USER MANUAL DIGITAL APPLICATION FORM GRANTS FOR VISITORS

USER MANUAL DIGITAL APPLICATION FORM GRANTS FOR VISITORS

1. REGISTRATION IN THE SYSTEM 1.1. Register in the system thrugh the link I wish t register t participate in the call. 1.2. Enter yur cntact details. Make sure yu have read and understd the cnditins f the call and click n Accept. 1.3. Once yur cntact details have been registered, yu will receive an email at the indicated email address. Yu will need t access this email t cmplete yur registratin. Page 2 f 17 Acción Cultural Españla, AC/E

1.4. The link yu have received in yur email will take yu t this screen, where yu will be able t create a persnal passwrd that will allw yu t access the system. 2. When yu click n Accept, yu will cme t the main screen fr the Visitr call yu wuld like t take part in. Frm here, nce yu have cmpleted the previus steps, yu will be able t access the system with yur new user name (e-mail address) and passwrd. Page 3 f 17 Acción Cultural Españla, AC/E

2. REGISTRATION OF APPLICATION Once yu have accessed the system with yur user ID and passwrd, yu can begin t fill in the frm. The system will have created a blank applicatin fr yu by default, entitled Sin nmbre. Yu can start registering frm this applicatin by clicking n the name f the event. 2.1. The applicatin frm cnsists f several tabs: 2.1.1. General infrmatin n the event: here yu can key in general infrmatin n the event r prject in which the visitr r visitrs participate and fr which yu wish t apply fr a grant. As it says in the tab, the infrmatin yu prvide in this sectin helps us t put the activity int cntext. We wuld suggest yu be cncise. Page 4 f 17 Acción Cultural Españla, AC/E

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Which infrmatin d yu have t register in each ne f the fields? Event cde: this field will be autmatically filled in by the system. Thematic area f the event*: chse an ptin frm the pssible nes. Remember that each applicatin may nly be submitted fr ne thematic area nly (Scenic Arts, Visual Arts, Films and Dcumentaries, Literature and Bks r Music) Name f the event (indicate n. f the editin if applicable)*: full name f the event. If this is a regular event, please indicate the editin number. Fr example: 65 Internatinale Filmspiele Berlin Acrnym f the event: if the event is als knwn by an acrnym, register it here. Fr example: FIMCE General descriptin f the event*: please describe what the event cnsists f fr which yu are requesting aid. Maximum: 500 characters. In the case f a regular event, descriptin f the editin fr which aid is requested*: if this is a regular event, please give us a specific descriptin f the editin fr which aid is being requested. Maximun: 500 characters Start date f the event*: the start date scheduled fr the event. End date f the event*: date n which the event is scheduled t end. Descriptin f event start and end dates: When several dates are invlved, yu can cmplete the infrmatin in this field. Venue(s)*: details n the venue r venues where the event will be held. City - Cuntry*: main city and cuntry where the event will be held. Chse ne f the ptins given. City Event: this field will be autmatically filled in by the system Event Autnmus Regin*: chse ne f the ptins given. This infrmatin helps us t lcate the event. Bdies rganizing the activity*: list f entities participating in this activity as rganizers. Shuld there be mre than ne, please separate the names with a semicln (;). Other bdies cllabrating in the activity: list f entities participating in this activity as cllabratrs. Shuld there be mre than ne, please separate the names with a semicln (;). Page 6 f 17 Acción Cultural Españla, AC/E

Letter f cmmitment with these institutins: yu can attach supprting dcuments f the cmmitment the event has acquired with these institutins. The maximum file size is 20 MB. If yu wish t uplad a dcument larger than 20Mb, please prvide a link frm which we can dwnlad it. Summary f the activity in the past year: include a brief descriptin f the event s last editin. This infrmatin helps us t place in cntext the prject yu are presenting and the aid yu are requesting. Maximum: 500 characteres. Overall budget fr the event: apprximate budget allcated t the event. This infrmatin helps us t place in cntext the prject yu are presenting and the aid yu are requesting. Multimedia infrmatin frm previus editins: uplad phtgraphs, vides and ther multimedia materials frm previus editins. The maximum file size is 20 MB. If yu wish t uplad a dcument larger than 20Mb, please prvide a link frm which we can dwnlad it. Reprts f previus editins: please prvide us with infrmatin n past editins. Yu can attach reprts n results, press kits, list f participants and guests, number f visitrs, etc. The maximum file size is 20 MB. If yu wish t uplad a dcument larger than 20Mb, please prvide a link frm which we can dwnlad it. This infrmatin helps us t place in cntext the prject yu are presenting and the aid yu are requesting. * The fields marked with an asterisk (*) are mandatry fields. Page 7 f 17 Acción Cultural Españla, AC/E

2.1.2. Details f the candidates fr whm a grant is requested: with the Add new candidate ptin yu will be able t register the specific details f the visitr(s) fr whm a grant is requested. Yu can add as many as yu wish. Page 8 f 17 Acción Cultural Españla, AC/E

Which infrmatin shuld yu register in each ne f the fields? Page 9 f 17 Acción Cultural Españla, AC/E

Candidate persnal infrmatin: First name*: name f the visitr Last name*: the visitr s first surname Secnd surname: the visitr s secnd surname, if applicable Email*: the visitr s cntact email address Passprt number: the visitr s passprt number Gender*: male f female Birth date: the visitr s date f birth Address: the visitr s cntact address Telephne*: the visitr s cntact telephne number. Please, dn t frget the cuntry cde. Fax: the visitr s fax number. Please, dn t frget the cuntry cde. Natinality*: visitr s natinality Cuntry f residence*: visitr s cuntry f residence. Chse ne f the ptins given. Authrized phtgraph*: phtgraphs f the visitr. The maximum file size is 20 MB. If yu wish t uplad a dcument larger than 20Mb, please prvide a link frm which we can dwnlad it. Candidate prfessinal infrmatin: Institutin he/she belngs t*: the name f the institutin the visitr belngs t. Centre/Department: the subdivisin within the institutin the visitr belngs t. Address*: the cntact address fr the institutin the visitr belngs t. E-mail*: the cntact address fr the visitr in the institutin he belngs t. Telephne*: the cntact telephne number fr the visitr in the institutin he belngs t. Dn t frget t include the cuntry cde. Fax: the cntact fax number fr the visitr in the institutin he belngs t. Dn t frget t include the cuntry cde. URL: institutin website Current ccupatin: the psitin currently held by the visitr in the institutin he belngs t. Authrised CV*: cpy f the visitr s curriculum vitae (maximum 20MB. If yu wish t uplad a dcument f mre than 20MB, please prvide us with a link we can dwnlad it frm). Page 10 f 17 Acción Cultural Españla, AC/E

Schedule fr the visit*: cpy f the schedule freseen fr the visitr during his stay in Spain (maximum 20MB. If yu wish t uplad a dcument f mre than 20MB, please prvide us with a link we can dwnlad it frm). Mtivatin: details f the reasns r causes behind the visit in a minimum f 300 and a maximum f 500 characters. Budget requested fr the candidate s visit*: tell us what amunt yu are applying t AC/E fr. Yu can break it dwn int sme f the fllwing headings: travel, accmmdatin, meals... Yu shuld fill in at least ne f these fields. * The fields marked with an asterisk (*) are mandatry fields. Shuld the requested aid be granted, remember that the infrmatin prvided in the fields f Authrised phtgraph and Authrised CV may be used by AC/E fr the purpses f prmting and disseminating the PICE Prgramme. Once yu have entered the infrmatin n the candidate, please click n the Submit buttn at the end f this windw. Page 11 f 17 Acción Cultural Españla, AC/E

2.1.3. Infrmatin n the Spanish applicant rganizatin: sme basic details n the Spanish entity submitting the applicatin are registered here. Which infrmatin shuld yu register in each ne f the fields? Name f the entity r institutin*: full name f the Spanish entity submitting the applicatin. Fr example: Feria de Arte Cntempráne Acrnym f the rganizatin r institutin: if the rganizatin is als knwn by an acrnym, please register it here. Ejempl: ARCO Tax number f the rganizatin r institutin*: tax number f the Spanish applicant. Address*: register the exact address f the Spanish applicant. URL: website f the Spanish applicant. * The fields marked with an asterisk (*) are mandatry fields. Page 12 f 17 Acción Cultural Españla, AC/E

2.1.4. Details f the legal representatives f the Spanish applicant rganizatin: Add new ne t enter the details f the legal representative f the entity submitting the applicatin. Which infrmatin shuld yu register in each ne f the fields? First name*: name f the legal representative f the applicant. Last name*: first surname f the legal representative f the applicant. Secnd surname: secnd surname f the legal representative f the applicant, if applicable Email: cntact email f the legal representative f the applicant. Page 13 f 17 Acción Cultural Españla, AC/E

Psitin in the institutin: psitin ccupied by the legal representative f the applicant. Telephne number: cntact telephne number f the legal representative f the applicant. Please, dn t frget the cuntry cde. * The fields marked with an asterisk (*) are mandatry fields. 2.1.5. Cntact names f the Spanish applicant rganizatin: frm this tab yu will have access t the cntact details f the persn/s wh is managing the applicatin at the applying entity. By default, the system registers as the main cntact the user wh, after having registered in the system, is registering the details. This cntact, thrugh the ptin f Add new ne, will be able t give access t ther users frm the same institutin t cmplete the nging applicatin. If the new cntact is already registered n ur system, please key in his e-mail address n this screen. If he is nt registered, please click n the link at the end f the text. Page 14 f 17 Acción Cultural Españla, AC/E

If the new event management cntact is nt registered n the PICE tl, yu can prvide us with his/her cntact details n the fllwing frm. Once yu click n Accept, the new cntact will receive an e-mail at the address yu have indicated s that registratin fr access t the applicatin can be cmpleted. Page 15 f 17 Acción Cultural Españla, AC/E

3. SENDING THE REQUEST 3.1. Once all the mandatry details have been registered, yu can prceed t submit the request. T d this, press n the Submit applicatin ptin available in every ne f its tabs. Shuld yu nt have cmpleted any f the mandatry fields; the system will alert yu thrugh the fllwing windw: Page 16 f 17 Acción Cultural Españla, AC/E

This message will infrm yu f all the mandatry fields and remind yu f the need t create at least ne candidate thrugh the Candidates tab. 3.2. Hwever, if yu have cmpleted all mandatry fields, the system will alert yu thrugh the fllwing message: Remember that the infrmatin cannt be mdified nce the request has been sent. This is why we recmmend that yu review all the details t make sure they are crrect. 3.3. If yu cnsider that the infrmatin is crrect and wish t submit yur request, please read and accept the cnditins f the call and press n Submit applicatin. Page 17 f 17 Acción Cultural Españla, AC/E