Visual Merchandising Grant Scheme

Visual Merchandising Grant Scheme is sponsored by Westminster City Council. Helps local shop owners refresh their window displays to attract more customers and boost business success.

# Visual Merchandising Grant Scheme The Westminster City Council’s Visual Merchandising [VM] Grant Scheme helps local shop owners refresh their window displays to attract more customers and boost business success. It is part of a wider high street improvement initiative aimed at encouraging shoppers to visit the area, improving the customer experience and creating a more vibrant street environment.

By upgrading shop windows with modern display systems, this scheme helps businesses stand out, increase footfall, and strengthen their visual identity. Ideal for those who have already received support through the Shopfront Improvement Scheme, this initiative is designed to complement that work—ensuring a cohesive and high-impact shopfront presence. # What does the grant cover?

The scheme will cover works from £1,000 to maximum £15,000 for eligible businesses. Any costs over and above the £15,000 threshold are the responsibility of the applicant.

Applications will be assessed based on the amount applied for (including the value for money) and their suitability to the specific VM interventions outlined below: • Window display kits and fixtures - supply and installation of new equipment specifically for the window display to refresh your shop window, according to proposals and briefs set out at time of application.

• Shelving and display units – fixed or modular units designed for window displays of products and services.

• Lighting – LED or spotlight fixtures installed to highlight window displays • Display plinths and podiums – for elevating and displaying products, services in an organised manner that highlight products and promotions that allow seasonal displays to be added (not in scope of this grant) • Outdoor display & furniture – small seating if you have a pavement licence or other display not mentioned.

• Decorative props – non-seasonal visual merchandising elements that support brand story and encourage customer engagement • Display mannequins – torso or full-body forms for showcasing apparel merchandise • Other, any additional visual or promotional elements not listed above that you recommend or can make a case for. # What Grant does not cover?

• Structural changes to the shop interior (nothing permanent that cannot be removed easily) • Airconditioning or heating • Seasonal window displays • High Street businesses with existing windows used for window display • Priority areas for this grant are: o Harrow Road and Great Western Road Junction o Edgware Road, south of the flyover Subject to availability, this opportunity will be open to other high streets within the wider North Paddington and Paddington and Bayswater area To be eligible for funding, you must: be trading in the designated area liaise and enter a contractual legal agreement to follow set processes and timescales have fewer than 50 employees have a turnover of less than €50 (£43.

5m) million or a balance sheet total of less than €43 (£37. 4m) million not be in financial dieiculty maintain the works to a satisfactory standard for a minimum of 3 years The Council reserves the right to assess applications for the grant funding on a case-by-case basis. An applicant may be unsuccessful if they are subject to legal proceedings being issued against them by the Council.

There is no right of appeal. As part of the grant scheme, beneficiaries must agree to provide feedback and data to measure impact on their businesses and their communities. How to Apply Applicants must apply for specific VM interventions following the brief or advice from the VM Scheme Part One or supply details including drawings and mood boards for the VM implementation they are applying for.

• A presentation in PDF that should include drawings, sketches, images of examples, links to oe the shelf items, references to VM Support Scheme proposals or your own presentations stating: o A brief that explains your unique mission statement, story and vision translated into a proposal showing a window display system that can be the foundation for ongoing seasonal displays and promotions.

o How the execution of the proposal will make an impact and be cost eeective. o Inspiration images that build a visual representation of and references to your window display structure that you are proposing o Shopfront mock up showing window display (a rendering or sketch) o Any lighting solutions that may be proposed for the window area o Summary of all works to be done.

• Two fixed quotes to be provided for specific work once we have reviewed and confirmed your proposals.

• If any work is to be carried involving joinery or electrical work, the supplier should be a qualified tradesman part of a Trades Association and proof of credentials is required at the time of submitting quotations to ensure that there are no delays post approval and that all relevant documentation is provided at time of application - any applicant that does not provide this is disqualified.

• If work does not require a contractor and is being bought ‘oe the shelf’ only proof of orders is required. • Please attach the above supporting documents within 21 days of application or your application will be withdrawn. Please contact your high street oeicer for assistance in understanding what documents are required.

Compliance Evidence Required • Copy of signed lease / ownership • Three months of bank statements • Profit and loss accounts for the previous financial year • Landlord consent from the leaseholder WCC Oeicers and the appointed VM advisor will work directly with each business to help you refine and finalise their design direction.

• Including guidance on layout, display ideas, signage concepts, and general visual presentation to support your vision and advice for implementation • Develop a cohesive and actionable concept. • Oeicers and VM advisors will review and advise on implementation at appointed intervals, to be determined once your proposal is accepted. • We will also provide general guidance where helpful.

What is expected from the beneficiary (not in scope of our direct support) • Produce technical or build-ready drawings • Material Procurement & Contractors: Businesses will source and manage suppliers and contractors independently. • Coordinating contractors or managing procurement • Budget Management: Each business will manage its own funding and payments. • Project Coordination: logistics, contractor management, or scheduling.

The responsibility for carrying out the works will remain with each business. • Shop-Driven Delays: Progress depends on businesses' responsiveness and commitment to the agreed designs. • Scope Changes: Any new or additional design requests outside the original concept will not be included due to time and resource limitations.

# Engagement and execution It is important we follow a prescribed process to assure the outcomes of the project are met and are to a high standard. We will do this through engagement with WCC and dedicated VM Advisor: 1- Design - Communication of work to be done, drawings, samples and references. Once approved there cannot be any additions or changes without prior approval.

2- Construction and execution – communicate at defined project milestones for review and advice, WCC at pre-arranged times in the construction period to meet with shop owners to discuss 3- Completion – before and after photos to be taken by WCC. Impact measurement 4- Window display competition in early 2026 1- Application workshops – guidance on how to apply available in person or online via a Teams chat through invitation.

July 9 –10 and 16-17 > Morning - 8am to 10am, Lunch Time -12 to 2pm and Evening – 5pm to 7pm 2- Design 1-2-1 workshops – to confirm scope of work, materials and items Days and times to be confirmed To be held at 470 Harrow Road, W9 3RU. Speak to your High Street Engagement Oeicer or email us at business. support@westminster.

gov.uk to make an appointment. Eventbrite invitation to be sent out later to those interested in applying.

Payment-by-results structure, broken into three stages to manage risk and ensure deliverables are met: • 40% upfront – upon approval and confirmation of supplier engagement or detailed work plan that followed and matches at least 80% of the brief supplied at application • 50% on implementation – once the main works are completed and evidenced (e.g. before/after photos, receipts) • 10% final payment – upon submission of final report, evaluation form, or spot-check verification • Must demonstrate that the work was completed by the same contractors who quoted for the work.

• Provide photos of work done that matches the proposed designs to a satisfactory degree as assessed by the council and the VM advisor. • Failure to satisfy this condition may result in nonpayment.

• Applications open: June 2025 – September 30 th , 2025, or until funding is fully allocated (whichever comes first) • Work to be completed and documented by end January 2026 • Assessments will be completed by end of January 2026 For more information, please contact us via business. support@westminster. gov.uk This project is funded by the UK Government through the UK Shared Prosperity Fund.