Whether you are an individual artist or involved with an artistic organization, with a little bit of research and careful attention to detail, you can find a grant opportunity that suits your artistic needs. Take a look at the available links provided at this website and remember the eight tips of successful grant-seeking by Preethi Burkholder (ArtCalendar, June 2005, Vol. 19, No.6):
1) Follow the guidelines.
Guidelines are the blueprints that must be followed when preparing the grant application. Most foundations have specific guidelines that applicants are expected to follow. For example, some opt for a brief letter of inquiry (LOI) that describe the funding request, while others seek a more detailed proposal that describes the qualifications of the visual artists, supporting artwork, and budget. Reread the guidelines. Check for technical requirements, writing formats, supporting materials, and deadlines.
Examine the guidelines in detail. Most foundations use a two-phase application process. In phase one, applicants are requested to send a short summary or abstract of the proposed project. Typically, it contains the need statement, goals and objectives, methodology, budget, and evaluation in brief. The acceptance rate on the initial phase is usually low. Some foundations decline more than 90% of their applications during the initial phase. Those selected to phase two are required to fill out a more detailed application.
2) Pay attention to technicalities and details.
There are standard technicalities visual artists are expected to follow when applying for grants. Some foundations specify the technical requirements, while others assume applicants are already aware of them. The standard font size for most grant applications is 12. Avoid using fancy font styles such as Brush Script, an Old English font, or AN ALL CAPS FONT LIKE ALGERIAN. Use a basic font style such as Times New Roman or Palatino. Keep the typesetting plain instead of bold, unless of course a title or specific word requires bold writing. Avoid ALL-CAPS. And no exclamation points!!
Most proposals need to be double-spaced, although occasionally foundations request applicants to submit single-spaced proposals as well. Do not justify the proposal (typesetting the manuscript to align perfectly on both sides). Instead, align your proposal to the left.
3) Keep it simple.
I usually avoid using fancy paper, color printing, ribbons, and exotic envelopes to present grant applications. The purpose of a grant proposal is to seek funding for a particular cause primarily due to "lack of funds." In this process, if the applicant flaunts wealth by using fancy paper, ribbons, and binders, the reader may be left to wonder if there is a shortage of money after all.
4) Have a colleague review your proposal.
Prior to submitting the proposal, ask a colleague to review it. The reviewer need not have a detailed knowledge about the proposed project but should ideally possess a fair level of expertise in English grammar. Having a second person review your proposal gives an objective viewpoint.
5) Don't put all your eggs in one basket.
There will be times when you will read through the grant guidelines and be fully convinced that the foundation was set up solely to support your particular cause, because your project matches perfectly to fit the funding criteria. Eagerly you complete the application, post it, and wait in anticipation for five months, when the decision is due. You are certain that you are going to win the grant and therefore, there is no need to apply to other sources.
Don't put all of your eggs in one basket! Waiting for five months, putting everything else on hold, is thoroughly inadvisable in the world of grant-seeking. There is never a guarantee you are going to win a grant. The key to winning grants is to apply continuously. Few people receive grants on their very first shots.
Here is my policy with submitting grant proprosals: once I put it in the mail, I forget about it and proceed to the next proposal.
6) Accept the grant award correctly.
Winning a grant can be a life-changing experience. However, it is important to remember that getting the award check in the mail is not the end of the grant-seeking journey. Rather, getting funded opens a completely different phase of grant seeking.
It is exciting to receive the long awaited letter in the mail that states: "Congratulations! We are pleased to announce that you have been selected as a grant recipient for our 2005 cycle..." This can be a joyous occasions, especially is it is your first grant award.
Receiving the check is the beginning of a new series of steps that you as a visual artist have to take in fulfilling the responsibility of accomplishing the task for which the money has been allocated. There is a standard procedure that visual artists are advised to follow when they are accepting a grant award. The thank-you letter, depositing the check, and using the funds correctly are the main steps involved in accepting a grant award.
a) Thank-you letter. When you have received the check, the first recommended step is to write a thank-you letter to the foundation. Some foundations require this initial step, while most don't. Whether specified or not, consider it common courtesy to drop a note expressing your thanks. Sometimes this crucial step is overlooked in the excitement and pride of receiving a grant. Here is a sample thank-you letter:
"Dear Sir/Madam:
"I was thrilled to receive the check for the sum of $2,000 to do a photographic documentary on waterfalls of Sri Lanka. I will be travelling to Sri Lanka next spring to conduct the project. As you requested, I will submit 1) a report, and 2) receipts of expenditures in a timely fashion."
"Once again, thank you for awarding me a grant. It will make a tremendous positive difference in improving my career as a travel photographer.
"Yours gratefully,
"T. Burkholder"
b) Depositing the check. The second step is to deposit the check in the bank. I always make a copy of the check for my own records. I then file a copy of the check in the folder with the rest of the documents pertaining to the foundation that awarded me the grant.
c) Using funds responsibly and ethically. Let's assume you received a grant to organize a photographic exhibition. Some of the items for which you may have requested funding may include film roll processing, enlarging, framing, and publicity. When you receive the grant check, be scrupulously sure to use the money for the specific purpose intended. Consult the application and budget, and keep track of the specific uses for which funds were requested. Hold on to receipts even if the foundation does not require proof of receipts. For example, when you have the film rolls processed at the photo lab hold on to the sales receipts. Sometimes you may have to show the bills as proof of how you spent the grant funds.
7) File you report.
Most foundations require applicants to submit a report at the end of the project time period. The report gives a written account of the project, whether or not it was successful, evaluation, and how the grant money was used. The length of the report varies according to each foundation. Some reports can be two pages long while others may be longer.
Once I mail out the report, I follow-up with an e-mail or typed letter via regular mail to the funding source, confirming the receipt of the report. The report provides proper closure to a project; therefore, it is important to make sure the foundation has received it.
Present a report that is visually appealing. In other words, rather than typing up two sheets of paper answering the five questions required by the foundation, take it a step further and refine your work. Include photographs of your exhibition, a list of people who participated in it, and any promotional information, such as newspaper articles and press releases. This will lead the foundation to feel its grant money was well used and also leaves a positive opening for a future grant.
Remember to make extra copies of the report. They may become handy for future grant proposals.
8) Keep a stoic resilience to rejection.
In this trade you are more than likely to get rejected. Initially, the rejection letter can be disappointing. After going through several rejections, however, you get used to it. The important thing is to not get discouraged by a few rejection slips. Use them to your advantage as they bring you a step closer to winning a grant. A rejection needs to be taken as a sign of strength and hope, not a reason to harbor vengeance.
Preethi Burkholder is a grants consultant and freelance writer. She writes, edits, and reviews grant proposals on behalf of individual artists and arts organizations. Visit her website at www.giftedhandswriting.com or e mail her at
