In this section you will find a step by step instructions on how to claim your grant after your application has been approved by Youth Music's assessment panel. You will also find guidelines on Marketing and P&R in this section.

1. Offer Pack
2. Accepting offer and conditions
3. Claiming your grant payments
4. Queries
5. Merchandising and submitting your events on the Youth Music website

You will receive an Offer Pack detailing Youth Music’s offer shortly after the Assessment Panel approval of your award; any queries up to this point should be directed to our Monitoring Department which assesses all applications. The Monitoring Department takes responsibility once you have received your Offer Letter.  The offer pack will contain the following documents, which you must read carefully, and follow the instructions as directed below.

• Offer Letter  - you should retain this for your own records
• Acceptance of Offer Letter – awardees must sign this and return it by post to the Monitoring Department
• Payment Schedule
• CD Rom of Youth Music logo
• Bank detail form
• Authorised signatories form
• Press and media form

Once an application has been approved and the awardee has their offer pack the responsibility of dealing with the award is transferred to the Monitoring Department. As each offer letter states, all documentation relating to your claims will need to be submitted either by email to monitoring@youthmusic.org.uk or in the case of your signed acceptance letter and other hard copy documents, by post to Monitoring Department, Youth Music, One America Street, London SE1 0NE.

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

To accept the Youth Music offer you must return a signed and dated hard copy of the Acceptance of Offer Letter document enclosed in your Offer Pack. The signatory must be the chairperson or head of your organisation. You must return this document within two months of receiving Youth Music’s Offer Letter or the grant will lapse. You don’t need to wait until you have all the information for your first payment before sending your signed Offer Letter back, you may want to send it along with the three forms below (a,b and c) first and put in the claim for your first payment at a later date.  

As per the guidance provided on the forms, you will need to return hard copies of the following completed forms;
a) Bank details
b) Authorised signatories
c) Press and media form

Enclosed in your Offer Pack you will find your payment schedule. All Youth Music grants are paid in instalments. Each instalment will be dated and will detail a number of payment conditions which you must fulfil before the Monitoring Department can make the payment. The number of grant instalments usually depends upon the length of your programme however in almost all cases there will be at least 3 instalments.

Claim process

When you submit documents for your claim the Admin 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, if subsequently you send further information for any outstanding conditions for that particular payment, the Admin Assistant will not be able to notify you each time an item has been received by Youth Music.

When all the relevant documentation for a claim has been submitted, a Monitoring Executive Officer will assess your claim and once satisfied will authorise the payment.

Youth Music will endeavour to make payments of single tranche claims within 15 working days of receiving the relevant completed paperwork. However, If you submit a multiple tranche claim, payment of your grant will be significantly delayed. In addition, if during the life of a project no interim Quarterly Report has been provided by the awardee, Youth Music reserves the right to withold final payment.


Outline of key standard conditions for a 3-instalment grant

As part of Youth Music’s standard conditions the following signed and dated documents need to be provided for the following claims:

First Payment

• Evidence of your 10% cash partnership funding
• Written confirmation that your budget is as in your application
• Details of insurance, maintenance and storage of new equipment
• Confirmation of dates, venues, times and content of workshops
• Job Description of trainees
• Names and CVs of trainee/s
• Confirmation that all Music Leaders and or Project Managers are signed up to Enhanced www.musicleader.net  membership
• Written confirmation that CRB clearance has been or will be obtained www.youthmusic.org.uk/funded/Child_protection.jsp

Second Payment

• Completed Monitoring Report form ( download it here)
• Photocopies of Invoices and appropriate documentation for all items of expenditure over £1,001
• Confirmation of dates, venues, times and content of workshops/timetable of activity
• Provide a detailed schedule of the CPD (Continuing Professional Development) training your Music Leader and Project
• Manager (if appropriate)has received to date and any training yet to be undertaken
  

Final Payment

• Completed Final Report form ( download it here)
• Final accounts for the project signed by the two authorised signatories
• Photocopies of Invoices and appropriate documentation for all items of expenditure over £1,001 not previously submitted
• Final Evaluation
• Music Leader and Project Manager (if appropriate) to submit details and comment of all Continuing Professional Development (CPD) training received as a result of your projest

Significant changes to your programme

You must inform the Monitoring Department if at any stage your plans for the programme Youth Music is funding change in a significant way.

If you have followed the above advice and still have a payment or grant related query please contact our Monitoring Department.

General queries:

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

Payment specific queries:

Kevin Bollard
E: kevin.bollard@youth.music.org.uk 
T: 020 7902 1072
Tanya Coles (Part-time Tues – Fri)
E: tanya.coles@youthmusic.org.uk
T: 020 7902 1073

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

Submitting your event on the Youth Music website

Logging your upcoming events on the Youth Music website is a condition of funding. Before you can start doing this, you must complete the online registration form logging in with your “URN” number and giving details of your project/organisation.
*If you have had a previous award from Youth Music, a YMAZ for instance, you will need to register your organisation details again and quote your new URN number.


Visitors to the website (including the press and young people themselves) will search out music-making activity in their area, so registering your project and submitting events is a profile-raising opportunity.
Submit an event 

For information contact the Marketing & Communications team:
E: marketing@youthmusic.org.uk
T: 020 7902 1060