Frequently asked questions
What do we mean by 'arts or creative activity'?
For this application, arts and creative activity refers to:
- Arts, including performing arts such as music, dance, circus and theatre
- Arts, including visual arts and any type of artistic creation
- Literature and spoken word, poetry
- Crafts (limited to artists/makers working by hand)
- Heritage, museums and galleries
- Libraries and archives
- Cultural education (excluding statutory education, further education, or higher education)
- Combined arts
- Community organisations providing arts and creative activities
- Digital art and film/video art
- Photography
- Independent publishers
What do you mean by ‘co-creation’?
There is no single definition for ‘co-creation’ but the guiding principles that we recognise in co-created activity include:
A) Shared Power and Ownership
- Moving away from the "top-down" model where an artist directs a group. Instead, people involved have a genuine say in the creative direction.
- Both parties agree on the themes, methods, and final activities together.
B) Everyone brings something to the project
- The artist brings their skill (e.g. painting, dancing), while the community brings local knowledge, specific cultural insights or their specific lived experience.
- The process should be as rewarding for the participants as it is for the professional artist.
C) The process is as important as the end result
- Instead of a pre-set process, the project can happen through workshops, conversations, and trial-and-error
- The time spent working together is considered just as important than the final exhibition or performance.
D) Fairness and safety are important
- Creating an environment where everyone feels welcome and are comfortable sharing their personal insights or take creative risks.
- Ensuring that the final work reflects the voices of everyone, not just the artists point of view.
- You may want to have a jointly developed agreement in place to agree how you work together, how conflicts are resolved and how the credits are shared.
- Ensuring that if participants are contributing professional-level work they are also compensated for it where possible.
What is a small organisation?
We have used the Companies Regulations 2024 classification of micro-entities with an annual turnover of £1 million or less.
Financial turnover is the total amount of money an organisation makes from selling its products or services over a defined period, such as a year. It doesn’t mean profit - it’s just how much money came in before paying for costs such as utilities, wages, or supplies. If you're unsure how to calculate your turnover, refer to your most recent set of accounts or speak with your accountant or finance lead
What is a constituted organisation?
A constituted organisation is a formally registered organisation with its own written constitution. This may take a number of different not-for profit forms, including charity, company limited by guarantee or a CIC (Community Interest Company). We will also accept applications from registered community associations with a clearly defined Memorandum of Articles.
Can freelancers apply?
Yes. Freelancers (e.g. sole traders) working in the cultural and creative sector, over 18 years old with a UK bank account in their name are eligible. You must be based in Coventry or have previous history in working in Coventry to apply.
Why do you need our organisation information?
As a public authority we need to exercise due diligence in the use of public monies. This may include checks on the eligibility of your organisation with Companies House or the Charity Commission. This will help us to:
- Check whether you are engaged in arts and cultural activity
- Check your need for funding support, and the viability of your organisation to remain operational for the duration of the grant delivery period
Why are you targeting certain areas?
We are prioritising eight neighbourhoods in which data* shows us that the greatest challenges to cultural participation exist, and which show the most significant changes in cultural participation in recent years, highlighting the need for targeted investment.
*Data taken from the Coventry Household Survey 2018, 2022 and 2024.
Coventry’s Cultural Strategy Goals
Coventry’s Cultural Strategy (2017 to 2027) has been refreshed with input from the cultural sector, freelancers, residents and the Coventry Culture Works Collective, to form The plan for Culture in Coventry: January 2026 to December 2027. These priorities outline what the city aims to achieve over the final two years of the strategy.
How will applications be assessed?
Application assessment will be based on:
- The eligibility of you, or your organisation and your planned grant expenditure
- Whether you have fully completed all required parts of the application and provided any additional information or documents requested
- How you have answered each of the questions asked
- The detail and accuracy of your proposed budget
- Balancing criteria will prioritise projects that engage groups least likely to engage in public-funded cultural activities (Global Majority residents, people aged 60+, and disabled residents) and/or deliver activity within the 6 neighbourhoods identified
Once initial eligibility and due diligence checks have been carried out on your application, an assessment panel will score applications to arrive at a decision. If further questions are required before a decision can be made, shortlisted applicants will be contacted.
What happens if I am successful in my application?
If successful, you will:
- Receive a confirmation letter by email, followed by a grant agreement outlining terms and conditions for you to sign and return
- Be issued with a purchase order with which to invoice for your initial grant payment (if you are not already a past supplier to Coventry City Council, a supplier set up stage will be required before a purchase order can be issued)
How will the grant be paid?
We wish to provide the majority of the grant straight away to enable you to implement your plans with minimal financial risk. Grants will be paid in two instalments:
- 90% following acceptance of award
- 10% at end of delivery period following submission of your evaluation report
Please note that it may take up to 28 days from receipt of invoice until payments can be made.
When can I start my project/activity?
Please note that activity should not take place until after the 3 July 2026. If your application is successful, you’ll need to allow time to be set up as a supplier on the Council’s finance system (if you are not already), and up to 28 days for payment to be processed, subject to receipt of all requested information and documentation. Please make sure your project timeline allows for this, or that you have the cash flow in place to cover any early costs before grant payments are received.
How do I know how much to pay artists & creative practitioners fairly?
The rates vary depending on the type or artists/creatives and the art from (e.g. music, visual arts). You may need do a bit of research online to look at guidance available. We have listed some examples below, but these are just examples. Any payments should always meet the Living Wage Requirements.
Visual arts:
- Artists' Union England (AUE): Provides updated annual "Rates of Pay" guidelines for visual and applied artists, including specific hourly and daily rates based on experience levels.
- a-n The Artists Information Company: Publishes annual "Guidance on fees and day rates for visual artists" and manages the Paying Artists campaign, which provides a specific
- Exhibition Payment Guide for fees in publicly funded galleries.
- Artquest: Provides practical tools and advice on how to calculate a freelance fee, including overheads and negotiation tips.
Music & Performance
- Musicians' Union (MU): Sets recommended minimum rates for a wide range of work, including live performance (gig rates), recording sessions, teaching, and accompanist fees.
- Equity: The trade union for actors, singers, dancers, and other performers. They negotiate collective agreements with major employers (like the BBC or West End) to set minimum pay scales.
- BECTU: Provides pay rate guidance for technical staff, including those in film, TV, and theatre.
Theatre & Writing
- Independent Theatre Council (ITC): Publishes annual rates of pay for theatre practitioners, performers, and managers working in the independent sector.
- Writers' Guild of Great Britain (WGGB): Provides minimum pay rates and contract guidance for writers across TV, film, theatre, and books.
- National Union of Journalists (NUJ): Maintains a freelance fees guide for writers, photographers, and illustrators working in journalism.
Funding & Sector Support
- Arts Council England (ACE): Does not set rates but has links of website for guidance
- FRANK Fair Artist Pay: A newer initiative providing a Fair Pay Calculator and contract templates to help standardise fair remuneration across the sector.
How long do I have to use the grant?
You will have until 26 February 2027 to complete your funded activities.
Will I have to report on how the grant is being used?
Yes. An evaluation report will be required at the end of the delivery, so be prepared to gather information during the course of your project/ activity. We will provide a template and further details of evaluation requirements to successful applicants. As a guide, this may include:
- a full budget breakdown showing how the grant was spent
- how the grant has delivered on intended outcomes,
- what benefits were delivered for Coventry residents
This is essential to receive the final 10% of your grant.
In addition, there will be informal check-ins during the delivery period to offer support, answer questions, and ensure your funded activity is progressing as planned.