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 their 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
You can access the application form that you need to fill out here.
TOP SECTION
- Enter your data and bank details
- For the project, write NAF (preferably with the year, e.g., 2024)
- For the subproject, write the name of your event or location
BOTTOM SECTION
Now please enter each receipt individually into the table:
- Use the date printed on the receipt.
- In the description, include the issuing company and the product, for example:
- Gerstaecker, green chalk
- Netto, drinking cups
- Music Store Mustermann, rental of sound system
- Sound Technician Musterfrau, fee for audio technology
- For the amount, enter the total you spent.
- Don’t forget to calculate the grand total of all entries.
- You can use the “Auslagen hinzufügen” button to add more rows to the form if necessary.
NOTE: If your receipts include items that cannot be reimbursed (such as food, drinks, etc.), please strike these items out on the receipt and adjust the reimbursable amount accordingly.
JLastly, you need to print and sign the document. Submit the original document along with the original (IMPORTANT!!!) receipts to us. Please check beforehand to ensure someone is available to receive them! Alternatively, you can also send them to us by mail:
Neustadt Art Kollektiv e.V.
Rudolf-Leonhard-Straße
19 01097 Dresden
What costs can be reimbursed?
We can reimburse material costs, advertising & printing costs, expenses for rented equipment, and fees for technicians. If it appears that you will have a significant amount of expenses to be reimbursed, please contact us in advance. We can only allocate a specific budget for each of the 40 locations.
Material generally refers to everything you need for your events that is “used up” afterward.
As a guideline:
- Paints, craft materials, spray cans, paper, etc., are all straightforward and eligible for reimbursement. Consumables that last longer, like guitar strings, are usually fine too.
- Low-cost items with a longer lifespan, such as canvases, may also be considered for reimbursement. However, legally these items belong to Neustadt Art Kollektiv after reimbursement. Please inquire beforehand about the possibilities and how we can proceed.
- Advertising & printing costs include additional posters needed for signage and promotion of your event.
- For rented equipment and technician fees, please consult with us beforehand to ensure it fits within our financial capabilities.
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 beverages are not considered material costs and cannot be reimbursed. If you wish to offer small items at your venue, it’s best to do so on a donation basis. If you plan to sell food and drinks, you’ll need a hygiene certificate and a liquor license.
We cannot reimburse travel expenses. If your artists want to claim their travel and transport costs through you, please discuss with us beforehand, and we’ll surely find a solution.
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. Typically, we wait approximately 2 weeks after the festival before beginning the reimbursement process. This allows everyone enough time to gather their receipts and submit their applications to us. Therefore, payments will commence around mid-October. This approach ensures that we distribute the available funds as fairly as possible among all applications, in case we receive more requests than anticipated. However, our budget typically proves to be sufficient.
What else should you know?
Collect donations at your events (hat at concerts, donation boxes, etc.)! Everything should be accessible to everyone. It is an absolute NO-GO to charge admission or participation fees! If we become aware of any such practices, the individuals/venue will be excluded from NAF.
Feel free to reach out to us with any problems or concerns. We will work together to find a solution!