6 Things To Do BEFORE You Apply for a Grant or Open Call

By Tim Miner

So, you just learned about a new grant you’re dying to apply for… but you’re likely going to wait until the last minute to do it. Instead of rushing through, take these important steps to ensure your application stands out from the rest.

PREPARATION IS THE BFF OF PASSION

Let’s be honest. As a whole, we creatives tend to be a procrastinating lot. We wait until inspiration strikes, usually coming in hot on deadlines (if we hit the deadlines at all).

We’re generally good under pressure, riding a wave of adrenaline and coffee when the clock is ticking down. And, while that may work on artistic projects, it’s anxiety-inducing at best and completely destructive at worst when it comes to applying for grants or responding to calls for art.

Applications do require the furious energy that comes from the creative process and the left side of the brain. But they need just as much (if not more) preparation and planning as they do passion. In fact, the work you do BEFORE you actually start filling out your application can make all the difference.

WHAT TO DO BEFORE YOU APPLY

Based on our experience, here are some tips on how to get ready for a grant long before you start answering questions and uploading files. 

PLEASE NOTE: Several times below, we’ll point to real-world examples you can find in active grants and opportunities. And, you can find more information about each of them in the resource links at the end of this article. 

Read the application in full before you start writing. Long before you plan to apply, make quiet time to read and digest it well in advance of the submission deadline. If possible, do this sveral WEEKS before the submission deadline.

Don’t just skim it – really dive into it and determine what you’ll need to pull together for your submission. This way, you’ll have time to gather your thoughts, plan your work and secure any materials you may need to complete the final application.

  • Read through the entire application multiple times.
  • Ask someone you trust to read it, too. They may see something you don’t.
  • Make a checklist of key requirements, deadlines and required materials (letters of recommendation, budgets, etc.).
  • As you read questions, make bullet points/notes on what to include in your answer.
  • Note any questions or sections that seem unclear. (More on that later.)

Make sure you meet eligibility requirements. This takes minutes and could save you hours. 

Many opportunities are aimed at very specific types or artists, businesses or organizations. Some are only open to nonprofit organizations. Some exclude nonprofits. Some are for those working in defined geographic areas. Others fund project expenses only or have clear parameters of how funds can be used.

Before you dive headfirst into an application, make sure you are eligible to apply for it or that the money will truly help you. We’ve read well-crafted applications from talented people who don’t fit the stated eligibility requirements. LOOK before you LEAP. 

REAL-WORLD EXAMPLE:

  • The Beyond Open CLT grant, which opens Aug. 5, has clearly defined eligibility requirements (use of funds, business type, business ownership and geographic location) outlined HERE. 

Ask yourself: “What is the grantor/client looking for?” When working on a grant application or a submission for an open call, it’s all too easy to focus on the story we want to tell. We recommend starting with determining what those making the decisions want to see in your application.

Before you start answering questions, ask yourself: Why is this opportunity open? What are they trying to accomplish with this opportunity? What is their mission and vision? What have they selected/funded in the past? Once you know what the decision-makers want, you can better craft your answers.

  • Study past recipients to see the types of projects (and individuals/organizations) funded.
  • Read any guides or examples provided carefully; highlight words or concepts they mention frequently.
  • Make sure the funds are allowed to be used for what you need/want.
  • Determine if the funds will allow you to pay yourself for your time.

REAL-WORLD EXAMPLES:

  • The North Carolina Humanities Council has created a stellar grant guideline book HERE.
  • Beyond Open CLT has a similar guidebook (HERE) and has interviews with past grant recipients (HERE).

Attend an information session. We know. We know. No one wants more meetings in their life. But, attending in-person and online may be the difference between getting what you want and getting declined.

If the folks offering the opportunity are offering their time to help you prepare a strong application, it’s well worth your time to attend.

  • Sign up for available seminars or webinars.
  • Take detailed notes on tips and advice given by the presenters.
  • If you know them, reach out to past recipients for their insight.

Many grants and art calls post recordings of online information sessions. Do watch them. But, there is simply no substitute for attending one live. That’s an invaluable time to ask questions.

PRO TIP: Even if you don’t think you have a question, take a beat and come up with one. Take advantage of the opportunity to make a good impression. 

REAL-WORLD EXAMPLES:

  • On July 9, the Knight Foundation is offering an in-person information session on their Art + Technology Expansion Fund (open through Aug. 9) at the Arts Factory in Historic West End. MORE INFO.
  • Beyond Open CLT has a mixture of live and online information sessions in English and Spanish throughout June. MORE INFO.
  • The Visual Art Request for Proposals (RFQ) for three opportunities in The Pearl Innovation District has an online information session June 31. MORE INFO.

Reach out for one-on-one consultation. The opportunity to have a private conversation with a representative of the grantor or the potential client is the holy grail of application prep. If they offer it, take full advantage.

  • Take time to prepare for the meeting; you want to get what you need and impress).
  • Be ready to pitch (quickly) what you plan to apply for in case you are asked.
  • Ask questions about parts of the application you don’t understand. (It’s okay.)
  • Take good notes or record the conversation if allowed. 
  • Send a “thank you” note to the person who met with you. (Trust us. It matters.)

PLEASE NOTE: Just because a grantor or client doesn’t offer one-on-one information sessions doesn’t mean they’re not open to answering questions. Reach out and ask for a meeting. Advocate for yourself.

REAL-WORLD EXAMPLE: 

  • The Knight Tech + Art Expansion Fund encourages applicants to schedule a personal information session HERE.
  • South Arts includes this in their description of their Individual Artist Career Opportunity Grant: “Artists are strongly encouraged to discuss their applications with Program Director Emmitt Stevenson at estevenson@southarts.org or Assistant Program Director Joseph Crawford at jcrawford@southarts.org prior to applying.”

Request letters of recommendation early. You’ll likely need at least one letter of recommendation from a colleague who can vouch for your abilities and professionalism. In our experience, applicants wait until the very last minute (sometimes the day of) to ask someone to write the letter.

And, for the love of Pete, if you mention an individual or an organization is going to be part of your project if funded or selected, make sure that they are one of your letters of recommendation. 

  • Provide those recommending you with detailed information about the opportunity and your proposal.
  • Make sure they know to whom the letter should be addressed.
  • Follow up with gentle reminders to ensure timely submissions.
  • If it helps, you can provide them a template letter to jumpstart their letter. (But, make sure they personalize it.)

LET’S GET STARTED … 

There’s no time like the present to start building good habits around applying for grants and calls for art. Here are some current (and imminent) opportunities to check out now.

The Pearl Request for Visual Art Proposals
The Pearl Innovation District, in collaboration with Charlotte Is Creative, invites local and regional visual artists to submit proposals for three original works of art. Opportunities range in budget scope from $4,000-$7,500 to $32,000.

2024 Knight Art + Tech Expansion Fund from Knight Foundation
This fund offers significant financial support to Charlotte-based artists, arts collectives, and nonprofit arts organizations aiming to expand their capabilities through technology. 

Individual Artist Career Opportunity Grant from SouthArts
South Arts’ Individual Artist Career Opportunity Grant opens on July 15 for up to $2,000 to be used for career-enhancing opportunities like exhibitions, performances, residencies, and more. 

Small Project Grants from North Carolina Humanities Council
These grants support the implementation of humanities projects such as lecture/discussion series, exhibitions, presentations, workshops and more. Funding requests may be up to $5,000.

H.U.G. (Helpful Unfettered Gift) Micro-Grants from Charlotte Is Creative
With funding from individuals and private businesses and organizations, Charlotte Is Creative awards $250 micro-grants to Mecklenburg County-based creative entrepreneurs to aid in the development of nonprofit and for-profit projects and initiatives. 

OPENING SOON!

Beyond Open (Opens Aug. 5) from Foundation for the Carolinas/Wells Fargo
The Beyond Open grant program aids diverse, small business owners in Charlotte-Mecklenburg’s Corridors of Opportunity by investing in capital assets such as equipment, technology, inventory and real estate. The grant focuses on businesses owned by minorities, women, veterans, LGBTQ persons and persons with disabilities. Nonprofit organizations are not eligible to apply.

The total fund is up to $5 million, with grants ranging from $10,000 to $150,000.