Over the last few days we have been holding TourWest panels.  TourWest is WESTAF's Touring and Presenting grant program.  It is funded through the National Endowment for the Arts (NEA) as a way of promoting performing tours.  Each of the Regional Arts Organizations (RAO) have a similar program.

One of the unique things about the TourWest program is how online the process is and the length of time it has been online.

A number of years ago I spearheaded the design of CultureGrants Online Basic (CGO).  It is a shared grant making system that allows agencies to create and manage their own grant activities including building grant applications.  Currently Basic is in its second iteration.  The first version of Basic was very much a wire-frame system.  TourWest makes use of the Basic system in its application, paneling, and final report process.

The cycle works roughly like this.

1. Early in the year the application is opened--typically early to mid January.
2. As close to April 1 as possible, the deadline occurs.  At this point all applications that are going to go to panel must be received electronically and all supplemental materials must be post marked.  At minimum WESTAF requires a work sample of the artist a presenter will  be hiring, a copy of the 501(c)3 determination letter, and a contract/letter of intent from the artist.
3. After the samples come in, staff begins the digitizing process of the work samples.  Currently this is done using two sample stations comprising of a ReplayTV 5K or 55xx DVR, a VCR, A DVD player, and a TV. 
4. While the samples are being digitized, applications are reviewed to ensure that they fall within the TourWest guidelines.  The guidelines, basically, say:  a) that you must bring talent from outside your state b) you must have one public performance, and c) you must have at least one educational outreach component.
5. Once the applications are vetted and the samples are digitized, a PDF of the panel book is created and it--along with the digital samples--are loaded onto tablet Pcs which are sent to our panelists.
6. The panel reviews the applications and samples and then convene in Denver.  The convening consists of the panelists reviewing each application and scoring it based on criteria set out in the guidelines.
7. After the panel recommendations are made, WESTAF figures out allocations to those who are to be funded and asks the panel to review it once more.
8. Once the panel reviews it and approves the allocations it goes to the WESTAF executive committee who make the final funding decisions.
9. Grantees are notified.
10. Grantees complete the work.
11. Grantees submit final reports of the work they did and request payment.  This is done online as well.
12. WESTAF reviews the final reports, authorizes payment and a check is sent to the Grantee.

Like all grant programs, these activities overlap.  Applicants are filling out applications for the coming year while completing final reports for the previous. year.

I can't think of any other arts grant program that manages to:

• Have applicants submit applications
• Have panelists review
• Have grantees submit final reports

all digitally.  This is the fourth year WESTAF has used Basic and the fifth year the application has been online.  The last four have had tablet panel books and the last three have provided the panelists with all samples prior to the meeting.

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