Large Grant Application Form

Please make sure you have read the Join the Docks’ Guidance Notes fully to help you fill out this form.

Please also enclose with your completed form the supporting documents listed below:

Your Governance document (Memorandum and Articles of Association / Constitution / Rules / Trust Deed)

a signed copy of your organisation’s most recent audited accounts;

a statement of organisation’s current turnover, profit and loss and cash flow position for the most recent full year of trading/operations (signed as correct by your Chief Financial Officer) where this information is not available in audited form;

a statement of organisation’s cash flow forecast for the current year;

a statement of organisation’s budget for the current year;

copies of the organisation’s public liability and employer’s liability insurance policies;

a copy of your organisation’s financial regulations.

Please attach these supporting documents in an electronic format (e.g. Word file, pdf, jpeg, etc) with your application form. We will not be able to assess your application without these.

Please complete all sections and do not remove any pages from the form. Your application form will have an initial assessment as outlined in the Guidance Notes Assessment Section. If your organisation and activity are eligible it will be shortlisted for review at the Join the Docks Grants Panel Meeting.

Application deadline: 17 April 2020

Please note that decisions to grant funding (if any) are subject to a formal decision-making process. You must not place any reliance whatsoever on the support of the GLA until formally notified in writing and your authorised

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signatories have executed and returned a funding agreement with which you will be provided by the GLA should your application prove successful.

Accordingly, any expenditure that you incur and/or to which you commit (including that which you have incurred or committed to in relation to the preparation of your proposal for funding) prior to formal notification and execution and return of the funding agreement is incurred and/or committed entirely at your own risk.

We may also ask you to send more information.If you have questions, need advice about your application, or access support in filling out this form please contact us before you apply on:Jointhedocks@london.gov.uk Alternatively, by phone: +44 (0)207 055 6400

Freedom of Information

As a UK public authority, the GLA is subject to the provisions of the Freedom of Informaiton Act (2000) (FoIA or ‘the Act’) which gives the public the right to request access to information held by the GLA. The information submitted as part of your application will constitute information held for the purpose of the Act.

None of the provisions under FoIA permit the GLA to withhold applications in their entirety. We do however recognise that your application might contain some sensitive information which is not suitable for disclosure.

If your application includes other information which you believe is not suitable for publication, please supply a supporting letter with this application form to provide details about:

(a) what information your consider to be sensitive or not suitable for publication, and (b) the reasons why you believe this to be the case.

We will only redact or remove information where we would have valid grounds for withholding that information if it was subject to a Freedom of Information Act request.

For more information about the exemption provisions for withholding information under FoIA, please refer to the guidance published by the Information Commissioner’s Office.1 If your application is subject to a request under FoIA, the GLA will consult you to obtain your view about its release. The final decision about what is to be published and what can be published/released rests with the GLA.

1 https://ico.org.uk/for-organisations/guide-to-freedom-of-information/refusing-a-request/#10

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GATEWAY QUESTIONS

Please consider the following statements and answer yes or N/A as requested For activities to be eligible for funding, you will need to be able to answer yes (or N/A for question E) to all the below questions. If you have answered no to one of these questions, then your grant funding application cannot be processed further.  

 QUESTIONS Delete as appropriate

A All the proposed activity is taking place in the Royal Docks Yes / No

B All the proposed activity will take place during Join the Docks (7 August – 6 September 2020) Yes / No

C The proposed activity / activities will be free or low cost for the public to attend Yes / No

C You are applying as an eligible organisation as detailed in Eligibility section of the Application Guidance notes Yes / No

D You hold a public liability insurance policy (ideally of £10m) or will have one in place at the time of the activity Yes / No

E

If relevant to the activity, you have a Child Protection Policy in place, or will have one in place at the time of the activity (this must be compliant with current legislation and statutory guidance)

Yes / No / N/A

F The organisation has, or will employ, a ‘competent person’ to accurately risk assess the activity Yes / No

GYou agree to publish this activity as part of the Join the Docks official programme and acknowledge Royal Docks’ and associated organisations support.

Yes / No

H Please confirm you are a Newham or Royal Docks based organisation or will be partnering with one? Yes / No

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Section A: About your Organisation1.Organisation Name

Organisation Address

Main contact (this should be the person who is responsible for this application and answering any questions that we may have)Main contact email

Main contact telephone

Secondary contactSecondary contact emailWebsite

2. Tick one of the boxes below to describe your organisation’s status.

   Company limited by guarantee

   Company limited by shares

   Community Interest Company (CIC)   Partnership   Local authority   Trust or foundation   Unincorporated group   Other

If you have ticked ‘other’ above, please give details below in no more than 10 words:

If you are a company, what is your Company Registration Number?

If you are a charity, what is your Charity Registration Number?

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3. Tell us about your organisation (including legal status – if you are a constituted organisation, how long it has been in existence, its objectives and what you do)

4. If you have discussed your activity with any of our staff, please tell us their name (or names), if you know, and which team they work in.

5. Are you related to or do you have any contact with any of our staff and if so, please tell us about your relationship with them and their name (or names) and which team they work in.

6. How did you hear about this grant funding?

SECTION B: ABOUT YOUR JOIN THE DOCKS ACTIVITY

7. Name of your Join the Docks Activity

8. When will your activity take place? (please note dates must be between 7 August – 6 September 2020)

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(100 words max.) 

9. Please tell us about your activity. Please describe the activity and tell us what visitors or participants will do / experience when visiting / taking part in this activity?Please attach a maximum of 3 images or 1-page PDF to support this description.

10. Please tell us about the additional offering around your activity for participants / attendees, which could include plans for food & beverage.

(300 words max.)

11.Please give details of how you plan to deliver your activity, including key milestones.

(300 words max.)

12.Please give details of how you plan to deliver an activity that has a positive impact on the environment / minimise your impact on the environment.

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(300 words max.)

13. Please tell us about your organisation and your ability to deliver this activity? Please include examples of past projects that are relevant to this activity.

(300 words max.)

14. Where will your activity take place? You can tick more than one location.

The Crystal Crystal Gardens / Lawns North Dock Walkway Royal Albert Dock Thames Barrier Park

Royal Victoria Gardens Dockside Lawns Pumping Station Square Water V22 (Silvertown Quays)

Section C Project Partners

15.Please tell us if you are working with anyone else on this activity, who they are and what they are doing?

(100 words max.)

16.Please tell us about your partners’ experience and ability to delivery this activity? Please use examples from past projects relevant to this activity.

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(200 words max.)

Section D Activity Participants and Audience

17.How many people do you estimate will benefit from the activity? In the boxes below, please give an estimate for this activity. ‘Participants’ means people doing the activity, including workshops. ‘Audience’ includes people going to an exhibition or performance, and people getting access to work that is printed, recorded, broadcast or available online.

(a) Numbers benefiting from this activity:

Participants      

Audience (live)     

(b) Numbers benefiting from your activities over the last 12 months If possible, please also estimate how many people benefited from your activities in the last 12 months. If none applies, write ‘Not applicable’ or ‘N/A’.

Participants      

Audience (live)      

Audience (broadcast, online, in writing)      

18. What age range/s is your activity aimed at? It can be all ages.

19. Is your activity directed at people who are unlikely to have taken part in this type of cultural activity before?

Yes No

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20.Which of the following groups will you specifically target and encourage to take part in the activity? (tick as many that apply)

Black, Asian, and minority ethnic Londoners

Children and / or young people

Cared for children or care leavers

Disabled people

Children and Young people with SEND

Gypsies and Travellers

Homeless people or rough sleepers

LGBT + People

Older people (aged 75+)

People in lower socio-economic groups

People with experience of the criminal justice systemPeople without qualifications/long term unemployed

People/Households on a low income

Refugees and asylum seekers

UK armed forces veterans

No specific group

Other

If you ticked other, please give details here:

21.Please tell us about your / your partner’s experience with working the groups you have identified in Question 18 & 19 and how will you will engage these groups to encourage participation?

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(50 words max.) 

(250 words max.)

22.Please tell us about your marketing plans for the activity, including any existing resources that you / your partners will use.

(250 words max.)

Section E Outputs and Outcomes

23.Outputs (please enter number below only)

Number of workshops / sessions / meetings, etc.:

Number of performances:

Number of festivals:

Number of community events

Number of artist commissions – books, publications, public art:Number of exhibitions:

Number of film screenings:

Number of volunteers involved:

Number of partners involved:

Number of artists involved:

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24.How will your activity benefit the local community?Please include any experience and knowledge of the local area. Please think about any longer term impact your activity might have.

(250 words max.)

25.Please tell us about how this activity supports the objectives of Join the Docks.

(300 words max.)

26. Please describe your plans for after your activity. Consider how this grant funding could help you / your partner to grow an active audience in the community or to showcase your model to local businesses who may want to support this type of activity. Do you have longer term plans for involving the community in the location where the activity took place?

(300 words max.)

Section F Finance

27.How much funding are you requesting?

28.Activity Cost Breakdown   Please give estimated costs in the table below. You will need to do some initial research into the equipment and services needed for your activity.  (Please expand the table or add extra rows as necessary). Please make your budget as detailed as possible as this will enable to panel to clearly understand what you are applying for. 

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£

It might be helpful to group items together under headings i.e. ‘production costs’, ‘artists’ fees’, ‘space hire’, etc.

Please remember to think about costs such as any infrastructure or technical equipment you may need (e.g. access ramps, gazebos, sound equipment, toilet facilities, high visibility vests, weather protection), F&B, security, stewarding, any location or event license costs (if they apply), waste disposal and transport costs. Please also include any costs for making your activity accessible and sustainable.

Please make sure your activity expenditure includes VAT.  Item / Resource Estimated expenditure funded

by Join the Docks grant funding

Estimated expenditure funded from other sources(please specify sources)

£ £ Source

Total grant request:£

Total project cost: £

 

29.Other sources of incomePlease tell us about any match funding and in-kind support for your project. In-kind can be things that you need for your activity but don’t have to pay for. We expect 50% match funding from other sources (confirmed or unconfirmed at application stage). 20% of this match funding must be cash income from other sources.

Source of Match funding Cash In-Kind

Confirmed / Unconfirmed Total amount

       

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 TOTAL    This total should be the sum total of your match funding

30.Tell us about how you will manage the budget and your / your organisation’s experience of managing budgets.

(250 words max.)

31.Have you received any funding from the Royal Docks Team in the last 12 months?

Yes No

If you have ticked Yes, please provide further details below.

32.Proof of expenditurePlease note that in signing this application you are committing to keeping all evidence of expenditure (receipts, invoices etc.) and providing copies of these if requested by us.  Please confirm you have understood the above by ticking this box

Section G – Permissions, Policies and Risks You will be responsible for meeting all statutory regulations. This will include Health and Safety; protecting children, young people and vulnerable adults; and maintaining relevant insurances. If you are successful, we will request copies of documents before we release any funds to you.

Please confirm you have understood the above by ticking this box

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33.Your activity will require certain permissions, licences (such as TENS), public liability insurance, child safeguarding, DBS checks.Please identify below what documentation, permissions and licences are required and outline the steps you will take to make sure these are in place.

(250 words max.)

34.Your activity will need you to consider health and safety and risk management of activities. If it does, what steps have you taken to identify these and/or make sure adequate policies/measures will be in place for when your project starts?

(250 words max.)

35.What are the delivery risks to your project? List your top 5 risks and any mitigating actions you will take to address them. 

Please detail your top 5 risks to successful project delivery.  How will you either reduce the probability of them happening or reduce their impact? Who will be responsible for managing the risk?

Description of risk

Probability (Low/ Medium/ High)

Impact(Low / Medium / High)

Actions to reduce or mitigate risk

Responsible Party

                                           

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Section H Skills & Training Sessions As part of Join the Docks 2020, we will be holding a range of professional development workshops which will cover a range of topics, including event management, planning, risk, health & safety and licencing. Successful applicants must attend the Essentials of Event Planning and Management workshop.

36.Please confirm you have understood the above by ticking this box

Section I – Publicity Successful applicants may be asked to take part in Join the Docks publicity organised by the Royal Docks Team. Applicants should acknowledge the relevant logos and acknowledgements in publicity for their activities. Guidelines will be provided. All successful applicants will have access to some marketing templates and a guide for social media. You must submit your activity as part of the festival event listings and programme.  If you plan to do any extra publicity (including press interviews, written articles, filmmaking) you must get prior approval from the Royal Docks Team. Please note, this does not include use of your own social media tools. If you’re creating a page on your website, or affiliated website, for example, and using the Royal Docks logo you must agree this with us first.   If you’re not sure if permission is needed or have any other questions on promoting your activity, please contact us for advice and information.  

37. Please confirm that you have understood the above by ticking this box

Section J - Equalities Monitoring (Optional)  This information is used solely to monitor the different backgrounds of grant applicants and recipients. This information is not part of the assessment. We define BAME-led as at least 51% of the senior managers, management committee, board, governing body or council are BAME. The same percentage is used to define disabled-led and LGBTQ+-led organisations.  This information will not be used identify any individual and is only used for the purpose of equality monitoring. To the extent that this information relates to an identifiable individual (as defined under Article 4 of the General Data Protection Regulation (GDPR)), it will be processed in accordance with section 8, Schedule 1, of the Data

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Protection Act 2018 - the purpose of identifying or keeping under review the existence or absence of equality of opportunity. 

Yes/No or %Is your organisation BAME-led?Is your organisation disabled-led?Is your organisation LGBTQ+ led?What percentage of your organisation’s senior staff/board/trustees are women?What percentage of your organisation’s senior staff/board/trustees are men?Do young people have a formal role in the decision making within your organisation? E.g. a youth advisory board.

Section   K — De claration

Data Protection and Freedom of Information

The Greater London Authority is subject to the provisions of the Freedom of Information Act (2000), the EU General Data Protection Regulation (GDPR), and UK Data Protection Act 2018.

Our Freedom of Information and Data Protection policies are available from our website at www.london.gov.uk along with our statement on Openness and Transparency at the GLA.

None of the provisions under FoIA permit the GLA to withhold applications or bids in their entirety.

The GLA treat your applications and bids as sensitive information and we will not share this information with those who are not directly involved in the application process.

However, for the purposes of the Freedom of Information Act, the GLA does not consider that applications and bids submitted as part of this process consitute information provided in confidence

If your application includes information which you believe is not suitable for publication or release under FoIA, you must tell us what that information is and give us your reasons in a separate letter. If you are sending us a separate letter, please attach it with your application form. 

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(a) what information your consider to be sensitive or not suitable for publication, and (b) the reasons why you believe this to be the case.

We will only redact or remove information where we would have valid grounds for withholding that information if it was subject to a Freedom of Information Act request

By signing this application form, you agree to the following

1. We will use this application form and the other information you give us, including any personal information, for the following purposes.

To decide whether to give you a grant.

To provide copies to other individuals or organisations who are helping us assess and monitor grants, including local authorities, other lottery distributors and organisations that award grants. After we reach a decision, we may also tell them the outcome of your application and, if appropriate, why we did not offer you a grant.

To hold in our database and use for statistical purposes.

If we offer you a grant, we will publish information about you relating to the activity we have funded, including the amount of the grant and the activity it was for. This information may appear in our press releases, in our print and online publications and in the publications or websites of any partner organisations who have funded the activity with us.

2. You have read the GLA Data Protection and Freedom of Information statements in this application form and the policies on the GLA website, and accept how we generally plan to treat your application and other related information if someone asks to see it under the Freedom of Information Act 2000.

Tick this box if you consider that, for the purposes of FoIA, we should treat any financial information provided in the ‘Section F’ of the application, as commercially sensitive information.

Tick this box if there are other specific pieces of information in your application which you consider to be exempt information for the purposes of FoIA. You must clearly identify what that information is and give us your reasons below or in a separate letter. If you are sending us a separate letter, please write ‘letter included’ below. The GLA will not treat or consider an entire application or bid as being ‘confidential information’.

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3. If you want to learn more about the Royal Docks, please tick the box below.

Tick this box if you would like to learn more about the Royal Docks.

Remember to sign and date this form.

I confirm that the organisation named on this application has given me the authority to sign this application on their behalf.

I confirm that the activity in the application falls within the powers of the organisation’s constitution or memorandum and articles of association (the legal document setting out the rules governing the organisation).

I confirm that, as far as I know, the information in this application is true and correct.

Your signature

Name(Use capital letters)

Day / Month / Year

Date / /

Please email your application to: jointhedocks@london.gov.uk

Alternatively, by post to: FAO The Royal Docks Team - Join the Docks The CrystalOne Siemens Brothers Way E16 1GB

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