Finding and applying for grants can be a challenging process! To provide some context around the grant world in the arts, and to offer our best pieces of advice and guidance, we spoke to our colleagues at GO Smart (a grants management system that was designed for arts administrators by arts administrators) and members of the Social Responsibility and Inclusion team at WESTAF (ZAPP’s managing partner and a regional arts agency).
This blog focuses mainly on the process and requirements for federal grants, though these tips may often apply to state or local grants as well.
Prepare for Grant Applications: Start early!
Once you start a project or program, document it for future grant applications. Take photos, videos, or record audio where you can to help funders understand the scope of your work. Documenting your projects increases the strength of your application—putting you closer to receiving the grant for your organization. This is particularly true as funders think of themselves as partners in actualizing their grantee’s goals. Storytelling is key in an excellent grant application.
And above all, always start early. If you have an issue completing the application or have any questions, call or email the grantmaking organization. Staying in contact with funders will help you learn more about their specific granting process and future opportunities they might be providing.
Prepare for Grant Applications: Have Essential Documents Ready to Go.
Many grants require recipients to have a 501(c)(3) status or an NFP (Not-For-Profit) status. To apply for these grants, you will need to have and submit documentation as proof of that status.
In addition to providing documents proving 501(c)(3) status or an NFP status, many granting organizations may also ask for the following:
- Financial statements (such as a profit and loss statement).
- Employer Identification Number (EIN): EIN is a unique identification number that is assigned to a business entity so that it can easily be identified by the Internal Revenue Service (IRS).
- Dun & Bradstreet number (DUNS): DUNS is a unique entity identifier that reflects the organization’s legal name and current physical address.
- Unique Entity Identifier: entities doing business with the federal government will use a Unique Entity Identifier created at SAM.gov. In April of 2022, the government will require this UEI in place of a DUNS number.
For an example of the terms and conditions of a grant, check out TourWest’s Specific Terms and Conditions. TourWest is a grantmaking program under our managing partner, WESTAF, that brings touring musicians to the rural western states.
Prepare for Grant Applications: Avoid Common Mistakes
It is key to avoid making common mistakes when possible. Some of the errors the team at WESTAF come across most frequently are:
- Not having essential documents available (Required IRS documents, details of proposed projects, proof on non-profit status, etc.).
- Not responding to the provided questions or not responding comprehensively to the application’s questions.
Failing to fully respond to an application’s questions won’t necessarily disqualify you and your organization for the grant, but in order to be competitive, applicants should be as specific as possible. In general, our team at WESTAF strongly encourages all applicants to use the full word count on granting applications.
So, What is the Typical Grant Cycle?
At WESTAF, the grantmaking cycle typically takes place in seven main steps:
- The grant is advertised and the initial intent to apply is collected. Some grant funders may collect an intent to apply before collecting full applications to narrow down recipients.
- The grantmaker begins collecting applications.
- The application period closes and the grantmaker’s staff or grant panelists begin reviewing applications. During this time, preliminary grant finalists are selected based on the goals of the grant opportunity and the granting organization’s board of directors reviews and finalizes the awardees.
- The grantmaking organization notifies grantees that they have received an award.
- After being notified that they have received an award, the grantees must submit any documentation requested in the grant guidelines within a fixed time frame.
- Once approved, the grantees will receive the funds for their project.
- After the funds have been used, a final report is submitted by the grantee to the grantmaking organization. This report can take the form of a narrative that serves to show how the funds were used and the impact they had, in line with the grant’s goals.
Where to Find Grants
Available grants can be found in a number of places—including the National Endowment for the Arts’ Grants page. We recommend regularly checking your regional and state arts agencies for opportunities. For a complete list of regional arts organizations, please see below:
- Arts Midwest
(Illinois, Indiana, Iowa, Michigan, Minnesota, North Dakota, Ohio, South Dakota, Wisconsin) - Mid-America Arts Alliance
(Arkansas, Kansas, Missouri, Nebraska, Oklahoma, and Texas) - Mid Atlantic Arts
(Delaware, the District of Columbia, Maryland, New Jersey, New York, Pennsylvania, the U.S. Virgin Islands, Virginia, and West Virginia) - New England Foundation for the Arts
(Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont) - South Arts
(Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, and Tennessee) - The Western States Arts Federation (WESTAF)
(Alaska, Arizona, California, Colorado, Hawai’i, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, and Wyoming)
Outside of state, regional, and national organizations, you can also review GrantWatch’s Arts and Culture grants listing and GrantStation to find additional opportunities.
Additional Resources
For more information on grants and tools for success, please check out the following resources:
- The National Endowment for the Arts Grants
- The National Endowment for the Arts: Five Things You Can Do Right Now to Get Ready to Apply for FY2023 Funding
- GO Smart: Five Steps for Creating a Strong Grant Proposal
A listicle containing strategies to help your next grant proposal stand out. - ZAPP: Festival Grants: Everything You Need to Get Started
An interview with Vanessa Rowse - GO Smart + ZAPP: Grantmaking Best Practices
A blog and webinar offering best practices for grantmakers in the arts
Are you a grantmaker looking to streamline your application process?
Check out GO Smart, an easy to use, time-saving, and affordable online grants management system that was designed for arts administrators by arts administrators. From intent to apply, creating the application, panel reviews, awards, and final reports – GO Smart will significantly simplify the way you manage your grants.
Schedule a demo here or reach out to the GO Smart team at gosmartsales@westaf.org with any questions you have.
Questions for the ZAPP team? Email us at contactzapp@westaf.org
