Page 1
A workshop prepared for
Delta Service Corps
January 22, 2013presented by
Emily DiStefano, M.S., CFREDistefano and Associates
Grantseeking and Proposal Writing
Page 2
Planning and Priority Setting
Write Proposal
Compile List of Potential Funding Sources
Initial Contact and Cultivation Submission of Proposal
Result
Cultivation
Appointment
The Proposal is Part of a ProcessThe 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 350-400 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 16
EvaluationHow 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
Sometimeshow 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 Research Request for CommentCommission“Hearings”
Recommendations to Congress
NOFARFP
Regulations and Policy
Appropriation $ in Budget Approve Concept
Technical Assistance Workshops45-90 Days to
ApplyTechnical Review
Expert Peer Review and ScoringInternal Budget
Review
Congressional Pre-Notifications
Formal ApprovalInitial Notification and
Negotiation
Agency Review andFinal Selection
Outcome
Applicant May RequestReviewer’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.