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Grants & Services for Organizations

Grants Guidelines › Project Support

Project Support Deadlines are March 1 and September 1.

Project Support provides funding for the numerous short-term cultural activities that give Columbus its vitality. Project Grant deadlines are offered twice each year, accessible to both planned activities and newly discovered opportunities. We welcome the opportunity to support new organizations and new projects. Supporting the ever-changing potential of talent in Columbus benefits all types of art and culture in our community.

GCAC defines projects as special, one-time activities with specific implementation dates, budgets, objectives and evaluation plans. More than one event or activity may be included in one application provided the organization meets guidelines set forth in the section below on Support for Multiple Activities. Organizations may request funding for items such as personnel, outside fees and services, artists' fees, space rental, travel associated with the project, production expenses, development and fundraising costs, marketing and costs associated with audience development, and remaining operating expenses.

First-time applicants are encouraged to attend one of the semi-annual grants writing workshops conducted by the GCAC Grants and Services staff, and to consult with Grants and Services staff at least six weeks before each deadline. An in-person interview is required for first-time applicants. Applicants interested in multiple-year funding should consult with GCAC Grants and Services staff prior to making a formal proposal.

Draft applications will be accepted for staff review up to one week before the deadline.

Types of Eligible Projects

Examples of the artistic disciplines served by GCAC are dance, design, literature, media, multi-disciplinary art, music, opera/musical theater, theater and the visual arts. Refer to the goals for the Grants and Services.

General

General types of projects funded by GCAC include:

Public performances or exhibitions
The creation of new work
Special initiatives designed to significantly enhance an organization's earned income potential or position in a broader market

Experimental Projects

Experimental projects will be considered for their potential to produce unique art of high quality. Although broad community support and matching funds are important to all activities, GCAC understands that the early stages of experimental projects may not show a strong record in these areas. After three years the project should show increases in audience attendance and matching funds in order to strengthen the case for continued grant funding.

Salary Assistance

GCAC may support an arts organization's request for salary assistance for a limited time. The applicant must clearly define the terms of employment and describe a concrete plan for the future funding of the position. Salary assistance is generally considered seed funding for a new position. Examples of organizations that are not eligible to apply for salary assistance include: state agencies, units of government, college or university departments, non-arts organizations and organizations that serve primarily a national or statewide constituency. These types of organizations may not include salaries or overhead costs in any request for GCAC funding.

Stabilization Grants

Stabilization programs are intensive efforts to fortify the financial and human resources of not-for-profit arts organizations. Since 1994 the Columbus Arts Stabilization Project has provided technical assistance and funding toward the creation of working capital reserves. Organizations interested in building working capital may apply for stabilization grants through the Project Support program, provided that the applicant did not receive funding for a stabilization project between 1994 and 1997 (through the Columbus Arts Stabilization Project or the Fund for Working Capital Reserves). Stabilization grants are subject to the following guidelines:

Organizations must be committed to the development and maintenance of a good financial management plan.
Organizations must submit a plan for matching the stabilization grant.
Organizations must produce audited financial statements, board- or staff-certified financial statements and their most recent Federal Form 990 in order to verify base-year information for the grant. GCAC may issue confirmations of these documents.
Organizations must have a successful record with grants from GCAC or other sources

Stabilization grants are awarded for a period of one to three fiscal years and are paid in two installments. During the grant period the reserve can be used for cash flow but must be replenished at least one month during the fiscal year. The reserve cannot be used as collateral for borrowing of any kind by the recipient organization. During the course of the grant, organizations are required to designate funds paid by GCAC for working capital reserves in a board designated fund.

Arts Education

The Grants Program may consider a limited number of arts education projects for funding, when resources are available. Eligible arts education projects:

Are not intended for schools or for individual instruction
Are promoted to the general public by nonprofit arts organizations
Involve professional artists

In most cases, arts education projects will be a portion of a request for public programming. Funding may also be requested for master classes. Organizations seeking support for arts camps and after-school activities for youth may apply for artists' fees, art materials, and scholarships.

Because GCAC supports arts education through its Community Arts Education program (which includes the Artists-in-Schools program and the after-school and summer program titled Children of the Future), arts education projects will receive lower funding priority.

Support for Multiple Activities

Organizations exhibiting the following characteristics may apply for multiple activity support:

Minimum three-year history of successful programming
Current with all federal and state regulations for 501c3 organizations
Code of regulations/by-laws that provide for community involvement
High quality artistic programming
Annual and long-term financial plans
Commitment to paying artists, with a proven track record
A loyal audience base that is renewed or extended with the introduction of new programming
Ability to meet a 1:1 private match with support from individuals

Organizations requesting grants for Multiple Activities must demonstrate planning and ability to book concerts, exhibitions, or performances in advance; negotiate successfully with the intended venue; and produce materials that promote ticket sales and/or subscriptions for two or more activities.

Grants for Multiple Activities are limited to annual submissions. Funds may be used for artists' fees, administrative expenses, venue rental, marketing, and production expenses for the named productions. Priority will be placed on paying artists' fees.

A grant for Multiple Activities is not to be considered substitute for unrestricted Operating Support. No organization will be granted funds from both GCAC funding categories. However, grants for Multiple Activities are restricted to no more than 30% of the organizations' annual budget.

Operating Support recipients may apply for project funding with unique, one-time projects. Funds may not be requested for normal operating expenses, including routine personnel costs. Applications will be accepted only at the September deadline. Projects may begin no earlier than July of the following year.

Required Materials for Project Support

GCAC provides an application form for organizations to request funding. Applications for Project Support, Operating Support and Technical Assistance must be submitted through our online application system, Go Arts.

Organizations are required to submit one copy of each document listed below:

Project Support application cover page
Organizational financial information, as listed in Documentation for All Programs
Current staff/trustees lists
Job descriptions/ brief resumes of key personal

Organizations are required to submit samples of work in a combination of no more than three of the items listed below:

Media clips or multi-media presentation(s) (DVD format)
Musical selection(s) (CD format)
Catalogue or exhibition catalogue (three hard copies or PDF file)
Newsletters (three hard copies or PDF files)
Two press articles (three hard copies or PDF files)
Event program (three hard copies or PDF files)

Note: At least two minutes and up to five minutes of video will be shown in the initial review round. Total time viewed is at the discretion of the review panel and may in some cases be less than five minutes. Keep this in mind as you select and cue materials for review. These materials will be sent to the Peer Review Panel for review in conjunction with your application. Please ensure that your samples are of the highest quality and the best representation of your work.

For first-time applicants only:

Letter of federal tax exemption
Organizational history and philosophy

For all applicants: Avoid federal penalties. Check the status of your 501(c)(3) annually.

Project Support Application and Review Criteria

1. Public Value Statement

Define what community need(s) this project will address; who it will impact; and how? Provide details regarding how this project will be a meaningful addition to the Columbus community and who and how will benefit from this experience.

Criteria:

Needs are clearly stated
The impact is clear and well-reasoned

Evidence:

Public value statement

2. Artistic and Project Quality

Describe the artistic goals of this project, and how GCAC funding would further those goals. How many artists will this project serve and how will they be selected? Other than this specific project, in what way(s) does your organization engage with artists.

Criteria:

Project goals are clearly stated.
Quality of the artists, productions, exhibits, works of art and other project activities.
Qualified people are involved in making programming decisions.
Quality design is evident in graphic and printed materials.

Evidence:

Grant narrative.
Printed materials (programs, catalogs and newsletters).
Press clippings.
Resumes or bios of artists, jurors and consultants.
Artistic documentation.
Final Report Summary.

3. Organizational Goals and Project Implementation

Describe the purpose of the applicant organization, and explain how this project strengthens that purpose. Discuss the planning process for this project and how past evaluations of previously completed projects have contributed to this process. How will this project be evaluated? If GCAC cannot award the total request, activities outlined in this application may require prioritizing; describe the effect of partial funding. Discuss any budgetary items, or elements of the financial statements, that require further explanation. Provide the total board of trustees' contribution for this project, as well as the percentage of trustees that have contributed.

Criteria:

Project fits well within organization's mission and purpose.
Evaluation measures are thoughtful and fit the organization's overall goals.
Organizational demonstrates ability to plan effectively.
Appropriate staff, board and committee members are involved.

Evidence:

Grant narrative.
Final report evaluation.
Organizational plan and budget for project year.
Job descriptions/resumes of key personnel.

4. Marketing and Audience

What is the marketing strategy for this project? What audience has been targeted and why? What is the project's plan for Columbus community participation? What evidence exists of community support for previous activities? In what specific ways will this project include underserved audiences? How many audience members will this project serve, and upon what information is this estimate based?

Criteria:

Marketing goals and results are clearly explained and documented.
The project audience has been identified and makes sense within context of the organization's mission.
A realistic promotional/marketing plan is outlined.
Public component will primarily serve residents of Columbus.
Organization's programming and facilities comply with federal ADA requirements.
Programs and activities are scheduled at times and locations to assure greatest public participation.
Educational programs are open to the public.

Evidence:

Grant narrative.
Final report summary.
Printed materials detailing the range of performance times, accessibility logos.

5. Income and Expense Budgets

Criteria:

Budget is accurate and realistic for the project.
Organization has the ability to craft reasonable annual budgets and meet financial goals.

Project Budget and Budget breakout.
Internal Financial Statements.

Scoring

Application Section:

	Low score	Mid score	High score
1: Public Value Statement	10%	20%	30%
2: Artistic & Project Quality	2	4	6
3: Organizational Goals & Project Implementation	1	2	3
4. Marketing & Audience	1	2	3
5. Budgets	1	2	3

How Scores Are Tallied:

Scores are arrived at by the following formula:

Sections 2 + 3 + 4 + 5 = Base Score
Base Score x Public Value Statement = Final Score

After each panelist scores the application, the Base Scores and the PVS scores are averaged and then multiplied together, arriving at the Final Score. The Base Score can range from 5 - 15, and the Final Score from 6-20.

Awards:

The Grants Committee determines grant allocations based upon two criteria - the application scores and the amount of funds available - by applying a percentage to the request based upon score.

Recent Project Support Awards.

Grants staff:

Alicia Oddi, Director of Grants & Services, 221-8398, aoddi@gcac.org
Ruby Classen, Grants & Services Coordinator, 221-8406, rclassen@gcac.org

Click here to register for GO Arts, our online application system.