine support for your project and we would encourage you to include income from partners where possible.

Please note:Project funds for 2017 are considerably less than in previous years and we would expect to receive more applications than we can support.

3.5 PROJECT COMPLETION:

We ask you to submit the following documents within 1 month of the completion of your project and no later than 7th December 2017. Failure to supply final reporting and audience surveys may result in suspension of payment of the Award, or require all or part of the Award to be repaid.

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Tier 1 - Budget, screening & compiled audience survey data, short report (max 500 words) plus original, completed Audience Surveys (minimum of 10% of audience must be surveyed) and photographs.

Tier 2 - In-depth budget and a longer report on the project’s value and legacy including new audiences reached

Tier 3 – As Tier 2 plus information on partnerships developed as part of the project and any new initiatives or longer-term changes that have developed as a result of FHSE investment

See webpages for each Tier for example Budget documents.

3.6 APPLICATION PROCEDURE (checklist)

(See section 5 for more detailed information)

Check that your group or organisation is a member of Film Hub South East or apply to become a member

Seek advice from us or arrange an advice surgery Complete your proposal or Expression of Interest (see section 5 below) Prepare your supporting documents (see section 5 below) Submit your proposal or EOI and supporting documents by 30th June 2017 You will be notified of a decision by 19th July 2017

4. ELIGIBILITY FOR FUNDING

4.1 WHO CAN APPLY?

To be eligible for the FHSE Audience Development Scheme your organisation must be both a member of Film Hub South East and a properly constituted organisation. Please see below for further details on membership and organisation status.

Film Hub South East membership

Legally constituted organisationsFHSE can accept funding applications from legally constituted organisations operating in the South East, or an unincorporated group supported by a legally constituted organisation nominated to receive funding on behalf of the member. A legally constituted organisation may be one of the following:

Private company limited by guarantee Private company limited by shares Legally constituted partnership Limited liability company registered at Companies House

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Community Interest Company registered at Companies House Charity or trust registered with the Charity Commission Schools, colleges and universities Local authority or statutory body

Applications can be made on behalf of multiple partners or consortia provided a lead applicant is identified. Any offer of funding will be made to the lead applicant, who will be the only point of contact for FHSE’s grant awarding and monitoring processes.

Applicants and/or their partners should have direct experience of film exhibition and/or audience development activity in the UK such as cinemas, cinema chains or consortia, film festivals, film societies or arts organisations with experience of film curation.

Individuals cannot apply.

4.2 WHAT WE CAN PAY FOR

Eligible costsThese include, but are not limited to, the following:

research and curatorial fees staff time (although the apportioned costs of existing staff should not exceed 15% of the

amount you are asking us for) marketing, publicity materials, advertising and/or promotion costs venue and/or equipment hire payments to rights holders, distributors and sales agents transportation costs of prints and/or equipment Professional photography of your project (where FHSE has the rights to use all images in its

publicity) volunteer expenses hospitality and/or travel for VIPs (such as talent for CINEMA+ activities) fees for composers or performers of live music accompaniment recording of events within the project for legacy purposes insurances and/or licences audit, monitoring and evaluation creation of archive packages for screening in appropriate digital formats

4.3 WHAT CANNOT SUPPORT:

We don’t want you to spend unnecessary time preparing proposals that will not be eligible. The funding must be used solely for the purposes of delivering the event or programme, and cannot be used for:

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1. Film festivals unless the application can clearly demonstrate that the proposed activity is outside of the normal scope and core activity of the festival e.g. taking place in a different geographical location and/or at a different time to the main festival. This could relate to touring culturally significant elements that would otherwise be unable to reach a wider audience or audience development work that takes place outside of the normal timeframe of the festival. If you are a festival and are interested in creating a project for the Audience Development Scheme please talk to us first

2. Programmes that are focussed around other artforms, such as opera, literature, dance on film or entire programmes of artists’ moving image, or where feature length film is not the central art form

3. Work which is already fully funded or work which a publicly subsidised venue should reasonably be expected to be offering as part of its core funded programme

4. Costs that are already covered by other funding (including parallel BFI Funds)

5. Programmes showcasing locally made short films or student films unless they are a subsidiary element of a wider, curated programme, or are predominately programmes of short archive films

6. Programmes involving practical film-making including the creation of new films or artists’ moving image work except where it forms a minor element of the overall programme, such as a young person’s engagement activity designed to increase understanding of the films contained in the project

7. Activities that have already taken place or goods/services already paid for by the application closing date.

8. Prize giving, awards or parties, for example opening and closing night galas

9. Core staff posts (For Tier 3 proposals we will consider short-term staffing support as part of the proposal)

10. Activity that duplicates what already exists in the same location or which serves the same audience

11. Activity that is not related to film

12. Activities that take place outside of the South East region (Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Oxfordshire, Surrey, West Sussex)

13. Ongoing overheads, although applications can include an allocation of administrative and overhead costs

14. Equipment or capital expenditure except where purchase of small scale equipment is less costly than hiring and you can demonstrate longer term use.

15. Fundraising eventsPage 10 of 16

16. Activities which should be covered by statutory education provision

17. Activities that do not meet the fund’s criteria

18. The general running costs of your organisation or your partners’ organisation

Alternative sources of funding:

For nationally significant proposals and organisational development http://www.bfi.org.uk/supporting-uk-film/distribution-exhibition-funding/bfi-audience-fund

For Film Production/ Distributionhttp://www.creativeengland.co.uk/film-and-tv

For more information on alternative sources of fundinghttp://www.independentcinemaoffice.org.uk/resources/fundraising

5. THE APPLICATION PROCESS

To apply for funding through the FHSE Audience Development Scheme please ensure you complete all of the following steps:

5.1 OVERVIEW OF APPLICATION PROCESS:

1. Carefully read these guidelines Please contact the FHSE team via email to: filmhubse@brighton.ac.uk or phone to: 01273 643179, if anything is unclear or you require any support.

2. Carefully read the BFI Diversity Standards http://www.bfi.org.uk/about-bfi/policy-strategy/diversity/diversity-standards

3. Discuss your application with the Film Hub South East teamWe can arrange a free Advice Surgeries with a member of the FHSE team to discuss and develop your proposal before completing your application. Contact us on the phone or email above.

4. Complete your Supporting Document templates create a Project Budget: https://filmhubse.files.wordpress.com/2017/05/budget-template-2017.xlsx and Planned Programme: https://filmhubse.org/tier-1-applications/planned-programme/. The completed templates should be uploaded as part of your application.

5. Complete and submit your application form online by 30th June 2017

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Please make sure you include everything that we ask for. If we need further information to help us review your proposal we will contact you.

5.2 DETAILED GUIDANCE ON COMPLETING THE APPLICATION:

SUPPORTING DOCUMENTS

Tiers 1 & 2:

All applicants for Tiers 1 and 2 must complete the following two templates for their supporting documents (these can be downloaded from the online application form pages below).

1. Budget Template2. Expected Outcomes templateA completed programme plan, which outlines your targets for the project including: Number of screenings Number of titles to be screened (features or short film programmes) Anticipated audience numbers per screening and for the overall programme (please be realistic) Number of screening locations Titles, locations and CINEMA+ proposals for your programme** Please note: you will be asked to keep this document updated throughout the project as part of your reporting commitments.

Tier 3:

Tier 3 proposals will need to include a budget. If an expression of interest for a Tier 3 project is approved, further planning documents will be developed after approval in conjunction with FHSE

THE APPLICATION FORM

The application forms are different for each strand, and can be found online at the following links:

TIER 1 https://filmhubse.org/tier-1-applications/TIER 2 https://filmhubse.org/tier-2-applications/TIER 3 https://filmhubse.org/tier-3-expression-of-interest/

You will firstly need to fill in your name and email. This will generate an application session, which you will be able to return to using a link, which will be automatically emailed to you.

IMPORTANT: The information you enter on your application will only be saved if you save it using the red SAVE THIS APPLICATION FOR LATER button at the bottom of the page before closing it.

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5.3 WHAT HAPPENS NEXT

AcknowledgementOn receipt of proposals or Expression of Interest form, each submission will be logged and assigned a Unique Reference Number (URN). Your URN will be sent to you by email within 10 working days. You will need to quote this URN in all future correspondence regarding your application. If you do not receive this acknowledgement within 10 days, please contact FHSE.

Eligibility assessmentYour proposal/EOI will be reviewed by the FHSE Office Staff to ensure that it meets the eligibility criteria set out in this document.

If your proposal fails to satisfy any of the eligibility criteria your submission may be rejected and you will be notified in writing.

AssessmentEligible proposals will be scrutinised by the FHSE staff and recommendations reviewed and approved by FHSE Management Board.

Applicant Meetings (for Tier 3 proposals)The Board may decide they would like more information from you regarding your application or would like to discuss your proposal further before making a recommendation. In this instance we may arrange a meeting with you.

RecommendationFollowing review you will receive a letter outlining the Management Board recommendation, which will be one of the following:

Support at full amount Support at reduced amount Deferral pending further discussion and additional information Decline

6. QUESTIONS AND HOW TO CONTACT US

If you require more information please contact:

Beth Wilson (Administrator)Film Hub South EastUniversity of Brighton154-155 Edward StreetBrightonBN2 0JGWebsite: https://filmhubse.org

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Email: filmhubse@brighton.ac.ukPhone: 01273 643179Facebook: /filmhubseTwitter: @FilmHubSEInstagram: @FilmHubSE

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APPENDIX A: DEFINITION OF BRITISH, INDEPENDENT & SPECIALISED CINEMAThe BFI’s definition of ‘specialised film’ relates to those films that do not sit easily within a mainstream and highly commercial genre. The BFI believes in the diversity of film and of audiences. We want films to find their audiences and audiences to build their appreciation of a wide range of films. A wider knowledge of film gives us a wider knowledge of different cultures and ideas. We believe that the on-going development of film culture relies on both familiarity with the great titles of film history, and on experimentation with new ideas and forms.

Foreign language films with subtitles In almost all circumstances foreign-language films will be classified as ‘specialised’ due to most audiences’ lack of familiarity with and resistance to subtitles.

Documentaries In almost all circumstances feature-length documentaries intended for theatrical distribution will be classified as ‘specialised’ because non-fiction cinema tends to have a narrower appeal than fiction.

Archive / Classic films Films from the beginning of cinema’s history until the last 20 years, older titles shown again on the big screen so that today’s audiences can experience important or overlooked titles in their original format.

Artists Film / Experimenta Feature-length films or programmes of shorts that express an artistic vision or particularly experiment with the film form for aesthetic purposes.

Short Film Programmes Short films give new film makers a chance to learn their craft, find their cinematic voice and to see how audiences respond to their work. Classic short films can give audiences the chance to see the first films by now famous filmmakers, and students of filmmaking the chance to see the format at its best. For these reasons, feature-length (70 mins+) programmes of short films will be considered.

Other Criteria Films that fall outside of the above parameters may also be considered on the basis of unusual or undefinable genres; complex and challenging subject matter; innovative or unconventional storytelling/narrative structure.

Films with stories and subjects relating to diversity (for example Black, Asian and minority ethnic people; disability; LGBTQIA) may also be classified as ‘specialised’.

British film ‘British’ films are those that are in receipt of a ‘Certificate of a British Film’ under the terms of Schedule 1 of the Films Act 1985 as amended i.e. films that pass the UK’s Cultural Test.

‘British’ films do not include films certified as British under any of the UK’s co-production treaties or under the European Convention on Cinematographic Co-Production for the purposes of eligibility for this funding.

APPENDIX B: IMPORTANT INFORMATION

The information in these guidelines can change. The law and Government regulations on distributing National Lottery funds may also change. FHSE therefore reserves the right to review this Programme and/or change its policies, procedures and assessment criteria.

The application form does not necessarily cover all the information FHSE uses to decide which applications to fund. FHSE can ask applicants for extra information. As part of ‘due diligence’ we may require copies of the applicant’s or the applicant’s partners audited and/or management accounts.

All applications are made at the applicants own risk. FHSE will not be liable for loss, damage or costs arising directly or indirectly from:

The application process FHSE’s decision not to provide an award to an applicant. FHSE’s decisions on applications are final. FHSE will not pay the award until it has received a fully executed copy of the Offer of

Funding. FHSE will publicise information on the number of applications it receives and the financial

support given.

The Freedom of Information Act 2000 gives members of the public the right to request certain information held by FHSE. This includes information held in relation to applications to FHSE’s Lottery funding programmes or schemes. Therefore if you chose to apply to FHSE you should be aware that the information you supply, either in whole or in part, may be disclosed under the Freedom of Information Act.

Sometimes some of FHSE’s Management Board, Advisory Group members or FHSE staff may be involved in some way with applicants. This interest has to be declared in applications from such applicants. The relevant Management Board member, Advisory Group member or staff member will not be involved in assessing the application or the decision to make an award. Applicants are advised not to try to influence the success of their application by approaching a Management Board member, Advisory Group member or staff member.

It is important that applicants carefully check the information given in the application form.

FHSE’s standard terms & conditions entitle it to withhold or reclaim an award in the following circumstances:

If the application was filled in dishonestly or with incorrect or misleading information about the organisation or the project whether deliberately or accidently

If during the term of the agreement the awardee acts dishonestly or negligently to the disadvantage of the project.

Complaints and appealsFilm Hub South East’s decision is final. Inevitably, applicants will have to be turned down and may be disappointed by this result. Formal appeals against the decision will not be considered unless the applicant has good cause to believe that the procedures for processing the applications were not adhered to, or applied in such a way as to prejudice the outcome of the application.

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