#PDXCARES Venues Funding FAQ

#PDXCARES Venue Support FAQs                                                                                                                   RACC 09/04/2020

Who is eligible to apply for PDXCARES Venue Support funds?

  • Dedicated art and performance venues where public presentation of music, theatre, dance, film, etc. is their only line of business.
  • Businesses and spaces where public performance of music, theater or dance is a primary aspect of their business.
  • Other performance spaces that are unable to re-open for public performance programming until Phase III of the state’s re-opening.
  • Additional eligibility requirements, below.


Where do these funds come from?

These are Federal CARES funds given to the City of Portland as part of $114M in emergency assistance to offset the economic impact of COVID-19.


What can the funds be used for?

Per the US Treasury guidelines, funds can only be used to cover expenses incurred by the public health emergency (COVID-19) that were not accounted for in the organization’s budget prior to March 27, 2020 but were incurred between March 1, 2020 and December 30, 2020. These include:

  • Lost income due to canceled or postponed public programming due to executive orders associated with the COVID-19 pandemic; including reimbursement to cost of business interruptions such as:
  • Staffing expense
  • Rent or mortgage payments
  • Operating costs
  • Expenses incurred due to executive orders associated with the COVID-19 pandemic, including:
  • Facility alterations/cleaning expenses/PPE to meet reopening guidelines
  • Purchase of durable goods or services previously unbudgeted, such as staff
  • Telecommuting expenses, hard costs associated with move to virtual programming, etc.


How much can I ask for in my grant application?

The Venue Support Program application does not have a request amount. You will provide information regarding your size and your finances, as well as other CARES money received. Through a competitive process, the panel will make awards taking into consideration the impact on the applicant.

Who is reviewing applications and making funding decisions?

Prosper Portland and RACC will host a panel review process. Staff will screen for eligibility and priority criteria. Panels made up of a diverse group of community representatives will review eligible applications. More details can be found in the application guidelines.


What costs are eligible?

Calculate the costs of business interruption to your organization, including costs incurred such as payroll expenses, rent or mortgage payments for venue facilities, and operating costs.  Eligible expenditures include, but are not limited to, payment for COVID-19 related costs associated with:

  • Business interruption to your cultural organization caused by required closures (reimbursement for payroll, rent/mortgage payments, operating expenses).
  • Unemployment insurance costs related to the COVID-19 public health emergency if such costs will not be reimbursed by the federal government pursuant to the CARES Act or otherwise.
  • Other COVID-19-related expenses reasonably necessary to the function of your cultural organization that satisfy the Fund’s eligibility criteria.
  • Expenses for acquisition and distribution of medical and protective supplies, including sanitizing products and personal protective equipment, for use by your cultural organization’s staff in response to the COVID-19 public health emergency.
  • Expenses for your cultural organization’s public safety measures undertaken in response to COVID-19.
  • Expenses to facilitate distance learning or cultural programming, including technological improvements, in connection with cultural facility/venue closures to enable compliance with COVID-19 precautions.
  • Expenses to improve telework capabilities for cultural employees to enable compliance with COVID-19 public health precautions.
  • Expenses of providing paid sick and paid family and medical leave to cultural employees to enable compliance with COVID-19 public health precautions.

When can I apply?

The application is open now: www.racc.org/apply. Application closes 5 p.m., Sept. 23, 2020.


What documentation is needed by grantees to show proof of costs? 

  • Applicants must be organizations or businesses based in the City of Portland (https://www.portlandmaps.com/).
  • Applicants must have an Employer Identification Number (EIN).
  • Venues must be ADA Accessible.
  • Applicants must provide legal proof of operating as a business in the City of Portland, this could include a Portland Business License, a 501(c)(3) determination letter, state tax return, etc.
  • Applicants must have been in operation and in compliance with the State of Oregon registration requirements on or prior to December 31, 2019.
  • Applicants that receive funding must provide documentation of expenditures in line with federal reporting for the CARES Act.
  • The receipt of a government grant by a business generally is not excluded from the business’s gross income under the Internal Revenue Code and therefore is taxable. Applicants, other than 501(c)(3) non-profits, that receive funding can expect to receive a 1099 MISC form for taxable grant income.


If a restaurant hosted live music three nights per week pre-COVID-19, but has suspended all performance until Phase III, is all of their business payroll eligible for this grant?

It may be possible for staff time devoted to live performance or other expenses to be eligible. We are still receiving guidance from the Dept. of Treasury on allowable expenses. Please check back for updates. See also Small Business Relief Funds for support. Application reopens Sept. 14 In Portland: https://prosperportland.us/[portfolio-items][portland-small-business-relief-fund]


How are these funds being distributed?

Applicants who are awarded a grant will sign a Grant Agreement through RACC’s online system, along with any follow up information on demographics or documentation of expenses. Applicants will also provide a W9 form. Cultural organizations with Direct Deposit (ACH) already set up with RACC will be paid by direct deposit to their business account. All other beneficiaries will receive a check.


What is the timeline for awarding these funds?

All awards will be made to beneficiary organizations no later than Oct. 25, 2020.


What are the final reporting requirements?

Awarded organizations will need to keep records sufficient to demonstrate that the amount of Fund payment has been used in accordance with section 601(d) of the Social Security Act and in the case of an audit. Specific Federal Guidelines state: Organizations awarded funding are subject to 2 CRF 200.303 Internal Controls; 2 CRF 200.330 through 200.332 Subrecipient Monitoring and Management; and Subpart F regarding Audit Requirements. Due to ongoing updates we are receiving from the federal government, final reporting instruction will be provided to grantees shortly after awards are made.