Every year, we have a certain budget available from which you can receive financial relief. Here’s how it works, summarized:
- Keep all receipts in the original form!
- Fill out the expense reimbursement application (You can find the application here).
- Include the original receipts and submit them, signed, either in person or by mail to:
- Neustadt Art Kollektiv e.V.
- Rudolf-Leonhard-Straße 19
- 01097 Dresden
- If you have any uncertainties or questions, feel free to contact us anytime!
(1) The procedure in detail and what to consider
Here you can find the application that you need to fill out.
TOP SECTION
- Enter data and bank details
- For the project, write NAF (feel free to include the year, e.g., 2024).
- For the subproject, write the name of your event or venue.
BOTTOM SECTION
Now please enter each receipt individually into the table:
- The date is the one on the receipt.
- In the description, please name the issuing company and the product, e.g.:
- Gerstaecker, green chalk
- Farben Vogt, various paints
- Fabric shop ZIC ZAC, various fabrics
- For the amount, enter the total you spent.
- Don’t forget to add the grand total of everything you have entered at the end.
- With the “Auslagen hinzufügen” button, you can add more rows to the form if needed.
NOTE: If you have receipts that also include items that cannot be reimbursed (food, drinks, etc.), please cross these out on the receipt and adjust the amount to be reimbursed accordingly.
JNow you need to print and sign the document. Submit the original along with the original receipts (IMPORTANT!!!) to us. Please check beforehand to ensure someone is available to receive them! Alternatively, you can send them to us by mail:
Neustadt Art Kollektiv e.V.
Rudolf-Leonhard-Straße 19
01097 Dresden
What costs can be reimbursed?
Primarily, these are material costs.
Material refers to everything you need for your events and that is “used up” afterwards.
As a guideline:
- Paints, craft materials, spray cans, paper, etc., are all easy to reimburse. Consumables that last longer, like guitar strings, are also generally no problem.
- Low-cost items that have a longer lifespan, such as canvases, can be reimbursed under certain circumstances. Legally, these items belong to Neustadt Art Kollektiv after reimbursement. Please check with us beforehand to see what is possible and how we can manage it!
Reimbursements up to 100 € are generally no problem. If your event incurs significantly higher costs, please discuss with us in advance what we can reimburse. The reason is that with over 300 participating artists, we want to distribute the available funds as fairly as possible.
Also, ensure that invoices are issued in your name; otherwise, we cannot reimburse the expenses.
What costs do I have to bear myself?
Food and drinks are not material costs and cannot be reimbursed. Additionally, we cannot cover travel expenses.
When do I need to submit my application and when will my expenses be reimbursed?
You can submit your application at any time, but no later than the end of November. Generally, we wait about 2 weeks after the festival before starting the reimbursements. This gives everyone time to gather their receipts and submit their applications to us. Therefore, payouts will begin in mid-October. The reason for this is to distribute the available funds as fairly as possible among all applications, in case we receive significantly more applications than expected. However, the budget is usually sufficient!
What else should you know?
Collect donations at your events (hat at concerts, donation boxes, etc.)! Discuss with your venue what options you have. Of course, you can also sell your art. However, everything should be accessible to everyone. It is absolutely prohibited to charge admission or participation fees! If we become aware of such practices, those involved will be excluded from NAF.
Feel free to talk to us if you have any problems or concerns. We will find a solution together! 🙂