Cultural Grants, Awards & Support Programs

Vancouver Live! Video Screen Advertising Program
Making the Request for Airtime

Home :: Program Criteria and Priorities :: Making the Request for Airtime :: Creating the Promotional Spot :: Deadlines

Download a printable copy of the complete guidelines PDF(57kb)

General Program Information

Eligible non-profit arts organizations are encouraged to read this entire document and to fully research this opportunity before submitting a request. Assistance with these guidelines is available by contacting the Office of Cultural Affairs (OCA), part of the City’s Cultural Services Department at 604.871.6228 or by emailing klodyne.rodney@vancouver.ca

  • This program provides access to a pair of highly visible outdoor screens to eligible non-profit arts organizations. The program does NOT provide funding for design or production.

  • In order to gain access to this program, an organization MUST MEET ALL of the program criteria and not be promoting anything on the list of ineligible activities. For more information see Eligibility Criteria and Ineligible Activities and Organizations.

  • All promotional campaigns airing through this program will be packaged into a repeating, 2-minute, cultural loop comprised of an introduction, 10 promotional campaigns, and tag. Organizations wishing to appear on the screens outside of the loop are invited to become an advertiser through CoreVision. For more information see Purchasing Airtime.

  • It is recommended that interested organizations allow themselves at least six calendar months lead time and apply four calendar months in advance. Additionally, organizations should plan for the OCA review of the material to take seven working days, and for CoveVision’s packaging review to take 10 working days. For more information see the Process and Timeline to Success.

  • Deadlines for requests occur monthly, and are accepted on an on-going basis year-round. Late requests will not be considered. Currently organizations may request a run of two to eight weeks. On average, organizations can expect to receive four weeks. For more information see How to Apply & Deadlines.

  • Organizations are encouraged to take full advantage of the colour and motion capabilities of the screens and are responsible for supplying a silent, 10-second, broadcast-quality promotional spot. For more information see Designing and Producing the Campaign.

  • All material MUST be reviewed by OCA in order to be included in the promotional loop. Submitted designs are not evaluated artistically, but will be assessed for eligibility and reviewed for legibility. Organizations will provide a QuickTime or WMV file that is compressed to a maximum size of 1MB. This is used for online and electronic filing purposes, and to check that the art generally appears to conform to program guidelines, recognition considerations and the Canadian Code of Advertising Standards. For more information see the Process and Recognition Considerations.

  • The requirements described in our online guidelines and confirmation letters exist to ensure efficient, equitable, and successful operation of the Vancouver Live! Program. This includes: adherence to timelines, supplying a copy of the spot to be reviewed, and provision of complete information. Please note that groups that do not give the guidelines and confirmation letters due consideration during the course of application or an agreement may not be given priority for bookings in the future.

  • Not all eligible campaigns will be able to be accommodated.

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How to apply and deadlines

Each campaign will consist of a silent, 10-second, broadcast quality promotional spot. A maximum of 10 different campaigns will be included in a repeating, 2-minute loop. The loop will be comprised of an introduction, 10 promotional campaigns, and a tag.

Those familiar with the Transit Shelter Advertising Program will recognize many similarities with the way this program is operated.

  • All requests must be in writing. The preferred method of submission is by email, however requests will be accepted by mail and fax as well.
  • Deadlines for requests occur monthly, and are accepted on an on-going basis year-round. Organizations may place a request up to eight calendar months in advance of the desired airtime. It is highly recommended that requests be submitted at LEAST four calendar months in advance of the desired airtime.
  • On average, successful applicants can expect to be allocated four weeks. The industry standard is two weeks. At this time, organizations may request a campaign that lasts between two and eight weeks.
  • All campaigns begin on a Monday and run until Sunday.
  • Organizations may apply for advertising space twice in a calendar year. Subsequent applications will be considered only if airtime is available.
  • Use of the program one year does not automatically guarantee placement on the schedule for subsequent years. Each campaign requires a separate application.

Making a request is simple. Please provide:

  • Full organization name
  • Address of organization
  • Name of contact person
  • Phone and fax numbers
  • E-mail address
  • Date, name, and summary of event being advertised
  • Dates of campaign desired (starting on a Monday and ending on a Sunday)
  • Minimum and maximum number of weeks desired (2 – 8, typically 4)

Additional information, material or supporting documents will be requested by the OCA if needed, and do not need to be provided with the written request.

Submit the request, by the deadline to:

Klodyne Rodney
e: klodyne.rodney@vancouver.ca
t: 604.871.6228

Some things to consider:

  • Organizations may only apply for ONE campaign to be included per time period or loop. Concurrent campaigns will NOT be considered. Sequential campaigns using a DIFFERENT spot WILL be considered.
  • In the event that there are not 10 different campaigns to fill the cultural promotional loop, the program administrator MAY run a campaign more than once in a loop. This consideration will automatically be made and does NOT form part of an organization’s request submission.
  • Applications from two or more arts organizations to run the SAME campaign, during the SAME time period or loop, using the SAME spot will not be considered. However, applications from two or more organizations to run the same campaign, in sequential time periods or loops, using the SAME spot WILL be considered.
  • Placement within the promotional loop is at the discretion of CoreVision. Generally, it is NOT possible to request specific locations within the loop. This includes sequence of display (beginning middle, end) and campaign neighbours (compatible or incompatible campaigns by others).

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The Process

Upon receipt of the written request, OCA records it into the City’s overall allotment of airtime. View the scheduled organizations and organizations that have placed requests for 2008 | 2009 | 2010 | 2011 | 2012 |

Requests are reviewed monthly following a deadline. The deadline is three calendar months in advance of the calendar month being reviewed. (i.e., Airtime for campaigns starting in April is reviewed in January). The review may include checks and assessments related to:

  • general eligibility;
  • commitment to a produce and run a campaign;
  • confirmation of resources; and
  • occasionally to consult regarding the flexibility of requested dates.

This is followed by allocation and scheduling of airtime. Successful organizations are notified via email-letter which provides links to detailed information on material creation, outlines their run dates, airtime value, delivery deadlines and the airtime is booked with CoreVision by OCA.

As with the Transit Shelter Advertising Program, all campaign running under this program must be reviewed and approved by The City of Vancouver, through Office of Cultural Affairs. This is to ensure that video artwork conforms to program guidelines, recognition considerations and the Canadian Code of Advertising Standards. For more information review the Process and Recognition Considerations.

It is the organization’s responsibility to ensure that the spot is received in the appropriate format no less than THREE WEEKS to airing. Deadlines for reviews are supplied in confirmation email-letters. Organizations should allow up to 7 working days for material to be actively reviewed and commented on. Submitted designs are not evaluated artistically, but will be assessed for eligibility and reviewed for legibility. A final approved version must be supplied to OCA for online and electronic filing purposes.

Placement within the promotional loop is at the discretion of CoreVision. It is NOT possible to request specific locations within the loop. This includes sequence of display (beginning middle, end) and campaign neighbours (compatible or incompatible campaigns by others).

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Purchasing Airtime: another option

Airtime on the screens may be purchased directly from the Owner through CoreVision. Both retail and non-profit rates are available, and are quoted based on a 10-second spot airing for one week.  There are certain restrictions to the types of campaigns or amount of time that may be purchased, and campaigns will not be included in the promotional loop aired by the City. Further information regarding existing restrictions can be obtained directly from CoreVision. In addition to the costs of airtime, advertisers are responsible for the design and production of their material.

Organizations and activities listed under Ineligible Activities, and all other organizations are eligible for the non-profit rate provided they meet ALL the criteria listed below.

  • Be an arts or cultural organization registered as non-profit society in British Columbia.
  • Based and active in Vancouver and provide arts and cultural programming, activities or services that are open to the public and widely publicized.
  • Promote activities and services that take place in Vancouver.

Please note that this Option to Purchase program is not administered by the City of Vancouver. Timelines associated with purchasing airtime maybe different that this program. Other criteria may apply. For detailed information or to purchase airtime, contact CoreVision at sales@corevision.ca.

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