Major Grant Support
Application Preview

Community Arts Programs Project

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Major Grant Support category – Community Arts Programming component section. Major Grant Support applications may include up to 5 separate projects. Each of those projects must fall under a programming component.  This is the preview for the Community Arts Programming component. Please remember that to actually submit an application or a final report, applicants must login to the e-grant system.

DEADLINE: February 1

Part 1- Organizational Profile
Remember to update (if needed) organization information & contact information AFTER logging in to the e-grant system by using the left toolbar navigation.

GENERAL PROJECT INFORMATION

1. What is the Title of this project?
2. What is the Beginning Date of your project?
3. What is the Ending Date of your project?
4. Please list the actual dates or date ranges of the activities in this project. (These dates will be used to schedule site visits if applicable.)
5. Please list your organization's key personnel with their contact phone number(s) that are directly involved with this project
6. Please estimate the total number of individuals that will be directly involved in the project as artists, non-artist project participants or audience members between the grant or project start and end dates
7. Please estimate the total number of children and youth (under18) benefiting directly from the project. This figure should reflect a portion of the total number reported in the previous "individuals involved" question.
8. Please estimate the total number of artists directly involved in providing art or artistic services specifically identified with this project.
9. How many of these artists are on the Oklahoma Arts Council's Teaching Artist's Roster?
10. How many of these artists are on the Oklahoma Arts Council's Oklahoma Touring Roster?
11. Please estimate the total number of volunteers directly involved in the project.
12. Please enter the total number of community partners that will be involved with this project.
13. List the name(s) of community partners and the type of partnership (for example: financial, in-kind, planning, site, etc.)
14. Has this project been done in the past by your organization?

COMMUNITY ARTS PROGRAMMING PROJECT INFORMATION

1. Physical address(s) of the location of the activity(s). List street address and indicate type of programming such as Exhibit Space, Summer Arts, Class/Workshop, Arts & Older Adults, Performance venue, etc.
2. How many cities or communities will be served by this project?
3. Please list the cities and/or communities.
4. How many counties will be served by this project?
5. Please list the counties.
6. List the name(s) of the artist and city/state of residence (Remember to include in required support material a one-page bio and a letter of intent or signed contract for each artist in your support material)

COMMUNITY ARTS PROGRAMS NARRATIVES

Remember that any narrative response is limited to 4000 characters. We strongly recommend formulating your responses in a word processing program which will allow spell check and character counts.  After proofing your responses cut and paste the responses into the required application narratives. DO NOT use bullets, underlining, italics, etc as this adds to the overall character count total.

Artistic Product

1. Describe the project in detail. Focus on the artistic components and specific art form or genre. Include specific dates, times and locations. List specific title(s) artist(s) and/or essential personnel involved in the production/performance(s) the service(s) they’ll provide and a brief description of their qualifications.
2. Describe the history of this project/programming. Indicate if this is new programming.
3. Describe why the project is important to the community your organization serves. If applicable, discuss how demographics, artist/artistic selections, tradition, timeframes, locations, audience interests and needs, etc. shaped or influenced the planning of the project.

Access

1. List the specific ticket prices for this event. Indicate any reduced rates, special pricing and/or how many tickets will be given away and to whom.  If the event is free please enter “free to the public”.
2. Discuss how your organization is working with other organizations or community partners to plan, implement and/or evaluate the project.
3. Describe your organization’s outreach efforts to ensure that the project is accessible to underserved populations as well as any provisions in place to increase access for people with disabilities. Examples of underserved populations include rural communities, at-risk youth, minority populations, senior citizens, populations in institutional settings and populations with English as a second language.
4. Describe your organization’s plan to promote and market this project. List timelines, names of specific publications/media outlets you will utilize, and special efforts to reach any underserved populations listed in the previous question.

Evaluation

1. Describe your organization’s plan to evaluate the project and/or gather audience, artist, or participant feedback. Include specific information about formal evaluation tools such as surveys, focus groups, etc., and describe how results will be used to determine or improve future programming of a similar nature. (Samples of evaluation tools must be included in the hard copy support.)
2. What cultural, social or economic impact do you expect this programming to have on your community?

COMMUNITY ARTS PROGRAMMING BUDGET

Italicized items below will not show up on the E-grant budget.  These items are included in the preview to assist you before you submit your on-line application.

Organization’s Personnel – the next three items are staff employed by your organization. Note: Only 501(c)(3) Arts Organizations are eligible to include these costs.
1. Administrative
2. Artistic personnel
3. Technical staff 

Outside Personnel – these are contracted personnel not employees of your organization.
4. Administrative
5. Artistic Personnel
6. Technical

7. Space Rental
8. Travel
9. Publicity/Marketing
10. Other: Itemize any other expense below with a specific dollar amount; include any sales tax paid on ticket sales in this narrative. Enter the TOTAL of all “Other” expenses in space provided.   Please use the following example when entering other expenses: Royalties - $500; Set materials - $250; Costumes - $250; TOTAL =$1000
11. Total of Item 10: Other Expenses - Enter the total of all the items listed above.

12. TOTAL CASH EXPENSES of the Project (Total of 1-9 and 11) This amount will be auto-calculated in the e-grant system.

Project Income

Earned Income
1. Ticket sales/Admissions/Workshop/Seminar Registration
2. Contracted Services/Vendor Booth etc.
3. Other Income including organization’s cash on hand raised through fundraisers or other means specifically used to support this project.
Unearned/Contributed Income
4. Corporate Support
5. Foundation Support
6. Other Private Contributed Income
Government Support
7. Federal Government support
8. State (do not include this grant request)
9. Local Government support such as City or County support
10. Mid-America Arts Alliance Support
11. For the purpose of this preview only, total items 1-10. This is your organization’s cash match. It must be equal to or greater than Income Item 12 below.
12. Requested Amount from Oklahoma Arts Council This amount must not exceed 50% of the total cost of the project, Expense Item 12.
13. The OAC grant will be used to pay for which expenses? List item and dollar amount.
14. TOTAL INCOME (Total of 11-12) This amount will be auto-calculated in the e-grant system.

For the purpose of this preview – here are some checks for your budget document.

1. Does EXPENSE Item 12 equal INCOME Item 14? If not please recheck budget
2. The OAC requested amount CAN NOT exceed 50% of the total cost of the project (EXPENSE Item 12 above). Is INCOME item 12 (OAC requested amount) less than or equal to 50% of the Total EXPENSE item 12? If not please recheck budget.
3. The applicant must match at least 1:1 of the requested amount with actual cash. Is INCOME Item #11 greater than or equal to INCOME Item #12?

In-kind Narrative

1. Please itemize your in-kind contributions. In-kind contributions of goods and services are important indicators concerning the amount of community support a project has as well as a crucial economic impact indicator. Please itemize each item or area of in-kind contributions including volunteer hours. The Oklahoma Arts Council allows volunteer hours to be calculated at a rate of $10.00 per hour for non-professional services. Professional services may be calculated at the rate that would be normally charged by the professional. Please use the following example when listing in-kind contributions and enter the TOTAL in the space provided below.
   5 volunteers – 10 hours each = $500
   Graphic designer 3 hours @ $60 per hour = $180
   Donated lumber for set design = $200
   Total  = $880
2. Enter the TOTAL In-kind amount from the narrative above.

SUPPORT MATERIAL

To view the assembly instruction document for your support material click here.
In addition to the Organization Support material, each of the THREE (3) 3-ring binders must include support material for each separate project. Each Community Arts Programs Project must have the following support material:
Additional Required Support material for Community Arts Programs projects
Each piece of support material must be labeled with the Organization’s Name and the Title of the corresponding project

1. Publications or other printed materials which promote or describe the project or the organization’s community arts programming. Printed materials that describe previously OAC funded projects should include the OAC logo. Limit two (2).
2. Resumes, bio’s or press packets of artists, jurors or presenters. Bios and resumes are limited to one page per each artist. Longer items will be discarded.
3. Letters of intent or contracts from performing artists
4. Letters of support from key community partners who will actively involved in the planning and implementation of the project.  Limit 3
5. Copy of evaluation tool.

Please note: Successful applicants will be required to complete an on-line final report (see preview) at the conclusion of their project in order to receive grant funding. In addition, hard copy support materials for the final report must be mailed and consist of the following:

1. Copy of the Evaluation Tool(s)
2. Summary of evaluation results/findings
3. Press Releases Related to this Project/Event – Limit 3
4. Copies of Publications and/or Print Advertisement promoting this Project/Event (s) showing OAC logo/credit – Limit 3
5. Copy of correspondence to Legislators and a list of those who received it.
6. Photos Documenting Project/Event (digital is preferred) with
7. Signed Release Permitting OAC to Make Use of Photos

We reserve the right to request subsequent information or work product(s) if necessary.  As a reminder, the Oklahoma Arts Council retains a royalty-free right to use all or a portion of the grantees’ final report material for state purposes (e.g., the use of final report work products to document the results of grant programs), including publication on a state agency web site.