Artist Expenses Policy

Updated February 22, 2025.

Workshop Expense Allowance
We will reimburse you up to $200 for expenses for your workshop programming. Exceptions can be considered if approved in advance (please consult with Megan about this).  Approved expenses are “consumable materials” used in your workshop program during the festival. Materials purchased for the event are expected to be depleted throughout the day, however, a small amount of “leftovers” can be taken home and used in other programs.

Unacceptable Expenses
Expenses that will not be approved include pots/pans/utensils, reusable items, musical or computer equipment, toys, etc. It is our goal to reimburse you for all reasonable expenses that you incur to carry out your workshop effectively, please reach out to us if you’re unsure if your materials are covered.

Cheque Policy
Artists who submit their expenses at least two weeks before the festival (May 5 is the Expense Submission Deadline) via a photo or scan to Megan (artist.coordinatoriitp@gmail.com) will be paid by cheque the day of the festival for their workshop fee and approved expenses. If expenses are submitted after that date, a cheque will be mailed after the festival for the workshop fee and approved expenses.  If there are no claimed expenses, the workshop fee will be paid on the day of the festival.  Our goal is to cut administrative time and cost by only issuing one cheque for each workshop.

Supplying Physical Receipts
Physical receipts will be collected the day of the festival, and if you have met the submission deadline, your cheque will be given to you at the end of the festival day.  If you have not met the submission deadline, we will endeavor to provide payment as soon as possible, and likely within 2 weeks.  Do let Megan know if your cheque has not arrived as expected.

If you do not plan to submit workshop expenses
If you do not have eligible workshop expenses, please let Megan know by the Expense Submission date so we can have a cheque ready for you the day of the festival.

Handling of HST Expenses
If you plan to submit an invoice for the workshop fee that includes HST/GST, please include your HST/GST # on an invoice that includes the business name you need to be paid under. 

If you do not have expenses, please let Megan know by the In-Person Cheque cut off date so we can have a cheque ready for you on June 7th.

Mark your Calendar:

Receipts Cut off Date for In-Person Cheque: Monday, May 5, 2025
Receipts Cut off Date for Mailed Cheque: Saturday, June 7, 2025