| Types of Funding |
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The grant program has two streams: the Community Project stream and the Cultural Project stream.
| Community Project stream |
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Funding related to a specific program, service, event, or activity that is of significant benefit to Richmond Hill in terms of vibrancy, inclusivity, and connection - in areas such as social services and health, recreation, or the environment.
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Cultural Project stream
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Funding related to a specific program, service, event, or activity that is of significant benefit to Richmond Hill in terms of vibrancy, inclusivity, and connection - in areas such as the performing arts (theatre, dance, music), visual, literary media arts, textile, craft, heritage, and community arts.
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| Eligibility Criteria |
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Community and Cultural Organizations
To be eligible, community and cultural organizations must:
- Be an incorporated not-for-profit or non-incorporated collective which operates on a not-for-profit basis;
- Be Richmond Hill based or be undertaking the project or annual program in Richmond Hill;
- Have a volunteer Board of Directors (incorporated organizations only);
- Have an active volunteer base;
- Demonstrate operational effectiveness, financial stability and an appropriate level of self-sufficiency; and
- Maintain financial records, i.e. Board-approved financial statements, audited financial statements.
Individual Artists
To be eligible, individual artists must:
- Be an emerging, mid-career or established professional artist;
- Be a Richmond Hill resident; and
- Be conducting a project or annual program on a not-for-profit basis.
| Who is Not Eligible? |
| The following organizations are ineligible to apply:
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| Eligible organizations/individuals may NOT be considered if: |
- The applicant has not submitted required reports or has outstanding grant overpayments for previous grants awarded by the City of Richmond Hill;
- The applicant is intending to act as a funding body for other organizations or individuals;
- The applicant is in a budget deficit situation;
- Application is incomplete or is submitted after posted deadline; and/or
- Applications that do not clearly demonstrate alignment with one or more Strategic Plan principles may be deemed ineligible.
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| Funding Criteria |
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Applicants should demonstrate how their application seeks:
- To increase the vibrancy of Richmond Hill.
- To support programs and events which are inclusive of the diverse community, reduce barriers to participation, or seek to encourage the participation of those who might have historically been left out.
- To bring people together and encourage connections.
Applications will be reviewed to confirm that they meet minimum requirements including:
- Proposed project or annual program must be eligible.
- Applying organization or individual must be eligible.
- Project or annual program expenses must be eligible.
- Matching funds must be confirmed.
- Project or annual program must not result in unreasonable risk.
- Project or annual program must have a one year completion timeframe.
- Applying organizations must submit financial records, i.e. Board-approved financial statements, audited financial statements.
All applications deemed eligible as above will then be evaluated based on their consistency with the 2024-2027 Richmond Hill Strategic Plan’s Vision Statement “A Vibrant and Inclusive City of Neighbours”.
Additionally, applications submitted by organizations or individual artists based in Richmond Hill will be given priority for funding, and applications for new projects will be prioritized over those that have received funding in previous years.
Learn more about the Strategic Plan.
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| Eligible Expenses |
The following items are eligible for funding:
- Related Project or Annual Program Expenses e.g. includes contracted and permanent staff, artists, consultants, honorariums. Please note: staff salaries included in the budget must directly relate to the application. For example, if organizational staff spend 15 per cent of their time on the proposed application, only 15 per cent of their salary is eligible;
- Venue/space rental;
- Materials;
- Marketing and promotion;
- Some administration expenses are eligible e.g. rent, insurance, office supplies, telephone, internet but must directly support the application and can make up no more than 10 per cent of the total request;
- Commissioning expenses (cultural applications only);
- Mileage, touring expenses including freight, per diem, accommodation, travel and entry expenses; and/or
- Minor participatory prizes/awards (i.e. gift cards, printing costs for certificates, snacks for volunteers)
| Ineligible Expenses |
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The following expenses are NOT eligible:
- Fundraising expenses;
- Retroactive expenses;
- Capital expenses – new building, renovations, equipment;
- Operating expenses of the organization not directly related to the proposed application;
- Deficit reduction;
- Attendance at conferences and/or conventions;
- Enrollment in workshops, courses or other forms of training;
- Board and/or organizational development expenses;
- Scholarships, and large sum awards;
- Moving expenses; and/or
- Purchase of land or buildings.
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| Application Steps |
- Applicants are encouraged to attend an information session in order to help them complete their application. The virtual information session will be held on Tuesday, March 10, 2026.
- A full form must be completed for every application.
- Applicants are notified via email. Final notification will be given June 2026.
Applications are due Tuesday, April 7 at 11:59 p.m.
Please contact City staff if you require accommodation to submit your application.
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| Approval Process |
- Applications will be reviewed by City Staff to determine and confirm eligibility.
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Eligible applications will be evaluated and ranked by a committee of staff and community representatives. Funding recommendations to Council will be based on available funds and each project’s ranking. Because funding is limited, applications will be assessed against the Funding Criteria, with priority given to those that best align with the criteria and the 2024–2027 Richmond Hill Strategic Plan’s vision of “A Vibrant and Inclusive City of Neighbours.” Meeting the criteria does not guarantee approval, and applicants may receive less than the amount requested.
- City of Richmond Hill Council will approve grant awards recipients. Approvals are final and cannot be appealed.
Notification
- Applicants will be notified of the grant awards following Council approvals.
- Funds will be distributed to the successful applicant in two parts:
- Grants $2,500 and under - 50 per cent upon approval of the grant and 50 per cent upon review of the final report
- Grants over $2,500 - 75 per cent upon approval of the grant and 25 per cent upon review of the final report
Please Note: Substantial changes to your application and/or timeline will need to be reviewed and authorized by City staff. If a funded project is cancelled or not delivered as approved, the City may withhold remaining payments, and, where appropriate, require repayment of funds already issued.
| Recognition |
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Grant recipients are required to recognize that support was received from the Richmond Hill Community
and Cultural Grant Program in all marketing and promotional materials.
Example of wording: Recipient of the City of Richmond Hill Community and Cultural Grant.
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| Reporting |
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Grant recipients are required to submit a final report in order to receive the balance of the grant payment. If the final report is not submitted, the City will not provide the final installment. The final report must be provided within 90 days of the completion date. The Final Report is an online, fillable form that requests the following information:
- Budget: please update the Financial Information Form with your final actuals.
- Statistical information: please list number of volunteers that contributed to project or annual program delivery, total number of volunteer hours, total number of participants and the total number of public programs, services, events, or activities undertaken.
- Were the objectives of your application met and if yes, how so?
- How did the community benefit from your project or annual program?
- Would you have done anything different?
- Provide copies of all marketing and promotional materials used for your project or annual program.
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| Frequently Asked Questions |
| How do I know which application stream(Community or Cultural) I should apply to? |
| Community organizations or collectives should apply under the Community Stream. Cultural organizations, collectives and individual artists should apply under the Cultural Stream. See definitions for further clarification. City staff will provide further input to help applicants apply for the correct stream if needed. |
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Can I apply for a single project or annual program under both the Community and the Cultural streams?
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No, you may only submit a single project or annual program application under one stream.
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Can I apply for multiple projects or annual programs?
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You may apply for multiple projects or annual programs; however funding is not guaranteed for multiple projects or annual programs. Applicants are not able to prioritize their applications.
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What is the maximum amount of grant funding I can apply for?
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You may apply for the maximum grant amount of fifty per cent (50%) of the total application budget, up to a maximum of $5,000 per application.
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If I applied and received a Community and Cultural Grant in a previous year, can I apply again?
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You may apply for a Community and Cultural Grant in a future cycle, however, applications that feature new elements or seek to reach a new audience will be prioritized.
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If I applied and DID NOT receive a Community and Cultural Grant in a previous year, can I apply apply again?
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You may apply for funding to support a previously unsuccessful application however you are encouraged to meet with City staff to receive feedback on your past application prior to completing a new application. Contact: culture@richmondhill.ca
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Can I apply for operating funding to support my organization’s core operations and services?
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The Community and Cultural Grant Program is intended to provide funding for projects and annual programs that engage the community. All proposed expenses must be directly related to the application (i.e. project or annual program) and cannot be used to support unrelated core operations and services.
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Can I apply if I received other funding or financial/in-kind support from the City of Richmond Hill?
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You cannot apply for funding for the same project or annual program for which you have received funding or financial/in-kind support from the City of Richmond Hill. It must be a new project. City staff will provide further clarification if needed.
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Does my organization need to have charitable status to apply?
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| No, you do not need to have charitable status. |
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Can I submit my application after the deadline or send the application by the deadline and support materials later on?
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No, applications must be completed in full and received by the deadline date and time in order to be considered for funding.
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| How will I find out if I received a grant? |
| Applicants will be notified via email. |
| How will I receive payment of the grant? |
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Applicants will receive funding in two installments via an electronic funds transfer. Refer to Approval Process for more information.
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If my application is not successful, can I receive feedback?
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Yes, unsuccessful applicants are encouraged to meet with City staff to obtain feedback. Funding decisions cannot be appealed.
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I am an artist based in York Region and belong to a Richmond Hill artist’s member organization. Can I apply as an individual artist?
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At this time funding for individual artists is open exclusively to Richmond Hill residents.
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Can I make changes to the program or project?
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The City must receive written notification of all substantial changes to the project or annual program, or timeline. If notification is not provided and/or changes are made without City approval the City may withhold funds, and, where appropriate, require repayment of funds already issued.
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Definitions
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| Annual Program |
| A recurring initiative or series of activities that are planned, implemented, and completed within one year, often with consistent objectives, target audiences, and outcomes each cycle. Annual program applications should have a distinct budget that is separate from the budget of the organization’s core activities. Day-to-day operating costs associated with annual programs are eligible, however, a specific annual program will only be funded once given that the intent is for the funding to act as seed money to assist new programs that increase vibrancy, inclusivity and connection to become established. |
| Applicant |
| The organization or individual submitting the application to the City of Richmond Hill. |
| Board of Directors |
| The governing body of the organization. Members may be appointed or elected. Members must be volunteers. |
| Capital Expenses |
| Money spent on the purchase or improvement of fixed assets. This includes upgrades, renovations and construction of a structure as well as equipment such as large appliances, storage units, and computers. |
| Community Organization |
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A not-for-profit organization or collective whose mandate is of a community-service nature. This includes groups who deliver programs and services that are in areas such as social services and health, recreation or the environment.
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| Cultural Organization |
| A not-for-profit organization or collective whose mandate is of an arts, culture or heritage. This includes groups who deliver programs and services in areas such as performing (theatre, dance, music), visual, literary, media arts, textile, craft, community arts or arts service organization. |
| Collective |
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A not-for-profit collective is an initiative that is the result of a group of people working together in a professional manner, usually under their own management, towards shared aims and goals.
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| Emerging Artist |
| Someone who demonstrates commitment to the achievement of a professional level in their discipline. This may include training, mentorship, peer recognition or the affirmation of their community. Applicant should be producing a growing repertoire or body of work, and some history of public presentation or publication is preferred. |
| Mid-career and Established Artist |
| Someone who has developed skills through training and/or practice and is recognized by artists working in the same artistic tradition. The artist should be able to demonstrate a regional, national or international contribution to the arts in general; must actively practice their art; Short breaks in artistic work history are permitted. |
| Not-for-profit |
| Not-for-profit organizations are created to benefit the community. Activities of a not-for-profit organization may be for social welfare, civic improvement, recreation or any other purpose without monetary gain. Directors, officers and/or members of a not-for-profit corporation do not own the corporation or its assets. The organization may not be operated for financial gain for its members, officers or directors. |
| Operating Expenses |
| An expense incurred in carrying out an organization’s day-to-day activities, unrelated to a specific project or annual program. Operating expenses include such things as payroll, employee benefits, pension contributions, repairs and taxes. |
| Project |
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An event or activity taking place within a defined period of time. Projects should have distinct budget and objective.
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| Recipient |
| The applicant organization/individual which has submitted this application, has agreed to be bound by the Terms and Conditions, and has been awarded a grant by the City of Richmond Hill. |
| City |
| Refers to the Corporation of the City of Richmond Hill. |
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