Every year we have a budget for material costs. Upon request, you will receive a reimbursement for your material expenses.

Why so formal?

The procedure is formal because we then have to (even more formally) settle the funds spent with the funding agencies. This procedure must be followed, otherwise we cannot pay out anything.

Why only after the festival?

We don’t want everything to go to a few events at the beginning, so we collect your requests first and then after the festival, we see how many reimbursements have been accumulated. If the reimbursements exceed the budget, you will receive a proportional refund of your expenses. In the end, everyone will have a little less instead of some going completely empty-handed. In this sense, the reminder: also collect donations at your events on-site (hat, donation box, etc.).

Based on the experience of previous years, the budget has always been sufficient. Reimbursements up to 100 EUR are usually not a problem. However, since the number of events varies, take this only as an estimated guideline. We can only say exactly how much can be reimbursed afterwards.

What can be reimbursed?

This budget only covers material costs. Material is essentially anything you need to design your events and that is “used up” afterwards. As a guideline:

• Colors, craft materials, spray cans, paper, etc. are all no problem and easy to reimburse.
• Consumables that last longer, such as guitar strings, are usually not a problem either.
• Low-priced goods that have a longer lifespan, such as canvases, may be taken over under certain circumstances. However, these generally belong to the collective after reimbursement. Please ask beforehand if this is possible and how we can implement it!
• Food and drinks are not material costs and cannot be reimbursed. Exceptions would be food that is not intended for consumption, but for art performances or workshops: salt dough ingredients or tomato juice for the metal show.
• Unfortunately, we cannot cover travel expenses (no budget).
• We have a separate budget for rental costs. If you want to rent things, please contact us beforehand at orga@neustadt-art-kollektiv.org to clarify if we can cover it.

How does the application process work?

• Buy your material and keep all receipts.
• Invoices should be issued in your name (or that of your organizer).
• Please stick receipts on an A4 sheet. Use one sheet per receipt. Stick, do not staple!
• Click on Form for Expense Reimbursement to open the form (German).
• Please enter your data and bank details here.
• For Projekt, write NAF.
• For Teilprojekt, enter the name of your event or location.
• Now please enter each receipt individually into the table.
  • Datum is the date on the receipt.
  • In Beschreibung, please state the exhibiting company and the product, e.g.
    • Gerstaecker, green chalk
    • Farben Vogt, various colors
    • Stoffladen ZIC ZAC, various fabrics
    • For Betrag, enter the amount you spent on it.
• Don’t forget Gesamtsumme (total amount) at the end.
• You can add more lines to the form by clicking on Auslage hinzufügen button.
• NOTE: If you have receipts that include items that you cannot claim (food, drinks, etc.), cross them out on the receipt and reduce the total amount accordingly.
• Please print out and sign the completed document.
• Then please bring the original document and the original receipts to us at the studio (Rudolf-Leonhard-Straße 19). Please announce beforehand so that someone is there.
• Alternatively, send the receipts by mail to:
  Neustadt Art Kollektiv e.V.
  Rudolf-Leonhard-Straße 19
  01097 Dresden

More Questions?

If you have any further questions, please contact us at orga@neustadt-art-kollektiv.org. Especially if you are unsure whether your purchased material can really be reimbursed, please ask beforehand!