Item 08 - ACME Funding Program Guidelines_Final_08152025.pdf — original pdf

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Austin Arts, Culture, Music, and Entertainment (AACME) _________________________ AACME Funding Guidelines 1 Updated 8/15/2025 Table of Contents Overview .......................................................................................................................................... 3 AACME Funding Goals ....................................................................................................................... 3 Funding Impacts................................................................................................................................ 4 Applicant Eligibility At-A-Glance .......................................................................................................... 5 State of Texas Funding Requirements .................................................................................................. 5 Expenses .......................................................................................................................................... 6 Applicant & Awardee Requirements .................................................................................................... 6 Grant Application .............................................................................................................................. 7 Evaluation & Review ........................................................................................................................... 8 Awardee Grant Agreements & Payments .............................................................................................. 9 Accessibility Statement ..................................................................................................................... 10 Questions About Funding Guidelines? ................................................................................................ 11 AACME FUNDING DETAILS ................................................................................................................ 12 Arts & Culture Funding ................................................................................................................... 12 Music & Venue Funding .................................................................................................................. 19 Heritage Events & Capital Improvement Projects .............................................................................. 25 APPENDICES ................................................................................................................................... 32 Appendix A: Definitions .................................................................................................................. 32 Appendix B: Panelists .................................................................................................................... 37 Appendix C: Appeals Process ......................................................................................................... 39 Appendix D: Insurance Requirements ............................................................................................. 41 Appendix E: Reporting Requirements .............................................................................................. 41 Appendix F: Conflict of Interest Policy ............................................................................................. 43 2 Updated 8/15/2025 AACME OVERVIEW ______________________________________ Overview In February 2025, the City of Austin established Austin Arts, Culture, Music, and Entertainment (AACME) to better support the City’s ongoing work with Austin’s creative community, making the city a stronger place for arts, culture, and music. AACME goals include: • Meaningful direct support for artists and cultural groups • Local economy growth and development to attract visitors and build stronger communities • Enduring partnerships between artists, cultural groups, and businesses • Open and accessible spaces that connect residents and tourists through arts and culture to strengthen community identity and promote collective storytelling • Further build Austin’s identity as a global city for creativity AACME is committed to Building a Collaborative, Vibrant City. AACME Funding Goals Austin is home to many creatives that draw tourists and locals alike to the community. A central initiative of AACME is to invest in the creative economy and expand access and participation in arts, music, and heritage by providing grant funding for activities that enrich the public, broaden tourism, and contribute to a vibrant community. AACME supports our community by prioritizing the preservation of creative space, the elevation of arts and arts nonprofits, and through events, projects, and music that contribute to the cultural fabric of Austin. Our programs support all Austinites with a focus on historically underrepresented communities in funding. Our goals and measures of success align with city wide plans, such as Imagine Austin and the City-Wide Strategic Plan. 3 Updated 8/15/2025 Funding Impacts Performance Measures to Support Funding Goals To measure the impact of AACME funding programs, the City collects performance data through Awardee reporting. The following six categories are evaluated to determine if funded activities advance AACME Funding goals. Category What the City Measures Metrics Reach & Engagement Community reach and public participation Promotion Visibility and marketing efforts Attendance counts, demographic data Event flyers, social media screenshots, VisitAustin.org listings, Tourism Marketing training attendance satisfaction, marketing plan analytics Impact Access Expression Resiliency Economic and cultural benefits for the creative workforce Number of jobs supported, amount of funding distributed, video testimony Accessibility and inclusion for audiences and participants Diverse locations, ADA features, free/low-cost tickets/creative space, multilingual options Support for authentic artistic and cultural expression Artist reflections, new work created, creative risks taken Organizational growth, adaptability, or long-term community benefit beyond City funding New partnerships, diversified revenue, business training, and professional development Awardees may report on these areas at the end of their funding period. The City of Austin may use this information to share impact stories, report to stakeholders, and strengthen future program design. 4 Updated 8/15/2025 FUND SOURCE APPLICANT CATEGORY 501 (c)(3) Arts Nonprofit 501 (c)(3) Arts Nonprofit w/ Creative Space 501 (c)(3) Nonprofit State of Texas Designated Arts Nonprofit For-Profit Arts Group For-Profit Individual Artist For-Profit Professional Musician For-Profit Independent Promoter Organization w/ Eligible Creative Space For-Profit Business Applicant Eligibility At-A-Glance Cultural Arts Fund (HOT) Live Music Fund (HOT) General & Incentive Funds Historic Preservation Fund (HOT) Thrive Elevate Nexus Austin Live Music Fund Creative Space Assistance Program Capital Projects historic designation required Heritage Events must promote site’s history ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ 501(c)(3) ✓ Fiscal Sponsor Allowed *See program sections for restrictions and eligibility definitions. Government agencies or public authorities are ineligible to apply unless otherwise noted in program guidelines. State of Texas Funding Requirements Municipal Hotel Occupancy Tax (HOT) The State of Texas allows cities to use Municipal Hotel Occupancy Tax (HOT) funds to promote tourism and the convention and hotel industry, but only for certain approved purposes. These rules come from Section 351.101 of the Texas Tax Code. • Arts activities that encourage, promote, and share the arts with the public. This includes events, performances, exhibitions, and other major art forms. 5 Updated 8/15/2025 • Historic preservation projects and programs that invite tourists and convention visitors to explore historic sites and museums. These sites can be near convention centers or visitor centers, or other places in Austin that attract tourists. Expenses Eligible Expenses • For HOT funded programs, eligible expenses include but may not be limited to compensation, marketing & outreach, insurance, supplies, permits, rentals, production, and performance and service fees related to the grant-funded activities. • For Grants over $5,000: Potential for up to $2,000 for project-related equipment purchases/repairs, dependent upon the program. o Note: For Thrive Grants, capital expenditures over $2,000 must seek prior written approval from grant administrators. Ineligible Expenses • Awardees are prohibited from “double dipping” (see definition) with their grant funds to cover the same costs or activities. Each Grant Agreement will dictate what expenses are allowed during the grant agreement term. o Applicants who receive both a Creative Space Assistance Program and a HOT-funded grant must ensure that the same expenses are not included in the final reports of the two grant agreements to avoid “double dipping.” (see definition) o Note: For example, “rent” can only be paid by one grant award, depending on the program. • Awardee travel costs, including gas, flights, hotels, tolls, parking, and ferries • Curriculum development or programming, scholarly or academic research, and any related activities • Food & hospitality • Fundraisers, capital campaigns, and benefits, including entertainment and receptions • Start-up costs of a new organization, for example, expenses associated with filing for an LLC, or nonprofit status • Consultants who are also employees • Payments to students or interns whose employment is tied to class credit • Purchase of gifts, awards, cash prizes, scholarships, contributions, donations, or re-granting of funds • Existing debts, fines, contingencies, penalties, interest, or litigation costs Applicant & Awardee Requirements All Programs AACME staff work with Applicants and Awardees to ensure expectations are clear and in line with City of Austin policies, which include the following requirements. Applicants must: • Be at least 18 years old • Comply with the City of Austin ‘Conflict of Interest’ policies and practices (see Appendix) • Live or be based in the Austin–Round Rock Metropolitan Statistical Area (MSA) for the duration of the grant agreement 6 Updated 8/15/2025 • Maintain previous City of Austin grant compliance for continued funding eligibility (see definition for ‘Non-Compliant Status) • Not be a permanent, full-time City of Austin employee • Maintain required insurance for grant-funded activities • Ensure grant funded public activities occur in Austin or its ETJ, unless specified differently in individual guidelines • Produce events and/or activities that are open and advertised to Austin residents, visitors, and tourists • Submit a project budget • Decline any portion of funds not needed, if awarded • Return any unused funds Tourism Marketing & Outreach Awardees must promote their grant funded activities to attract tourists, convention delegates, and local audiences through marketing and promotional plans. They must also commit to the following: • City of Austin branding logo and official publicity statement placement on all related marketing materials • Complete two tourism marketing training workshops provided by Third Party Administrators; and • Promote grant funded events (at no-cost) on VisitAustin.org, at a minimum Grant Application See the AACME website for the timeline of the current grant application cycle. Opportunities are posted through AACME communications, cultural center postings, informational sessions, public events, local libraries, and the City of Austin’s digital channels, and social media. Applications are completed and submitted through the Application Portal, which is online and coordinated by the City’s Third-Party Administrator at the direction of AACME Staff. Application Cycle Overview 7 Updated 8/15/2025 Application & Technical Assistance Processes • Technical Assistance/Grant Guidance: Ongoing availability, application support, technical assistance on eligibility, required documents, and aligning proposals with grant goals. • Profile Set Up/Intake Process: Create or update your profile in the online grants management system. • Eligibility Confirmation: AACME Staff and the City’s Third-Party Administrator conduct eligibility confirmations based on program guidelines. • Access the Application: Eligible applicants receive access to the online application. • Submit Application: Complete and submit the application and required documents by the deadline. Late applications are not accepted. • Application Evaluation & Review: Evaluation and reviews are conducted according to program guidelines. • Funding Decisions: After evaluation and review is complete, all funding recommendations are presented by AACME to the applicable governmental body (i.e., City Manager, City Council, Commissions). Evaluation & Review Evaluation Process Depending on the program, applications are evaluated and scored through either evidenced multiple choice answers or through peer panel processes. Evaluation and review processes are detailed in the program guidelines. 8 Updated 8/15/2025 Applications that meet the requirements outlined in each program’s guidelines and receive the highest scores are recommended for funding. However, the number of approved grant awards depends on available funding, and a grant award is not guaranteed. Applicant Introduction Statement For some programs, applicants must submit a narrative or video to provide additional context about their proposed project or creative work. This is an opportunity to share additional context to your work that you think may be helpful to the panelists. The Introduction Statement is NOT scored but is reviewed by panelists to better understand the elements that may require interpretation. Awardee Grant Agreements & Payments Grant Agreements For most grant agreements, AACME partners with the City’s Third-Party Administrator to support the grant agreement and payment processes, including: • Completed Awardee Award Acceptance & Financial Information Forms; • Attended the Pre-Agreement Kick-Off Meeting; • Completed Insurance Quiz and provide proof of required insurance; and • *Additional forms may be required for grant agreements created by the City of Austin Once all forms and steps are complete, a grant agreement is executed (signed) by the Awardee and the first payment is paid within 30 days. Grant Agreement Cycle Overview Grant Award Payments 9 Updated 8/15/2025 Unless specified differently in individual funding guidelines, grant awards are paid according to the following City policies: • New grant agreement award payments may not begin until a completed Final Report for a previous grant agreement is received and approved by AACME staff • An award payment may not be paid until required deliverables and/or reporting outlined in the grant agreement are received and approved by AACME Staff • Grant award payments are paid in the following percentages: o $5,000 and Under Payment 1: 90% of award amount can be issued once grant agreement is executed. Payment 2: 10% of award amount can be issued upon approval of final report. o $5,001 and Over Payment 1: 50% of award amount can be issued once grant agreement is executed and initial report submitted. Payment 2: 40% of award amount can be issued once interim/progress report is approved. Payment 3: 10% of award amount can be issued upon approval of final report. Accessibility Statement AACME programs are open to all people regardless of race, gender, gender identity, ethnicity, language, sexual orientation, physical ability, and socioeconomic status. It is committed to quality customer services and to provide information in a manner that is accessible, relevant, and timely to residents. The department provides meaningful access to City programs and services through translation, interpretation, and other accommodations upon request. For more information about translation and interpretation services, please contact AACME Staff at ACME@austintexas.gov or 512-974-1624. Funding Guideline Review & Approval AACME is committed to ongoing program improvement that reflects community needs, public accountability, and best practices in grant funding. These guidelines are reviewed and updated on a regular schedule to stay current and effective. A full review of the AACME funding guidelines happens every three (3) years, which includes evaluating program results and data, community input, and ongoing alignment with City goals and policies. Ongoing updates and edits may happen for improved clarity and functionality, as well as new legal requirements. The next full review is scheduled for the FY2028 application cycle. Funding guidelines are created by City staff based on community engagement, program goals, legal requirements, and policy direction. We may bring drafts to advisory groups or commissions for review and input, but these groups do not formally approve the guidelines. Final guidelines and supporting content will be approved by Austin City Council ahead of opening applications. We value the input of community members and partners and work hard to make sure the guidelines support creative work and reflect the City’s big-picture goals. 10 Updated 8/15/2025 Questions About Funding Guidelines? Please review our FAQs or contact us at ACME@austintexas.gov. 11 Updated 8/15/2025 AACME FUNDING DETAILS ___________________________________________________________________________________________________ Arts & Culture Funding Eligible Disciplines AACME Arts and Culture funding supports a wide range of creative disciplines that include a public activity and features artistic expression or cultural storytelling. The below list reflects common fields of practice. If your work doesn’t fall neatly into one of these categories, you are still encouraged to apply. Hybrid, community-based, and emerging forms of creative expression that reflect Austin’s diverse cultural landscape are welcome. If unsure about whether your discipline or project is eligible, contact AACME staff. Eligible disciplines may include: • Arts Education (public performance required) • Arts / Music Therapy • Arts Service Organization • Cultural History/Humanities • Dance • Design Arts (product, jewelry, furniture, etc) • Film, Video, and TV Production • Folk & Traditional Arts • Literary Arts • Media Arts • Multidisciplinary • Museums • Music • Theater/Musical Theatre/Opera • Visual Arts Applicant Introduction Statement Applicants are required to submit an introductory statement as either a written narrative or video. The Applicant Introduction Statement is not scored. Applicants may choose one (1) format: • Written Narrative: Up to 3,000 characters (with spaces) • Video: Up to 3 minutes in length (submitted as a shareable link) Fiscal Sponsorship Applicants may apply with a Fiscal Sponsor for the Elevate and Nexus funding programs. Additional information on Fiscal Sponsorship is available on the AACME website. 12 Updated 8/15/2025 Thrive Application Frequency: Biennial (every two years) – Thrive offers focused investment to sustain and grow local arts nonprofit organizations deeply rooted in and reflective of Austin’s diverse cultures. Grant Agreements are for a 24-month term and awarded in two categories: Applicant Maximum Total Award Annual Award Cap 501 (c)(3) Arts Nonprofit with Creative Space 501 (c)(3) Arts Nonprofit without Creative Space A. Applicant Eligibility Up to $250,000 total over 2 years Up to $125,000 per year Up to $170,000 total over 2 years Up to $85,000 per year • 501(c)(3) Arts Nonprofit (see definition) by time of application submission (verified by letter of determination, IRS Form 990, and IRS.org) • At least five years operating in the City of Austin / MSA (see definition) • Over half of creative production is within the Austin City Council districts or Extra Territorial Jurisdiction (ETJ – see definition)” That is because even though we allow those in the MSA to apply, the majority of their activities need to take place in Austin. • Annual operating budget of $60,000 or higher as shown on most recently completed Form 990. B. Grant Award Amounts • Grant Awards are for a two-year term and capped at up to 100% of the organization’s annual budget. To verify organizational budgets: o Federally designated nonprofit organizations must submit IRS Form 990 filings, which may be accessed through IRS Nonprofit Search or uploaded directly. • Year Two Considerations: o Year One awardees receive the same award in Year Two o No application process for Year Two o An awardee may decline any portion of Year Two funding o Interim reports and agreement updates for Year Two must be approved by AACME staff before Year Two funds are paid To verify budgets for 501(c)(3) organizations: • Provide a copy of the first page only of IRS Form 990, 990 PF, 990 EZ or 990 N evidencing the most • recently completed fiscal year. If your organization recently became a 501c and has not yet filed your first 990 please upload a most recently completed fiscal year’s board approved budget or internally prepared profit and loss statement. C. Evaluation and Scoring Thrive includes at least two separate evaluation panels: One for applicants with Creative Spaces and another for Nonprofits Arts Organizations without a Creative Space. 13 Updated 8/15/2025 Narrative questions are evaluated by independent panelists that represent a broad range of artistic and cultural viewpoints, professions, and backgrounds. Panelists review applications within their area of professional and artistic expertise. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels are facilitated by staff, and all final scoring decisions are carefully reviewed ahead of final award decisions by AACME staff. See Appendix C to learn about panelist nomination, selection, and process. Scoring Criteria Thrive Category Criteria Creative Work Capacity • Mission or artistic vision is culturally significant and community-rooted • Activities reflect the people, places, histories and cultures of Austin • Creative work reflects clear intent, authentic perspective, and meaningful cultural expression • Organization has clear plans and goals for long-term sustainability • Leadership or team demonstrates understanding of and connection to the communities served • Budget, staffing, and support systems are suited to the project’s scope and goals Available Points Up to 30 Up to 40 Public Connection • Programs are welcoming and accessible to a wide public • Organization contributes to Austin’s identity as a creative city Up to 30 D. Cohort Participation The Cohort is a vital component of the Thrive program, designed to cultivate a network of peer organizations committed to strengthening Austin’s creative ecosystem. Participation supports Awardees beyond funding by fostering shared learning, leadership development, and long-term resiliency. Through structured dialogue, professional development, and peer exchange, the cohort helps organizations refine their capacity to adapt, deepen community connections, and position their work for continued impact— both during and beyond the grant period. This approach advances AACME’s mission to make Austin a collaborative, vibrant, and globally recognized creative city. Requirements may include: • 1-on-1 Consultation: Meet with City staff to discuss organizational improvement goals and strategies for achieving long-term resiliency within the community • Tailored Support: Attend trainings, networking events, and other opportunities developed based on the interests of participants and identified cohort goals • Shared Expertise: Peer leadership opportunities for sharing expertise within the cohort, as well as with audiences within and outside of Austin • Feedback: Participants provide ongoing feedback on their cohort experience for program enhancement E. Thrive Award Payments o Thrive Award o Year 1 14 Updated 8/15/2025 Payment 1: 50% of Year 1 award amount can be issued once grant agreement is executed and initial report submitted. Payment 2: 40% of Year 1 award amount can be issued once initial report is approved. Payment 3: 10% of Year 1 award amount can be issued upon approval of interim report. o Year 2 Payment 4: 90% of Year 2 award amount can be issued once staff receive and approve a proposed year 2 budget, proposed activity summary, and proof of insurance for Year 2 activities Payment 5: 10% of Year 2 award amount can be issued once final report is approved. 15 Updated 8/15/2025 Elevate Application Frequency: Annual (once a year) – Elevate invests in cultural organizations, groups, and individual artists that create vibrant, publicly accessible artistic experiences. This program sustains and strengthens Austin’s creative ecosystem by supporting the production, operations, and administration of culturally rich programming for both residents, visitors, and tourists. Grant Agreements are for a 12-month term and awarded in four categories: Applicant Award Amount 501(c)(3) Arts Nonprofit operating budget greater than $300,000 operating budget of $100,001 to $299,999 operating budget of $50,001 to $100,000 operating budget under $50,000 State of Texas Nonprofits/Arts Group operating budget of $50,001 to $299,999 operating budget under $50,000 Individual Artist Minimum two-year production history in Austin Award up to $80,000 Award up to $60,000 Award up to $50,000 Award up to $30,000 Award up to $40,000 Award up to $30,000 Award up to $30,000 A. Applicant Eligibility (see definitions) • 501 (c)(3) Arts Nonprofit • State of Texas Arts Nonprofit • Arts Group • • At least two years operating in the City of Austin / MSA (see definition) • Over half of creative production is within the Austin City Council districts or Extra Territorial Individual Artists Jurisdiction (ETJ – see definition)” That is because even though we allow those in the MSA to apply, the majority of their activities need to take place in Austin. B. Grant Award Amounts Grant Awards are for a one-year term and capped at up to 100% of the applicant’s most recently completed annual budget. To verify budgets for 501(c)(3) organizations: • Provide a copy of the first page only of IRS Form 990, 990 PF, 990 EZ or 990 N evidencing the most • recently completed fiscal year. If your organization recently became a 501c and has not yet filed your first 990 please upload a most recently completed fiscal year’s board approved budget or internally prepared profit and loss statement. C. Evaluation and Scoring 16 Updated 8/15/2025 Narrative questions are evaluated by independent panelists that represent a broad range of artistic and cultural viewpoints, professions, and backgrounds. Panelists review applications within their area of professional and artistic expertise. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels are facilitated by staff, and all final scoring decisions are carefully reviewed ahead of final award decisions by AACME staff. See Appendix C to learn about panelist nomination, selection, and process. Scoring Criteria Elevate Category Criteria Creative Work Capacity • Mission or artistic vision is culturally significant and community-rooted • Activities reflect the people, places, histories and cultures of Austin • Creative work reflects clear intent, authentic perspective, and meaningful cultural expression • Leadership or team demonstrates understanding of and connection to the communities served • Budget and staffing are suited to the project’s scope and goals Available Points Up to 50 Up to 30 Public Connection • Programs are welcoming and accessible to a wide public • Activities foster community belonging and cultural Up to 20 connection across Austin’s populations 17 Updated 8/15/2025 Application Frequency: Biannual (twice a year) – Nexus provides support to emerging and established artists and arts groups. This program invests in vibrant artistic expressions that reflect and engage Austin’s diverse communities. Award asks are based on the proposed Arts Project. Nexus Grant Agreements are for a 12-month term and awarded in two categories: Applicant Award Amount Individual Artist / Arts Group (one year experience) $5,000 OR $10,000 based on score A. Applicant Eligibility • Individual Artist / Arts Group with: o At least one year production history in Austin o $150,000 max annual operating budget B. Grant Award Amounts Grant Awards are for a one-year term and the highest scoring applications will receive the $10,000 award, and the next highest scoring applications will receive the $5,000 award. C. Evaluation and Scoring Applications are evaluated by outside reviewers. All reviewers are trained in the application review process and evaluate applications based on defined grant criteria. Reviewers will provide written comments that will be made available to the applicant. A panel discussion will not be offered. All final scoring decisions are carefully reviewed ahead of final award decisions by ACME leadership. See Appendix B to learn about the evaluation process. Scoring Criteria Nexus Category Criteria Creative Work • Idea reflects the people, places, histories and cultures of Austin • Work demonstrates clear intent, authenticity, and meaningful perspective Capacity • Artist or group brings relevant experience, relationships, or cultural knowledge to support the work Public Connection Previous Funding • Project is made for a specific audience or community in mind • The project is accessible and invites people to experience it • No previous funding Available Points Up to 30 Up to 30 Up to 30 Up to 10 18 Updated 8/15/2025 Music & Venue Funding Austin Live Music Fund Application Frequency: Annual (Once a Year) – The Austin Live Music Fund encourages, promotes, improves, and showcases Austin’s diverse music industry through supporting a wide array of activities marketed to visiting and potential tourists, including live and online events open to the public; studio, video, and merchandise production; promotional tours outside of Austin; broadcasting; and marketing and promotional campaigns. Program goals include increasing Austin cultural tourism; increasing revenue for musicians, promoters, and live music venues; supporting new jobs in the creative economy; and promoting new artist development. Grants are awarded in three categories: For-Profit Applicant Award Amount Professional Musician & Independent Promoter Professional Musician & Independent Promoter Live Music Venue with at least a $60,000 operating budget $20,000 with 24-month Grant Agreement term $5,000 with 12-month Grant Agreement term $70,000 with 12-month Grant Agreement term A. Applicant Eligibility • Professional Musicians and Independent Promoters must meet Applicant definition (see definitions) • Live Music Venue must meet creative space definition (see definitions) • Only one application per lead applicant, and applicant is not eligible to also apply in another eligibility category • Musicians may perform in multiple bands receiving awards; however, a lead applicant may only qualify for one application. • Unless a promotional tour, public activities must take place in a City of Austin Council District or the Extraterritorial Jurisdiction (ETJ) and include at least 51% of performers who fit the definition of "Professional Musician" and live in the MSA (see definition) • Professional Musicians compensated through grant funds are paid at least the City of Austin musician pay rate outlined in Resolution No. 20230720-123 (see definition for “City of Austin Musician Pay Rate”) • Professional Musicians and Independent Promoters cannot receive $20,000 awards in two consecutive City of Austin fiscal years; therefore, if an applicant is awarded in Fiscal Year 2026, they are not eligible to apply again until Fiscal Year 2028 Ineligible Applicants • Nonprofit Organizations • Applicants who do not fit the definitions and requirements for “Professional Musician”, “Independent Promoter”, and “Live Music Venue” are not eligible (see definitions) • Applicants who have accepted grant funding from the Cultural Arts Fund (see definition) in the current Fiscal Year grant funding cycle 19 Updated 8/15/2025 20 Updated 8/15/2025 B. Grant Award Amounts Grant Awards are for a one-year term and are based on the amount the awardee selects in their application that most appropriately matches their needs. C. Evaluation and Scoring Awarded points are totaled from evidenced multiple-choice application answers. Applicants must provide uploaded and/or linked documentation evidence of past “Music Industry Accomplishments”, “Cultural Tourism Marketing & Outreach”, and “Austin Music Economy Development”. Evidence is reviewed and then double-checked by Create Austin at The Long Center Staff. Any questions from the reviews are elevated to City of Austin Program Staff for final determination. Scoring Criteria • “Music Industry Accomplishments” Scoring Category applies only to applications requesting $20,000 • Application questions are formed from the scoring criteria • Application answers must be evidenced with uploaded and/or linked documentation Austin Live Music Fund – Professional Musicians & Independent Promoters Category Criteria – Evidence Documentation from the last three years is prioritized Available Points Music Industry Accomplishments Artist Development Austin Music Economy Development Cultural Tourism Marketing & Outreach • Music industry recognition • Public shows at live music venues with capacities of 300 or more • Audience data, i.e. music streams and downloads; Up to 25 distributed recordings; local, national and international music festival placements; regional and national tours; radio & TV broadcasts • Career training and professional development • Participates in music programs for schools, cultural centers, youth, private lessons, camps, workshops, etc. • Performs / volunteers at benefit concerts to raise awareness for Up to 25 nonprofit charity organizations • Limited or no access to financial lending (points awarded if no or limited access) • Pays at least the City of Austin musician pay rate to hired professional musicians • Hires creatives and creative businesses year-round for such operations as merchandise production, marketing & outreach, equipment, storage, etc. • Hires local creative spaces • Collaborates with other local musicians to create new music • Expands audiences and fan bases locally and outside of Austin through multiple marketing strategies Up to 25 • Marketing collaborations to promote Austin as a global cultural Up to 25 and tourist destination for music • Provides accessibility features for audiences with disabilities 21 Updated 8/15/2025 • Advertises and promotes activities in publications and other initiatives serving communities who speak English as a second language • Programming open and accessible to the public Austin Live Music Fund – Live Music Venues Category Criteria – Evidence Documentation of More Recent Examples Prioritized Austin Music Economy Development Audience Development Cultural Tourism Marketing & Outreach Available Points Up to 40 Up to 20 • More than 50% of expenses are dedicated to music events • Hires at least 25% local musicians • Hires local businesses and creatives year-round for such business operations as merchandise production, marketing, equipment, suppliers, etc. • Ticketed music events • Free or low-cost temporary space for other creative organizations • Regular internships and apprenticeships • Benefit concerts to raise awareness for nonprofit charity organizations • Access to shows for diverse audiences, i.e., all ages, sponsored events for free access, marketing partners to target new fans, etc. • Discounted tickets for community, i.e., students, seniors, creative industry workers, etc. • Accessibility features for audiences with disabilities • Regular programming featuring a diversity of genres • Programming regularly open and accessible to the public • Collaborative programming highlighting additional artistic disciplines, i.e., visual arts, performing arts • Marketing strategies to promote Austin as a global cultural and tourist destination for music, including:  Collaboration with promoters, event organizers, Visit Austin on events related to other major events, festivals, and conventions  Partnerships with hotels, restaurants, and transportation providers to offer attendee benefits Up to 40 • Expands audiences and fan bases locally and outside of Austin through multiple marketing strategies • Advertises and promotes activities in publications and other initiatives serving communities who speak English as a second language 22 Updated 8/15/2025 Creative Space Assistance Program Application Frequency: Biennial (every other year) – The Creative Space Assistance Program supports creative commercial spaces where audiences gather for cultural experiences and are facing temporary or permanent displacement or new commercial leases at higher and unaffordable rates. Funds may be used for revenue-generating space improvements and other space related needs, rent payments, general liability insurance, and property tax reimbursements. Grant Agreements are for a 12-month term: Applicant Organization w/ Eligible Creative Space Award Amount All Applicants must have at least a $60,000 operating budget: • Live Music Venue • Performance Venue / Theatre • Museum / Art Gallery • Multi-Use $60,000 A. Applicant Eligibility Eligible Applicants • Organization must meet creative space definition (see definitions) • Must provide evidence of commercial property site control, including an existing, fully executed lease or lease offer. • Commercial Property must be in Austin or its ETJ (see definition) • Commercial Property must be zoned appropriately for intended use as a commercial creative space with a public assembly use; an “Occupant Load Card” is required with application (see definition) Ineligible Applicants • City-run/owned, State-run/owned, or Federally-run/owned facilities • Applicants who own their commercial creative space • Festivals without permanent space • Studio, office, practice, and workshop spaces • Temporary rental spaces that are not occupied by the applicant 12 months out of the year • New (previously unoccupied) creative spaces unless the Applicant was displaced from their current space in the last 3 months of application closing date B. Grant Award Amounts $60,000 Grant Awards are for a one-year term. C. Expenses Applicants awarded both a Creative Space Assistance Program grant and a HOT funded grant are required to split duplicate allowable expenses between the two grant agreements to prevent “double dipping” (see definition), i.e., “rent” can only be paid through one grant award: Eligible Expenses Grant funds may be spent towards one or a combination of the following: • Rent Stipend: Up to 30% of base commercial rent, not to exceed $60,000 over a 12-month period • Property Taxes: Portion of taxes are reimbursable upon proof of payment by awardee • General Liability Insurance 23 Updated 8/15/2025 • Other Space-Related Needs: Commercial space permitting fees (City staff available for technical assistance); facility improvements (supplies, contractors, and architectural / project plans); environmental impact improvements (air conditioning, outdoor misters, and heaters); and displacement-related expenses (storage, moving, deposits) Ineligible Expenses • Expenses incurred more than 6 months prior to application closing • Salaries & Payroll Taxes • Travel D. Evaluation and Scoring Application points are totaled from evidenced multiple-choice application answers. Applicants must provide uploaded and/or linked documentation evidence of “Compelling Need”, “Urgency”, “Co-Location”, and “Community Benefit”. Scoring Criteria Creative Space Assistance Program Category Criteria Compelling Need • Funding addresses a compelling need for sustainability Urgency • Most Urgent: Applicant displaced or requires immediate relocation, lease renewal, or renovation in 6 months to avoid displacement • Urgent: Applicant not displaced, but requires immediate relocation, lease renewal, or renovation in 7-13 months to avoid displacement • Less Urgent: Applicant not displaced, but requires immediate relocation, lease renewal, or renovation in 14-20 months to avoid displacement • Co-location has served or advanced the applicant’s mission, cultural use, and artistic production Available Points Up to 20 Up to 15 Co-Location • Applicant has either increased access to affordable space for other creatives, or has benefited from increased income Up to 15 • Co-location has improved programmatic efficiencies/collaboration • Demonstrates community benefits through such elements as mission, programs, events, and relationships • Located in a City of Austin Recognized Cultural District / Corridor. Up to 35 See list of eligible Cultural Districts and Corridors • Did not receive a City of Austin grant award in the last five years 10 Community Benefit First Time Awardee 24 Updated 8/15/2025 Heritage Events & Capital Improvement Projects Heritage Preservation Grant Application Frequency: Annual (once a year) – Austin’s rich and diverse heritage is a key part of its identity, shaped by history and generations of creative and cultural leaders. The Heritage Preservation Grant supports historic places and safeguards the stories, values, and identities that make Austin unique. Through the grant, we honor the past, empower the present, and ensure that future generations inherit an Austin that remembers and respects its roots. The program aims to preserve and promote preservation projects, expand access to historic spaces and heritage resources, showcase local stories rooted in history, support the creative economy – all with a strong focus on attracting and expanding audiences and engaging tourists seeking authentic experiences while promoting tourism and the convention and hotel industries. Heritage Preservation Grant and Historic Research Resources Grants are awarded in two categories: Project Types Award Amounts & Term Heritage Events (Local, State, or National Designated Historic Location) Heritage Events (Eligible Properties Pursuing a Designation; or Historic Location with No Designation) Capital Improvement Projects Up to $150,000 with 12-month Grant Agreement term Up to $50,000 with 12-month Grant Agreement term Up to $250,000 with a 24-month Grant Agreement term A. Eligible Applicants • 501(c)(3) Nonprofit • For-Profit Business • Two years minimum experience/operations • Leaseholder or Owner • Applicant may submit one project proposal per funding cycle • Pending specific program requirements, applicants may qualify for more than one AACME funding program if each proposed activity has a different scope of work and takes place at a different time B. Ineligible Projects or Expenses • Archeology projects • Furnishings • Landscaping • Murals 25 Updated 8/15/2025 • Projects or activities receiving funding from the Cultural Arts Fund (see definition) for the same or similar work during the same time period • Projects on residential-zoned properties • Property taxes or rent C. Heritage Preservation Grant Project Requirements • Complete 90% of the project, or be at the final reporting stage, for previous agreements before new grant funds can be paid • Obtain and maintain project insurance throughout the agreement term • Projects must be open to the public, serve the public interest, and be actively promoted to Austin residents, visitors, and tourists, including hours of operation or visitation on the website • Proposals on parkland must gain approval through the Austin Parks Department • Proposals must complete the budget table in the application • Review and acquire necessary permits through Austin Build + Connect (AB+C) D. Evaluation and Scoring After the application deadline, interdepartmental staff review submissions to verify that proposed projects meet state tax-mandated eligibility requirements and program criteria. Applications that meet criteria will be evaluated by an external panel of subject matter experts, including preservation architects, tourism and advertising professionals, museum educators, historians, and civic educators, using a scoring matrix. Selected panelists complete mandatory training on review processes, panel expectations, and program guidelines, before participating in staff-facilitated panels to evaluate applications using the defined scoring rubric. The application includes open-ended, multiple-choice questions, and an Applicant Introduction Statement. Multiple-choice responses must be clearly supported by documentation provided by the applicant. All supporting materials must be uploaded or linked as evidence. All uploads undergo a two- stage review process: initial assessment by the City’s third-party administrator, followed by verification and confirmation by AACME staff. AACME staff conduct comprehensive final score reviews before determining award decisions. After evaluation and review is complete, all funding recommendations are presented by AACME to the applicable governmental body (i.e. City Manager, City Council, Commissions). Grants are not guaranteed and are subject to funding availability. Heritage Events - Past to Present Support proposals that expand access to historic places and heritage experiences by highlighting local history and storytelling, connecting communities, and drawing both residents and tourists. While bids are not required for Heritage Events, a proposed budget breakdown is required as part of the application process. Heritage Events: Funding Levels Project Type Heritage Event (Local, State, or National Designated Historic Site) • Project must occur at a designated historic site, historic district, or within official City of Austin heritage districts. • Events must include historic research and highlight the history of the site. Award Amount Up to $150,000 26 Updated 8/15/2025 Heritage Event (Eligible Properties Pursuing a Local, State, or National Historic Designation) • Project must occur at a site eligible and pursuing a local, state, or national historic designation. • Historic designation must be completed within the grant agreement term. • Events must include historic research and highlight the history of the site. Heritage Event • Applicants may propose a location, with or without a historic designation, that supports their application. This acknowledges that some historic or significant places may no longer be available or exist—such as when the original location has been demolished—and aims to help address such losses. Up to $50,000 • Proposals must show how the location and activities tell the story of an Up to $50,000 important historic event, person, community, group, or the city, and how the project promotes tourism and the hotel industry. (See Historical Associations Category in CoA Historic Zoning Application) • Applicants must create a printed and digital supplement including an itinerary, a site map, and a listing of nearby heritage education attractions such as museums. Heritage Events: Scoring Criteria Category Criteria Site Background: • Provide a brief history and description of the location including its past and current uses. • Explain how visitors learn about the location's history. Project: Details, Team, and Budget: • Provide a detailed description of the work and how funds will be spent. • Describe the project management team. List similar projects each Preservation Impact key team member has completed. • Completed Budget Table Preservation and Untold Stories: • How does your event connect to the location’s historical significance and highlight untold stories associated with it? Storytelling: • How have you used storytelling in past projects to bring a place’s history to life and draw visitor interest? Marketing and Advertising: Max Points Up to 36 Tourism Impact • Which marketing strategies have proven effective when promoting past projects to attract audiences or boost tourism? Up to 36 Broader Tourism Audiences: • How have you attracted new audiences, tourists, and hotel and convention guests to historic places with past projects? Success Measurement and Evaluation: 27 Updated 8/15/2025 • How have you measured the past success of tourism marketing strategies for heritage projects? Community Collaborators • Does the project include community collaborators? If yes, how will the partnership reflect community voice, values, and participation in the heritage tourism proposal to expand audience and tourism participation? First-Time Applicant • Has the applicant ever received a Heritage Preservation Grant? Access to Heritage Resources • How does your event increase heritage tourism by providing access to heritage resources and historical information? • City of Austin Local Historic Landmark (eligible property pursuing historic designation) Up to 18 10 New Voices, Historic Places New Local Designation *Maximum Points for Heritage Events: 100 E. Heritage Events may include: • Events, festivals, or programs at a historic location or within a historic district • Heritage, historic, or interpretive history-focused exhibits or kiosks (requires Owner Authorization in advance) • Historic designation consultant expense is eligible and must be completed within the grant agreement term • Historic marker (applications must indicate eligibility from the Texas Historical Commission in advance) • Projects in heritage districts approved by the City Council (including the Red River Cultural District, African American Cultural Heritage District, and the 5th Street Mexican American Heritage Corridor) • Tour development: historic, heritage, legacy business, and natural resources F. Eligible Heritage Event expenses: • Equipment rentals • Honoraria for oral history interviews services rendered • Marketing and promotional activities • Non-expendables for tour development tourist-benefitting expenses, not to exceed $2,000 • Production, historic research, operations, and administration of heritage tourism activities that support the event and promote tourism • Project insurance • Review and acquire necessary permits through Austin Build + Connect (AB+C) G. Funding Distribution (24-month term) • Payment 1: 50% of award amount can be invoiced once grant agreement is executed • Payment 2: 40% of award amount can be invoiced once interim report is approved • Payment 3: 10% of award amount can be invoiced upon approval of final report Capital Improvement Projects 28 Updated 8/15/2025 Support capital improvement projects at historic sites – designated or eligible that attract tourists. The site must be open, and its history must be actively marketed to tourists. Capital Improvement Project Funding Project Type • Historically designated sites or contributing properties in a historic district • Eligible properties pursuing historic designation. Historic designation must be completed within the grant agreement period. Consultant fees related to the designation process are eligible expenses. • Project management fee and administrative expenses that support the project are allowed up to 10% of the grant award. Award Amount Up to $250,000 Capital Improvement Project: Scoring Criteria Category Criteria Site Background: Preservation Impact Tourism Impact • Provide a brief history and description of the site, including its architectural style, key features, and its past and current uses. • How will visitors learn about the location’s history? Project: Details, Team, Budget, and Bid Package: • Provide a detailed description of the work and how funds will be spent. Complete: Budget Table and Upload: Bid Package • List the project team. Describe similar preservation projects each key team member has completed. Historic Standards & Urgency: • Explain how the project aligns with local and/or national historic building standards. • Describe how support will help this project. If urgent, describe why. Long-Term Preservation: • Is there a plan that supports the steps needed to preserve the building? • Why is the proposed project your highest priority right now? Storytelling: • How have you used storytelling in past projects to bring a place’s history to life and draw visitor interest? Marketing and Advertising: • Which marketing strategies have proven effective when promoting past projects to attract audiences or boost tourism? Broader Tourism Audiences: • How have you attracted new audiences, tourists, and hotel and convention guests to historic places with past projects? Success Measurement and Evaluation: • How have you measured the past success of tourism marketing strategies for heritage projects? Max Points Up to 36 Up to 36 29 Updated 8/15/2025 Community Collaborators: • Does the project include community collaborators? If yes, how will the partnership reflect community voice, values, and participation in the heritage tourism proposal to expand audience and tourism participation? New Applicant: • Has the applicant ever received a Heritage Preservation Grant? Access to Historic Spaces • How does your historic space provide access to local creatives and heritage groups in support of heritage tourism? • City of Austin Local Historic Landmark (eligible property pursuing historic designation) Up to 18 10 New Voices, Historic Places New Local Designation *Maximum Points for Capital Improvement Projects: 100 H. Eligible Capital Improvement Projects Include: • American Disabilities Act (ADA) exterior access • Awning rehabilitation / repair • Cast iron restoration / repair • Door/window/trim restoration/repair • Facade elements • Foundation stabilization • Heating, ventilation, and air conditioning installation/repair (see pg. 202) • Historic accessory structures • • • • • Interior: Electrical Upgrades (compatible with the restoration-period character of the interior and the request must be submitted together with an exterior project proposal) Interior: Mechanical Upgrades (compatible with the restoration-period character of the interior and the request must be submitted together with an exterior project proposal) Interior: Flooring (must be submitted together with an exterior project proposal - see pg. 204) Interior: Safety Upgrades (compatible with the restoration-period character of the interior and the request must be submitted together with an exterior project proposal - (see pg. 202) • Masonry rehabilitation / repair • Millwork rehabilitation / repair • Paint (in kind; must match existing unless pre-approved) • Professional services or consultants required to support the project, such as Preservation Architects, Interpretive Planners, Architectural Historians, and other professional services contracts to support the project, its long-term preservation, or historic designation are eligible • Sign installation (must comply with Historic Sign Standards) I. Additional Capital Improvement Project Requirements: Interior projects must include a sensitive treatment plan which emphasizes preserving significant historic features and materials while minimizing physical and visual impact as recommended by The Secretary of Interior’s Standards for the Treatment of Historic Properties. Interior project proposals must be submitted together with an exterior project proposal • • Maintain historic designation 30 Updated 8/15/2025 • Projects must occur at a designated historic site or a contributing property within a designated historic district • Projects must occur at a site eligible for local, state, or national historic designation, or determined eligible for designation by the Texas Historical Commission. Designation must be completed within the agreement term • Project management fee and project administrative expenses are allowed up to 10% of the grant award for capital projects • Projects must be reviewed and approved by the Historic Preservation Office and/or the Historic Landmark Commission after a preliminary review by the Architectural Review Committee as needed • Proposals on private property must include Owner Authorization with the application • Proposals must include one complete bid package (see definition) with bids from a contractor, (Preservation) Architect, subcontractor and vendors. Two complete bid packages are not required • Proposals must include recommendations from an Architect based on The Secretary of Interior’s Standards for the Treatment of Historic Properties and/or the City of Austin Historic Design Standards • Proposals must adhere to City of Austin Historic Design Standards and/or The Secretary of Interior’s Standards for the Treatment of Historic Properties • Proposed historic site may require an on-site assessment or review J. Funding Distribution (24-month term) • Payment 1: 50% of award amount can be invoiced once grant agreement is executed • Payment 2: 40% of award amount can be invoiced once interim report is approved • Payment 3: 10% of award amount can be invoiced upon approval of final report 31 Updated 8/15/2025 APPENDICES ___________________________________________________________________________________________________ Appendix A: Definitions Applicant Introduction Statement: Applicants must submit an introductory statement as either a written narrative or video. The Applicant Introduction Statement is not scored. See applicable programs for details. Applicants may choose one (1) format: • Written Narrative: Up to 3,000 characters (with spaces) • Video: Up to 3 minutes in length (submitted as a shareable link) Applicant (Lead): The individual who submits the grant application and serves as the primary point of contact with AACME and its third-party administrators (e.g. Authorized Official / Executive Staff / Official Board of Trustees Executive Committee / Founder). The “Applicant” is the authorized signatory on the grant agreement and has legal authority to represent the applying organization or group. This individual is accountable for the accuracy of application materials, adherence to grant requirements, and compliance with all contractual obligations if funding is awarded. • Nonprofit organizations, the “Applicant” must be an authorized executive staff member, program director, or official listed on the organization’s governance documents and have authority to sign grant agreements on the organization’s behalf. • Arts Groups, Individual Artists and Professional Musicians, the “Applicant” must be a core project leader with documented authority to act on behalf of a project to fulfill grant obligations, including signing the agreement. • Sponsored Projects, the “Applicant” must be a core project leader with documented authority to act on behalf of a project and coordinate with the Fiscal Sponsor to fulfill grant obligations, including signing the agreement. • For-profit entities, the “Applicant” must be the individual granted legal signature authority to sign agreements on behalf of a company or sole proprietorship. Arts Group: A group of two or more people who have been collaborating (see collaborator definition) or creating work together for over 1 year, OR An individual artist (see definition) with a registered LLC or other incorporation, OR An entity that does not have nonprofit status. • Artistic goals or creative mission is the production of arts and culture activities. This includes arts service providers that offer professional support to creatives Awardee: An individual or organization that has been selected to receive funding through an AACME grant program. Also referred to as a “grantee.” Awardees must meet program requirements and fulfill all contractual obligations, including reporting and promotion. Capital Expenses (Non-Expendable): Money spent by a business or organization on acquiring or maintaining fixed assets such as equipment, instruments, etc. Any single capital expenditure over $2,000 must be pre-approved by the program staff administrator to ensure compliance with the grant agreement and City policy. Capital expenditures include, but are not limited to, the purchase, repair, or renovation of such equipment and property as speaker systems, theater seats, artwork, etc. These are examples and not 32 Updated 8/15/2025 an exhaustive list. Please contact your program administrator for further questions about specific expenses. Capital Improvement Project - Bid Package: A complete set of formal estimates from a contractor, preservation architect, subcontractor, and vendors of a capital improvement projects at historic sites. Each bid within the package should include the cost, description, timeframe, contracting roles, treatment method, and scope of work to be performed. Bids must specify materials and explain how the work complies with the Secretary of the Interior’s Standards for the Treatment of Historic Properties. Capital Improvement Project - Owner Authorization: Applicants must include a signed letter from the historic property owner granting permission for the proposed capital improvement project. Applications without this documentation are not considered for review. Capital Improvement Project - Phased Work: Phased work divides a large project into smaller focused scopes of work. City of Austin Council District: The City of Austin has ten single-member districts. To find which district an address is in, visit https://www.austintexas.gov/GIS/CouncilDistrictMap/ and click “I Want to...” then click “Find my Council District.” City of Austin Fiscal Year: The City of Austin Fiscal Year (FY) runs from October 1 through September 30 of the following year. City of Austin Musician Pay Rate: As directed in Resolution No. 20230720-123, the pay rate for musicians for live City music performances is no less than $200 per musician for groups of up to six people; $150 per musician for groups between seven and ten people; and $1500 total for groups of musicians of ten or more. City of Austin Recognized Cultural District / Corridor: See a list of City of Austin recognized Cultural Districts, as well as a map of City of Austin recognized Cultural Districts. Collaborator/Collaboration: A contributor that has a share in the direction of the project or proposal. All collaborations must meet the minimum program eligibility, including years of operating history in Austin, meaning that the collaboration has to have documented history of producing public activities for the minimum years required per program. For the purposes of the Arts and Culture grants all collaborators fall within the Arts Group (see definition) applicant type. Commercial: A for-profit business that prioritizes the marketability, profitability, and overall success of a product or service, with a primary focus on marketing, sales, and revenue of a product or service. Community Benefit: The opportunity for Austin residents, visitors, and tourists to access and actively engage in arts, music, heritage, and cultural activities, including experiences at historic sites, cultural spaces, and through works of public art that align with the goals of our program areas. Creative Space: An establishment where arts/culture programming is the primary function. The location is publicly accessible and able to be rented by creative producers. The space may present one or more art forms including, but not limited to live music, dance, theater, visual art, film, museums, galleries etc. The operator of the space may be a for profit or a nonprofit entity. 33 Updated 8/15/2025 Creative Worker: Individuals employed or contracted in arts, music, heritage, or other cultural fields. This includes artists, musicians, curators, arts administrators, educators, designers, and production staff who contribute to Austin’s creative economy. Cultural Arts Fund: City of Austin budget fund sourced through Municipal Hotel Occupancy Tax revenues, which is the source of award funds for AACME facilitated Arts & Culture funding programs. Cultural and Heritage Tourism: The use of the performing and visual arts, festivals, architecture, historic places, and other phenomena that contribute to the cultural vitality of a city, in order to attract tourists to a specific city/geographic region. Delinquent Status: An applicant who is past due on some or all grant agreement requirements but has not yet met the threshold of non-compliant status. Someone with delinquent status is eligible to apply and receive a grant, however, they must close out the delinquent contract no later than 30-days after the Award Acceptance Form has been submitted for the new award, or risk forfeiting the new award and entering into non-compliant status. Double Dipping: Awardees are prohibited from using funds from multiple AACME grants to cover the same project expenses within a City of Austin fiscal year (October 1 – September 30) or the same time period. Each Grant Agreement dictates what expenses are allowed during the grant agreement term. Emerging Artist: An individual in the early stage of their creative practice, with less than two years of experience producing or presenting artistic work in a public context. Emerging Artists may be self-taught, professionally trained, or newly entering the field and are still developing their audience, artistic identity, and body of work. For the purposes of AACME Funding, “emerging” artists must also have received no more than one prior AACME grant award. Experience: Refers to an organization’s, group’s, or individual's history of producing creative work, managing programs or events, or engaging with audiences. Experience can include past projects, performances, exhibitions, workshops, cultural preservation work, or other efforts that demonstrate creative impact and community involvement. Experience may be continuous or may reflect periods of pause, change, or transition. Extraterritorial Jurisdiction (ETJ): The unincorporated land that is contiguous to the corporate boundaries of Austin and is located within five miles of those boundaries. Austin’s ETJ currently extends into 4 counties including Travis, Williamson, Hays, and Bastrop. To learn where the address is located, go to https://www.austintexas.gov/GIS/JurisdictionsWebMap/ and click “I Want to...” then click “Find my Jurisdiction”. Fiscal Sponsor: A Fiscal Sponsor is a nonprofit organization with a 501(c) tax-exempt status that applies for financial support on behalf of another organization or individual, allowing the sponsored project to benefit from the sponsor’s tax-exempt status. A Fiscal Sponsor manages financial transactions and reporting responsibilities for the Sponsored Project. Please note that all Fiscal Sponsors must be headquartered in Austin and are responsible for ensuring that all funding is used for tax-exempt, charitable purposes as defined by the Internal Revenue Code. Additional information on Fiscal Sponsorship is available on the AACME website. 34 Updated 8/15/2025 Heritage Tourism: People who travel to experience the places, artifacts, and activities that authentically represent the stories and people of the past and present (Definition from the National Trust for Historic Preservation). High-Quality Programing: Programming that is thoughtfully created and deeply engaging emotionally, culturally, or intellectually for its intended audience. It reflects a well-defined artistic process, demonstrates clear intent, and shows a strong understanding of artistic influences and context. Historic Preservation Fund: City of Austin budget fund sourced through Municipal Hotel Occupancy Tax revenues, which is the source of award funds for AACME facilitated Heritage Tourism funding programs. Independent Promoter: Must meet all of the following requirements: • No more than 3 employees • And, at least 2 years documentation showing that applicant has curated and promoted live shows featuring musicians and bands • And, must not be contractually tied to one venue Individual Artist: Person who creates, produces, or practices artistic disciplines as their primary form of creative expression. This includes, but is not limited to, visual artists, performing artists, writers, filmmakers, designers, and musicians. This includes individuals who operate their arts business as a sole proprietor. Live Music Fund: City of Austin budget fund established by City of Austin Ordinance No. 20190919-149, which is sourced through Municipal Hotel Occupancy Tax revenues and is the source of grant funds for AACME’s Austin Live Music Fund. Live Music Venue: An establishment where live music programming is the principal function of the business and/or the business is a live music destination, and where the venue establishes the ability of an artist to receive payment for work by percentage of sales, guarantee, or other mutually beneficial formal agreement for every performance. A live music venue is a destination for live music consumers, and/or its music programming is the primary driver of its business as indicated by the presence of at least five (5) of the following: • Defined performance and audience space • Mixing desk, PA system, and lighting rig • Backline • At least two of the following: o o o o o (i) Sound engineer (ii) Booker (iii) Promoter (iv) Stage manager (v) Security personnel f) Markets talent through show listings in printed and electronic publications • e) Charges admission to some music performances through ticketing or front door entrance fees • • g) Hours of operation coincide with performances • h) Programs live music at least five nights a week Local Historic Designation: A formal process that recognizes and protects places of historical, architectural, or cultural significance. See City of Austin historic landmark zoning information here. 35 Updated 8/15/2025 Multi-Use: A Commercial Creative Space that provides a publicly accessible area or areas that can be used for a wide variety of creative events, including arts exhibitions, concerts, plays, film screenings, etc. Municipal Hotel Occupancy Taxes (HOT): As outlined in State of Texas Statute Chapter 351, municipalities are authorized to charge a tax of up to 7% on individuals staying overnight in hotels or other accommodations, which creates revenue that must be used for one of nine allowable uses, including the promotion of the arts and to “promote tourism and the convention and hotel industry.” Non-Compliant Status: An Applicant who has failed to comply with or complete all requirements and has not responded to the three-step non-compliance plan and has not completed all requirements of their AACME grant. Non-compliant status prevents past awardees from being eligible for new grant funds for five years. Non-compliant status can be resolved by submitting the required final report materials and receiving confirmation from a grant administrator that the contract requirements have been fulfilled and the contract is closed. Nonprofit Organization with a 501(c)3 Status: A federally designated organization with tax-exempt status under Section 170(c) of the Internal Revenue Code of 1954 (as amended), that ensures no part of its net earnings benefits any private individual. The organization must have a primary mission that supports the arts. If 501(c)3 status is pending, confirmation must be provided by the application deadline. Nonprofit Arts Organization: A State-designated 501(c) registered with the Texas Secretary of State as a nonprofit corporation (incorporated or unincorporated) with a Certificate of Formation approved by the application deadline, and whose primary mission supports the arts. Occupant Load Card: The occupant load is the number of occupants for which the means of egress of a building or part of a building is designed. Scroll down the Commercial Plan Review webpage for details. Operating Budget: The annual total of an organization’s planned expenses for delivering its programs, services, and operations. Used to calculate eligibility and award amounts in several AACME funding programs. IRS 990s or equivalent records or relevant financial statements such as Profit and Loss Statements, Annual Budgets, CPA-Prepared Financial Statements. Preservation: Emphasizes using buildings and places as essential carriers of community history that embody the character and traditions of a place, acknowledging historic structures and landscapes as irreplaceable stories of our cultural and architectural heritage. Professional Musician: Must meet at least one of the following requirements: • At least 2 years of documentation showing that applicant has regularly performed as a professional musician—solo or as part of a band—in live performances to public audiences • Or, 6 released recordings (singles) • Or, 6 promotionally released music videos Publicly Accessible: An activity, event, or space that is open to the public, either free or with an admission fee, and advertised in a way that allows residents, tourists, and the general public to attend or participate. 36 Updated 8/15/2025 Rehabilitation: The process of making continued use of a property possible through repair, alterations, and additions while preserving features which convey its historical, cultural, or architectural values. Rent Stipend: Rent stipend may only be considered for a location for which the applicant has a current lease or pending lease offer. See program guidelines for eligibility. Restoration: The process of accurately depicting the form, features, and character of a property as it appeared at a particular period of time by means of the removal of features from other periods in its history and reconstruction of missing features from the restoration period. Sponsored Project: The individual or group that is under the umbrella of a Fiscal Sponsor, which is a 501(c) organization. The Secretary of the Interior’s Standards for the Treatment of Historic Properties: Guidelines for preserving, rehabilitating, restoring, and reconstructing historic buildings. For more information, visit The Secretary of the Interior's Standards for the Treatment of Historic Properties guidelines. Tourist: An individual who travels from the individual’s residence to a different municipality, country, state, or country for pleasure, recreation, education, or culture (Texas State Tax Code Chapter 352, p. 1). Unearned Income: Revenue that is donated, such as grants and donor contributions. Visitor: An individual traveler that stays overnight away from home in paid or unpaid accommodations, or a day visitor that travels at least fifty miles one-way from home on a non-routine trip. Appendix B: Panelists AACME recruits independent panelists to review and score applications for grant programs evaluated by narrative questions. Panelists play a vital role in ensuring the funding process is community-centered, transparent, and rooted in subject matter expertise. Panelists provide informed, objective, and constructive assessments that reflect Austin’s creative vibrancy and diverse cultural ecosystem. Panelist Recruitment & Nomination Panelists are selected through an open nomination process. Recruitment includes: • Department newsletters and social media • Community partnerships and Commission referrals • Arts: Local cultural organizations, creative and heritage networks, and discipline-specific listservs • Preservation: Local or national preservation organizations, networks, and discipline-specific listservs • Publicly accessible panelist application form on the City’s website Qualifications Panelists should: • Demonstrate knowledge or expertise in at least one artistic, cultural, or preservation discipline • Reflect a diversity of backgrounds, demographics, geographies, and community ties • Include both arts professionals, tourism professionals, and engaged community members 37 Updated 8/15/2025 • Have experience with or interest in civic-focused evaluation to expand access and opportunities Panelists may be: • Arts: Practicing artists, administrators, educators, producers, curators, or cultural organizers • Preservation: Practicing architects, museum educators, preservationists, tourism professionals • Nonprofit professionals, arts funders, or community leaders • First-time panelists or returning reviewers Panelist Selection & Composition Selection Process AACME staff screens applicants and recommend panelists based on the following: • Subject matter expertise relative to the applicant pool • Arts: Community knowledge and geographic representation • Ability to meet time and training commitments • Absence of significant conflicts of interest Panelist names and bios may be made publicly available to ensure transparency. Panel Composition Goals Each panel includes: • A minimum of four panelists, ideally 5–7 • A mix of local and regional reviewers • Subject matter experts and community members • Arts: Representation specific to creative discipline being evaluated • Preservation: Representation specific to historic preservation and heritage tourism • Experience in nonprofit and community-based practice Panelist Training & Expectations All panelists complete: 1. State of Austin Community Training — Focused on Austin’s cultural context and inclusive evaluation 2. Program & Rubric Training — Covering funding guidelines and scoring criteria 3. Technical Training — Use of online scoring systems Panelists must: • Participate in a virtual facilitated training discussion • Complete training before receiving application assignments • Be prepared, objective, and equitable • Provide scoring and comments aligned with rubric criteria • Maintain confidentiality and professionalism • Disclose any potential conflicts that may arise and sign a conflict-of-interest form, prior to scoring Compensation Panelists receive an honorarium of $300 for the following deliverables: • Completion of all required trainings • Application review and scoring • Participation in live panel meetings Panelists who do not complete training, reviews, or follow procedures may be dismissed. At the conclusion of the process, panelists are invited to provide feedback to improve future rounds. 38 Updated 8/15/2025 Application Review Process 1. Assignment & Conflicts Panelists are assigned to applications based on discipline alignment. They must disclose any conflicts of interest and recuse themselves from affected applications. 2. Applicant Introduction Statement Applicants are required to submit an Introduction Statement either written (maximum 3,000 characters) or Video (max 3 minutes). This statement provides additional context, highlights the heart of the proposed activity, or explains elements of the application that may require discipline- specific or cultural nuance. Panelists should: • Read this statement alongside the application materials • Use it to inform their understanding of the applicant’s intent, impact, or structure • Not score this section independently This statement is especially useful in cases where: • The applicant works in art forms that the panelists may be unfamiliar with, if applicable • Budget or narrative elements are dense or uncommon • The applicant identifies community, cultural, or discipline-specific terms or practices that may not be widely understood 3. Independent Review Panelists review applications and work samples over an allotted time period. Each application is scored and commented on individually. Feedback is required and shared with applicants after award announcements are made. 4. Panel Meeting Panelists attend a virtual discussion session. Primary and Secondary reviewers introduce applications, followed by group discussion and score adjustments. 5. Scoring & Recommendations Final scores are submitted and reviewed by AACME staff to determine funding recommendations. Nexus Grant Reviews: Due to high application volumes for our smaller grant opportunity, the Nexus program will use a modified review structure of the formal panel. Applications are evaluated by outside reviewers. All reviewers are trained in the application review process and evaluate applications based on defined grant criteria. Reviewers will provide written comments. A panel discussion will not be offered. All final scoring decisions are carefully reviewed ahead of final award decisions by AACME leadership. Scoring AACME grant panels use Olympic-style scoring, where the highest and lowest scores for each application are removed before averaging the remaining scores. This approach helps reduce the impact of outliers and ensure fairness. Appendix C: Appeals Process The City of Austin is committed to a transparent and fair grantmaking process. While application decisions are final in most cases, applicants who were not awarded funding may request an appeal under defined and limited circumstances. 39 Updated 8/15/2025 Appeals are only available for select AACME funding programs and are not guaranteed for all cycles. Appeals must be based on process-related issues, not the outcome or merit of the application itself. Grounds for Appeal Appeals may only be submitted if they meet one or more of the following conditions: • Panel administration error: A significant error in the administration of the panel process occurred, where this deviation may have directly impacted the scoring outcome. • Conflict of interest: A panelist, Commissioner, or staff member with an undisclosed conflict of interest had undue influence on the scoring or recommendation. • Reviewer or staff error: Correct information was submitted in the original application but was clearly overlooked or misrepresented during scoring. Ineligible for Appeal The following are not valid reasons for appeal: • Disagreement with reviewer opinions, scores, or funding outcome • Award amount • Applicant errors in the submission process • Eligibility or guideline dispute • New or updated information submitted after the application deadline How to Submit an Appeal Appeals must be submitted within 10 business days of the applicant receiving a funding notification email. Appeals must be: • Submitted using the official Appeal Request Form linked in award communications • Clearly state which Ground(s) for Appeal apply, with evidence showing how the issue affected scoring Appeals submitted after the deadline or lacking sufficient detail are not considered. Appeals Review Process 1. Eligibility Review AACME staff screens the appeal to determine whether it meets the established grounds. If eligible, the appeal moves to the next step. 2. Appeals Considerations Appeal requests are reviewed by AACME staff and the appropriate Commission. 3. Recommendation and Decision AACME staff and the appropriate Commission make decisions on the appeals based on the above criteria. The decision is then communicated in writing to the appellant. All decisions are final. Successful Appeal If an appeal is granted, the award amount is determined based on: • Score adjustments placing the applicant above the funding threshold • Comparison to similar awards • Current project viability • Available remaining funds Note: A successful appeal does not guarantee funding unless it results in a score high enough to qualify under the original funding criteria. 40 Updated 8/15/2025 Appendix D: Insurance Requirements Awardees may be required to carry insurance as determined by an insurance assessment completed during the grant agreement execution process. A current certificate of insurance may be due prior to entering into the grant agreement. Certificates of Insurance must be written by a company licensed to do business in the State of Texas at the time the policy is issued and shall be acceptable by the City or Create Austin at The Long Center. Insurance is an eligible budgetary expense and as such should be researched in advance of submitting any budget proposals so it can be included in the project budget. Specific insurance requirements can be found in the results of your insurance assessment (completed in the pre-agreement phase) and in your grant agreement. For City of Austin service contracts, general requirements are outlined below: • Commercial General Liability Insurance with a minimum combined single limit of $500,000 per occurrence for Coverage's A (bodily injury and property damage) & B (personal and advertising injury). The policy shall also provide blanket contractual and coverage for independent contractors. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation, and 3) 30-day notice of cancellation. • Automobile Liability Insurance for all owned, non-owned, and hired vehicles with a minimum • combined single limit of $500,000 per occurrence. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation, and 3) 30-day notice of cancellation. In the event the Awardee will serve liquor to individuals for entertainment purposes, the Awardee shall carry Host Liquor Liability Coverage of $500,000 per claim. In the event the Awardee will sell liquor, the Awardee shall carry Liquor Liability or Dram Shop Act Liability Coverage of $500,000 per claim. • Workers Compensation and Employer’s Liability Insurance for all activities being held on City of Austin premises with minimum policy limits for Employer's Liability of $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. Two endorsements shall be added in favor of the City of Austin: 1) waiver of subrogation and 2) 30-day notice of cancellation. Appendix E: Reporting Requirements All AACME Awardees are required to submit reports that document the use of public funds to help the City of Austin measure the outcomes and impact of funding investments. The reporting process supports transparency, accountability, and storytelling. Workshops and templates are available in the Awardee Library, and AACME staff are available to support Awardees throughout the reporting process. General Reporting Overview Program All Programs Report Type(s) Final Report Due Date Within 30 days after final activity • Tourism Marketing Training Classes • Visit Austin promotions • Final Expense Documentation 41 Updated 8/15/2025 All Programs Initial/Progress Report (baseline) + Interim Report. See specific programs for requirements. Initial/Progress due upon contract execution; Interim due at differing times based on program. See specific programs for requirements. Final Report Required for: All Programs Due: Within 30 days of the final funded activity May Include: • Proof of funds spent (e.g., receipts, financial statements) • Audience and participant data • Documentation that funded activities occurred • Proof of marketing compliance (use of required logo and publicity statement) • (Thrive only) Goals assessment and final cohort check-in with Staff program administrator Interim Report Purpose: The Interim Report provides a progress update on grant-funded activities and milestones achieved. May Include: • Proof of received funds expended • Audience and program delivery data • Proof of marketing compliance • Check-in assessment with Staff program administrator • Updated plans for Year 2 activities and goals (Thrive only) Progress Report (Live Music Fund and Creative Space Assistance Program only) Purpose: Provides a mid-term update on contract activities. Payment 2 (40%) funds will not be disbursed until this report is approved. May Include: • Updated organizational capacity snapshot • Progress on development goals • Emerging peer learning or networking intentions • Early indicators of impact • Marketing and Outreach Training Form • Visit Austin Submission Form Initial Report Purpose: Establishes a baseline for cohort planning and evaluation. May Include: • Organizational capacity snapshot and self-identified development goals • Interest in peer learning, resource sharing, or community engagement • Networking and collaboration intentions • Supports planning for Thrive cohort gatherings and long-term tracking • Completion of Agreement Kick-Off Meeting 42 Updated 8/15/2025 Appendix F: Conflict of Interest Policy To maintain public trust and uphold the integrity of AACME Funding, all individuals involved in the grant process, including applicants, panelists, reviewers, commissioners, and staff must avoid both actual and perceived conflicts of interest. Panelist & Reviewer Responsibilities All panelists must: • Disclose any potential or actual conflicts prior to the assignment of applications • Sign the Conflict-of-Interest Form • Recuse themselves from reviewing or scoring any application where a conflict exists • Avoid advocating for or against any applicant in a way that could compromise the integrity of the review • Not serve as a panelist if they, their immediate family member, or organization is applying for the same grant program track (e.g. an applicant in the Nonprofit Elevate track may serve as a panelist in the Individual Artist or Arts Group Elevate track). Panelists who fail to disclose a conflict may be dismissed and disqualified from future review opportunities. Applicant Responsibilities Applicants Must: • Disclose any current or recent relationships (paid, volunteer, or familial) with AACME staff, City Commissioners, panelists, or elected officials • Ensure that no member of their board, staff, or Fiscal Sponsor attempts to contact or influence the review panel • Refrain from submitting multiple applications under different project names if the same core personnel or project leadership is involved • Refrain from submitting multiple applications under different names or aliases as individuals or lead applicants • Adhere to double dipping rules (see definition) • Disclose any and all pending and active grants for the same location in their applications • Only one application may be submitted per funding program by any organization or individual in a leadership role • Fiscal Sponsors may apply on behalf of multiple sponsored projects who are applying for unique activities Failure to comply with the conflict-of-interest policy may result in disqualification or the rescinding of awarded funds. Violations Violations of the Conflict-of-Interest Policy may result in: • Panelists: Immediate removal from the panel and disqualification from future participation • Applicants: Disqualification of the application, revocation of funding, or up to a five-year ineligibility period • Fiscal Sponsors: Suspension from acting as a sponsor in future grant cycles for up to a five-year ineligibility period. 43 Updated 8/15/2025 Reporting a Concern If you are aware of a potential conflict-of-interest, you may report it to AACME leadership at ACME@austintexas.gov. 44 Updated 8/15/2025