Granted

March 7, 2024 6:42 AM

I am hitting "send" on an application for an arts grant today, and looking for suggestions for not screwing it up if I am approved.

I'm working on a team with some seasoned artists for a summer film project; I fell into the grant application role because there's one that has several advantages to our project but hinges on being based in the state of Minnesota, USA and I'm the only one who this fits, so the application is in my name. I've been working with the grant handler at this organization to confirm that how I'm applying fits the grant requirements. Applying for the grant is complete but the application won't be reviewed until next month.

I trust my partners -- who have gotten arts grants in the past -- that they're not steering me wrong but they've been a little handwavey about money handling (artists, amirite?), and googling isn't getting me good answers -- but Metafilter seems like the place where others who've received arts grants could help. I want to make sure that if the grant board cuts a check for me I'm prepared for what comes next.

My questions are mostly about the money handling and reporting: I understand keeping these finances separate and isolated from other money, I need to track and document all spending, etc. Are there any tips for making this go smoothly? Also, this isn't a huge grant but still substantial, is there anything I need to watch out for tax liability, 1099s for others, etc? What sort of pitfalls are there both in using the money, and then reporting back to the board at the end of our project duration?

Both your direct experience and links to specific advice regarding the above are helpful. Thanks!

posted by AzraelBrown to Media & Arts (3 answers total)

All of the key info about staying in compliance should me on the funders page - basically, read over all the fine print, distill it into a checklist, and reach out to whoever is providing the the funding with any questions you have.
posted by coffeecat at 7:12 AM on March 7 [2 favorites]

I am an arts grant writer, but not your arts grant writer. If you can get ahold of the reporting requirements from the funder now, that will give you a good idea of what their expectations are once the grant period is over. Definitely keep track of your expenses, project progress, and other documentation as you go so you’re not scrambling at the end of the grant period to collect information from your colleagues. Grants for partnerships can sometimes feel like herding cats, and as the grant period goes on, the sense of urgency to stick with your original plans can wane, so have regular check ins with your partners to ensure the grant objectives are being met. It’s also always a good idea to keep the funder updated on your progress (every few months or so), and invite them to any events you have, to cultivate a relationship in case you run into problems. I lean on program officers quite a bit; it’s their job and they usually appreciate grantees being proactive about any questions or snafus.
posted by kitschfrau at 7:37 AM on March 7 [2 favorites]

(I'm a grant writer, but not an arts grant writer.) kitschfrau's advice is very good. I'd add that if you are submitting a project budget with your application, that will provide the buckets for tracking your spending. If you can open a second bank account, that can help ensure that funds don't co-mingle. Reconcile and categorize your expenses monthly so you don't lose track of receipts or documentation.

Some funders will want to see a budget vs actual for the project at the end of the grant period, some will want you to come back and ask permission / have a conversation if any portion of the budget changes by X%, and some will want to see the full organizational budget, if there is one, in addition to the project budget. The more you know about their expectations up front, the better prepared you can be to stay on track.
posted by Sweetie Darling at 8:46 AM on March 7 [2 favorites]