The scheme and its objectives

1. The Scheme is called 'Inter State-Cultural Exchange Programme'.

2. The board objective of the scheme is to create opportunities by which people from different parts of India get to know more about each other's performing arts and culture, catalyzing the emotional and cultural integration of the country.

3. It is believed that exchange of performing arts programmes among different States/Union Territories is already an established way of making the arts available throughout the country. The activity generated under the scheme, therefore, is not new. The scheme recognises that the pace of such exchanges, if supported by public funds, can be accelerated and better programmes made more widely available.

4. To ensure efficiency implementation and fulfillment of the basic objective-integration through the arts - the programme will be directed more specifically towards:
(i) promoting mutual understanding and appreciation of our diverse heritage of performing arts by augmenting the available opportunities and accelerating the pace of cultural exchange/contact among different States/Union Territories of the country;

(ii) making performing - art programmes accessible to the largest possible cross-section of audiences throughout the country, particularly in areas where such activities do not exist or exist only marginally;

(iii) Creating larger performing opportunites, both for individual artiestes (soloists) and groups/ensembles, (theatre, music and dance ensembles, puppet groups, choirs, etc.)

Operation

5. (i) The operative periodicity of the scheme will be annual (April - March).

(ii) The scheme will be funded and administered by the Sangeet Natak Akademi in cooperation with State Governments/ Union Territories.

The States/ Union Territories, where necessary, may seek and encourage cooperation of regional/local agencies such as

(a) State Akademies,
(b) Central or State Government Undertakings,
(c) Voluntary non-profit registered art organizations,
(d) charitable trusts and art foundations, etc. in implementation of the exchange programme.

(iii) The scheme will provide support to both individual artistes (soloists up to 5 members) and performing art groups (ensembles up to 32 members) for Arunachal Pradesh, Meghalaya, Nagaland, Tripura and Sikkin, 30 for Himachal Pradesh and 25 for other States/UTs.

(iv) A conference of the representative of the participating States/ Union Territories will be held annually in New Delhi or any other city to consider and review the working of the programme and to chalk out an annual schedule of exchange of visits. The schedule of visits finalized will be strictly adhered to.

(v) The selection of individual artistes/ensembles will be made in mutual consultation between the exchanging States/UTs. The Sangeet Natak Akademi will however be kept informed of the selection made. The states/UTs may select group/artistes in consultation with the experts in the field so as to maintain regional authenticity and artistic value of the programmes presented.

(vi) With a view to promote excellence States/UTs may at their discretion include recipients of the Central/State Awards, honours, titles etc. Details of artistes/ensembles selected together with programme details, specific requirements, technical & physical as well as of boarding & lodging (particularly requirement of food etc.) may be sent well in advance to the receiving State as also to the Akademi on the attached proforma 'R' & 'S'.

(vii) The sending States/UTs may ensure that basic requirements of groups/artistes is fully met. To achieve this the sending State/UT may inform about the basic requirements of the group/artistes well in advance to the receiving State/UT to facilitate proper arrangement. The receiving State/UT on its part may ensure that programmes are held where physical/technical facilities are available and no artistic compromises are made as far as the presentation of the programme is concerned.

(viii) The receiving States/UTs may try to organize at least one lecture-demonstration by artistes.

(ix) The receiving States/UTs may send video/audio recordings of the programmes held under the scheme to the Akademi.

(x) To expand and upgrade the level of inter-action and provide further opportunities to the groups/artistes, scholars and experts associated with particular art forms may preview shows and also accompany the group of discuss/explain the art forms being presented.

(xi) The sending State/UT may identify and include a presenter with proven experience in the field. The presenter may be paid Rs. 1000/- per show subject to a maximum of Rs. 5000/-. (This amount will be reimbursed by the Akademi on production of certified/ authjenticated bill). The receiving State may include facilitator to co-ordinate the requirement of the groups. (Remuneration to the facilitators may be decided and given by the receiving State/UT).

(xii) The sending State/Union Territory will furnish the necessary publicity material e.g. photographs, writeups on each item, notes on ensembles, bio-datas, etc. to the receiving State/Union Territory well in time. A complete set of such material will also be sent to the Sangeet Natak Akademi. The sending/receiving States/Union Territories may consider producing suitable programme literature for distribution. The receiving State may also arrange for adequate publicity in the media before presentation of shows by the sending State/UTs.

(xiii) The receiving State/Union Territory will be free to decide whether or not shows will be ticketed, the highest rate of ticket shall not exceed Rs. 10/-. Whenever necessary, special groups/audience such as students, etc. may be offered admission at concessional rates. Where admission to show is by invitation, at least 2/3rd of the available seats may be offered to the general public on 'first come first served' basis through public announcement.

(xiv) The Sangeet Natak Akademi will be named co-sponsor of the visit/show on all publicity material such as advertisement, hoardings, invitations, posters, tickets, etc.

(xv) The level of hospitality between the exchanging States, should, as far as possible, be on a reciprocal basis.

(xvi) In special cases, the Sangeet Natak Akademi may, on, its own, sponsor the visits of well-established artistes/groups to selected State/Union Territories in consultation with the receiving State/UTs and, if necessary, bear the entire cost as per terms of the scheme.

Conditions for Eligibility

6. i) Each artistes/ensemble will visit a State for a minimum of five performances of which at least two will be in small towns or rural areas, subject to the availability of suitable performance facilities. In case of Union Territories, particularly those with small areas/population, the number of performances to be held may be fixed in consultation with the receiving Union Territory.

ii) The visiting artistes/ensembles are free to plan further shows on their own either enroute to the visiting State/UT or on their return journey. The Akademi will, however, not provide any subsidy for such programmes.

iii) No artiste/ensemble will be eligible for sponsorship more than once a year. Reception may be avoided to ensure larger representation.

Financial Assistance & other Entitlements

7. Financial responsibility of the Sangeet Natak Akademi in respect of sending State/Union Territory:

i) Traveling expenses:

All artistes, soloist and ensembles, are entitled to II class concessional railway fare from the place of departure in their own State/Union Territory to the first destination in the receiving State/Union Territory and from the place of last performance to the place of commencement of journey.

In exceptional circumstances, such as, natural calamities, disturbed conditions, no direct rail link and when it is not possible to arrange concessional rail travel, the Akademi will meet full second class rail fare.

Wherever State Akademis do not exist, or are unable to authorize concessional travel, the Sangeet Natak Akademi will do so, subject to applications being made well in time.

Whenever a road journey is necessary, actual bus fare will be reimbursed.

In case of State/Union Territories where no rail link is available and journey by road is arduous, air travel may be allowed with prior approval of the Sangeet Natak Akademi, subject to air travel being the permissible mode of travel in the State/Union Territory concerned.

ii) Out of pocket Allowance

Every members of the visiting group will receive Rs. 100/- per day as out of pocket allowance for the duration of visit/ Journey D.A. will be admissible as per Akademi rules/norms. The amount payable to the group will be shared equally between the Akademi and the sending State/Union Territory.

iii) Transportation and porterage for personal baggage and stage property:

a) For groups of up to 10: Rs. 250 to Rs. 500 for ordinary stations (Rs.350 to Rs. 750 for hill stations)
b) For groups of 11-20: Rs. 500 to Rs. 1000 for ordinary stations (Rs.750 to Rs. 1500 for hill stations)
c) For groups of 21-25: Rs. 1000 to Rs. 2000 for ordinary stations (Rs.1500 to Rs. 2500 for hill stations)
d) For group of 26-32: Rs. 2000 to Rs. 3000 for ordinary stations (Rs.2500 to Rs. 3500 for hill stations)

NOTE: Actual expenditure on transportation/porterage/baggage may be accepted for reimbursement in the case of groups from Arunachal Pradesh, Meghalaya, Mizoram, Nagaland, Tripura, Assam, Manipur and Sikkim.

iv) Remuneration to artistes/groups

The Sangeet Natak Akademi will share with the sending State/Union Territory the expenditure on remuneration to artistes on a ratio of 1:1 the Akademi's share however, will not exceed Rs. 15,000/- per show subject to a maximum of Rs. 75,000/- for five shows and Rs. 18,000/- for soloists for a performance tour of a State/Union Territory. The quantum of remuneration to be decided by the sending States/Union Territories keeping in mind the standing of the artistes and number of members in the group.

v) The Akademi will share with the sending State/Union Territory expenditure on publicity material on a 1:1 ratio subject to a maximum of Rs. 7,500/- per visit.

8. Financial Responsibility of the Akademi in respect of the receiving State/Union Territory:

(i) The period of visit to the receiving State/Union Territory will commence the day before the first performance and extend to a day after the last performance. The tour itinerary (excluding travel time) may provide for a day's rest for every four performances.

(ii) The Akademi will share with the receiving State/Union Territory the expenditure on lodging and boarding, presentation of programmes, printing, publicity, hall rent and transport within the State/Union Territory on a 1:1 ratio subject to a maximum of Rs. 75,000/- per visit.

9. Financial Responsibility of the sending State/Union Territory

(i) Expenditure for organizing travel of artistes/ensembles within the State/UT for the purpose of assembly will be borne by the sending State/Union Territory.

(ii) Infructuous expenditure on account of cancellation of a visit by the sending State/Union Territory will be borne by the sending State/Union Territory.

10. Financial Responsibility of the Receiving State/Union Territory

Infructuous expenditure on account of cancellation of a visit by the receiving State/Union Territory, will be borne by the receiving State/Union Territory.

11. Advance Payments to the sending/receiving State/Union Territory

(i) The Sangeet Natak Akademi will make an advance payment of upto 80% of the estimated expenditure to the sending State/Union Territory and Rs. 60,000 to the receiving State/Union Territory on receipt of proforma 'S' and 'R' respectively. This amount will be adjusted later in terms of the scheme. The balance of Rs. 15,000/- will be released by the Sangeet Natak Akademi only on receipt of:

a) The statement of actual expenditure with "Utilization Certificate" from the cometent authority for expenses on specified items in Proforma 'S' & 'R'.

b) A detailed report on the visit together with audio/video recordings, photographs etc.

(ii) All payment will be made by Account Payee Cheques. However, Demand Drafts may be issued at special request.

12. Special Provision for North Eastern State & Sikkim

As a special dispensation the Akademi will reimburse full cost of exchanges done by the North Eastern States and Sikkim, subject, however, to the limitation of funds earmarked for the scheme. The concerned state may therefore obtain prior approval of estimated expenditure from the Akademi.