2025 February Folk Fest: 

This document outlines the internal processes and rules for approving and reimbursing venues participating in the February Folk Fest. The goal is to ensure transparency, consistency, and efficient management of reimbursement requests.

Application process
Reimbursement Process
Contact information

Reimbursement Rules

1. Eligibility Criteria

  • Event Type: Only free, non-ticketed events are eligible for reimbursement.
  • Unique Performances: Artists or performances should not appear at more than one venue during the festival to avoid duplication.
  • Dates: Events must occur on designated festival dates:
    • February 1 & 2
    • February 8, 9 & 10
    • February 21, 22 & 23
  • Venue Locations: Events must be hosted within the Haliburton Highlands region.

2. Reimbursement Amount

  • Eligible expenses related to live music or other approved event costs will be reimbursed for each event date, up to a maximum of $150.

 

Application Process

1. Submission Requirements

Interested venues must submit the following details in an email to ecasper@haliburtoncounty.ca:

  • Venue Information: Name, address, and primary contact details.
  • Event Description: A brief outline of the planned event, including:
    • Artist(s) name and genre
    • Performance date and time
    • Expected audience size
  • Budget Estimate: A breakdown of costs associated with the event.
  • Confirmation: Agreement to host a free, non-ticketed event.

2. Application Deadline

  • All applications must be submitted by January 24, 2025 to allow sufficient time for evaluation and planning.

3. Submission Process

  • Applications can be submitted via email to ecasper@haliburtoncounty.ca with the subject line: “February Folk Fest Reimbursement Application.”

 

Approval Process

1. Evaluation

Each application will be reviewed individually based on the following:

  • Compliance: Adherence to eligibility criteria.
  • Uniqueness: Ensuring no duplication of artists across venues.
  • Budget: Alignment with the maximum reimbursement amount.

2. Notification

  • Approved venues will be notified within 7 business days of their application submission.
  • Rejected applicants will receive feedback on why their request was not approved.

Reimbursement Process

1. Documentation Requirements

To receive reimbursement, venues must submit the following after the event to ecasper@haliburtoncounty.ca:

  • Invoices/Receipts: Original or digital copies of expenses incurred (e.g., artist fees, equipment rentals).
  • Proof of Performance: Photos, social media posts, or other documentation verifying that the event took place.

2. Submission Deadline

  • Reimbursement requests must be submitted within 14 days after the event.

3. Payment Timeline

  • Approved reimbursements will be processed and paid within 30 days of receiving complete documentation.

4. Payment Method

  • Payments will be made by check or via electronic funds transfer (EFT), depending on the venue’s preference.

Contact for Questions

For questions or clarification about the reimbursement process, please contact:

X