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A workshop prepared for

Delta Service Corps

January 22, 2013presented by

Emily DiStefano, M.S., CFREDistefano and Associates

Grantseeking and Proposal Writing

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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

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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.

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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

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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)

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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

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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)

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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

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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

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Executive Summary

Problem

Solution

Funding requirements

Organization and its expertise

13

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Need

Include:

Statistics

Examples

17

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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

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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

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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

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EvaluationHow do you know how you are doing?

What you hope to learn

Types of information you will gather Quantitative

Qualitative

43–49

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Who Will Carry Out the Project?

Board

Staff

Collaborators

Consultants

Volunteers

37–42

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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

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Budget

Expense Information Personnel

Non-personnel

Overhead

Income Information Grants committed

Fees

Budget Narrative

54

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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

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Conclusion

Final appeal

Reiterate what your nonprofit wants and why it is important

O.K. to use a bit of emotion

72

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Cover Page

Title of Project

Name of Grantmaker

Contact Information

76

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Appendix

Board List

IRS Letter

Financial Information

Resumes

81

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IRS Letter

Your agency letter

or

Application to IRS

or

IRS determination letter for conduit

84

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Board List

Names of officers Names of members Professional/other affiliation for each

Corporation Foundation Civic Group Community Volunteer

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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

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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

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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

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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

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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.