APPLICATION INSTRUCTIONS

Transcription

1 APPLICATION INSTRUCTIONS The following instructions are included in this packet: Step by step proposal instructions; Project budget form; work sample, and proposal cover sheet. All applications must be completed online at Printed copies of the completed online application and all supplemental materials must either be hand-delivered to the BAC office by 6pm on the day of the program s deadline, or postmarked on that day. BAC WILL NOT accept applications that are faxed, ed, or left outside the BAC office door after 6pm on the day of the program s deadline. STEP BY STEP PROPOSAL INSTRUCTIONS Read the BAC Grants Guidelines and attend an Application Seminar To determine eligibility and which of our programs to apply to. Guidelines and information about our Application Seminars are available at brooklynartscouncil.org/grants. Begin the online application 1. Once you have determined which program to apply to, find that webpage on brooklynartscouncil.org/grants. There, you will find all of the required application information: application questions, budget instructions, work sample instructions, proposal cover page, (all downloadable PDFs); downloadable project budget form in Excel; and link to online application form (APPLY NOW button). 2. Using the application questions, compose your answers in a word processing program such as Google docs, Microsoft Word or Pages. 3. To complete this form you'll need to know your Community Board, NYC Council District, NY Senate District, NY Assembly District, and US House District. Please note that due to redistricting, this information may have changed. Instructions on how to find this information is available via the BAC website. 4. Once you are ready to apply, log into your BAC account and find the appropriate webpage for the program to which you are applying. 5. Click on the APPLY NOW button to begin your application. 6. Copy/paste your answers into the online form. 7. Be sure to save often. You can return to your saved application at any time up until the deadline, via Your forms, icon from your BAC account. Create your Project Budget 1. Refer to the Project Budget Form Instructions. 2. From the application page, download the excel Project Budget Form. 3. Enter your Project budget on the first and second tabs of the spreadsheet, titled, Application-Proposed Budget, and Application - In-Kind and notes, respectively. 4. Save your budget on your computer locally before uploading to the online application. This is for your reference. 5. Upload your completed budget to the application form. Create your work sample 1. Refer to the guidelines and work sample instructions for acceptable submission formats and full instructions. 2. Indicate in your online application what format you are submitting in. 3. Based on format, include links on the application form or include the hard copy with your full proposal packet. Complete your Application Packet 1. Once your online application is complete and saved, click the printer friendly button and print out two (2) singlesided copies. 2. Print out two (2) single-sided copies of your Project Budget and In-Kind/Notes if applicable, making sure none of the fields are cut off. 3. Collate and paperclip your application and budget print-outs to make two (2) distinct copies. Proofread the printed version to ensure everything is printed legibly. The paper copies you send to BAC will be given directly to our grant panelists.

2 4. From the application instructions, complete and print (1) copy of the 2015 BAC Grants proposal cover sheet. Check off what you are including in your application packet and sign at the bottom. 5. Compile your full proposal packet: a. Two (2) copies of the printed application and budget. b. One (1) copy of the signed proposal cover sheet. c. One (1) copy of the work sample, if submitting hard copy. d. Supplemental materials (see Guidelines for details). Submit your Proposal Packet To be considered for funding, hand-deliver or postmark all application materials to the BAC office by 6pm on the day of the program s deadline. Hand-Delivery: You may hand-deliver your application on or before the deadline, anytime during BAC office hours (10-6, M-F). You can ask that a BAC staff person review your materials to be sure they are complete, and give you a receipt that you have delivered your application. Please be aware that there may be a short wait a BAC staff person will ask you to stay while they review your materials. Mailing: Grants Program Brooklyn Arts Council (BAC) 55 Washington Street, Suite 218 Brooklyn, NY Postage labels printed from the internet on the deadline are not considered valid proof of the application being mailed on that day. Please remember that envelopes put in mailboxes and FedEx boxes after final pick-up times may not be postmarked until the following day. Check your ! Grants staff may contact the primary contact address provided in the application after the deadline if there are any issues with your application. Congrats on finishing and good luck! Grant decisions are announced early-january All applicants will receive a letter to the address in your application. Please update us if your mailing address changes before then.

3 PROJECT BUDGET FORM INSTRUCTIONS The Project Budget Form is the form you will use to complete your proposed project budget. Find it on the webpage of the program to which you are applying, download it and save it to your computer. This excel workbook consists of four worksheets (tabs). You can navigate it by selecting the tabs at the bottom of the screen: Application-Proposed Budget The only required page for your application. This is the page that will be printed and submitted with your application. Application-In Kind and Notes Optional. Use this tab to input any in-kind support. You may also include a brief budget note if needed. If you use this page, be sure to print and submit with your application. The first two tabs are for use during the application process disregard the last two. They are for your use later if you receive funding. Create your Proposed Project Budget Open the APPLICATION-PROPOSED BUDGET tab in your Project Budget workbook. Itemize your proposed sources of income in the top section. Itemize your predicted project expenses in the bottom section. Insert any line item descriptions in the description field, and the amount of the item in the amount field. If you run out of room in the line item description, use the budget notes section on the second tab. Your income and expenses will be automatically totaled at the bottom of the page as you enter them: Project Expenses Project Income = BAC Grant Request Your grant request must fall within the request range for the program you are applying to, and meet any additional eligibility requirements. Before you upload your budget to the application form and print, enter your applicant name and project title at the bottom of the worksheet. Submit your Project Budget Once your Proposed Project budget and in-kind/notes page (if applicable), is complete and saved to your computer, print out two (2) copies. Make sure your computer is printing in portrait mode, and there are no fields cut off of your budget. The paper copy you send to BAC will be given directly to our panelists. Collate with your printed application and paper clip, making two (2) application copies. Upload To Your Application Form Budget Tips: Consider the budget as another tool for which to propose your project; it should complement your application narrative. Make sure all of the monetary elements mentioned in the narrative portion of the proposal are indicated in your budget and vice versa. If you have other grants you are applying to or seeking other donations, mention them in the income section, but make sure to indicate whether they are confirmed or pending. Proofread your budget as you would your narrative; check your math, check to make sure your descriptions aren t cut off, and make sure your request falls within the eligible grant range. After you save and print your budget, upload it to your online application in the field provided. Before you upload your proposed project budget, please title it: 2015 Application Budget_ [program you re applying to] _ [applicant name] (For example: 2015 Application Budget_LAS_John Doe). Uploading a budget without the applicant's name in the title can result in loss of the file. If you don t have access to Excel you can use Google Docs, OpenOffice or any Excel-compatible software. (Note: Numbers is not compatible.) Make sure the budget is printing correctly. If you do not have access to any spreadsheet software, contact Grants staff.

4 2015 BAC Grants -Community Arts Fund - Proposed Project Budget PROJECT INCOME DESCRIPTION AMOUNT Earned Income Tuition, Workshop Fees, etc. 6 sessions, 12 $20 ea $ 1, Admissions/Box Office 2 Culminating events: $ attendees $ 5, Membership Dues - Sales, Concessions, etc. - Other (Describe) Previous workshop dues, allocated for proposed project $ 2, Contributed Income Individual Donations Business Donations See in-kind Corporate/Foundation Grants Franklin Furnace (pending) $ 2, Government Grants Councilmember Discretionary funds (confirmed) $ 1, Other BAC Grants Local Arts Support (pending) $ 2, Fund-Raising Events 2014 fundraising event, 2/3 allocated to proposed project $ 2, Other (Describe) Kickstarter campaign (confirmed) $ 2, TOTAL INCOME $ 19, DIRECT PROJECT EXPENSES DESCRIPTION AMOUNT Staffing Administrative 2 Producers, 1 Admin, 1 part time assistant $ 5, Creative 6 Performers, 2 Facilitators, and 2 Designers stipend ($500/artist; 10 artists) $ 5, Technical Stage Manager stipend $ Other (Describe) Graphic & web designer ($900); Press Representative ($2,500) $ 3, Other Space Rental Venue rental (6 workshops & 2 performances) $ 4, Equipment Rental Venue tech package (includes personnell) $ 2, Travel/Transportation Costumes/Props transport $ Insurance Event insurance, partially covered by venue $ 2, Supplies/Materials Marketing/Publicity Materials See budget notes See In-kind Project Documentation Videographer ($600); Photographer ($600) $ 1, Remaining Expenses TOTAL EXPENSES Request must be between $750-$5000 $ 24, Total Proposed Expenses $ 24, Total Proposed Income $ 19, = CAF Grant Request $ 5, Does your request fall within the grant range? YES % Funded by this grant request 20% Please round amounts on this budget to the nearest whole dollar. If you have in-kind donations for your project, list them on the following page and attach the list to each copy of your application. APPLICANT NAME PROJECT TITLE EXHIBIT A EXHIBITIONISM

5 WORK SAMPLE INSTRUCTIONS Applicants may submit work samples in one of the following formats: DISCIPLINE WILL ACCEPT ONLINE HARD COPY Performing Arts, Film, Media, and other timebased art forms Visual Arts 2 samples maximum, not to exceed a total of 3.5 minutes, submitted via online links or CD/DVD hard copy 2 slideshows of up to 8 images each, with an image list, submitted via online links or CD/DVD hard copy In the online application form, submit up to two (2) links in the fields provided. In the online application form, submit up to two (2) links in the fields provided. Each image should be captioned with the following information: title, medium, dimensions, date, and onesentence explanation, if needed. You may provide an additional hard copy of an image list. Indicate in the online application form that you are submitting a CD or DVD work sample, and submit hard copy with application. Indicate in the online application form that you are submitting printed images or a CD slideshow, and submit hard copy with application. On CD slideshows: each filename should be saved as Applicant Name # (e.g. ArtsOrg01.jpg, ArtsOrg02.jpg, etc.). Include a separate, printed image list indicating the following information per image: title, medium, dimensions, date, and one-sentence explanation, if needed. Literary Arts All applicants: Writing sample pertinent to the project. Samples may be short story, novel or script excerpts, collections of poetry, etc. Hard copy only. N/A Send direct links to work samples; do not submit general personal URLs. Links must not be password protected and must be available through February Submit with application: a manuscript not to exceed 10 double-spaced, single sided pages, typed on 8 1/2 x 11 paper. Manuscript should be paper clipped, not stapled. Literary applicants applying with projects that have a heavy visual or tactile component, (i.e.: previously published literary magazines, chapbooks, work with illustrations, etc.), may include 1 hard copy in addition to the manuscript sample. Do not send original artwork or irreplaceable materials. BAC is not responsible for lost or damaged materials. Include a self-addressed stamped envelope (SASE) if you want the samples to be returned to you. Interdisciplinary or multi-discipline projects can be well represented by submissions across multiple platforms. If submitting multiple platforms, clearly indicate what you will be submitting in the work sample description on the online application form and the cover sheet. Work Sample Tips: Work samples are critical to a competitive proposal. Choose recent samples (preferably from the last three years), that best represent your work as it pertains to this proposal. The aim of the work sample is to bring the panel as close as possible to the actual experience of the work. Do not submit solely promotional or interview materials.

6 COVER SHEET SUBMIT ONE PER PROPOSAL PACKAGE Local Arts Support APPLICANT NAME: DISCIPLINE: I AM APPLYING AS AN INDIVIDUAL I AM APPLYING AS AN ORGANIZATION Community Arts Fund PROJECT TITLE: PRIMARY CONTACT & PHONE: I AM APPLYING WITH A FISCAL SPONSOR I AM SUBMITTING TO BOTH BAC GRANT PROGRAMS. PROPOSAL CONTENTS: Refer to the 2015 BAC Grants Guidelines for detailed requirements A. REQUIRED BASICS: Applicants must submit the following in order to be considered for funding 2 photocopies of completed printed application, collated with 2 copies of project budget. Single-sided, paper clipped. 1 copy of proof of applicant s Brooklyn residency B. WORK SAMPLE: Applicants must submit one of the following, based on artistic category I SUBMITTED MY WORK SAMPLE ONLINE I AM INCLUDING ONE OF THE FOLLOWING WITH MY APPLICATION: PERFORMING ARTS/TIME BASED WORK: CD or DVD cued for best 3.5 minutes. VISUAL ARTS/CRAFTS/PHOTOGRAPHY: Up to 8 printed images or digital images on CD, and image list. WRITING/LITERARY ARTS: writing sample, a manuscript not exceeding 10 pages. I HAVE INCLUDED AN SASE FOR RETURN OF MY WORK SAMPLES (optional) C. SUPPORTING DOCUMENTS: 2 sets of publicity materials 2 copies of pertinent résumés 1 copy of each of any letters of commitment or support from each proposed project venue or partner organization. D. ORGANIZATIONAL MATERIALS: Nonprofit organizational applicants must submit one copy of each of the following: List of applicant s Board of Directors Current organizational budget Financial statement from the applicant s most recently completed fiscal year. Proof of nonprofit status (a vendor tax exempt certification is not valid) E. FISCAL SPONSOR MATERIALS CAF applicants with a fiscal sponsor must provide: A letter of agreement between fiscal sponsor and applicant on fiscal sponsor s letterhead Proof of the fiscal sponsor s appropriate nonprofit status and residency E. NONPROFIT PARTNER MATERIALS LAS applicants with a nonprofit partner must provide: A signed letter of support from the nonprofit organization on nonprofit partner s letterhead Proof of the nonprofit partner s appropriate nonprofit status and Brooklyn residency CERTIFICATION AND RELEASE ***THIS MUST BE SIGNED FOR YOUR SUBMISSION TO BE PROCESSED*** The undersigned certifies that they: (1) are the individual or officer of the organization authorized to obligate it; (2) have knowledge of the information presented in the project budget and the application that accompanies it; (3) have read and accepted the BAC Grants Guidelines; (4) have obtained a Fiscal Sponsor s name & signature (if applicable); (5) release the Brooklyn Arts Council, Inc. (BAC), and its employees & agents from any liability. APPLICANT SIGNATURE: DATE: PRINT NAME: FISCAL SPONSOR SIGNATURE: DATE: PRINT NAME and TITLE: