GRANT GUIDELINES FOR ORGANIZATIONS 2017 CYCLE SUBMISSION DEADLINE Thursday, March 30, 2017 at 5:00 PM
GRANTS PROGRAM OVERVIEW CultureWrks missin is t drive a vibrant cmmunity by inspiring, enabling and cultivating wrld-class arts and culture. CultureWrks primary strategies t serve the cmmunity include: Engaging the cmmunity in arts and culture, and mre directly with the activities f CultureWrks, thrugh prmtin and advcacy effrts. Prviding assistance (funding pprtunities and cnsultative supprt) t artists and 501c3 nnprfit arts and culture rganizatins. Driving cllabratins that can address varius challenges and pprtunities in the cmmunity. The Grants Prgram prvides funding fr diverse arts and cultural rganizatins, and initiatives that benefit the Richmnd and Tri-Cities Regin. Specifically the cities f Richmnd, Clnial Heights, Hpewell and Petersburg, alng with the cunties f Charles City, Chesterfield, Gchland, Hanver, Henric, New Kent and Pwhatan, and the twn f Ashland. WHAT PROGRAMS OR PROJECTS DO WE FUND? Building Capabilities Cultural Equity WHAT DO I NEED TO APPLY? Applicatin summary sheet Applicatin narrative Prject budget frm Operating budget Organizatin supplemental infrmatin GiveRichmnd.rg prtrait CONTACT INFORMATION Carn Sterling Marketing & Develpment Assciate 804.340.5280 ext. 1 carn@richmndculturewrks.rg CultureWrks 1906 A Nrth Hamiltn Street Richmnd, VA 23230 www.richmndculturewrks.rg 2017 CultureWrks Grants Prgram 1
BUILDING CAPABILITIES Building Capabilities funding supprts pprtunities which pertain t the recipient s effectiveness, verall grwth and lngevity as a nnprfit rganizatin. Requests must be made fr a particular initiative, nt fr general perating supprt. Type f initiatives that may be eligible fr this grant funding include: Building infrastructure Enhancing relatinships Planning strategically Imprving technlgy Building Capabilities grants are limited t 5% f an rganizatin s perating budget (determined by the amunt f revenue fr current fiscal year), with a maximum cap f $15,000. CULTURAL EQUITY NEW FOR 2017 T supprt ur missin, arts and culture in ur cmmunity must be by and fr the entire cmmunity. A gal f CultureWrks, supprted thrugh the Cultural Equity fcus area, is t ensure everyne in ur cmmunity has access t arts and culture, and the pprtunity t express their culture thrugh the arts. Cultural Equity grants will supprt rganizatins cnducting arts and culture prjects r prgramming that reach underrepresented ppulatins based n race, ethnicity, age, ability, sexual rientatin, gender, sciecnmic status, gegraphy, citizenship status, r religin. Types f activity that may be eligible fr this grant funding include: Innvative ideas that engage underrepresented audiences in ur cmmunity s arts and culture; Arts and culture events that highlight and prmte the art and culture f a particular cmmunity underrepresented in the regin; Arts and culture prgramming that serves the cmmunities listed abve. Cultural Equity grants are limited t a maximum f $10,000. A list f past grants is available n the website www.richmndculturewrks.rg/create While there are n past Cultural Equity grants, we will be hlding tw infrmatin sessins in 2017, and we encurage yu t attend ne f these sessin t learn mre abut the new grant fcus area. Visit ur website t learn mre. 2017 CultureWrks Grants Prgram 2
APPLICANT ELIGIBILITY Be headquartered r have an arts and culture fcus in the Richmnd r Tri-Cities Regin. Be a nnprfit rganizatin with a 501(c)(3) tax exempt status. Have an annual perating budget less than $500,000 Use funding within the fiscal year July 1, 2017 June 30, 2018. Must nt discriminate in hiring f staff r inclusin f audiences, artists, bard members r ther vlunteers n the basis f race, age, gender, religin, natinal rigin, sexual rientatin r disability. Only ne applicatin fr ne fcus area may be submitted. Applicatins fr multi-year grants will nt be cnsidered. Additinally grants will nt be awarded fr similar activities in cnsecutive years. Organizatins that have received funding fr tw cnsecutive grant cycles must wait ne cycle befre submitting a new applicatin. Applicants with incmplete r utstanding grant bligatins are nt eligible t apply. Have a published and current prtrait n GiveRichmnd.rg. A GiveRichmnd.rg prtrait is imprtant because it allws the review panel direct access t imprtant prgram infrmatin and financial dcuments which are nt required as attachments. Please nte: It may take a minimum f 30 days t publish updates t existing prtraits r t establish a new prtrait. A cmpleted prtrait is ne in which: 1. All required fields are answered. 2. All required dcuments - (501(c)(3) letter, 3 years f public disclsure 990s, 3 years f audited financial statements/year-end financial reprts, and if applicable yur rganizatin s state charitable slicitatin permit - are upladed. Please make sure that yur prtrait has the mst current cmpleted financials. 3. Fllwing review by The Cmmunity Fundatin, yur Executive Directr must prvide final apprval in rder fr the prtrait t be published live t the site. Please feel free t cntact CultureWrks if yu need assistance with cmpleting a prtrait. We are interested in helping yu with the prcess. 2017 CultureWrks Grants Prgram 3
APPLICATION REQUIREMENTS NEW FOR 2017 All applicatin materials (Items 1-5) must be submitted electrnically and received by the deadline Thursday, March 30, 2017 at 5:00 pm. Please email all cmpnents t Carn Sterling, carn@richmndculturewrks.rg. A cnfirmatin email will be sent within ne business day cnfirming receipt f the applicatin materials. If email is nt an ptin fr yur rganizatin please cntact Carn Sterling directly t discuss ther arrangements. Requirements 1. Applicatin summary frm Fillable PDF r Wrd dc is available fr dwnlad frm www.richmndculturewrks.rg/create/ 2. Applicatin narrative Answer all sectins fllwing the lettered sequence. Identify yur answers with the letter and heading i.e. a. Organizatinal verview. Be sure t address the infrmatin requested in each sectin - n mre than 10 pages, using 12 pt. fnt. a. Organizatinal verview Describe yur rganizatin including histry, year the rganizatin was funded, gegraphic area served and missin. b. Prject summary Prvide a detailed descriptin f the Building Capabilities need r Cultural Equity initiative. Fr Building Capabilities: Describe specifically hw the grant funds will be used. Include infrmatin n hw yur rganizatin identified this need and hw it addresses a capability need fr yur rganizatin. Fr Cultural Equity: Describe specifically hw the grant funds will be used. Include infrmatin n hw yur rganizatin identified this need and which underrepresented ppulatin it serves. Please be sure t include infrmatin that verifies the intended ppulatin is underrepresented. c. Gals and bjectives Explain the specific gals and bjectives f the prpsed prject. Please include yur target audience, hw yur gals and bjectives will be achieved, and a prpsed timeline fr implementatin. 2017 CultureWrks Grants Prgram 4
APPLICATION REQUIREMENTS CONTINUED d. Expertise Describe hw the prject will be staffed and summarize the qualificatins f the key staff members that will be directly invlved. If cllabrating with utside partners, please prvide infrmatin n yur prpsed cllabratin and hw it will be managed. e. Results Describe the specific utcmes f yur prject including the prcess fr cllecting, analyzing and reprting n the impact f the prject. Please include hw yu will determine if the prject has been a success. f. Organizatinal capacity Prvide the funding plan t sustain yur rganizatin and the prpsed prject in the future. Please include funds raised t date, additinal funding surces if applicable and prjectins f future expenses. Als, please describe the revisin plans if sme r all f the requested funding is nt received. 3. Budget frm Excel dcument is available fr dwnlad at www.richmndculturewrks.rg/create/ Cmplete with incme and expenses relevant nly t the grant request. Additinally: D nt submit perating budget figures. An perating budget shuld be submitted as Item 4 stated belw. Please be sure that the figure fr Ttal Expense/CultureWrks Request matches the figure fr CultureWrks Grants Prgram/Anticipated. 4. Operating budget Attachment f yur current fiscal year perating budget including incme and expense items. 5. Organizatin supplemental infrmatin Please be thughtful in selecting attachments t include with yur applicatin. Attachments (images, newsletters, prgrams, annual reprts, etc.) must be emailed. We recmmend items be cmpressed int a zipped file befre sending r send via a link t Drpbx, r sme ther clud strage prvider. If any help is needed with attachments, please d nt hesitate t ask. 2017 CultureWrks Grants Prgram 5
GRANT REVIEW Grants are reviewed and evaluated by a panel cmprised f cmmunity vlunteers with diverse experience and relevant expertise, but may nt have direct knwledge f every applicant. When crafting respnses fr the applicatin narrative, please keep the Grant Review Criteria in mind, which the review panel will apply during the review prcess. Please nte: The number and size f 2017 grants will be based n the funds available and panel review scres. Grant applicants can anticipate ntificatin f grant award status via email by June 30, 2017. Fr Building Capabilities Only Merit 1. Organizatin s current and future needs. 2. Degree t which the applicant fulfills its stated missin. 3. Quality f prgramming and hw it relates t the applicant s missin. 4. Capacity t meet the prpsed bjectives and stated need. 5. Evidence that the grant will help t develp and cntribute t the lngevity f the rganizatin. Audience Develpment 1. Effrts t further the appreciatin f the applicant s missin. 2. Cmmunity invlvement f the applicant and plans t reach the intended audience. 3. Extent t which grant funding wuld help the rganizatin meet the needs f the cmmunity. 4. Plans t reach new and diverse audiences. Fr Cultural Equity Only Merit 1. Degree t which the prject r prgram accmplishes the gal f increasing access t arts and culture fr an underrepresented ppulatin. 2. Demnstratin that the audience identified is currently underrepresented in the Richmnd and Tri- Cities regin. 3. Degree f innvatin and creativity f the prpsed prject r prgram. 4. Quality f the prject r prgram, including excellence in planning, the creative prcess and uniqueness f cllabratins. 5. Degree t which the prject r prgram furthers the applicant s stated missin. 6. Inclusin f additinal partners and cllabratins. Audience Develpment 1. Cmmunity invlvement f the applicant. 2. Level f defined plans t prmte the prject r prgram t the intended audience. 3. Extent t which the prpsed prject r prgram meets identified needs f the cmmunity. Fr Bth Management & Accuntability 1. Active gverning bard. 2. Fiscal respnsibility as evidenced by a balanced budget in prir year and actins t reduce any perating deficits. 3. Diversity and balance f funding surces as evidenced by earned and unearned surces frm public and private sectr. 4. Established management and administrative practices apprpriate t the size f the rganizatin. 5. Capacity t meet prpsed bjectives. 6. Cmplete, accurate and clearly cmmunicated grant applicatin and attachments. 2017 CultureWrks Grants Prgram 6
DEADLINES & ADMINISTRATION Applicatins are due Thursday March 30, 2017 at 5:00 pm Please make sure that the applicatin summary sheet has been signed. Applicatins that are unsigned r are missing any required cmpnent (cpies r attachments) by the deadline will be cnsidered incmplete and may nt be reviewed r cnsidered fr funding. Applicants that d nt have a published and current prtrait n GiveRichmnd.rg by March 30, 2017 may be cnsidered incmplete and may nt be reviewed r cnsidered fr funding. Applicatins shuld be emailed; hwever, if this is nt an ptin fr yur rganizatin please cntact CultureWrks t discuss ther arrangements. All materials shuld be sent directly t: Carn Sterling at carn@richmndculturewrks.rg. Ntificatins f awards will be emailed the last week f June with distributins made in July. GRANT COMPLIANCE & REPORTING All funding must be used within the fiscal year July 1, 2017 June 30, 2018. Acknwledgement f a CultureWrks grant is required n all marketing materials assciated with the funded prject (printed r electrnic) such as newsletters, prgrams, and press releases. Supprt shuld be attributed t the CultureWrks Grants Prgram and please use the CultureWrks lg where space and frmat permit. A mid-year narrative prgress reprt is due, by email, December 31, 2017. A final reprt is due within 30 days f cmpleting the awarded prject r initiative, with all reprts due n later than July 31, 2018. The final reprt shuld address actual financial infrmatin, demgraphics and ther infrmatin based n the riginal applicatin narrative. Pht r vide dcumentatin is encuraged and final reprts shuld be emailed. It is the respnsibility f the grant applicant t ntify CultureWrks staff in advance f any changes in the grant status r nature f the funded prject. Tardiness r failure in submitting reprts may be viewed as a basis fr denying future requests. 2017 CultureWrks Grants Prgram 7
PLEASE DO 1. Read the guidelines carefully. Please read the requirements and guidelines carefully t ensure yu qualify fr a grant. The checklist at the frnt f the applicatin will help guide yu. 2. Cntact CultureWrks staff t get advice when yu have questins. We re here t help! Just get in tuch if yu want t discuss a grant idea r need clarificatin. Cntact: Carn Sterling, carn@richmndculturewrks.rg r 804.340.5280 ext. 1. 3. Cntact GiveRichmnd.rg early in yur prcess regarding starting r updating yur prtrait. A GiveRichmnd prtrait must be published (available t the public) by the applicatin deadline. It may take a minimum f 30 days t publish changes t existing prfiles r t establish a new prfile. 4. Write clear and cncise answers. Yur applicatin shuld be written simply and in a straightfrward manner. Please answer each f the questins with detailed respnses. Brad generalizatins and exaggeratins d nt make an applicatin mre cmpetitive. 5. Prvide a detailed descriptin f yur request and hw funds will be used. Give reviewers a clear sense f what yu are accmplishing and specifically hw the funds will be used t supprt yur request. Please share what happens if this funding is nt received and what happens after the funding is expended. 6. Highlight yur expertise. Share why yu/yur rganizatin is equipped and capable t implement the activities utlined in yur prpsal and reach designated gals. PLEASE DON T 1. Assume CultureWrks grant reviewers r bard members knw yu r yur rganizatin. The mre the review panel knws abut yur rganizatin s wrk and future gals, the better we can determine if yur wrk aligns with the grant s purpse. 2. Exceed space limitatins. The limitatins exist t present cncise answers fr thse wh evaluate the applicatins. Exceeding the limit r reducing fnt size des nt present yur submissin well t reviewers wh read thrugh many grant applicatins. 3. Submit an inflated budget r ne with mathematical errrs. It s imprtant t submit a realistic budget that supprts yur prpsal. Reviewers have enugh expertise t recgnize inflated and unrealistic figures. Als, please make sure t check yur arithmetic and t include ttals. If applying fr a Building Capabilities grant, please ensure that yur request amunt is n larger than 5% f yur rganizatins ttal perating budget, r a maximum f $15,000. 2017 CultureWrks Grants Prgram 8
CONTACT INFORMATION Carn Sterling Marketing & Develpment Assciate 804.340.5280 ext. 1 carn@richmndculturewrks.rg CultureWrks 1906 A Nrth Hamiltn Street Richmnd, VA 23230 804.340.5280 www.richmndculturewrks.rg 2017 CultureWrks Grants Prgram 9