Basic examples: how to pull together everything you will need for a grant application

1. Applying for grants
2. Basic elements
3. Project narratives
4. Artist bios
5. Work samples

Many funders ask for the same kinds of materials: resumes or biographies, artist statements, budgets, project descriptions, work samples, and so forth. Materials you prepare for one grant can often be used again with slight adaptations. You can think of your preparation for one grant deadline as an investment: a way to make it easier to apply for other deadlines. The following charts explain some commonly requested elements of applications. Additional information on assembling work samples, project narratives, and artist biographies follows.

B. Basic elements. So why do funders ask for particular things? Read their mission and guidelines, and look to see if they share the criteria by which your application will be evaluated. Then, use every element of your application to strengthen your case. The following examples are from local funders.

C. More on project narratives/telling your story: a simple guide to assembling a grant application (Adapted from the Fund for Folk Culture site: www.folkculture.org)

1. Narrative or Cover Letter (Length: Usually two to three pages)
- Basic information about the artist or organization
- A brief overview of the project’s activities, goals, and projected outcomes
- Project dates, amount of funding request, and a description of the budget

2. Project Description
- A brief history of the art form or cultural activity of the project
- Activities involved in the project
- Timeline for the project
- Names and backgrounds of the people involved in the project
- What the roles of the people will be
- Target audience or participants in the project
- Intended outcomes and long-range goals of the project
- Method of evaluating the project’s success

3. Resumes, Biographies, or Biographical Statements
- Indicate qualifications for the project or program
- Detail past experiences, training, honors, etc.
- Biographies and biographical statements are often helpful when describing the training, background, and experience of traditional and folk artists. (Feel free to name masters within the tradition with whom you have worked, studied or performed; explain how you learned in terms that are important within your tradition, and then explain what is important (and why), so an outside reader will understand).
(Also see - College Art Association, Resume guidelines)

4. Project Budget and Financial Information
- Asks for information about the income and expenses for the project
- Expenses should be listed by categories such as:
Salaries, materials, travel, daily fees (meals and lodging), office expenses, postage, space and equipment rentals, film, publicity expenses and fees for artists, speakers, and project specialists
- Entertainment and capital expenses are usually not eligible costs for grants
- Organizations are often required to submit recent, current, and/or projected annual budgets
- IRS letter of determination of 501 (c) (3) status may be required

D. Writing artist bios: use the following questions as a template to get started.

1. Who are you? Where are you from? (1-2 sentence overview, can be a summary)

2. Basic information: highlights of training, education, reputation (in terms outsiders can understand). (2-4 sentences)

3. What specific artistic lineage or tradition or context are you working in? How should you be understood? Establish traditionality, connection to community (if folk arts). (2-4 sentences)

4. Highlights of past achievements (show evidences of quality, ability to do work, reliability, achievement.) (1-3 sentences)

5. Awards, accomplishments (1-2 sentences: specifics that are meaningful within your tradition and community, explained for outsiders.)

6. Current plans, vision, future plans (1-2 sentences).

HINTS: Be specific. Think about how this will read to someone who knows nothing about your field. Keep track of your work/performances year-round so you have a folder of evidences and details to draw on! Ask others to read/critique your writing for you.

. Work samples

Many funders require work samples - slides or digital images, tapes or CDs, videos or DVDs - of your work. These samples are your main tool for giving funders a sense of you and your work. Consider that a brief 3-minute (or less) sample is expected to demonstrate your artistic excellence, place in a tradition, and significance. How do you make good choices in crafting a work sample? The following websites offer some tips. Though mostly oriented for "mainstream" artists (and often requiring some different strategies for community-based cultural workers) there is much helpful basic information here.

- Arts Resource Network: Lots of good resources: building portfolios, resumes and work samples, but also lots of basic professional development suggestions for artists in many media.

- Susan Myers, Portfolio Development, NYFA Interactive. (You may need to register to enter this site).

- Professional Development, Audio & Photo Work Sample Tip Sheets (and other materials from Artist Trust)

- Quality work sample submissions, Mid-Atlantic Arts Foundation: suggestions