Explanatory notes about budgets for visual artists

Below you will find explanatory notes about budgets for visual artists: which costs can and which can’t be included in the budget? Furthermore, we give you more information on your own contribution, the total contribution and the compensation for time investment.

Costs that are necessary for and inextricably linked to the plan to be carried out can be included in the budget plan. For example:

  • (Material) costs for production of the new work (artist)
  • Research costs (artist and intermediary)
  • For projects abroad: a return ticket (artist and intermediary)
  • Rent or purchase of equipment (artist):
    For specific equipment that is needed for a project, the rental costs can be included in the budget. It is also possible to purchase the necessary equipment yourself, and to include depreciation costs in the budget. For these cases, the Mondriaan Fund employs a fixed depreciation rate of 33% per year. This means that for a plan of 3 months, for example, the equipment can be included for a quarter of the annual depreciation (3/12 x 33 % x purchase cost). In practice, it turns out that equipment is often included in the budget whose necessity for the execution of the intended plan can be called into question. The Mondriaan Fund emphasizes that the equipment must be necessary for and inextricably linked to the plan to be carried out. The purchase of a laptop or digital camera, for example, is not considered as part of necessary project costs, but rather as regular professional costs. The same goes for example for the rent or purchase of a beamer to present new work, because these costs fall under regular exhibition costs. If you believe that the project cannot proceed if the entered equipment cannot be purchased or rented, this must be explicitly explained in the motivation and plans.
  • Fees for third parties (artist and intermediary):
    Fees for third parties, who engage in activities for the purpose of the project, can be included in the budget. However, no fees can be requested for third parties who participate in the project on an equal basis, within a form of cooperation. They must apply for or contribute a proportionate share of the budget themselves. For staff employed by the applicant, whose activities clearly contribute to the project, a sum of up to € 50  per hour can be entered in the budget. A copy of the latest paycheck must be uploaded.

The sums must be entered exclusive of VAT. The sums are allocated exclusive of VAT, unless the applicant is not subject to VAT. In those exceptional cases, you are required to first contact the Mondriaan Fund.

  • Unforeseen costs.
  • Presentation costs.
  • Transport costs of existing or new work.
  • Regular professional costs (such as studio rent, specialist literature, and material costs not related to the plan) are not covered by a project investment.
  • Office expenses such as telephone, fax, Internet and postage costs cannot be entered in the budget. The Mondriaan Fund considers these costs as regular professional expenses and not as specific project costs.
  • Continuous fixed costs in the Netherlands (for example if you are applying for a project investment that involves a trip or a stay abroad).
  • Costs that are related to a stay abroad and that are covered by the compensation for time investment: such as hotel costs, meals, and local travel costs.

The applicant cannot apply for a fee for himself/herself, but he/she can apply for a compensation for time investment. For this purpose, the Mondriaan Fund has set a standard amount at 1,800 euros per month (on the basis of 5 days per week) in the Netherlands and abroad (fulltime). In the application, the applicant must substantiate the amount of time that his/her activities will take. The compensation for time investment can only be requested for that relevant period. Often, the period for which the application is submitted does not involve fulltime work on the project. In the application, the applicant must therefore always indicate whether he/she works part-time or fulltime on the plan, and how much time that will take, stated in the number of days/half-day sessions. The compensation for time investment abroad covers all subsistence costs related to the stay. That means that expenses such as hotel costs, meals or local travel costs cannot be entered separately in the budget.

The applicant is expected to supply a minimum individual contribution of 10 % of the subsidizable costs including time investment. This contribution may consist of crowdfunding, sponsoring, subsidies of other funds, contributions from third parties, an interest-free loan of the Fonds Kwadraat (Dutch only) or a contribution from the applicant’s own income.

The total contribution is arrived at by subtracting the total sum of the income from the total sum of costs plus time investment.

  • Where possible, the budget must be substantiated with tenders. When cost items exceed €1,000, tenders are obligatory.
  • If the financing of the plan involves third parties, we ask you to upload the total budget of the plan, and not just the part for which a grant is applied for with the Mondriaan Fund. So the relative contribution of the amount applied for with the Mondriaan Fund must be transparent.
  • Proof of agreements that you have already made with regard to the realization of your plans, in the form of copies of correspondence and/or contracts with organizers, museums, galleries, etc., must be uploaded along with the application.
  • If several funders are involved in the project, and if a contribution has been promised, proof of that commitment must be uploaded with the application. The Mondriaan Fund may contact those involved about the co-financing of the plan. If, at the time of the submission of the plan, not all correspondence is available yet, you may, in consultation with the Mondriaan Fund, submit this later, at a time to be determined.

If several artists apply for the same project, each of them must apply for a (proportional) part of the total budget.

Questions & contact

Questions about the budget plan? Please get in touch with one of our colleagues.

Or call 020 523 15 23 or email svanapvra@zbaqevnnasbaqf.ay.

Bart Fuijkschot

Ingrid Senff

Zuzana Hermanova