A complete grant package — PropDB platform licence, Web321 setup consulting, and paid data-entry — is eligible under multiple Canadian funding programs. Here's exactly how to apply.
Why This Works
Grant committees at the Canada Council, BC Arts Council, and Canadian Heritage don't fund software subscriptions — they fund transformation projects. Framing your PropDB implementation as a cultural asset preservation and digital capacity project puts you in the strongest possible position.
The three-component package — platform, consulting, and human cataloguing — makes your project concrete, budgetable, and directly tied to organizational outcomes that grant reviewers are trained to value.
The Grant Package
Every line item below is eligible under Canada Council Digital Generator, BC Arts Council Arts Impact Grant, and similar digital capacity programs.
Cloud-based prop, costume, and asset inventory management platform purpose-built for performing arts organizations.
Expert setup, configuration, and training by the Canadian WordPress and web development team that built PropDB.
Paid staff or contract workers to physically inventory, photograph, and enter your collection into the system.
The Application Process
Before writing a word, confirm which grant program matches your organization type, location, and budget. Non-profits with existing Canada Council relationships should start with the Digital Generator. BC-based organizations should look at the BC Arts Council Arts Impact Grant. Film and TV producers should consider the CMF Experimental Stream.
Grant applications require a detailed, itemized budget with vendor quotes attached. Contact Web321 to get a formal quote for setup and consulting. Estimate your data-entry hours based on your collection size (a typical community theatre with 500–1,000 items requires roughly 80–120 hours of cataloguing).
The single most important thing: never describe this as "buying software." Frame it as a cultural asset preservation and digital capacity project that will strengthen your organization's sustainability and benefit the wider performing arts sector.
Most grant applications require a project description, timeline, itemized budget, vendor quotes, organizational profile, and letters of support. If applying collaboratively with partner theatres, include letters from each partner confirming their participation.
Most grants are reimbursement-based — you spend, then claim. Some offer an advance. Once approved, Web321 will work with you on a phased implementation plan that aligns with your grant timeline and reporting requirements.
| Budget Line Item | Description | Cost |
|---|---|---|
| PropDB Platform Licence | 3-year subscription — cloud inventory management platform, Canadian hosting, PIPEDA-compliant | $900 |
| Web321 Setup Consulting | Requirements discovery, taxonomy setup, bulk import configuration, custom fields, staff training session | $1,500 |
| Inventory Inputters (Labour) | 2 part-time contract data-entry staff × 10 weeks. Physical count, condition notes, location mapping | $6,000 |
| Photography / Asset Capture | Professional photography of primary costume & prop items for visual catalogue. ~800 items at ~4 min each | $3,500 |
| Storage Mapping & Labelling | Physical label printing, barcode or QR tags per item, bin/rack location system | $800 |
| Staff Training (Internal) | 2-hour Web321 training session plus documentation/user guide production | $900 |
| Contingency (10%) | Standard contingency for scope adjustments during cataloguing phase | $1,360 |
| Total Project Budget | $14,960 | |
Get a formal vendor quote from PropDB for your grant application. We'll provide a detailed scope of work document that meets grant reviewers' requirements.
Visit PropDBOur team can help you frame your project narrative, build your budget, and prepare a compelling application package — so you can focus on your next production.
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