Tokyo.Tokyo FESTIVAL | Public Call for Project ProposalsTokyo.Tokyo FESTIVAL | Public Call for Project Proposals

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Q&A

General

Q. What is the aim of the Public Call for Project Proposals?
A. The Tokyo Metropolitan Government and Arts Council Tokyo (Tokyo Metropolitan Foundation for History and Culture) are carrying out the “Tokyo Cultural Program” in order to cause big waves to achieve a society based on arts and culture towards 2020 and hand it over to future generations. Innovative and creative plans and ideas that allow more people to participate are welcomed. The aim is to create projects that play a central role of the “Tokyo Tokyo FESTIVAL” to be initiated in April 2020, make the Tokyo Cultural Program memorable, and enhance Tokyo to be a more creative cultural city in 2020 onward.

Credit

Q. Can my name be included in the credits listing as the project’s organizers, supporters, planners, or producers? If my proposal is accepted, can my name be listed as the originator of the project? Can my name be included in the project title?
A. The Tokyo Metropolitan Government and Arts Council Tokyo will be listed as the organizers, but the applicant’s name will be included as “planner (project originator)” or “producer.” In addition, applicants who partially fund their own project will in some cases be credited as “co-organizer.” However, it is not possible to include the applicant’s name in the project title.

Application

Q. How many projects may one applicant (individual or organization) propose?
A. There is no limit on the number of project proposals per applicant.
Q. Can an executive committee, an unincorporated association, propose a project?
A. Yes.
Q. With regard to projects proposed by executive committees, does it matter if one individual or group is associated with multiple organizations?
A. It is acceptable to be associated with multiple organizations.
Q. Do applicants who have received previous support from Arts Council Tokyo or who have co-organized a project with the Council meet the application requirements?
A. Yes, as long as the project idea is not the same.
Q. Will project proposals that are not based on completely novel concepts be rejected?
What about projects implemented on a yearly basis, but whose theme has been adapted to the present Call for Project Proposals?
A. Based on the goals of this Public Call for Project Proposals, the organizers are seeking creative, ambitious projects that will make the best use of this opportunity. Projects that do not fit that description can be also proposed, but they may receive lower priority during the selection process.
Q. Does the subject or motif of the proposed project have to be Tokyo?
A. Not necessarily.
Q. Is it necessary to include music or images with my application?
A. The submission of music and images is optional, and if submitted they should be in the form of reference data. When not including any reference data, please write “none” in the appropriate space on the application forms.
Q. How do I indicate the point I intend to emphasize most through the project?
A. Please check the appropriate box on the application forms.
Q. When I send in my application, can I include multiple proposals in one envelope?
A. For organizational purposes, please enclose each proposal in a separate envelope.
Q. When foreign artists propose a project, do they need a partner or host organization in Japan?
A. It is not necessary to have a partner or host organization at the time of application. As planning for selected projects proceeds, arrangements for production will be made in conjunction with the secretariat. However, the contract will be between the organizers and an organization located in Japan.

Project Locations

Q. Can the project be implemented anywhere?
A. As a rule, we are seeking projects that will be implemented within Tokyo metropolitan district. However, projects may include locations outside the city as long as the plan is appropriate for a project implemented by the Tokyo Metropolitan Government and Arts Council Tokyo, for instance if implementing the project simultaneously inside and outside of the city will achieve synergistic effects.
Q. I am considering holding my project at an event hall, but since I am still at the application stage, is it acceptable to simply propose (not reserve etc.) the venue? If I am not able to reserve the hall, can the organizers provide assistance in searching for an outdoor venue or other site?
A. A proposed location is acceptable. After passing the first round of the selection process, applicants will discuss the feasibility of their projects (available locations, times, ways of using the location, alternate plans, etc.) with the secretariat and will arrange for a location together. The same process will apply for projects proposing to use government buildings, parks, event halls, or other city-owned property.
Q. Can the project be implemented at a national government or municipal facility?
A. Yes.

Implementation and Eligibility

Q. If an artist included in the project at the planning stage later becomes unable to participate for some reason, what will happen to the project?
A. Because concepts and ideas are emphasized at the application stage, detailed arrangements will be made after the first round of selections or the final selection.
Q. Can I apply even if I am not part of an organization that is working with a government body?
A. Any individual, group, organization, or corporation (e.g. NPO, executive committee, and company) may apply. However, domestic and foreign governments and local public bodies may not apply, although they may be members of applying executive committees.
Q. Can universities apply?
A. Yes.

Budget

Q. What is the expected scale of the budget (project commission fee) for selected projects?
A. Project commission fees will range from several million yen to an upper limit of 200 million yen. However, the total budget for any given project, including sponsorships and the applicant’s own resources, is not limited to this figure.
Q. How many projects do you plan to select? What is the total expected budget for this Public Call for Project Proposals?
A. Approximately 20 to 30 projects will be selected. The total budget is expected to be approximately 1.5 billion yen (based on the FY2018 budget request).
Q. When commissioning a third party to produce the project, can the commission fee be included in the project fee?
A. Yes.
Q. When accepting a commission, can I receive a certain portion of the fee in advance?
A. We are currently making arrangements for advance payment.
Q. In some cases, will selected projects be funded at a lower level than the amount anticipated at the proposal stage?
A. We may discuss the budget with the commissioned party, but as a rule we will not lower the funding amount when accepting the project.

Eligible Projects

Q. What types of projects may be proposed?
A. Music, theatre, dance, visual art, photography, literature, media arts (videos, manga, anime, games, etc.), traditional and contemporary performing arts, cultural practices (tea ceremony, flower arranging, calligraphy, food culture, etc.), fashion, architecture, and multidisciplinary artistic activities not limited to any genre.
Q. Should events be free or could it be paid event? How will this affect the upper limit for the commission fee?
A. Events may charge admission, but projects whose goal is to make a profit are not eligible. Any anticipated income will contribute to the project budget, with the remainder made up by the commission fee. While it is acceptable to increase the project budget through other income, the commission fee will not exceed 200 million yen.
Q. Will I have to submit a report after the project is implemented?
A. Yes, a report will be required.

Schedule

Q. Why does the project period begin in the autumn 2019?
A. We plan to begin building momentum for the Olympic and Paralympic Games starting from the Rugby World Cup in the autumn 2019. However, as long as the project is implemented within the designated period, it does not need to begin in the autumn 2019.

Selection Process

Q. How will proposals be judged?
A. The process is described in the Application Guidelines (excerpted below).
A panel of external experts, etc. will be established to judge the proposals. This panel will review the proposals and make selections.
  • ① Arts Council Tokyo will conduct an initial screening of the submitted applications and attached materials.
  • ② Those that pass the initial screening will be reviewed by the panel of judges during the first round of selections.
  • ③ Applicants whose proposals pass the first round of selections will discuss the feasibility of their project with the secretariat, and will refine their implementation plan in advance of the second round of selections.
  • ④ At the second round of selections, applicants will present their projects and be interviewed. Final selections will then be made. The commission fee and other details of the contract will be decided after projects are selected.
Q. Who will be appointed to the panel of judges? How many external experts from which fields will be included?
A. Information about the panel of judges has not been made public at this time. We are currently considering when to make this information public.
Q. How long should the presentation at the second round of selections be, and how should it be presented?
A. We will share this information with applicants who pass the first round of selections.
Q. Will any financial support be provided for refining the implementation proposal in advance of the second round of selection?
A. We do not plan to make any funding available for the second round of selection.
Q. Will some projects be rejected during the second round of selection?
A. Yes, projects may be rejected.

After Selection

Q. If my project is selected, what are the steps in the production process?
A. We are currently determining the steps in the production process.

Other

Q. Is this program independent from the “Tokyo 2020 Nippon Festival” being organized by the Tokyo Organising Committee of the Olympic and Paralympic Games?
A. The Public Call for Project Proposals for the Tokyo Tokyo FESTIVAL is being run by the Tokyo Metropolitan Government and Arts Council Tokyo, and is separate from the“Tokyo 2020 Nippon Festival.” Depending on the content of the selected projects, the two programs may work together moving forward.