Ask an expert! #1 Planning, managing and accounting for project funds
In our video series Ask an expert! experts answer questions which artists and cultural professionals often ask us in our day-to-day work. From funding opportunities in your field, work and project spaces in Berlin to practical knowledge for your next funding application: in Ask an expert! we provide you with first-hand expertise and practical tips in video format.
From creating a cost and financing plan to accounting for a project: In this article, our experts answer your questions on the topic of "Planning, managing and accounting for project funds".
- #1.1 What is a cost and financing plan and what needs to be considered when creating one?
- #1.2 What is the difference between a cost and financing plan and a cost estimate?
- #1.3 Who should be involved in financial planning?
- #1.4 The funding approval has arrived. When can I start spending money?
- #1.5 My project changed. What does this mean for my invoicing?
- #1.6 How do I keep track of costs over the course of my project?
- #1.7 What do I need to consider in a usage report and narrative report?
- #1.8 Was regelt das Haushaltsrecht und warum ist es für mich als Zuwendungsempfänger*in wichtig?
Stay tuned! Ask an expert! is constantly being developed by our team; new videos are being published regularly.
Event tip: In our "Deep Dive" event series, you can broaden your knowledge and get practical tips in various workshops that will make it easier for you to deal with applications and funding. You can find the next event dates in our event calendar.
Disclaimer: The videos are presented in German, but don't worry – we've got you covered with English subtitles! Simply enable the subtitle feature on YouTube for the full experience.
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#1.1 What is a cost and financing plan and what needs to be considered when creating one?
What do all project applications have in common? The submission of a cost and financing plan! Harriet Lesch explains what you should bear in mind in the video.
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Since 1991 Harriet Lesch has been working as a cultural manager in various functions and areas. In 1998, she began working at DepArtment, which managed and produced numerous artists in the field of performing arts. She has worked for many festivals and congresses in the areas of organization, project management and communication. She is co-founder of WILSON*BORLES arts management and was managing director of the 2014 and 2016 Theater der Welt festivals. She also gives training on topics about structure, organization and finance and works as a consultant for festivals, institutions and independent artists.
#1.2 What is the difference between a cost and financing plan and a cost estimate?
After the cost and financing plan (CFP) is before the cost estimate. Roger Christmann explains why both are important for cost planning.
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Roger Christmann was Commercial Director of the Tanztheater Wuppertal Pina Bausch from 2019 to 2023. Prior to that, he was Commercial Director of the Theatre of the World 2010 and the Brussels kunstenfestivaldesarts. He has worked as an independent consultant for the Berliner Festspiele, Kultur Ruhr GmbH and the Asian Art Theatre Gwangju, among others. Since November 2023, Roger Christmann has been Managing Director of the Brussels cultural centre Bozar.
#1.3 Who should be involved in the financial planning?
As the project manager, you cannot draw up a cost and financing plan on your own: Roger Christmann tells you who you should definitely involve.
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Roger Christmann was Commercial Director of the Tanztheater Wuppertal Pina Bausch from 2019 to 2023. Prior to that, he was Commercial Director of the Theatre of the World 2010 and the Brussels kunstenfestivaldesarts. He has worked as an independent consultant for the Berliner Festspiele, Kultur Ruhr GmbH and the Asian Art Theatre Gwangju, among others. Since November 2023, Roger Christmann has been Managing Director of the Brussels cultural centre Bozar.
#1.4 The funding approval has arrived. When can I start spending money?
"The rule is: first you spend it, then you draw it down ." In this video, Rosita Kürbis explains what you should bear in mind so that you can start drawing down funds for your project.
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As a funding consultant, Rosita Kürbis has been supporting solo self-employed people, small and medium-sized enterprises (SMEs) and institutions in funding matters since 2016 and accompanies subsidised projects and plans at state, federal and EU level. However, Rosita Kürbis has been involved in state funding since 2004, for example she set up the German Music Office from 2004 to 2007 and represented Germany in Brussels at the European Music Office. As a funding consultant, her services include identifying, applying for and managing funding, as well as process consulting, support and accounting for project funding. Rosita Kürbis also passes on her knowledge in lectures, workshops, webinars and team training sessions.
#1.5 My project has changed. What does this mean for its invoicing?
In addition to transparency and communication, Rosita Kürbis explains what else is important when your project changes.
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As a funding consultant, Rosita Kürbis has been supporting solo self-employed people, small and medium-sized enterprises (SMEs) and institutions in funding matters since 2016 and accompanies subsidised projects and plans at state, federal and EU level. However, Rosita Kürbis has been involved in state funding since 2004, for example she set up the German Music Office from 2004 to 2007 and represented Germany in Brussels at the European Music Office. As a funding consultant, her services include identifying, applying for and managing funding, as well as process consulting, support and accounting for project funding. Rosita Kürbis also passes on her knowledge in lectures, workshops, webinars and team training sessions.
#1.6 How do I keep track of costs over the course of my project?
Why a cost estimate is important to keep track of project costs is explained by Roger Christmann in this video.
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Roger Christmann was Commercial Director of the Tanztheater Wuppertal Pina Bausch from 2019 to 2023. Prior to that, he was Commercial Director of the Theatre of the World 2010 and the Brussels kunstenfestivaldesarts. He has worked as an independent consultant for the Berliner Festspiele, Kultur Ruhr GmbH and the Asian Art Theatre Gwangju, among others. Since November 2023, Roger Christmann has been Managing Director of the Brussels cultural centre Bozar.
#1.7 What do I need to consider in a usage report and narrative report?
From accurately documenting expenses to evaluating project objectives and fund usage: Katrin Dohne shares practical tips and important guidelines to ensure flawless and successful report submissions.
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Katrin Dohne, a trained business administrator, has been working as the Commercial Managing Director at the state-owned Kulturprojekte Berlin GmbH since 2007. Here, she is responsible for the Administration and Operations department. Additionally, she concurrently leads the areas of Administration/Controlling, Financial Accounting, and Human Resources. Through adhering to proper principles, minimizing risks, and smoothly coordinating operational processes, she and her team have been contributing to the stability of the company for many years.
#1.8 What does budgetary law regulate, and why is it important for me as a grant recipient?
Using public funds – but correctly! The Berlin State Budget Code (Landeshaushaltsordnung/LHO) defines rules and obligations for grant recipients. In the video, Júlia Gutiérrez Peris explains the key points.
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Júlia Gutiérrez Peris is a policy officer for the Capital Cultural Fund and the cross-sectoral funding programs. From 2022 to 2024, she was co-head of the department for the promotion of the independent arts scene at the Berlin Senate Department for Culture. This department oversees more than 35 funding programs for projects and grants across all artistic disciplines. Since 2018, she has also headed the office of the Capital Cultural Fund (Hauptstadtkulturfonds). This fund was established jointly by the federal government and the state of Berlin to support significant cultural projects in the German capital that serve national representation. In 2021, she worked as a Senior Policy Officer at the Federal Commissioner for Culture and the Media.