Home > Community Audience Building Schemes > Community Cultural Ambassador Scheme > A Guide to Community Cultural Ambassador Scheme 2022

Objectives

The main objectives of the Scheme are:

(a)          

 

To promote performing arts by inviting local performing arts practitioners to act as Community Cultural Ambassadors so as to develop an interest in performing arts as well as to inspire creativity, enrich artistic experience and appreciation of performing arts among the general public or different community groups.

(b)         

To encourage local performing arts practitioners to move out of their familiar working environment and make contact with the community actively through organising outreach performing arts programmes so as to widen their audience base and further develop their creative skills, talents, planning and implementation skills

Application

(1)   

Applicants should meet the following requirements:

 

(a)     

A locally registered non-profit-making performing arts group which, in the past one year, has been active in promotion of a specific art form in Hong Kong, and possesses solid experience in public performances of a high standard; or

 

(b)   

in the case that the applicant is an ensemble of artists, the majority of its members must possess valid Hong Kong Identity Cards.  Key members should be active in the performing arts in the past one year, with solid experiences and good standard in delivering public performances.  If ensemble of artists is selected, a non-profit organisation must be set up for signing the contract.

 

(2)   

Art Forms

 

The proposed project should cover one or more performing art forms, for instance:

 

(a)    

(b)    

(c)   

(d)   

(e)       

Chinese opera / operatic singing

Dance

Music

Theatrical arts (including drama, mime, magic, puppetry)

Multi-media

 

(3)   

Types of Activities

 

Any performing arts projects enhancing audience’s art appreciation or experiencing performing arts which may be one or a combination of the following types of activities:

 

(a)   

(b)   

(c)    

(d)     

performance

lecture, demonstration or episodic performance

exhibition

other format

 

Note:

As the Community Programmes Office organises ‘Community Arts Scheme’ which provides various training workshops, for the Community Cultural Ambassador Scheme, activities which are in the nature of workshop will not be considered.

 

(4)   

Nature of Activities and Venues

 

(a)     

The proposed activities must be related to performing arts with a focus on community audience building and arts education.  The target audience could be the general public or a specific community group, such as residents in a particular district, members of a particular community, people served by non-profit-making organisations, such as senior citizens, young people, children, women, ethnic minorities, ex-mentally ill persons or persons with disabilities.  To encourage community participants to be more actively involved in the project, more interactive elements should be introduced as far as practicableThe activities may be designed to cater for the interest of the residents of specific communities to enhance their sense of belonging, with special cultural heritage features of the communities taken into account.  In addition, in order to promote performing arts more effectively in the community, high quality and sustainable activities with further development potential are welcome.

 

(b)     

The activities will mainly be held in venues other than the Department’s civic centres, such as shopping malls, community halls, elderly centres, parks, piazzas, pedestrianised open space/streets, etc., to attract appreciation and participation from the general public, passers-by or specific community groups.  Some activities, if considered suitable, may be arranged to take place at the available facilities of the Department’s civic centres with a view to expanding the scope of the Scheme’s activities.  Historical sites may also be considered.  Activities which are suitable for students or families may be held at school but such activities should be open to the public as far as possible and should not exceed 20% of the overall number of activities of the proposed project.

 

(c)     

The activities should be open to the public.

Proposed Topic

Each applicant may submit one proposal only for one of the topics in (1) and (2):

(1)       

The Department encourages arts groups/arts practitioners to submit proposals under one of the following special topics of  ‘Community Cultural Ambassador Scheme 2022’:

 

(a)       

(b)       

Holistic wellness in the new normal under the pandemic

Interpersonal relationships in the community

 

(2)       

Audience building/arts education activities that are designed for the general public.

Selection Criteria and Mechanism

Applicants and proposals will be assessed according to the following criteria:

(1)         

(a)          

Artistic standard and experience of the applicant (20%)

The artistic standard of the applicant; the ability of the applicant to lead and communicate with the participants; and whether the applicant is an emerging arts group/artists ensemble with good potential which has never been selected under the Scheme

 

(b)         

Administration ability and experience of the applicant (20%)

The organisation ability and experience of the applicant and its ability to coordinate with collaborating organisation(s); and the administration, implementation ability and track record*

(*Note: The applicant’s past performance in implementing its proposal under the Scheme, if applicable, will be taken into consideration)

 

(c)          

Concept and quality of the proposed project (30%)

The artistic value, concept and originality of the proposal; whether the proposed project is designed for one of the special topics; whether the activities are experimental and interactive; and whether the key personnel include emerging artists with potential

 

(d)         

Potential in audience development of the proposed project (20%)

Whether the proposed project can achieve the objective of promoting arts in the community, such as the ability to attract and reach the anticipated target participants and groups in the community, enhance the appreciation of the arts among the participants, establish partnership with district groups/organisations; and whether the proposal is an enhanced project for sustaining and developing the applicant’s previous community audience building efforts or is comprised of potential elements for further development

 

(e)          

Other factors (10%)

Technical feasibility of the proposed project, financial viability and cost-effectiveness of the proposed budget

 

(2)         

Consideration will be given by the Department on the demands of the community for various art forms.  If the proposed activities are designed for one of the special topics mentioned in 4.1 above, the proposed project will be accorded a higher priority (unless the project is not related to the special topics or does not meet the demands of the major target audiences).

 

(3)         

In order to support emerging arts practitioners and provide opportunities for more local arts groups to develop their audience base, the Department encourages local arts groups/artist ensembles who have never taken part in the Scheme to submit quality proposals.  The Department also looks forward to that the proposals can bring in emerging arts practitioners with potential and provide platforms for their development in community arts.

 

(4)         

The Department also welcomes arts groups/artist ensembles who have conducted quality projects with remarkable effectiveness under the past orCommunity Cultural Ambassador Scheme 2021’, to apply again for joining the 2022 Scheme with enhanced proposals for further sustaining and developing their previous community audience building and cultural development efforts.

 

(5)         

The Department encourages arts groups/artist ensembles to plan experimental and interactive activities with creativity and imagination in order to enhance the public’s appreciation of the arts and attract the public to actively participate in the activities.

 

(6)         

If the applicant can establish a partnership with district organisations, district councils, other government departments, public organisations, social welfare agencies, educational institutions or the commercial sector to jointly promote arts development in the community and through which additional resources or sponsorship can be obtained, the proposed project will be accorded a higher priority.

 

(7)         

The nine major performing arts groups receiving regular grants from the Home Affairs Bureau will not be considered. 

 

(8)         

Lower priority will be accorded to arts groups under ‘Community Cultural Ambassador Scheme 2021’ as well as applicants with grants from other government departments or the Department to carry out other large-scale and/or long-term arts development projects, including the ‘Community Arts Scheme’, ‘Arts Capacity Development Funding Scheme’ and ‘Venue Partnership Scheme’ with activities to be implemented in 2022.

 

(9)         

Applicant must avoid receiving double subsidy for the proposed project.  If support from other public funding sources has been granted to the proposed project, the proposed project will not be considered.

 

(10)     

Should the key personnel (including artistic director, producer, director, principal artists, co-ordinator, etc.) of a proposed project also participate in other applications and assume similar responsibilities, the projects concerned will be accorded a lower priority.  Nevertheless, as it is common in the current arts scene for freelance local arts practitioners to join hands with other artists to pursue artistic projects, the Department may at its discretion relax the relevant restrictions, on condition that the applicant will state which projects of other arts groups their members would be taking part in and the roles played, and show to the satisfaction of the Department that the members concerned can manage to be involved in more than one project without compromising the effectiveness of the projects proposed.

 

(11)     

Proposed activities merely serving the purpose of rehearsal or preparation for an event to be presented by the applicant will not be considered.

 

(12)     

Eligible applications will be assessed and selected by the Department’s Art Form Panel (Community) members in accordance with the selection criteria aforementioned.  The engagement of Community Cultural Ambassadors and the ceiling sponsorship fee will be approved in accordance with the Department’s prescribed mechanism for engagement of artists.  All those participating in the selection and budget approval process are required to declare in writing that there is no conflict of interest between themselves and the applicants.

 

(13)     

To balance the variety, coverage and resource allocation of different projects, the contents and the proposed budgets of the projects are subject to adjustments proposed by the Department and agreed by the selected applicants.  Engagements of selected applicants will only be confirmed upon a contract being duly signed by both parties.

 

(14)     

A waiting list will be drawn up for the Scheme.  If a selected applicant decides to decline the offer, the vacancy will be offered to the waitlisted applicant of the same art form.

 

(15)     

Applicants should submit adequate information detailing the concepts and the main ideas of their proposed activities, and supplementary video materials of the activities they held in the past.

 

(16)     

If the information provided is insufficient or the supporting documents are missing and the Department’s request for additional information or clarification is not addressed within the specified time frame, the Department reserves the right not to consider the proposal.

 

(17)     

Applicants, with the intent to submit false documents or information, will have their proposals revoked and might be subject to criminal liability.

 

(18)     

Applicants submitting applications will be deemed to have agreed that the assessment of applications is at the sole discretion of the Department and that the decision of the Department on the application results is final.

 

Financial Arrangement

(1)         

The ceiling sponsorship fee for each project is HK$700,000 to cover expenses for production, publicity, copyright royalty charges, programme and administration (inclusive of auditor’s fee and insurance for the arts group’s employees and a Public Liability Policy of Insurance to be kept in force during the period of the project in the sum of not less than HK$10,000,000 for any one accident and unlimited number of claims to ensure protection for all participants of the project including but not limited to workshop participants).  The actual fee for each project depends on the reasonableness of the detailed breakdown of each item of expenditure for the proposed project, which should be completed within a period of 12 months.  The maximum administrative expenditure should not exceed 30% of the approved project fee, and may cover project-related staff costs and administrative expenses but not the procurement of capital equipment or recurrent overhead expenditure such as office rental or equipment maintenance.

 

(2)         

The selected applicant shall keep complete and accurate books and records of all incomes, expenditure and liabilities in respect of the approved project in accordance with generally accepted accounting principles. The selected applicant is required to keep a proper and unique set of accounts within its accounting system specifically for processing all receipts/income and payments/expenditure of the project.  The unique set of accounts should be maintained in such a manner as to enable the production of a Statement of Income and Expenditure and Balance Sheet in respect of the approved project.  All income and expenditure relating to the project should be recorded properly and timely in such accounts.

 

(3)         

To facilitate the implementation of the project, the project fee may be allocated by phases based on the selected applicant’s needs as in the following mode:

 

(a)          

30% of the approved sponsorship fee to be paid three months prior to commencement of the project;

 

(b)         

Another 30% of the approved sponsorship fee to be paid upon the successful completion of 30% of the project and the submission of the first progress report to the satisfaction of the Department;

 

(c)          

Another 30% of the approved sponsorship fee to be paid upon the successful completion of 75% of the project and the submission of the second progress report to the satisfaction of  the Department;

 

(d)         

The remaining 10% of the approved sponsorship fee will be paid after the successful completion of the whole project and the submission of the final report together with an audited account report by the selected applicant to the satisfaction of the Department.  The final report should be submitted within 6 months after the completion of the whole project.

 

(4)         

The progress and final reports must be in the format prescribed by the Department and include details of the results, performance, achievements and evaluation of the implemented project.  The final report must be submitted together with an audited account report (duly dated and signed by an auditor approved by the Government) on an accrual basis on the final financial position of the implemented proposal audited by an auditor as arranged by the selected applicant to ensure that the project fee was fully and properly applied to the project for which all project monies were paid, received and expended in accordance with the approved budget.  This financial statement shall contain an audited statement of the total expenditure and income of the implemented project.

 

(5)         

If the approved project fee is more than the actual expenditure, applicant should return the unused amount to the Department.

 

(6)         

The selected applicant must implement the project in accordance with the details and dates as planned and as set out in the contract.  The selected applicant has the responsibility to take the initiative to submit by the set dates the progress/final reports and audited financial statement, failing which the Department reserves the rights to withhold or suspend payment for the next instalment.  If the selected applicant submits application for the Scheme again in future, the Department will take into account if the applicant has any record of lack of discipline in administration and financial management, breach of the contract or any other irregularities in their consideration of the application.

Modification and Amendment

(1)         

An approved project is required to be carried out strictly in accordance with the approved schedule appended to the contract.  Any modification, amendment or addition to the proposal or the contract, including change of the commencement or completion dates, key project staff and/or artistic personnel, scope, methodology, budget and sponsorship requires prior written consent from the Department and it is the responsibility of the project coordinator to inform the Department in writing well in advance of any such proposed modification, amendment or addition.

 

(2)         

Justification is required for any spending in excess of the budget items in the relevant progress report, if any, and/or final report.  Notwithstanding this, prior written approval must be sought from the Department if budgeted expenditure is to be transferred to any unbudgeted expenditure item (e.g. new/alternative equipment item, new staff, revised number/rank of the staff, new/alternative consumable item).  The final decision on whether certain items of income and/or expenditure should/can be included in/charged to the project rests with the Department.

Procedures for Procurement and Hiring of Project Staff

(1)          

The selected applicant must ensure that the lowest conforming bid be selected for procurements of goods and services and all procurements will be carried out in an unbiased and fair manner.  The selected applicant should submit to the Department for record a procurement plan for the approved project.

 

(2)         

The Department reserves the right to inspect all quotations under the project.  The selected applicant should keep all quotations for inspection.

 

(3)          

The selected applicant is required to abide by the principle of openness and competitiveness in hiring staff for implementing the proposed project.  The selected applicant should submit to the Department for record a staff recruitment plan for the approved project.

 

(4)         

The selected applicant is required to observe all laws regulating the employment of persons in Hong Kong.

Intellectual Property Rights

(1)          

All works comprised in the proposed project shall not contain any materials infringing any third party intellectual property rights. Applicants shall indemnify and keep the Department fully and effectively indemnified against all expenses, claims, demands, costs and liabilities of whatsoever nature arising from or incurred by reason of any such infringement or alleged infringement.

 

(2)         

The Department shall be entitled to disclose or make copies of any or all of the proposed projects for the purpose of considering and / or assessing the proposed projects and to keep such copies for record purposes.

Prevention of Bribery

(1)          

The Applicant must observe the Prevention of Bribery Ordinance (Cap. 201) (‘PBO’) and shall advise its employees, sub-contractors, agents and other personnel who are in any way involved in the proposed project that they are not allowed to offer to or solicit or accept from any person any money, gifts, advantage and excessive entertainment as defined in the PBO in the conduct of or in relation to the proposed project.

 

(2)         

The offer of an advantage to the Department or any members of the Art Form Panel with a view to influencing the approval of an application is an offence under the PBO.  Any such offer by the applicant or any person associated with the applicant, its employee(s) or agent(s) will render the application null and void.  The Department may also withdraw any approval that may have been issued to the application in question, if any, and hold the applicant concerned liable for any loss or damages, which the Department may sustain.

Terms and Modes of Co-operation

(1)         

Starting from 2019, the Department launches the Community Cultural Ambassador Scheme through the format of sponsorship with a fee.  The Department will negotiate with the successful applicant the project’s expected income and expenditure to determine a ceiling sponsorship fee, which is equivalent to the approved project cost after deduction of expected income.  The Community Cultural Ambassadors are advised to levy a fee on participants/audience for activities as appropriate.  The Community Cultural Ambassadors are entitled to retain the surplus, if any, from the project when the approved project amount has been fully expensed.

 

(2)         

Being the presenter of the projects, the Community Cultural Ambassadors should be responsible for all matters related to the project and play a major role in the planning, administration, publicity, production and implementation of the proposed activities.  Should overseas guest artists be invited, both the number of overseas artists and the proposed activities taken up by them should not be more than 50% of the total number of artists and activities for the whole project.  Moreover, prior consent of all guest artists must be sought before they are included as participating members in the application submitted.

 

(3)         

The Community Cultural Ambassadors should arrange intensive publicity and promotion at the district level to attract the targeted groups.  The Department will arrange additional general publicity for the Scheme, such as promoting the Scheme through the media and arranging publicity at the Department's civic centres.

 

(4)         

The recruitment of activity participants must be open and fair.  Priorities should be given to those who have not taken part in the activities of the Scheme or other similar projects organised by the Department in the past.

 

(5)         

In launching the Scheme, the Department would follow through with the Scheme’s development.  Close contact will be maintained with the Community Cultural Ambassadors.  Apart from noting regular progress reports from the Community Cultural Ambassadors, the Department’s responsible staff and art form panel members will make visits to various activities to observe the progress of the projects and the response of the participants.  Observations made will be discussed with the Community Cultural Ambassador for follow-up action.

 

(6)         

Should the Community Cultural Ambassador wish to accept and acknowledge sponsorship for the project, prior consent should be obtained from the Department.  The Department’s guidelines on acceptance of sponsorship should be observed.  As a general rule, tobacco-related sponsorship or sponsorship which may affect the Department’s image will not be accepted.  For programmes targeted at young people under 18, sponsorship/donations from the alcohol industry should not be accepted.

 

Follow-up Arrangements for Project Participants

(1)         

Building on the work of the Community Cultural Ambassadors, project participants shall be given with the opportunities to channel their interests to other similar activities organised by the Department, including  invitation to register for the Department’s mailing lists of programme pamphlets and introduction to cultural activities organised by the Department.

 

How to Apply

(1)          

Application forms can be downloaded from the website (www.abo.gov.hk) or can be obtained at the LCSD performance venues or the following office:

 

Audience Building Office

Leisure and Cultural Services Department

10/F, Queen Elizabeth Stadium,

18 Oi Kwan Road, Wan Chai, Hong Kong

 

Download Application FormRTF  PDF

Download Budget PlanXLS

 

(2)         

The completed application form, together with the relevant supporting documents and information, should be sent in triplicate to the above office in sealed envelope by post or in person no later than 12noon on 26 April 2021.  If the application form is completed on computer, please also enclose a CD Rom containing the soft copy of the completed form.  Please specify “Community Cultural Ambassador Scheme 2022” on the envelope.  Applications sent by post will be checked against the postmark.  Late applications will not be considered.

 

(3)          

In case Tropical Cyclone Warning No. 8 or above is hoisted or Black Storm Warning is in force for any duration between 9am and 12nn on the application closing date, the application closing date and time will be extended to 12nn on the next working day.

Notification of Application Results and Enquiries

Applicants will be informed of the application results in around November 2021 but the Department may adjust the timing at its discretion subject to the application response.

 

For enquiries, please contact:

Audience Building Office

Leisure and Cultural Services Department

Tel: 2591 1611    

Fax: 2591 1160

Email: amab1@lcsd.gov.hk

 

15 March 2021