A workshop prepared for Delta Service Corps January 22, 2013 presented by

1. Grantseeking and Proposal Writing A workshop prepared for Delta Service Corps January 22, 2013 presented by Emily DiStefano, M.S., CFRE Distefano and Associates

2. The Proposal is Part of a Process Write Proposal Cultivation Compile List of Potential Funding Sources Appointment Initial Contact and Cultivation Submission of Proposal Planning and Priority Setting Result

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.

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

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)

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

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)

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

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

10. Executive Summary • Problem • Solution • Funding requirements • Organization and its expertise 13

11. Need • Include: • Statistics • Examples 17

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

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

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

15. EvaluationHow do you know how you are doing? • What you hope to learn • Types of information you will gather • Quantitative • Qualitative 43–49

16. Who Will Carry Out the Project? • Board • Staff • Collaborators • Consultants • Volunteers 37–42

17. Sustainability • Always how will the project be funded in the future • Sometimes how will the organization be funded in the future • Why? to provide the grantmaker with assurance that other funders are in the mix 50

18. Budget • Expense Information • Personnel • Non-personnel • Overhead • Income Information • Grants committed • Fees • Budget Narrative 54

19. 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

20. Conclusion • Final appeal • Reiterate what your nonprofit wants and why it is important • O.K. to use a bit of emotion 72

21. Cover Page • Title of Project • Name of Grantmaker • Contact Information 76

22. Appendix • Board List • IRS Letter • Financial Information • Resumes 81

23. IRS Letter • Your agency letter or • Application to IRS or • IRS determination letter for conduit 84

24. Board List • Names of officers • Names of members • Professional/other affiliation for each • Corporation • Foundation • Civic Group • Community Volunteer

25. 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

26. 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

27. 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

28. 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

29. Federal Grantsmanship Process (Source: Dr. Cecile Guin)

30. 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.