FAQsFrequently Asked Questions
How will our charity benefit from partnering with a documentary filmmaker? There are always benefits when partnering with like minded people who can contribute ideas and new perspectives to the work of your organisation. Documentary filmmakers, who work with the same issues that your charity addresses, will tell stories from the communities with whom you work. Documentaries are able to reach broad audiences, which will in turn raise the profile of your organisation. This may provide opportunities to enlist new supporters. Documentary, by its nature, keeps an issue alive long after the daily media has forgotten about the cause you champion. Through extended outreach and educational campaigns, filmmakers and charities can work together to increase community interest and participation and to extend the relevance of a story over a long period of time. How are we going to evaluate the project? The Documentary Australia Foundation, through its website (www.documentaryaustralia.com.au) offers guides for evaluating documentary proposals. In many ways evaluating the worth of a documentary uses the same set of skills as evaluating any proposal that may come before the organisation seeking support. Does it meet the aims and objectives of the organisation? Does it offer a way to extend what we already do into new audiences to attract greater understanding and ongoing support? Measuring the social impact of a project is always a difficult and intangible process, however whether it be the size of the audience reached or how it has made an impact in a small, targeted audience, documentaries profoundly affect individual audience members who can make a difference in very direct ways. Will the relationship with the filmmaker enable us to support our mission and reach new audiences? Yes. It is important to recognise that this relationship is not an advertising campaign for the organisation. It’s primary intention is to highlight the issues and increase the exposure through strategic outreach plans, which includes community screenings, broadband and educational distribution with accompanying study guide materials. Your organisation will be able to reach a broad audience over a long period of time by engaging documentary as part of your regular toolkit. A relationship of trust and mutual respect with a documentary filmmaker will potentially explore new ways of achieving your aims and strengthen links with the broader community. What resources are required to manage the potential partnership? A partnership between a charitable organisation and a filmmaker would probably require submitting a joint proposal for funding from a foundation or individual donor rather than drawing on the resources of the organisation. In either case you would need to ensure that the budget covers your staff time and other infrastructural costs that may be required to engage in such a partnership. The collaboration may stretch out over a period of time that covers the development of the idea, the production of the documentary and the outreach stage. Time and in kind support such as office expenses should be taken into account. It may be the case that your organisation does not have anyone employed with the appropriate level of film expertise so this might need to be outsourced if you would like an independent consultant to guide you through the processes. Documentary Australia also recommends that you have a letter of agreement between your organisation and the filmmaker, which may need to be reviewed by a lawyer. What does an outreach strategy look like? An outreach strategy will need to identify your target audience, community screenings, broadband and educational distribution and accompanying study guide materials. This is primarily the filmmaker’s responsibility but would be strengthened through collaboration with a charity that integrates the completed documentary into other projects they may be involved in. This is an area that could attract private funding that is specifically targeted towards distributing the documentary through the community and educational market. Documentary Australia website lists organisations that specialize in creating accompanying materials. See Our Community/World of Documentary at www.documentaryaustralia.com.au for links to relevant organisations. Why work with a documentary filmmaker? By working with a professional documentary filmmaker who can tell the story and highlight the issues you will broaden the reach of your organisation and expose the issues that you support to a new audience. A filmmaker can help you to acquire new material that can be used to support your own cause long after any print material. Documentary filmmakers can add credibility to the cause and provide greater community and individual contact in new ways with new networks. What role will our organisation take in the partnership? Your organisation will provide a different network of people with many stories for the filmmaker to discover. Being a non profit community based organisation you also provide a level of credibility for the foundation assessing a documentary proposal. Grantmakers are likely to be more interested in a partnership between your organisation and a filmmaker as it adds value to the individual projects and extends the overall effectiveness of their giving. You will provide a resource through your member base that reaches new communities and other associated charities and non profits in the sector. How will we find filmmakers to work with? The Documentary Australia Foundation website has a database of case studies with over a hundred examples of documentaries organised by issue and theme. As a place to start, many of Australia’s greatest documentary makers have put their work on the site to illustrate how filmmakers are working in the same areas as charities and non profits.
Beyond the website, documentary filmmakers can be found through industry organisations such as:
The Australian Film Commission, Film Finance Corporation, Film Australia. (Note that these organisations will soon exist as one organisation, the Australian Screen Authority). Should there be a contract between us and the film maker? It may be useful to draw up a letter of intent or memorandum of understanding (MoU), which indicates initial intentions and creates a foundation for building a robust relationship. This can be quite informal but useful in determining a shared vision, on the basis of which you and the filmmaker can specify your agreement. Alternatively, a contract or partnering agreement can be drawn up which is a more formal and binding document where roles, responsibilities and decision-making procedures are detailed. Once a partnership has been agreed to in principle, it is advisable to establish a formal document to frame the longer-term working relationship and its expectations. There are always various ways funding can be sought. The filmmaker may approach you to work in partnership to produce a documentary film that illustrates /exposes the community issues or causes that you support. In this case you, as part of the partnership will submit a application to a grantmaker for funding. In another instance the filmmaker may have received an “in principle” agreement for funding, subject to working with a non profit organisation. By doing this, the film maker will be working with an organisation that has credibility and DGR status. For more Questions and Answers see the FAQ’s for Grantmakers and Filmmakers downloadable as a pdf at www.documentaryaustralia.com.au Why make grants to documentaries? Documentary filmmakers are generally interested in the same areas of focus as philanthropists such as; education, the arts, health and welfare, environment, indigenous issues, social justice etc and through their work, aim to make a difference to our community. Documentaries raise awareness about issues and inspire change. Making a grant to a documentary will increase the reach and effectiveness of a donation through the outreach of the film into community and educational institutions. Supporting documentary adds value to existing grant-making practices. Why don't Australian donors make grants to documentaries? Historically there hasn’t been a culture of philanthropic giving to media in Australia. Foundations have not been made aware of the importance and effectiveness of documentary and Australian filmmakers have not highlighted the ways in which their aims intersect with those of many grantmakers. Local foundations have not been offered simple mechanisms for giving to documentary projects and filmmakers have not provided compelling educational and outreach strategies. All of this is changing through the guides offered by Documentary Australia. Why do foundations in the USA support documentaries? The impact that documentaries have made has been realised through a series of compelling case studies. See the Case Studies section of the Documentary Australia website for evidence of this in films such as An Inconvenent Truth and Legacy. Filmmakers have been more proactive in the USA in highlighting the effectiveness of the documentary and have given emphasis to the outreach and education sector. Several organisations including the Council on Foundations and Grantmakers in Film and Electronic Media provide support and education to the grant-makers on the economics, role and importance of documentary. Foundations in the USA either have the expertise to assess the merit of subject matter of the film or they engage a consultant to help with evaluation. How do foundations assess a documentary proposal? The key elements will be largely the same as any proposal a foundation receives. A foundation will need to examine what the film is about, the aims and objectives of the project, why the film is made, who is making the film, how the success and effectiveness of the film will be measured, the budget and timeframe of the film project and most importantly whether the film is being made for the benefit of the community. The Documentary Australia Foundation website provides examples of documentary budgets and some rules of thumb to assess the scale and scope of different documentaries. How can philanthropists make a grant? Do they give directly to the filmmaker? At the moment it is not possible for grant-makers to give directly to the filmmaker if they wish to receive tax deductibility for their grant. An organisation with charitable status needs to be the initial recipient of the grant, which is then passed onto the filmmaker. Documentary Australia Foundation has been set up to assist grantmakers to easily give grants to documentaries. Other organisations include: 1.The Australia Cultural Fund which is operated by the Australia Business Arts Foundation (AbaF) in accordance with the Income Tax Assessment Act 1997. 2. Through a Charitable Organisation with DGR status. 3. The individual behind a Privately Prescribed Fund (PPF) may make a personal donation and receive a tax deduction through the Documentary Australia Foundation. 4. Aurora Television Fund. See Documentary Australia Foundation website for more details at www.documentaryaustralia.com.au How does the grantmaker know that the grant will be used appropriately? What safeguards are in place? As with any grant, the donor will need to do a degree of research regarding the track record of the filmmaker and the legitimacy of the project. The grant will be made to meet specific objectives, to produce programs and to undertake projects in collaboration with others for the long-term benefit of all involved. Regular reporting throughout the period of production will be enough to determine whether the grant is being used for the purpose for which it was given. At the completion of the documentary a final screening and presentation of the ongoing outreach strategy, with regular follow up reporting requirements, should be enough to illustrate that the expectations of the partnership are being met. How can I read a documentary budget? Please see the provided section in resources for grantmakers and charities titled Understanding a Documentary Budget. All definitions and standard costs are covered with further links for resources and consultation. www.documentaryaustralia.com see resources. How much will grantmakers give? We believe a grant to a documentary should be treated like any other grant in the gift giving portfolio of a foundation or an individual. There are many levels and ways a grant to a documentary can be made. Just like a traditional grant to a charity, the donation can be made for all or part of the project. The donor can be the solo donor, or equally be a part of a partnership of several donors (including a mix of private and government funders). For new relationships, whilst an entire project may be funded, we recommend making a grant in a series of installments as each mile stone is reached and outcomes achieved. How can grants be made to documentary films when they are in a list of exclusions? A major part of the Documentary Australia Foundation’s initiative is to encourage foundations to join the ranks of leading foundations in the USA who make grants to documentaries. With a greater level of understanding of the merits of giving to documentaries, together with a greater understanding from the filmmakers about what foundations are looking for when making a grant, the case to remove documentaries from the list of exclusions will be easier to make. How do I know that the filmmakers will fulfill their obligations? Like any grant, thorough research, reference checks and track record will be important. In many ways, the more developed the film the less risk there is for failing to complete the project. As with traditional philanthropy, the risks are always greater when giving development capital to a new project. When giving a completion grant, there is a much higher probability that the film will be completed. Providing a grant to the education and outreach strategy once the film is complete, offers an even lower level of risk. As with anything, the rewards of following a film through from development to completion will probably provide the greater rewards, but also comes with a higher level of risk. The network and sharing of ideas amongst the foundations in Australia is strengthening every day. Cross checking with other foundations who have given to documentaries or have an understanding of the industry is an essential part of the process. Making grants to effective, professional and ethical filmmakers is an essential part of minimising the risk of the grant. Include in your agreement clear timelines and agreed principles for dealing with changes that may occur. Effective communication in scheduled meetings tied to the project’s cash flow is a standard way of regulating expectations. By making payments in installments as each milestone of production is reached enables a transparent way of managing the process to ensure obligations are fulfilled. How can the success and effectiveness of the grant be measured? Measuring the success and effectiveness of any grant can be difficult. In the philanthropic sector the greatest rewards are often intangible (ie putting a smile on a child’s face). A foundation will typically have its own set of criteria, as will the professional filmmaker, who has had success with raising private funds. The key element is to see that the filmmakers clearly outline their objectives, strategy and desired outcomes in their application. If they simply want to make an award winning film, the filmmaker’s objectives are unlikely to match the objectives and desired outcomes of the foundation. Measuring the success varies from project to project. The documentary may educate school children across Australia and the world, it may raise awareness about a particular issue, it may be a project in itself that simply involves the participants, it may be a catalyst for government action and it may act as a fund-raising tool. The more effort that is put into education and outreach, the more visible the outcomes will be, making it easier to measure the effectiveness of the grant. How are the objectives of the filmmakers and grantmakers aligned? Foundations exist for many reasons, but ultimately because they want to make a difference to the needs of community. Private foundations typically make grants to areas that the government doesn’t reach or in areas where additional funding is required. These areas typically include the arts and culture, environment, indigenous issues, health/medicine/science, education, social welfare, justice, etc. It is in these very areas where many documentaries find their stories. Documentary filmmakers in general care about our society. Through telling a story to a broad audience filmmakers believe they are helping to make the world a better place. Well made documentaries have the ability to entertain as well as the power to educate, inform, empower, raise awareness and create meaningful social change. How can a grant be justified when filmmaking is a for profit activity and not a charity? The documentary industry in Australia is heavily subsidised and under funded. Evidence suggests that less than 10 documentary films in Australia have made a profit. Given the rates broadcasters pay for documentaries, the business model is not sympathetic towards documentaries making a profit. As with existing arts based activities, extra assistance is required. A theatre or opera company sell tickets, an art gallery charges entry fees, yet both rely heavily on support from philanthropic grants in order to survive. What can I ask for in return for my grant? Grantmakers obviously cannot ask for their grant to be returned or interest earned from it. It is not an investment, it is a non-refundable grant. At the very least, a grantmaker should expect an annual written report on the project, a copy of the film (DVD or video), invitations to screenings and events, acknowledgement of the grant in the credits and in all promotional material, a thank you letter from the producer and director, a signed contract of understanding with the filmmaker and the grantmaking body which outlines all expectations (and these obligations on the filmmaker should always be met). Who will screen the documentary? It is important to establish with the filmmaker who their intended audience is and where they aim to screen the film. The ABC and SBS are the main broadcasters who screen documentaries on television in Australia. Increasingly the pay television channels are looking for content and can provide great reach for a program. If they are involved with the production from the outset they will guarantee a screening. If approached after the film is complete, the chances of a screening are lower and the price they pay is extremely low (typically between $5000-$10,000). A documentary with a budget of $10k-$20k, designed for a local community, is more likely to focus on screenings in local community halls, through DVD distribution, the educational market and festivals. Where the filmmaker is working closely with a charitable organisation, the charity should become involved in the films outreach and educational distribution. Charities can access audiences and extend the life of the film. Some documentaries find an audience in the cinema. What to look for in a documentary proposal? Grant makers will initially look at a documentary proposal in the same way they look at any of their traditional funding proposals. The elements include: Title, synopsis, need for the project, objectives, desired outcomes, measurement of success, sustainability, outreach and education strategy, budget, quality of people involved. What happens if the film isn't made? Unfortunately if the film isn't made, the value and success of the grant will be limited. In philanthropy, not every grant will be successful, and foundations are aware of this. Foundations typically apply a portfolio approach to their giving, and attempt to ensure that most of their grants add value and make a difference. If a film isn't completed, the value and success of the grant will be limited. If a foundation only gives to outreach and education once a film is complete, the risk of non-completion is obviously very limited. Other foundations, however, will see the value of making grants in installments to minimise the risk and maximise the chance of ensuring the film is made. It is rare that once a documentary has begun that it is left unfinished, unless the finance has been impossible to raise. Many documentary filmmakers finish the work even when they are unfunded. What do grantmakers ask for in return for their grant? Grantmakers do not ask for their grant to be returned or interest earned from it. It is not an investment, it is a non-refundable grant. At the very least, a grantmaker would expect an annual written report on the outcomes of the project to give the grantmaker an indication on their return on social capital. A copy of the film (DVD or video)should be included along with invitations to screenings and events, acknowledgement of the grant in the credits and in all promotional material, a thank you letter from the producer and director, a signed contract of understanding with the filmmaker and the grantmaking body which outlines all expectations (and these obligations on the filmmaker should always be met). What are the best examples of documentaries that have made a difference? See Case Studies at www.documentaryaustralia.com.au. Where will the film be available? Documentaries screen on television and sometimes in the cinema and have a long life in the educational sector. Increasingly documentaries are available on DVD in video stores and sold via the internet. They can also be made available through partnerships with charitable organisations. Where can I find information about the filmmakers? There is an industry directory called the Encore directory that is available through all film industry agencies including the library at the Australian Film Television and Radio School (which provides a great deal of information and has the best library for documentaries and associated texts in the country). Other avenues are the internet and the Documentary Australia Foundation website which has case studies of many local filmmaker’s work and a section in Our Community called the World of Documentary which contains links to many other relevant sites. Over time, a network amongst the foundations will develop where good and bad experiences will be exchanged. |
Next submission deadline is
Saturday 1 May 2010
For Charities
Case Studies
Stay informed as
the latest, exciting
Documentary Australia
developments unfold ...