Film Festival Funding Program (San Antonio)

Film Festival Funding Program (San Antonio) is sponsored by City of San Antonio Department of Arts & Culture and San Antonio Film Commission. Aims to support the growth of San Antonio's film culture by strengthening marketing efforts, expanding business opportunities, and fostering festivals with international reach, workforce development, networking, and film market impact.

2025 – 2027 FILM FESTIVAL FUNDING GUIDELINES Process – The San Antonio Film Commission will issue a Request for Proposals to make grants available to non-profit organizations producing film festivals with the goal of developing and promoting the film culture and community in San Antonio.

Eligible participating film festivals are expected to apply based on a 3-year funding process, however, all initial or continuation of awards are contingent on availability of City funds. Awards will be up to 20% of festival’s overall annual budget, with a maximum award of $15,000, dependent on Department of Arts & Culture funding. # ELIGILIBILITY REQUIREMENTS Organizations interested in applying must meet the following requirements: 1.

Festival must be held within the City of San Antonio City Limits, be open to the public and ADA compliant. 2. Applicant must be a San Antonio-based organization that is IRS recognized, non-profit governed by board of directors / trustees that meets regularly and have a business office address in the City of San Antonio which is accessible by the public.

(PO Boxes are not acceptable.) 3. Showcase a proven track record of producing a community recognized festival with wide audience accessibility at the time of the application.

4. Festival must have been held annually for a minimum of the immediate past three (3 ) years in San Antonio. 5.

Festival must include a locally juried selection process for at least some of the films that will be included in the festival’s programming. 6.

Festival can have virtual screenings and events programming but must include at least one in-person industry workshop, panel discussion and/or presentation that is open to the public and encourage film education, networking opportunities, and the workforce/ professional development of the San Antonio film industry. 7.

Festival staff should coordinate with San Antonio Film Commission staff to arrange for a Film San Antonio potential networking event to take place in conjunction with/ during the festival. 8. Festival should be generally supportive of the local film community and make a good faith effort to engage with and program new work by San Antonio-based filmmakers.

1. Events that only hold screenings or a premiere of films are ineligible. 2.

Organizations that submit an application under a fiscal sponsor are ineligible. 3. Events that are officially recognized as part of the annual FIESTA are ineligible.

4. The San Antonio Film Commission will not consider multiple requests for the same film festival or from the same organization. 5.

Film festivals funded through this process cannot apply for other City of San Antonio Department of Arts & Culture funding. 6. The City will not fund programs for religious purposes that promote or celebrate any sect, church, creed, or sectarian organization, conduct any religious service or ceremony, nor for the inhibition or promotion of religion, nor to convey a religious message.

7. The City will not fund programs where the primary effect of funding would be for political purpose for or against a political candidate, ballot measure or bill. 8.

The City will not fund projects, productions, workshops and/or programs that include obscene material as defined in Section 43. 21, Penal Code of Texas. 9.

Film festivals, workshops, and educational programs held on a school campus that are hosted by a school district and/or college and university are ineligible. 10. Accredited academic teaching institutions and departments thereof are ineligible.

All Applicants will be required to submit an application by or before the deadline which will include the following: 1. Festival history and the audiences it serves, short biography for each of the key festival organizers, a copy of the media/ marketing plan for the festival, a budget form (template provided), and a document outlining festival sponsorship levels. 2.

An itemized festival budget, which details all other sources for funds including sponsorships. These funds can only be used for the following: a. Contracted Services Fees including travel and per diem.

Guest panelist or workshop presenter fees and travel expenses including lodging. b. Production Expenses.

Production management, staging and sound and lighting equipment rental specifically designated for the festival. c. Space Rental.

Includes stage and rental for the festival only. d. Marketing and Promotion.

Including media ads, graphic design, website management and promotional material and printing costs. If funding is approved, organizations must adhere to the following requirements and provide the following deliverables: 1.

One pre-production meeting held prior to the festival’s start with Department of Arts & Culture staff to discuss the festival’s lineup, plus coordination and collaboration of all Film Festival Funding Program deliverables. 2. 15 full-access passes to the festival 3.

Photos taken during festival. 4. San Antonio Film Commission’s current logo featured on festival marketing materials including: a.

Promotional fliers, including rack cards d. Step and Repeat, and other festival signage, where applicable. i.

In these instances when possible, include the San Antonio Film Commission logo. Post may include “Sponsored by the San Antonio Film Commission” if room for logo is not available. 5.

At least one copy of the festival poster, flier, and program 6. List Festival and all related events on the City of San Antonio Department of Arts & Culture’s events calendar within 30 days of the first day of festival. i.

If possible, list Festival and all related events on the Texas Film Commission’s events calendar and calls for entry webpage. 7. List San Antonio Film Commission and City of San Antonio Department of Arts & Culture as sponsors in news release and media materials.

8. Include the San Antonio Film Commission in any press and other media opportunities, where applicable. 9.

Include a San Antonio Film Commission promotional video to be played in advance of select Festival programming and at Festival events, when possible. 10. Interim Report: The first payment of 50% of the Agreement amount will be made upon submission and acceptance by City of the Interim Report in the Department’s Grants Management System due on or before sixty (60) days prior to the first date the Project will be open to the public.

Interim Report must include: b. Proposed Film Program Schedule d. Details Relating to Filmmaker Payments and Film Selection Processes e.

Total Number of Films Submitted f. Number of San Antonio Films Submitted g. Number of Texas Films Submitted h.

Film Festival Marketing Plan i. Detailed List of Estimated Expenditures in the amount of the grant 11. Final Report: The final payment of 50% of the Agreement amount will be made upon City’s acceptance of the Final Report.

After Project completion, Grantee must submit the Final Report in the Department’s Grants Management System, no later than forty-five (45) days after Project completion or thirty (30) days prior to the date of termination of this agreement, whichever is sooner. Final Report must include: a. Photos from Film Festival c.

Film Festival attendance numbers d. Total Number of Films Submitted e. Total Number of Films Screened f.

Number San Antonio Films Submitted g. Number of San Antonio Films Screened h. Number of Texas Films Submitted i.

Number of Texas Films Screened j. Number of free & open to the public festival events & programming l. News & media clips related to the festival m.

Screenshot of the Project posted to Department’s Events Calendar # n. Detailed List of Actual Expenditures in the amount of the grant, and all required supporting backup and documents, including receipts and invoices, that total the grant amount. Programmatic Excellence (45 percent) 1.

Evidence of a locally juried selection process for films to be included in the festival. 2. Diversity of artistic and cultural offerings.

3. Demonstration of innovative and excellent programs. 4.

Qualified Festival staff that supports festival implementation. 5. Uniqueness of programming and relevance to the film culture and community of San Antonio.

Audience Engagement (35 percent) 1. Demonstrated efforts to achieve broad and diverse participation from across the film industry and within the greater San Antonio area community, including youth organizations, high school and college/ university film programs, film clubs and societies, etc. 2. Festival relevance and capacity to engage a wide range of audiences and communities.

3. Evidence of strong marketing and promotional materials and efforts (including an active online presence), with evidence of engagement with international, domestic and local filmmakers. 4.

Evidence of clearly stated festival dates, submission deadlines and reasonable submission fees. 5. Evidence of effort to support the development of San Antonio’s local film community and film culture (for example, year-round screenings, networking events, specific outreach to local filmmakers, etc.).

Fiscal Position and Capacity (20 percent) 1. Applicant develops and demonstrates thoughtful, practical plans for the festival’s continued financial sustainability. 2.

Applicant demonstrates organization has the staff and volunteer capacity to administer festival planning, programming, awards and carry out the event. 3. Applicant presents a realistic budget, including sponsorships from diverse funding sources.

1. All applications and proposals will be reviewed by an independent panel which may include City staff, Committee members and local, regional, or national experts and patrons. 2.

Applicants will be reviewed and scored based on submitted applications and established criteria. 3. Preliminary funding requests and recommendations will be reviewed during a publicly held meeting.

4. San Antonio Arts Commission (SAAC) will make final funding recommendations during a publicly held meeting. For contracts below $50,000, final approval will be made by Department of Arts & Culture Staff, subject to availability of funds.

5. City Council will make all final funding approvals for contracts over $50,000. # CONSIDERATIONS FOR DETERMINING FUNDING RECOMMENDATIONS 1.

Applications scoring below 75 (scoring of 74. 5 to 74. 99 will be rounded up to 75) will not be eligible for funding through the Film Festival Funding Program; however, applicant may be qualified for other City funding sources, if available.

2. Application total score (the City will consider all scores and comments gathered during the Review Process). 3.

Equity of Programmatic Service to ensure that dollars support a balance of artistic and cultural offerings to existing and new audiences. 4. Total funds available annually for programmatic disbursement, including dollars allocated to this program.

The following apply to all programs, but set policies are detailed further within each individual Program section. 1. The City reserves the right to suspend, defer or cancel all or part of the funding process at any time.

2. SAAC and Staff have the option to recommend adjustments to levels of annual awards if an organization’s service levels or financial history is or becomes unstable. The Department of Arts & Culture Executive Director or City Manager has the final authority to make adjustments or reallocation of awards to existing or new organizations, programs or projects during the course of the year.

Adjustments or reallocations that would bring a contract above $50,000 or are outside the director’s approval authority are subject to City Council approval. 3.

Members of Department of Arts & Culture Committees or SAAC can apply and/or be part of a collaborative application for funding for Film Festivals, but he/she must recuse him/herself from any votes and cannot discuss their application with any other committee/commission member during the application and review process. Any violation of this activity immediately disqualifies the application. 4.

All awarded organizations are subject to comply with the specific funding program’s requirements and contract obligations. 5. Film Festivals will not be considered for other Department of Arts & Culture funding.

# THE FILM FESTIVAL FUNDING PROGRAM WILL NOT FUND THE FOLLOWING 1. Scholarships, purchase awards, or cash prizes. 2.

Benefits and projects planned primarily for fundraising purposes. 3. Deficiencies in previously completed projects or film festivals from previous years, or unanticipated costs in ongoing projects or payment of prior deficits.

4. Social functions, parties, special events, and receptions, including food and beverage. 5.

Loans, fines, penalties, costs of litigation or associated interest payments. 6. Non-profit agencies and foundations that directly support City Departments.

7. Accredited academic teaching institutions, and departments thereof. All applicants for funding programs must execute an Assurances Form certifying that s(he) is authorized to submit a Proposal and that, at the time of application, the applicant assures that: 1.

The activities and services for which financial assistance is sought will be administered by the applicant organization. 2.

As a party to any resultant contract, Applicant understands and agrees to comply with the Non-Discrimination Policy of the City of San Antonio contained in Chapter 2, Article X of the City Code and further, shall not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, veteran status, age or disability, unless exempted by state or federal law, or as otherwise established herein.

3. It is not knowingly fostering, encouraging, promoting, or funding any project, production, workshop, and/or program that includes obscene material as defined in Section 43. 21, Penal Code of Texas.

4. It will not identify the City as a funding provider for any events and activities for which City has not authorized funding. Only events and activities identified in the contract shall be considered to be authorized for funding by the City.

5. It will maintain auditable financial records reflecting Generally Accepted Accounting Principles related to its overall activities, submit itemized reports or expenditures as required by established City procedures, and submit timely reports reflecting the progress made in achieving its approved goals and objectives. 6.

It will comply with the City’s Ethics Code, particularly Section 2-61 that prohibits a person or entity seeking a City contract – or any other person acting on behalf of such a person or entity – from contacting City officials or their staff, regarding such contract, from the time the application opens to the time such contract is posted as a City Council agenda item.

Applicants may submit a written appeal in response to the preliminary funding recommendation only if the Applicant can demonstrate that one of the following occurred: 1. The San Antonio Film Commission failed to follow published application and review procedures. 2.

Undue influence was placed on a Committee member or SAAC by a member(s) with an undisclosed conflict of interest. 3. A Committee member or SAAC decision was based on insufficient information through no fault of the applicant.

4. A Committee member or SAAC’s decision was based on information not related to the proposed outcome of the application. Staff will determine whether an appeal meets one or more of the above requirements and is eligible for review by SAAC.

At a second public meeting, after review of eligible appeals, SAAC will issue final funding recommendations. SAAC makes final funding recommendations based on the following : 1. Staff and SAAC Arts Funding Committee’s preliminary funding recommendations.

2. Appeals considerations (considered in writing only). 3.

Applicants’ Scores and Comments from Committee members. Funding awards will be made without discrimination and will comply with all applicable local, state, and national laws.