Page 1 A workshop prepared for Delta Service Corps January 22, 2013 presented by Emily DiStefano, M.S., CFRE Distefano and Associates Grantseeking and Proposal Writing
Page 2 Planning and Priority Setting Write ProposalCompile List of Potential Funding Sources Initial Contact and Cultivation Submission of Proposal Result CultivationAppointment The Proposal is Part of a Process
Page 3 Great Majority of Grantsmanship Time Is Spent Researching sources of funding Conceptualizing, Planning and packaging your project Cultivating grant sources Proposal writing requires the least time of all grant preparation tasks.
Page 4 Tips on Writing Get your thoughts sorted out Outline what you want to say Avoid jargon Be compelling, but don’t overstate your case Keep it simple Keep it generic (as much as possible) Revise and edit
Page 5 Getting Organized Determine who needs to be part of the “team” Coordinator Researcher (data and lit review) Graphics Budget (numbers and narrative) Writer(s) Runner(s)-to get food or supplies (estimate total man hours)
Page 6 Early steps Send RFP/NOFA/SFO/SGA to Team for Review Set up Initial Team Meeting to review Have team members clear calendars Set up schedule for check in meetings/conference calls Set up “war room” Note any required partners, collaborators – connect with early in process Determine submission deadline and method
Page 7 Initial Team Meeting Review outline and provide briefing from client Discuss RFP with team and assign duties Give all team members schedule of meetings/conference calls Determine deadlines for specific action steps Determine who will attend concept meeting(s)
Page 8 Concept Meeting(s) Objective: Conceptualize a project that, meets documented needs, uses research based program models, has unique components, leverages local/state resources and meets requirements and parameters of the RFP Be creative, but be realistic Include strongest existing staff in project
Page 9 Your Proposal Package Cover letter Executive Summary—1 page Statement of Need—2 pages Project Description—3 to 5 pages Budget—1 page Organization Information—1 page Conclusion—2 paragraphs Appendix 10
Page 10 Executive Summary Problem Solution Funding requirements Organization and its expertise 13
Page 11 Need Include: Statistics Examples 17
Page 12 Need (continued) Tips: Use the data that best supports the case you are building Give the reader hope Decide: is the project a model? should you say the problem you are solving is acute? should you portray the overall project as better or different than others? 17
Page 13 Project Description What do you want to accomplish? How will you accomplish your objectives? Who will carry out the project? How do you know how you are doing? Sustainability of the project? 22
Page 14 What Do You Want to Accomplish? Specific objectives for your program For the grant period For a specific period of time moving forward For the lifespan of the project Predicted outcomes 25
Page 15 How Will You Accomplish Your Objectives? Specific activities and services Brief description of each Timeframe, where necessary 31–35
Page 16 Evaluation How do you know how you are doing? What you hope to learn Types of information you will gather Quantitative Qualitative 43–49
Page 17 Who Will Carry Out the Project? Board Staff Collaborators Consultants Volunteers 37–42
Page 18 Sustainability Always how will the project be funded in the future Sometimes how will the organization be funded in the future Why? to provide the grantmaker with assurance that other funders are in the mix 50
Page 19 Budget Expense Information Personnel Non-personnel Overhead Income Information Grants committed Fees Budget Narrative 54
Page 20 Organizational Information Date of founding and mission Organization’s structure, programs, and special expertise Information about staff and Board Constituency served by the agency and specific project for which funding is sought 69
Page 21 Conclusion Final appeal Reiterate what your nonprofit wants and why it is important O.K. to use a bit of emotion 72
Page 22 Cover Page Title of Project Name of Grantmaker Contact Information 76
Page 23 Appendix Board List IRS Letter Financial Information Resumes 81
Page 24 IRS Letter Your agency letter or Application to IRS or IRS determination letter for conduit 84
Page 25 Board List Names of officers Names of members Professional/other affiliation for each Corporation Foundation Civic Group Community Volunteer
Page 26 Financial Information Operating Budget Audit 990 List of last fiscal year foundation/corporate funders and gift level List of project foundation/corporate funder and gift level List of project potential foundation/corporate funder and request 85
Page 27 Cover Letter Brief Reference to conversation/past contact Request What is in your proposal package? (narrative, appendix, etc.) Empower the grantmaker by indicating material not enclosed that might be requested Offer to answer questions/meet 87
Page 28 Letter of Intent Preceeds the proposal Summarizes the project Lets the grantmaker decide that the project fits before a full proposal is submitted Sometimes can be completed online! 92
Page 29 Finishing Touches Packaging no covers how to send: US Mail how to assemble: staples, clips, paper clips, rubber bands how to protect: cardboard What about... annual reports newspaper clips brochures videos 96
Page 30(Source: Dr. Cecile Guin) Federal Grantsmanship Process Staff ResearchRequest for Comment Commission “Hearings” Recommendations to Congress NOFA RFP Regulations and Policy Appropriation $ in BudgetApprove Concept Technical Assistance Workshops Days to Apply Technical Review Expert Peer Review and Scoring Internal Budget Review Congressional Pre- Notifications Formal Approval Initial Notification and Negotiation Agency Review and Final Selection Outcome Applicant May Request Reviewer’s Comments Formal Notification of Disapproval To Applicant Internal Rejection
Page 31 Emily DiStefano, M.S., CFRE Emily DiStefano is the president and founder of DiStefano & Associates, a fundraising consulting firm. DiStefano & Associates provides essential services customized to meet the specific needs and challenges of non-profit organizations. DiStefano was a founding member of the Baton Rouge Chapter of the Association of Fundraising Professionals (AFP) and is a Certified Fund Raising Executive. Emily was selected by her colleagues as the Professional Fundraiser of the Year and is a past president of the chapter. Raised in Natchez, Mississippi, she earned her bachelor’s degree from Mississippi State University and received her master’s degree from Louisiana State University. She is a graduate of Leadership Baton Rouge, a past president of the Junior League of Baton Rouge and is a graduate of Leadership Louisiana. She and her husband, Bill Arey, have two adopted daughters Christina and Elizabeth.