The Japan Foundation, Jakarta
Small Grant Program Guideline

The Japan Foundation, Jakarta
Arts & Culture
Small Grant Program
2024
Program Guidelines

The Japan Foundation, Jakarta,
Summitmas II Building, 1-2 Floor. Jl.Jend. Sudirman Kav 61-62, Jakarta Selatan
12190, INDONESIA
Tel: (021) 520-1266 Fax: (021) 565-5159
www.ja.jpf.go.jp

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The Japan Foundation, Jakarta
Small Grant Program Guideline

1. OUTLINEThis program provides grants to cover partial expenses to implement arts andcultural projects which promote deeper understanding of Japan or/and encourage
cultural collaborations between Japan and Indonesia or East Timor.
2.

ELIGIBILITY AND DUTIES OF APPLICANT(1) Qualified Projectsa) Projects concerning Japan
Art and cultural events which promote deeper understanding of Japan, such as
art exhibitions, performances, film showing, or workshops which introduce artsand culture from Japan.
b) Cultural Collaborations between Japan and Indonesia/East Timor
Collaborative projects between Japan and Indonesia or East Timor in the field ofarts and culture, such as co-created performances, co-curated art exhibitions,and joint workshops and conferences. Bilateral collaborative projects as well asmultilateral projects that involve countries other than the target areas are alsoeligible.
(2) Prioritiesa) Projects which promote deeper understanding of Japanese arts and culture
among the people of Indonesia and this region.
b) Projects with elements of collaborations between Japan and Indonesia or East
Timor.
c) Projects which will expand the networks of professionals in the field of arts andculture.
d) Projects with high potential for the development into sustainable projects.
e) Projects whose outcomes have a lasting significance within relevant fields, rather
than being a one-off event.
f)

Projects which contribute in developing a foundation for international culturalexchanges by nurturing those who can take the lead in international culturalexchange between Japan and Indonesia or East Timor.

(3) Eligibilitya) Applicants shall be non-profit organizations (e.g. universities, non-profit cultural
institutions, NGO/NPOs) located in Indonesia or East Timor.

2The Japan Foundation, Jakarta
Small Grant Program Guidelineb) Applicants shall carry out the project as institutions and shall cover a part of thecost.
c) Projects shall be implemented according to the schedule specified in “4.
APPLICATION PROCEDURES AND DEADLINE” below.
d) Projects shall be completed by January 31st, 2025.
e) Applicants shall agree on the obligations specified in article 7 below.
f)Applicants must have a bank account capable of accepting grants from the JapanFoundation, Jakarta. The bank account may also be opened before remittance.

(4) Non-eligibilitya) Applications from individual or for-profit organizations are not accepted.
b) The following projects are not eligible.
・ Projects dealing solely with topics in the field of natural science・ Commercial activities, missionary activities, political activities, and election
campaigns
・ Activities in support of specific doctrines or claims
・ Capital fund and endowment drives, debt reduction, donations, publicrelations campaigns, advertising, creation or support of awards or grants
・ Purchase of land・ Design, construction, or maintenance of buildings or monuments
・ Projects that focus on developing weapons and military technology
・ Procurement of equipment
・ Activities which do not have any specific relation to Japan in terms of themeor guest.
・ Japanese cultural day/festival without guests from Japan.
(5) Duties of Applicantsa) Applicants must be able to run the project with full respect to the local laws,regulations and health protocols, as well as to fulfill the responsibility that comesfrom receiving support from governmental funding. It is the applicant’s duty to
conduct clear accounting, publicity, and reporting.
b) The grant will only cover partial costs of the project: the grant will NOT cover
100% of the cost. Projects must be based on cost-sharing, and applicants areencouraged to find other resources along with this grant, such as sponsors,grants, donations, revenue generation (e.g. ticket sales) and participation fees,
as well as the applicant’s own funding.

3The Japan Foundation, Jakarta
Small Grant Program Guidelinec) If it is necessary to apply for a visa for the foreign artist, such as performance orshooting visas, the applicant must fulfill the duty of obtaining it for the foreign
artist as well as permits from the local authorities for hosting the event, whereverapplicable.
d) Applicants must NOT be receiving any support from other Japan Foundation
resources for the same project, including grants from the Japan Foundation
headquarters’ grant in Tokyo, and local grants from other Japan Foundation
offices in other countries.
e) Recurring applications from the same applicant in the same fiscal year will not
be accepted.
f)

In principle, grants will not be provided to organizations that have received
support as part of the same program for three consecutive fiscal years, unless
the Japan Foundation, Jakarta assesses that there is strong justification for thecontinuation of the project.

3. GRANT COVERAGE(1) The Japan Foundation, Jakarta contribution will not exceed IDR 50,000,000(2) The contribution of the Japan Foundation, Jakarta is limited to the expenses
actually paid in the following budgetary items during the period of grant:
・ Transportation: international airfares, domestic transportation expenses
・ Honorarium/wages (for the performers, researchers, collaborators, guestspeakers, guest lecturers, assistants, interpreters)
・ Accommodation Expenses
・ Purchase of research materials
・ Production of catalogs, brochures, leaflets, proceedings and reports
・ Rental fees for venue and equipment(3) The Japan Foundation, Jakarta’s grant cannot be used for the following
items.
・ Salaries and social welfare expenses for the regular employees of the applying
institution
・ Banquet and entertainment fees
・ Telephone, fax and postage costs
・ Office Supplies

4The Japan Foundation, Jakarta
Small Grant Program Guideline

4. APPLICATION PROCEDURES AND DEADLINE
Please submit a set of application documents by email to budaya@jpf.go.jp
Submission of printed applications (hardcopy) is NOT acceptable.
JFJA Small Grant Application Form can be accessed here.
【Application deadline】
1 Round: until April 30th, 2024st

⇒ Projects which will be implemented after June 1st, 2024 are applicable
2 Round: April 25th to July 14th, 2024nd⇒ Projects which will be implemented after September 1st, 2024 are applicable
3 Round: July 15th to September 14th, 2024rd⇒ Projects which will be implemented after November 1st, 2024 are applicable
Attachment of additional documents about applicants and the details of projects arehighly recommended.
5. NOTIFICATION OF THE GRANT DECISION
Applicants will be notified of the results of the screening within one month of thedeadline by the Japan Foundation, Jakarta.
6. PROCESS OF EXECUTION
When the grant approval is awarded, the amount of the grant will be paid inaccordance with the Notice of Grant Approval and the Terms and Conditions of Grant.
The first payment (70% of the total amount of grant) will be made about 30 days
after the submission of Notice of Acceptance. The second payment (30% of the total
amount of grant) will be made when JFJA has received and confirmed the content of
Project Report and Financial Report upon the project’s completion.
7. OBLIGATIONSThis grant project is governed under the regulations of the Japan Foundation
including “Law for the Proper Execution of a Budget Relating to Subsidies” (Law No.
179 of 1955) as well as relevant Indonesia laws.
Before the implementation of approved project(1) If the grantee wishes to change any of the following:a) Project design and line-up of invited guests (esp. Japanese speakers/artists);

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The Japan Foundation, Jakarta
Small Grant Program Guidelineb) Allocation of funds within the overall budget covered by the grant (limited tothose expenses covered by grant);c) Implementation schedule (postponement or cancelation);d) Change of venue, etc.
The grantee shall promptly coordinate with the assigned JFJA staff. A written
approval from JFJA must be obtained first before the grantee makes any changes
to the approved project.
During the implementation of approved project:(2) Any material that is created pertaining to the grant project shall clearly indicatethat it was supported by the Japan Foundation. The Grantee shall acknowledge
JFJA’s financial support by showing the JFJA logo mark on its publicity document
or promotional materials.
(3) The Grantee shall conduct a survey (online/onsite/hybrid) using a survey
template provided by JFJA.
(4) JFJA has the right to demand a progress report from the grantee regarding thesubsidized project during the implementation of the project from the grantee ifsuch a report is considered necessary.
Upon the completion of approved project(5) Within thirty (30) days after the project is completed, the Grantee will be
required to submit a Project Report, including:a) Narrative reportb) Financial Report with complete original receipts and boarding passes (ifany). If the Financial Report, receipts and other supporting documents are
not in accordance with the application, or violates the Terms and Conditions,the decision may be revoked and the applicants may be requested to returnthe provisional amount. This grant will NOT cover the cost which was not
approved on the Notice of Grant. In principle, expenditures for items otherthan the approved items or changes in allocation of grant among approved
item(s) are NOT possible.
c) Result of survey collected from the audience/participants.
d) Links to access documentation photos or videos. The links must be
incorporated in the narrative report.
e) Promotional materials and public relations materials.
f)

Press coverage / articles (if any)

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The Japan Foundation, Jakarta
Small Grant Program Guideline(6) When JFJA has received a report relating to the completion of the grant project,
JFJA shall examine, by reading the report and through other means, and, ifnecessary, by conducting on-site investigations and other activities, whether theresults of the grant project conform to the contents of the Application Form andits attachments approved by JFJA. When JFJA recognizes that the results are indue conformity, JFJA shall confirm the amount of the grant to be awarded andinform the grantee of the amount by delivering a Confirmation of Grant Payment
document to the grantee.
(7) When the amount of grant has been confirmed in accordance with the provisions
in the above paragraph, a comparison will be made between the actual cost andthe amount of the grant originally given in the Notice of Grant Approval, and thelesser amount shall be the amount of the Grant to be provided.
8. DISCLOSURE OF INFORMATION(1)

As to projects we support, information such as the name of the applicant sandproject descriptions might be made public on the Japan Foundation’s public relations
materials.
(2)

When we receive a request for information based on the “Law Concerning theDisclosure of Information Held by Independent Administrative Institutions, etc.”(Law No. 140 of December 5, 2001), as a general rule, submitted application forms
and related materials will be disclosed, except for information stipulated by the law
as something not to be disclosed.

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