8.4 Grant Writing and Funding Applications

Grant writing is a crucial skill for curators seeking funding for their projects. It involves crafting compelling proposals that align with funders' priorities and showcase the project's potential impact. Understanding different funding sources and tailoring applications to specific criteria can significantly increase chances of success.

Effective grant applications require clear project descriptions, well-justified budgets, and measurable objectives. Curators must articulate their vision, demonstrate its significance, and outline expected outcomes. By mastering these elements, curators can secure vital resources to bring their innovative ideas to life.

Funding sources for curatorial projects

Government and institutional funding

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• Government funding sources may include the National Endowment for the Arts (NEA), the National Endowment for the Humanities (NEH), the Institute of Museum and Library Services (IMLS), and state or local arts councils
  • These agencies often have specific grant programs supporting curatorial projects, research, and exhibitions
  • Eligibility requirements, application processes, and funding amounts vary by agency and program
  • Examples: NEH Public Humanities Projects grants, IMLS Museums for America grants
• Private foundations, such as the Andrew W. Mellon Foundation, the Getty Foundation, and the Henry Luce Foundation, often support curatorial projects aligned with their mission and focus areas
  • Foundations may have specific grant programs or initiatives focused on curatorial practice, art history, or museum studies
  • Proposals should demonstrate a clear alignment between the project's goals and the foundation's priorities
  • Examples: Mellon Foundation's Art Museum Staff Demographic Survey, Getty Foundation's Curatorial Innovation Fellowships

Alternative funding approaches

• Corporate sponsors may provide funding for curatorial projects as part of their corporate social responsibility initiatives or to gain exposure and goodwill within the arts community
  • Sponsorships can range from financial support to in-kind donations of goods or services
  • Benefits for corporate sponsors may include recognition in exhibition materials, special events, or naming opportunities
  • Examples: Bank of America's Art Conservation Project, Deutsche Bank's Art, Culture & Sports program
• Individual donors, including high-net-worth individuals, collectors, and patrons, can be approached for support through targeted fundraising campaigns or events
  • Cultivating relationships with potential donors requires ongoing stewardship and communication
  • Donor benefits may include exclusive access to exhibitions, events, or behind-the-scenes experiences
  • Examples: Museum galas, patron circles, named endowments for curatorial positions
• Crowdfunding platforms, such as Kickstarter, Indiegogo, and Patreon, allow curators to raise funds from a large number of individuals, often in exchange for rewards or exclusive access to the project
  • Crowdfunding campaigns require careful planning, marketing, and community engagement to be successful
  • Rewards may include exhibition catalogs, limited edition prints, or special acknowledgments
  • Examples: "The Art of Morbid Anatomy" exhibition on Kickstarter, "The Museum of Portable Sound" on Patreon

Grant application components

Core elements

• A successful grant application typically includes an executive summary, project description, budget, timeline, evaluation plan, and supporting materials
  • The executive summary should concisely outline the project's purpose, goals, and expected outcomes, capturing the reviewer's attention and conveying the project's significance
    • Summarize the key points of the project in 1-2 paragraphs
    • Highlight the project's importance and potential impact
    • Example: "This exhibition will be the first comprehensive survey of [artist]'s work in the United States, providing new insights into their contributions to [art movement] and their influence on contemporary artists."
• The project description should provide a detailed overview of the curatorial project, including its context, objectives, target audience, and how it aligns with the funding organization's mission and priorities
  • Describe the project's background, rationale, and significance
  • Outline specific goals and objectives using SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound)
  • Identify the target audience and how they will be engaged
  • Explain how the project aligns with the funder's mission and priorities
  • Example: "The exhibition will feature approximately 50 works by [artist], drawn from public and private collections worldwide. It will be accompanied by a scholarly catalog, public programs, and an online resource center."

Supporting documentation

• Supporting materials may include curator biographies, institutional information, letters of support, and visual documentation of previous projects or artworks
  • Curator biographies should highlight relevant experience, expertise, and accomplishments
  • Institutional information should demonstrate the organization's capacity to execute the project successfully
  • Letters of support from colleagues, partners, or community members can provide additional evidence of the project's merit and potential impact
  • Visual documentation, such as images or videos, can help illustrate the project's concepts and aesthetics
  • Example: "Attached please find my CV, a letter of support from [institution]'s director, and images of the proposed exhibition layout and key artworks."
• Additional materials or documentation required by the funding organization, such as work samples, references, or proof of nonprofit status, should be carefully prepared and included with the application
  • Follow the funder's guidelines for format, length, and content of supporting materials
  • Ensure that all materials are clearly labeled and organized for easy review
  • Double-check that all required documents are included before submitting the application
  • Example: "As requested in the application guidelines, I have included three writing samples, a list of references, and our organization's IRS determination letter."

Project budgets and justifications

Budget development

• Project budgets should be comprehensive, accurate, and well-justified, demonstrating a clear understanding of the resources required to successfully execute the curatorial project
  • Include all anticipated expenses, such as salaries, materials, equipment, travel, and overhead
  • Ensure that costs are reasonable and aligned with industry standards
  • Provide sufficient detail to allow reviewers to understand how funds will be allocated
  • Example: A budget line item for "Exhibition Installation" might include costs for materials, labor, and equipment rental
• Direct costs should be itemized and may include salaries and wages for project personnel, materials and supplies, equipment, travel, and other project-specific expenses
  • Allocate staff time and salaries based on the percentage of effort dedicated to the project
  • Obtain accurate estimates for materials, supplies, and equipment based on vendor quotes or previous experience
  • Include travel costs for research, studio visits, or conference attendance as relevant to the project
  • Example: "Direct costs include $5,000 for the curator's salary (10$2,500 for materials and supplies, and $1,500 for travel to visit the artist's studio and attend a relevant conference."

Budget justification and additional considerations

• Budget justifications should provide a detailed rationale for each expense, explaining how it is necessary for the project's success and how costs were estimated
  • Provide a clear and compelling argument for why each cost is essential to achieving the project's goals
  • Explain the basis for cost estimates, such as vendor quotes, historical data, or industry standards
  • Justify any unusual or high-cost items with additional context or documentation
  • Example: "The $2,500 budget for materials and supplies includes$1,500 for archival-quality storage boxes and $1,000 for acid-free tissue paper, as these materials are necessary to properly store and preserve the artworks in the exhibition."
• In-kind contributions, such as donated materials, services, or volunteer time, should be documented and included in the budget to demonstrate additional support and resources
  • Assign a fair market value to in-kind contributions based on the cost of purchasing equivalent goods or services
  • Include in-kind contributions in the budget as both income and expenses to show the project's true cost and support
  • Example: "The museum will provide in-kind support valued at $10,000, including use of the gallery space ($5,000), staff time for installation ($3,000), and marketing materials ($2,000)."
• Indirect costs, or overhead, should be calculated based on the institution's negotiated rate or the funding organization's guidelines and may include facilities and administrative expenses
  • Verify the institution's current indirect cost rate and any restrictions on its application
  • Apply the indirect cost rate to the appropriate direct cost base (e.g., salaries and wages)
  • Example: "Indirect costs are calculated at the university's negotiated rate of 50% of salaries and wages, totaling $2,500 for this project."

Project descriptions and outcomes

Crafting compelling narratives

• Project descriptions should be clear, concise, and compelling, effectively communicating the project's purpose, significance, and potential impact to a broad audience
  • Use accessible language that can be understood by both specialists and non-experts
  • Avoid jargon or technical terms that may be unfamiliar to reviewers or the general public
  • Focus on the project's key themes, ideas, and contributions rather than exhaustive details
  • Example: "This exhibition explores the intersection of art, science, and technology in the early 20th century, revealing how artists and scientists collaborated to create new forms of visual expression that challenged traditional boundaries."
• The project's context should be established, including its relevance to current scholarship, artistic trends, or societal issues, and how it builds upon or departs from previous work in the field
  • Situate the project within the broader landscape of contemporary art, art history, or curatorial practice
  • Explain how the project addresses current gaps in knowledge, challenges dominant narratives, or offers new perspectives
  • Describe how the project relates to or differs from previous exhibitions, publications, or research on the topic
  • Example: "While [artist] has been the subject of several monographic exhibitions in Europe, this project will be the first to examine their work through the lens of [theoretical framework], offering new insights into their practice and its relevance to contemporary debates around [issue]."

Defining objectives and outcomes

• The project's objectives should be specific, measurable, achievable, relevant, and time-bound (SMART), clearly articulating what the project aims to accomplish and how success will be determined
  • Develop objectives that are concrete, actionable, and aligned with the project's overall goals
  • Establish quantitative and qualitative metrics for evaluating progress and success
  • Ensure that objectives are realistic and achievable within the project's timeline and resources
  • Example: "Objective 1: Present a comprehensive survey of [artist]'s work, featuring at least 50 key artworks from public and private collections worldwide, by [date]."
• Expected outcomes should be outlined, including both short-term and long-term impacts, such as increased public engagement, new scholarly insights, or innovative curatorial approaches
  • Identify the anticipated results and benefits of the project for various stakeholders, such as artists, scholars, students, and the general public
  • Consider both immediate outcomes, such as attendance figures or media coverage, and longer-term impacts, such as changes in public perception or artistic practice
  • Highlight outcomes that align with the funding organization's priorities, such as community outreach, educational programming, or interdisciplinary collaboration
  • Example: "Expected outcomes include a 25% increase in museum attendance during the exhibition, a peer-reviewed catalog that will serve as a key resource for future scholarship, and a series of public programs that will engage diverse audiences in dialogue around [theme]."
• The project's potential for broader impact should be highlighted, such as its ability to advance the field of curatorial practice, contribute to interdisciplinary dialogue, or address pressing social, cultural, or political issues
  • Explain how the project pushes the boundaries of traditional curatorial approaches or explores new models for audience engagement
  • Describe how the project fosters collaboration or exchange across disciplines, such as art, science, technology, or social sciences
  • Articulate how the project responds to or sheds light on contemporary issues, such as social justice, environmental sustainability, or globalization
  • Example: "By bringing together artists, scientists, and community members to co-create new works, this project has the potential to transform how we think about the role of art in public discourse and decision-making around [issue]."

Tailoring applications to grant criteria

Aligning with funder priorities

• Grant applications should be carefully tailored to the specific requirements, guidelines, and evaluation criteria of each funding organization to demonstrate a strong alignment between the project and the funder's mission and priorities
  • Research the funding organization's history, mission, and values to understand their goals and interests
  • Review past funded projects or grantees to identify common themes or approaches
  • Analyze the grant program's guidelines and evaluation criteria to determine what factors are most important to the funder
  • Example: If a foundation prioritizes community engagement, emphasize how the project will involve and benefit local audiences
• The application should use language and terminology that resonates with the funding organization's values and goals, while still maintaining the project's integrity and the curator's authentic voice
  • Incorporate key words and phrases from the funder's mission statement, grant guidelines, or other communications
  • Frame the project's goals and outcomes in terms of the funder's stated priorities or focus areas
  • Avoid simply parroting the funder's language; instead, use it to highlight genuine connections between the project and the funder's interests
  • Example: "This exhibition aligns with the foundation's commitment to advancing social justice by exploring how [artist]'s work challenges dominant narratives and amplifies marginalized voices."

Adapting scope and materials

• The project's scope and budget should be adapted to fit within the funding organization's guidelines and funding range, demonstrating an understanding of the funder's expectations and constraints
  • Adjust the project's scale, duration, or deliverables to align with the funder's typical grant size or project period
  • Consider phasing the project or seeking additional funding sources if the total budget exceeds the funder's limits
  • Prioritize expenses that are most essential to achieving the project's core goals and outcomes
  • Example: If a grant program funds projects up to $50,000, develop a budget that maximizes the impact of this amount rather than requesting partial funding for a larger project
• The application should emphasize aspects of the project that are most relevant to the funding organization's stated priorities or focus areas, such as community engagement, innovation, or social impact
  • Highlight elements of the project that directly address the funder's key interests or concerns
  • Provide specific examples or evidence of how the project will achieve the desired outcomes or impacts
  • Use data, research, or testimonials to support claims about the project's potential benefits or significance
  • Example: "The exhibition will feature a community co-creation component, in which local artists and residents will work together to develop new works that respond to the themes of the show. This approach aligns with the foundation's focus on participatory and socially-engaged art practices."
• The application should be thoroughly reviewed and proofread to ensure clarity, consistency, and compliance with all formatting and submission requirements, as even minor errors or omissions can negatively impact the application's success
  • Review the application multiple times to identify any gaps, inconsistencies, or unclear language
  • Ask colleagues or mentors to provide feedback on the application's content, structure, and persuasiveness
  • Carefully proofread the application for spelling, grammar, and punctuation errors
  • Verify that all required materials are included and correctly formatted according to the funder's guidelines
  • Example: Double-check that the project budget adds up correctly and that all figures are consistent across the application narrative and attachments