Cultural Partner Program
Proposal to Implementation Timeline
Proposal Submission
1.) Submit Cultural Partner Program (CPP) proposal to Shanna Shelby, Cultural Programs Coordinator, at .
-Once a proposal is received, the program team will review the submission.
-You may expect a response within two (2) weeks from the time the proposal was received.
Accepted Proposals
Arts & Venues will notify the organization via email if the proposed event qualifies for the CPP and has been accepted.
Once proposal has been accepted you must complete the following, in order, within thirty (30) days of being notified.
1.) Contact Tim Taylor, Special Occasion Coordinator, at to schedule a walkthrough and confirm programming logistics/dates.
After the walkthrough, Arts & Venues will:
1.) Issue a confirmation letter detailing what costs Arts & Venues will cover under the CPP, which ones will be covered by cultural partner, and the amount of the CPP Fund stipend, if applicable.
2.) Send a “Booking Agreement” for review with attached instructions.
If your program is not receiving a stipend from the Cultural Partner Program Fund:
3.) Use the “Certificate of Liability Insurance sample” to submit to your insurer and ask them to create a “Certificate of Liability Insurance”.
4.) Sign the “Booking Agreement Signature Page” and return.
Return the completed Certificate of Liability Insurance and Signature Page to
Peter Dearth, Event Coordinator, at .
If your program is receiving a stipend from the Cultural Partner Program Fund:
3.) Use the “Certificate of Liability Insurance sample” to submit to your insurer and ask them to create a Certificate of Liability Insurance.
4.) Complete the W-9 form and return.
5.) A payment schedule will be discussed and established with you.
6.) After payment schedule is established, you will submit invoices as directed by Event Coordinator. (Invoices must include the program date)
-If you are requesting a portion of the stipend paid prior to your program, for materials and planning, please submit an invoice with payment terms of 30-60 days prior to the program.
-A separate invoice, reflecting the total to be paid after the program has occurred, must also be submitted at that time. This invoice should include payment terms reading “Payable upon receipt”.
-Any invoices for multiple day events should be submitted based on the payment schedule set forth in the booking agreement. A signed “Booking Agreement Signature Page” will be required, but will be asked for once the agreement is entered into the city’s automated contracting system.
You must return to Peter Dearth, Event Coordinator, at all completed documentation including:
- Certificate of Liability Insurance
- W-9
- Invoices
- Signature Page
Processing Booking Agreement/Stipend Payment
Once the documents listed in the above section have been received by Arts & Venues, they will be entered into our automated contracting system.
If your program is not receiving a stipend from the Cultural Partner Program Fund:
- The contract will gain approval from the City Attorney’s office and a final signed version will be mailed to you.
- This process can take up to 6 weeks.
If your program is receiving a stipend from the Cultural Partner Program Fund:
- A signature page will be generated.
- The signature page will be emailed to you. Please sign and return as soon as possible to:
Peter Dearth, Event Coordinator, at .
- The contract will gain approval from the City Attorney’s office and a final signed version will be mailed to you.
- Payments will be generated based on the invoices Arts & Venues received earlier in the process. Payments can only be made once the contracting process is complete.
- This process typically takes 6 weeks. Please plan accordingly when submitting a proposal. Please give adequate time for the contracting process to be completed before your event occurs so that you can also be paid in a timely fashion.
If you have any questions about this process, please contact Peter Dearth, Event Coordinator, at