In this section you will find step by step instructions on how to claim your Open Programme grant after your application has been approved by Youth Music's Assessment Panel. You will also find guidelines on Marketing and PR in this section.

There are 5 steps you need to follow

1. Offer Pack
2. Accepting the offer
3. Submitting your grant documentation
4. Queries regarding your Open Programme
5. Merchandising and submitting your events on the Youth Music website

1. Offer Pack

You will receive an Offer Pack detailing Youth Music’s offer shortly after the Assessment Panel approval of your award. The offer pack will contain the following documents, which you must read carefully:

• Offer Letter - you should retain this for your own records
• Funding Agreement – you must sign this and return it by post
• Marketing Requirements – attached to the Funding Agreement
• Payment Schedule – attached to the Funding Agreement
• CD Rom of Youth Music Logo
• Request for Bank Details Form – you must complete this and return by post
• Authorised Signatories Form - you must complete this and return by post
• Merchandise Order Form – complete this and return by post to order Youth Music merchandise

All correspondence from us will be addressed to the person managing your programme. Please keep us updated if your contact details change.

YOUR UNIQUE REFERENCE NUMBER (URN) MUST BE QUOTED ON ALL EMAIL AND POSTED CORRESPONDENCE

2. Accepting the offer

To accept Youth Music’s offer return a signed and dated hard copy of your Funding Agreement enclosed in your Offer Pack. The signatory must be the chairperson or head of your organisation. You must return this document within 8 weeks of the date on Youth Music’s Offer Letter or the grant will lapse. Do not begin spending money on the programme until you have signed and returned your Funding Agreement. You don’t need to wait until you have all the information for your first payment before sending your signed Funding Agreement back, you may want to send it along with:

• Request for Bank Details Form
• Authorised Signatories Form
• Merchandise Order Form

You can then put in the claim for your first payment at a later date.

YOUR UNIQUE REFERENCE NUMBER (URN) MUST BE QUOTED ON ALL EMAIL AND POSTED CORRESPONDENCE

3. Submitting your grant documentation

Attached to your Funding Agreement you will find your Payment Schedule. Most Youth Music grants are paid in instalments. Each instalment will be dated and will detail a number of payment conditions. You must fulfil each of these before Youth Music can make the payment. The number of grant instalments usually depends upon the length of your programme and the size of your grant. Some grants will only receive one or two payments. If this is the case, you will still be required to submit some final documents before the grant is closed.

Please refer to our Guide to the Conditions in Your Payment Schedule for detailed guidance on how to fulfil our more common conditions.

When you submit documents for your claim, Youth Music’s Open Programmes Assistant will contact you by email to acknowledge receipt and let you know if anything is missing or unclear in the first instance.
Please note: this is the only time the Open Programmes Assistant will notify you of any outstanding information. We will not be able to notify you each time any subsequent item for that payment has been received by Youth Music.

You must submit all documentation listed in your payment schedule within the given deadlines. Incomplete or late submissions may be returned and Youth Music reserves the right to withhold payment or to request that you repay the grant.

If your grant requires three submissions, the following documents are usually required:

First submission
• Signed acceptance of your Funding Agreement with Youth Music
• Fully completed and signed Authorised Signatories form
• Fully completed and signed Request for Bank Details form
• Evidence of your 10% cash partnership funding
• Evidence of your bank details for the account to be credited
• A timetable of workshops showing dates, venues, times and content

Second submission
• Completed Monitoring Report (download Monitoring Report)
• A timetable of workshops showing dates, venues, times and content

Final submission
• Completed Final Report signed by two authorised signatories (download Final Report)
• Final accounts for the project signed by the two authorised signatories
• Copies of any CDs, videos or resource material produced

You may have some additional conditions attached to your grant, depending on the individual circumstances of your project. Please refer to our Guide to the Conditions in Your Payment Schedule for detailed guidance on how to fulfil our more common conditions.

Significant changes to your programme

You must inform us if at any stage your plans for the project change in a significant way. Changes in purpose or financial circumstances could undermine the offer of funding and could oblige Youth Music to seek repayment, either in part or in full, at a later stage. Youth Music must also be consulted before you make any changes to the artistic or musical elements of the programme. If such changes are not discussed and approved in advance Youth Music may be obliged to withhold future payments or seek repayment.

Payment
When all the relevant documentation for a claim has been submitted, your claim will be assessed. If your claim satisfies all of the conditions we will authorise your payment, if a payment is due. If there is anything missing or we have any questions then we will contact you for more information.

Youth Music will endeavour to make payments of single claims within 15 working days of receiving the relevant completed paperwork. However, if you submit more than one claim at a time, payment of your grant will be significantly delayed.

Payments will be made directly to your bank account via BACS and email confirmation of the amount will be sent to you.

YOUR UNIQUE REFERENCE NUMBER (URN) MUST BE QUOTED ON ALL EMAIL AND POSTED CORRESPONDENCE

4. Queries regarding your Open Programme

If you have followed the above advice, read all the documentation we have sent you and still have a payment or grant related query please contact the Open Programmes team.

All queries regarding Open Programmes can be made to:

E: openprogrammes@youthmusic.org.uk
T: 020 7902 1060

All posted information should be sent to:

Open Programmes Assistant
Youth Music
One America Street
London
SE1 0NE

Merchandise & promotion

It is important that you acknowledge Youth Music funding on all print and design. Branding requirements are specified on the CD Rom that you received when you accepted the grant offer.
Download the Youth Music logo here

Click on the link below for guidance on branding, press releases, general marketing and photography.
Marketing Guidelines 

For further information or to request more copies of the CD, contact the Marketing & Communications team:
E: marketing@youthmusic.org.uk
T: 020 7902 1060