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ProjectLab
guidance document

         version 2.0 for Round 2
New opportunities in 2012

In 2012 the Innovation Lab brings you an exciting new way to directly
help your practice and understanding of innovation and new
opportunities.

It is called ProjectLab - a festivals-only funding competition for
innovation projects worth up to £5k per project proposal.

This guidance document explains how to get the most of these
opportunities for you and your festival.

If you ever have any questions or require any additional support
please just email us at lab@festivalsedinburgh.com
What is projectlab?
ProjectLab is an innovation funding competition for the Edinburgh
Festivals managed through the Innovation Lab.

It will comprise of multiple rounds with successful proposals
receiving grants up to £5k per project.

Any festival or festival employee can submit a project proposal which
uses new thinking or new tools to make the festivals better - either for
them, their audiences, their talent or their partners.

Successful proposals will be selected against published criteria by the
Innovation Working Group.

As well as the benefits of delivering stand-alone projects, ProjectLab
also provides a route for festivals to test project ideas ahead of larger
general funding rounds in 2012/13.
What is eligible and in scope?

Any project which brings new thinking and new tools to your festival
and results in a tangible deliverable is eligible for ProjectLab. This
definition is deliberately broad and includes:

•   Digital projects (web & mobile)
•   Projects which have no digital component
•   Internal organisational or business process improvement
•   Projects which benefit any stakeholder type
•   Collaborations with other festivals or organisations
•   Trials and pilots as well as full scale projects
•   Research
What is out of scope?

The following are out of scope for ProjectLab proposals:

•   Core programming
•   Core people costs
•   Core organisational costs
•   Professional development (see PD section below)
•   A proposal with no clear deliverable
•   A proposal with no champion within a festival organisation
What are the selection criteria?

Ten criteria will be the basis of selecting the winning proposals per
ProjectLab round:

•   Clarity of proposal
•   Articulation of the Need
•   Likely Impact if delivered
•   What makes it Innovative
•   The project’s Deliverability
•   Longer-term project Legacy
•   Additionality to existing or core activity
•   Benefits to Other Festivals
•   Ownership within the host festival
•   Learning benefits to you and your festival

NB Project proposals will not be expected to fulfil every criterion.
Can you give me some “for instance” examples?

ProjectLab will welcome project proposals as diverse as:

 software which saves     design of new signage       commissioning research        small scale trial of a
 significant core time    which improves flow at          into a specific            paperless ticketing
 through automation              key site             innovation opportunity              solution




 creative new app or      subscription of effective    engaging a designer to
                                                                                     digital distribution
online tool to improve    volunteer management        improve your service for
                                                                                         experiment
   event discovery               software              certain audience types




online visualisation of    subsidising incentives
                                                        test of new revenue
festival programme or         to encourage less                                    trial of new technology
                                                         stream for festival
       other data           environmental waste




integration of content     mobile site based on                                       creative digital
                                                      trial of personal festival
 into existing app e.g.     Book festival open                                       experience which
                                                          concierge service
      Showgizmo               source code                                          augments a live event
Is there any help to work up a proposal?

There are three ways in which help is available to develop your project
proposal which cover both coming up with the basic idea itself and
developing that idea to submission.

1. ideation tools - available online at festivalslab.com/projectlab
2. workshop - a facilitated half-day session 2/3 weeks before
deadline (dependent on demand)
3. email lab@festivalsedinburgh.com for an independent review

Usage of this support is optional but encouraged to maximise the
quality of your proposal
What is the overall process?
What are the timelines?

There will be three ProjectLab funding rounds to allow for different
festivals’ schedules.




* the workshops will be dependent on demand so please remember to
contact lab@festivalsedinburgh.com to register interest asap
How are submissions assessed?

A ProjectLab assessment and selection meeting will be held following
the submission deadline. Proposals will be assessed according to the
selection criteria and up to three successful proposals selected per
round.

The selection meeting will be comprised of the Innovation Working
Group. Festivals not represented by the core IWG members will be
able to send a representative.

Feedback will be available for unsuccessful candidates asap after the
selection meeting.
How does the submission work?

Proposals are submitted online via www.festivalslab.com/projectlab

The submission form is designed to be as simple as possible while
also capturing the key information required for assessment and
selection.

Copies of the questions asked are also available on the site.
Professional development delegations

As a further investment in the innovators amongst the festival
community, each successful proposal will receive an invitation to join
a cross-festival delegation to a UK innovation conference in 2012.

Details of the conferences in 2012 will be available upon application.

If the original proposal was the result of a team effort, the candidate
for the delegation is to be agreed by that team.
What else should I know about the proposals?

•   Usage of the proposal support mechanisms is optional
•   Projects can be managed and/or delivered in-house or externally
•   Projects managed/delivered externally require a festival champion
•   Submissions can be made by individuals or by festivals as a whole
•   Unsuccessful projects can re-apply in later rounds if they act on feedback
•   There is no limit on the number of submissions each festival can make
•   Individual festivals are limited to two grants after which they become ineligible
•   All grantees must report progress & results via a simple template
•   Any code created is to be made open source unless a strong case for the contrary
•   Projects must be completed and invoiced for by end of FY12/13
What are the details of the grant?



•  Successful proposals will receive 50% on award and 50% on completion
•  Successful proposals to invoice Festivals Edinburgh for draw-down
•  No match-funding is required
•  Projects will be reviewed at their midpoint and if no progress has been made the
award will be returned to Festivals Edinburgh
please email
lab@festivalsedinburgh.com
   for questions & support

        full details at
festivalslab.com/projectlab

        thank you.

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Festivals-only

  • 1. ProjectLab guidance document version 2.0 for Round 2
  • 2. New opportunities in 2012 In 2012 the Innovation Lab brings you an exciting new way to directly help your practice and understanding of innovation and new opportunities. It is called ProjectLab - a festivals-only funding competition for innovation projects worth up to £5k per project proposal. This guidance document explains how to get the most of these opportunities for you and your festival. If you ever have any questions or require any additional support please just email us at lab@festivalsedinburgh.com
  • 3. What is projectlab? ProjectLab is an innovation funding competition for the Edinburgh Festivals managed through the Innovation Lab. It will comprise of multiple rounds with successful proposals receiving grants up to £5k per project. Any festival or festival employee can submit a project proposal which uses new thinking or new tools to make the festivals better - either for them, their audiences, their talent or their partners. Successful proposals will be selected against published criteria by the Innovation Working Group. As well as the benefits of delivering stand-alone projects, ProjectLab also provides a route for festivals to test project ideas ahead of larger general funding rounds in 2012/13.
  • 4. What is eligible and in scope? Any project which brings new thinking and new tools to your festival and results in a tangible deliverable is eligible for ProjectLab. This definition is deliberately broad and includes: • Digital projects (web & mobile) • Projects which have no digital component • Internal organisational or business process improvement • Projects which benefit any stakeholder type • Collaborations with other festivals or organisations • Trials and pilots as well as full scale projects • Research
  • 5. What is out of scope? The following are out of scope for ProjectLab proposals: • Core programming • Core people costs • Core organisational costs • Professional development (see PD section below) • A proposal with no clear deliverable • A proposal with no champion within a festival organisation
  • 6. What are the selection criteria? Ten criteria will be the basis of selecting the winning proposals per ProjectLab round: • Clarity of proposal • Articulation of the Need • Likely Impact if delivered • What makes it Innovative • The project’s Deliverability • Longer-term project Legacy • Additionality to existing or core activity • Benefits to Other Festivals • Ownership within the host festival • Learning benefits to you and your festival NB Project proposals will not be expected to fulfil every criterion.
  • 7. Can you give me some “for instance” examples? ProjectLab will welcome project proposals as diverse as: software which saves design of new signage commissioning research small scale trial of a significant core time which improves flow at into a specific paperless ticketing through automation key site innovation opportunity solution creative new app or subscription of effective engaging a designer to digital distribution online tool to improve volunteer management improve your service for experiment event discovery software certain audience types online visualisation of subsidising incentives test of new revenue festival programme or to encourage less trial of new technology stream for festival other data environmental waste integration of content mobile site based on creative digital trial of personal festival into existing app e.g. Book festival open experience which concierge service Showgizmo source code augments a live event
  • 8. Is there any help to work up a proposal? There are three ways in which help is available to develop your project proposal which cover both coming up with the basic idea itself and developing that idea to submission. 1. ideation tools - available online at festivalslab.com/projectlab 2. workshop - a facilitated half-day session 2/3 weeks before deadline (dependent on demand) 3. email lab@festivalsedinburgh.com for an independent review Usage of this support is optional but encouraged to maximise the quality of your proposal
  • 9. What is the overall process?
  • 10. What are the timelines? There will be three ProjectLab funding rounds to allow for different festivals’ schedules. * the workshops will be dependent on demand so please remember to contact lab@festivalsedinburgh.com to register interest asap
  • 11. How are submissions assessed? A ProjectLab assessment and selection meeting will be held following the submission deadline. Proposals will be assessed according to the selection criteria and up to three successful proposals selected per round. The selection meeting will be comprised of the Innovation Working Group. Festivals not represented by the core IWG members will be able to send a representative. Feedback will be available for unsuccessful candidates asap after the selection meeting.
  • 12. How does the submission work? Proposals are submitted online via www.festivalslab.com/projectlab The submission form is designed to be as simple as possible while also capturing the key information required for assessment and selection. Copies of the questions asked are also available on the site.
  • 13. Professional development delegations As a further investment in the innovators amongst the festival community, each successful proposal will receive an invitation to join a cross-festival delegation to a UK innovation conference in 2012. Details of the conferences in 2012 will be available upon application. If the original proposal was the result of a team effort, the candidate for the delegation is to be agreed by that team.
  • 14. What else should I know about the proposals? • Usage of the proposal support mechanisms is optional • Projects can be managed and/or delivered in-house or externally • Projects managed/delivered externally require a festival champion • Submissions can be made by individuals or by festivals as a whole • Unsuccessful projects can re-apply in later rounds if they act on feedback • There is no limit on the number of submissions each festival can make • Individual festivals are limited to two grants after which they become ineligible • All grantees must report progress & results via a simple template • Any code created is to be made open source unless a strong case for the contrary • Projects must be completed and invoiced for by end of FY12/13
  • 15. What are the details of the grant? • Successful proposals will receive 50% on award and 50% on completion • Successful proposals to invoice Festivals Edinburgh for draw-down • No match-funding is required • Projects will be reviewed at their midpoint and if no progress has been made the award will be returned to Festivals Edinburgh
  • 16. please email lab@festivalsedinburgh.com for questions & support full details at festivalslab.com/projectlab thank you.