All funding schemes, regardless of whether they are for pilot programmes or well-established programmes, will require a detailed budget including resources and costs associated with implementing AoP programmes. Therefore, it is vital to gain an overview of all expected costs and possibly involve your economic department in estimating all costs associated with developing and implementing the programme.
When estimating the cost of the AoP programme it is important to consider the following costs relating to the development of the programme as well as the daily management of the AoP programme:
Managerial costs relating to employees working hours on:
- setting up the organisational framework and gaining the strategic overview (including planning and facilitating meetings and preparing working contracts between the municipality and the actors involved in the implementation of the AoP programme,
- developing, evaluating and adjusting the programme,
- preparing and executing a communication and dissemination strategy.
Development and facilitation costs relating employees’ working hours on:
- planning, facilitating and adapting activities,
- planning and hosting training courses and seminars for culture and arts facilitators on how to take of and tailor activities for the target audience,
- ongoing dialogue with participants,
- ongoing dialogue and engaging recruiting channels including facilitating regular meetings.
Material costs:
- production and distribution of advertisement materials such as flyers, video, phots etc.,
- materials used for the culture and arts activities and evaluation (such as printing costs).
It is also important to consider other expenses which may be more specific depending on the AoP’s target audience and the type as well as location of activities.
Additional expenses in connection to the AoP programme could include:
- Meeting costs durning the collaboration process with referral channels, culutre and arts professional, steering and working groups.
- Transport costs – Does the target audience have travel needs that should be covered by the programme?
- Equipment expenditure e.g. art supplies
- Rent of venues
- Interpreter costs if the AoP programmes includes foreign language speakers.
- Communication materials i.e. flyers, posters etc. (possibly translation costs if the material should be in more than one language.
- Catering requirements depending on the length and time of day the activities are.
- Evaluation costs – this may be carried out by evaluation experts and in the case of research studies costs will entail the involvement of researchers and research equipment.
