ywca metropolitan chicago Grant Writing Fundamentals Presented by: Carolyn Nopar Susan Geller Michelle Finkler

Objectives 1.Understand the grant process and cycle 2.What key components will be needed for a grant application 3.What you can do to influence the decision - Stewardship

The Grant Process The Cycle  Targeting the right foundation  Defining funding requirements  Establishing a relationship with the funder  Crafting the proposal  Cultivating the funder while application is pending  Following up after the decision is made  Timeframe - from initial submission to decision can be several months or longer

Targeting the right Foundation  Use philanthropy resources to seek out possible funding sources (includes databases, Donors Forum, philanthropy news articles)  Be open to creative ways of viewing the YWCA beyond keywords of Women and Racism  Consider foundation assets, past grants, and size of average gift (can be found on 990 tax return – Guide star) Look at funders of similar organizations

Defining Funding Requirements  Call Development to ensure that we are not already working with them – this is vital!  Giving Guidelines (program & geographical area)  As an initial step, always check the foundation’s website for more information. Read it thoroughly- there are often many layers within each program area, and exclusions are often spelled out throughout the content.  Letter of Intent (LOI) or full proposal?

Establish a Relationship with the Funder Get to know your funder:  Pre-call submission -single most important step!  Open a dialogue seek guidance on direction – offer several options if possible  These “influencer” individuals are the first point of contact between you and the funding process  Try to schedule a visit; include the right people

Crafting the Proposal Overview of the proposal package I. Cover letter II. Executive Summary III. Statement of Need IV. Project Description V. Budget VI. Organizational Information VII. Conclusion VIII. Attachments

Crafting the Proposal I. Cover Letter  Reference to conservation/past contact  Request – tailor the message  Components of proposal package (narrative, attachments)  Empower funder by indicating material not enclosed that may be requested  Offer to answer questions/meet  Signature by leadership

Crafting the Proposal II. Executive Summary  Need  Project description  Funding requirements  Organization and its expertise

Crafting the Proposal III. Statement of Need  Include:  Statistics to support case  Examples (anecdotes, quotes)  Appeal to:  Senses – what we can touch, see, feel  Things anyone can relate to  Give the reader hope – narrative or story can be powerful

Crafting the Proposal IV. Project Description  Expected outcomes – how our we changing people’s lives  How to achieve outcomes – numbers served  Who will carry out the project  How to evaluate the project  How to sustain the project ( beyond the grant being applied for)

Crafting the Proposal V. Budget  Expense Information  Personnel  Non-personnel  Overhead (M & G Costs- know Foundation limits)  Income Information  Earned Incomes  Grants and gifts  Budget narrative may also be required

Crafting the Proposal VI. Organizational Information  Date of founding and mission  Organizational structure, expertise, and programs  Information on staff and board  Audience served

Crafting the Proposal VII. Conclusion  Final appeal  Reiterate what you want and why it is important  Ok to use some emotion!

Crafting the Proposal Attachments  Board list  Biographies of key staff  IRS 501 (c)3 letter of determination  Financial information –Operating budget –Audited financial statements –IRS form 990 –List of last FY funders and gift level All can be found on Intranet under development

Cultivating the Funder Also called Stewardship…. Refers to the ongoing attention to and maintaining of relationships with donors and funders. Good stewardship is a key part of the whole grant process.

Cultivating the Funder Continue the momentum once a proposal is submitted: –Telephone calls »Verify materials received »Find out status of application –Written communication »Send more information- organization/program, enhance stewardship (updates, program reports, newsletters, brochures etc.) –Appointment or site visit to personalize relationship and entertain questions in advance of Board review; again, bring key people if possible

Cultivating the Funder Stewardship activities can include:  Submitting proposals and end-of-year reports in requested format and ahead of deadline  Sending handwritten thank you notes within 2 days of receiving a check  Keeping in contact by letter or phone  Sending copies of the latest article, annual report, newsletter or other items of interest to that funder  Provide opportunities for informative and convenient site visits.

Follow-up after a decision has been made  If the grant is funded: Send a thank you letter, most likely several Find out details – when to renew grant, reporting Be consistent and timely  If the grant is rejected Send a thank you letter Call to find out what to do next Don’t take it personally Be persistent

Reporting and Stewardship Understand and obey the reporting requirements AND continue stewardship: –Many foundations have high expectations and detailed reporting requirements –Continue to cultivate the relationship through thoughtful stewardship and interactions –Know timelines – request and opportunity to resubmit if guidelines permit

Celebrate Success and Learn from Rejection Celebrate a winning proposal, frequently a team effort: –Rejection is common, despite excellent alignment with mission, so success feels good –Never undervalue existing donors – they are a far better source of potential funds –Use rejection to improve on future proposals, even if only with the same funder

Believe in the Mission  The most powerful tool is sincerity  Mission over Margin  Stay connected to the human element and continue to fuel your inspiration

Carolyn Nopar Associate Director of Development Susan Geller Sr. Institutional Relations Officer Michelle Finkler Institutional Relations Officer

Need to Raise Cash Fast?  Community Nights at Wendy’s (other fast food restaurants)  Shop & Share (Jewel)  Contact local Starbucks and other local food establishments for sponsorships  Home Depot & Wal-Mart give locally  Carson Pirie Scott Community Days  Tags Days  Third Party Events