Preparation and Implementation of Proposals

 

1.   Private Foundations

Private foundations rarely offer general operating support to an organization.  They are, however, potential sources of support for special projects.  Private foundations prefer to offer "seed money" to assist in the development of a project which will have a positive effect on the strength of the organization.

In preparing to ask a private foundation for support for your organization, consider the following steps:

1.      Research.  Request annual reports from the foundation and review past grants for types of projects funded and types of recipient organizations.  Distribute the list of foundation board members among your own board to see if there are mutual contacts.

2.       Establish contact with the staff.  Make an appointment to visit the foundation to brief the staff on your organization, and to learn more about the interests of the foundation.  If anyone on your board has a contact with the foundation, bring the board member with you.  In the course of your visit, explore options for potential support. If the staff member encourages an application, ask if you can submit a preliminary draft for his/her reading and advice.  Involve the staff member in your cause.

3.  Submit a proposal.  It should include a cover letter outlining the proposal, the proposal itself, a budget, and supplementary material.  The latter might include:  a list of your board members; a fact sheet about your organization; letters of support for your project; an annual report; a brochure or newsletter from your organization; clippings about your organization; a resume of your artistic or executive director; etc.  You will probably also need to submit copies of your IRS Tax Exempt Letter 501(c)(3) and an audited financial statement (if you have one).

4.     Follow-up.  Keep in touch with the foundation staff on the progress of your proposal.  If you are funded, send progress reports, clippings, etc.,; invite the foundation staff and board to special events; place them on your mailing list. In other words, keep them informed of what you are doing.  If rejected, don't give up.  Maintain contact.  Try again in the future.  Use your network to discover how you can strengthen your request.

5.      Develop options.  Don't rest your hopes on one proposal to one foundation.  Search for and use other sources.

6.  Be Prepared. The following are questions most often asked by private foundations:

  • Does the proposal fit our guidelines?

  • Is the organization professional in its management?

  • Is the organization at a critical juncture?

  • Are there other sources of support for this project?

  • Will the grant improve the organization's capacity to become self-sustaining?

  • If we fund the first year of the project, how will it be funded next year?

  • Will the project strengthen the organization's local base of support?

  • Does the local community support the organization?  the project?

  • What will be the impact of the project on the organization?  the community?

  • Is anyone else already doing what the project proposes?  If so, is there a demonstrable need for a second project of the same type?

2.   Corporations

Corporations are sources of support for both general operating expenses and special projects.  They are also a major source for in-kind support (including the donation of materials and services).

Important questions for a corporation are:

  • Do our employees use the services of this organization?

  • Do our employees volunteer their time to this organization?

  • Does the organization have a positive impact on a community in which we operate?

  • What is the quality of the organization's management?

  • Are other sources of funds available?  If other corporations are contributing to the project, how much are they giving?

  • Does the project meet a clear social need in the community?

  • Does the project (and the organization) enhance the image of our corporation in the community?

  • Is the project innovative?

  • Are the goals of the project clear and can success be measured?

  • Is the project likely to succeed?

  • Have we supported this organization before?  If so, how did prior funding succeed?

  • What is the financial strength of the organization?

The giving program of a corporation is usually handled by the Plant Manager (if the corporation has its headquarters elsewhere), by the Public Relations Office, or, in a big corporation, by the Director of Corporate Giving.

Appeals for annual support of your organization should usually be directed to the President or Chairman of the Board of a corporation.  Appeals made by a business leader on your board (or among your supporters) are more effective, and personal contact (and cultivation) enhances your chances of support.

One series of steps to consider in cultivating a corporation is

  • Enlist volunteer services from employees of the corporation.

  • Secure in-kind contributions of materials and services from the corporation.

  • Solicit a key corporation employee for membership on your board.

  • Seek annual support for your organization from the corporation ($100- $1000).

  • Seek special project support from the corporation ($1000- $10,000).

 

3.      Government Agencies

Federal agencies support special projects but rarely support general operating expenses.  The one exception to this is, of course, the Institute of Museum Services, which grants general operating support to museums across the country.  Information on the variety of federal programs which support museums can be found in issues of the Federal Register available in the Public Library.

  • The National Endowment for the Arts offers support to museums through several of its programs.  It is worth talking to staff members in all of them, including:  Museums, Visual Arts, Design Arts, and Challenge and Advancement.  Likewise, the National Endowment for the Humanities offers support to museums through a number of programs:  Museums and Historical Organizations, Research, and Challenge Grants.
  • Federal agencies tend to be staffed by professionals from the field.  Most agencies employ a review process in which your grant proposal is read by outside readers familiar with institutions like yours and familiar with your geographic region.  While Federal agency staff are not allowed to determine the success or failure of a grant request, they can be very helpful in your efforts to secure support for a project.  If you have the opportunity to visit a Federal agency, you will increase your knowledge of the agency's programs and you will enhance your chances of success.

  • State legislatures also offer direct support to some non-profit organizations through special appropriations.  Such support is usually the result of coordinating with a local legislator, and it requires political sophistication on the part of the organization.

  • City and county governments offer some operating support for non-profit organizations through tax revenue support and contracted services.  Again, political sophistication is required on the part of the organization, especially in the times of government budget tightening.

The following questions are most often asked by government agencies:

      • Are the organization's services of high quality?

      • What is the quality of financial management?

      • Does the organization serve a broad spectrum of the community?

      • Does the organization have commitment from its own community?  Volunteer commitment?  Financial commitment?  Over time?

      • Is an essential service provided?

      • Are the sources of support for the organization diverse? 

      • Does it earn income? 

      • Does it attract tourists, thereby assisting the local economy?

      • Does the organization have a long range plan?

      • Is the organization respected by its peers in the field?

      • Is the project likely to succeed?

      • If prior support has been given to the organization by the agency, what were the results of the support?

4.   Individual Donors

Individual donors provide 90% of all the donations made in the United States, and individual giving is the major basis for contributed income of almost every non-profit.
  • The two most common methods of soliciting individual support are personal solicitation anddirect mail.  Personal solicitation increases your chances for a gift, and it enhances the possibility for a larger gift.  Most organizations use volunteers to approach some donors (those capable of larger gifts) for a personal solicitation, and rely on direct mail for the majority of other donors and potential donors.

  • In planning to solicit individuals for support, consider the following:  1) in the average fund drive, 80% of the funds raised come from the top 30% of the donors; 2) your best prospects are those who contributed to your organization last year; and 3) People give money to people.

         A SAMPLE CALENDAR FOR AN ANNUAL FUND DRIVE might read:

                          August               -Design fund raising materials

                        -Develop theme for campaign

                        -Develop list of potential volunteers

                          September      -Meet with volunteers

                        -Plan campaign strategies

                        -Review list of prospects

                        -Develop list of new prospects

                          October        -Kick off campaign

                                    -Volunteers solicit major donors

                        -Volunteers solicit businesses

                

                      November -First direct mail appeal

                          December      -First follow-up to direct mail appeal

                      January -First follow-up to businesses

            

                      February -Second follow-up to direct mail appeal

                          March         -Second follow-up to businesses

In writing a DIRECT MAIL APPEAL, consider the following:

  • Write in clear, concise, and direct language.

  • Be specific.

  • Use concrete examples

  • Hook your reader's interest with the opening and keep your reader interested

  • Be positive and professional.

The following are questions most often asked by individual donors:

 

  • What does the organization do for my community?

  • What does the organization do for me and my family?

  • Will I enhance my image by being identified with the organization?

  • Does my support matter to the organization?

  • Does my support matter to my peers?

  • Do I receive any tangible benefits for my support?

  • Does the organization have a positive future?

  • Does the organization fulfill a need or solve a problem which matters to me?

  • Does the organization provide an essential service?

  • Is there a pressing need for my support?

Whitney Jones on Vision

"The success of any endeavor is enhanced by a clearly articulated vision. Donors, volunteers and staff are all motivated by a shared vision- to make their community a better place to live. We help make that vision a reality."