Form 3135-0123 Application for Indemnity

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Arts and Artifacts Indemnity Program
Domestic Indemnity

OMB 3135-0123
Exp. 8/31/11

CFDA Number: 45.201
Funding Opportunity Number: 2011FCAHDOM02
How to Apply
Please read these instructions carefully before completing your application. Only applications
which provide thorough answers to each question can be considered for a Certificate of
Federal Indemnity. No indemnification agreement may be entered into unless a completed
application has been received in accordance with the provisions of Public Law 94-158 (20
USC 973).
If you have questions about eligibility, the content of your application, or the Indemnity
Program, please contact:
Alice M. Whelihan
Indemnity Administrator
National Endowment for the Arts
1100 Pennsylvania Avenue, N.W.
Washington, D.C. 20506
Telephone: 202-682-5574
Fax: 202-682-5603
[email protected]
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Laura Cunningham
Assistant Indemnity Administrator
National Endowment for the Arts
1100 Pennsylvania Avenue, N.W.
Washington, D.C. 20506
Telephone: 202-682-5035
Fax: 202-682-5721
[email protected]
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How to Prepare and Submit Your Application for Indemnity
Applicants must submit their applications electronically through Grants.gov, the federal
government’s on-line application system. The Grants.gov system must receive your validated
and accepted application no later than 11:59 p.m., Eastern Time, on the deadline date (July
6, 2011, for Certificates of Indemnity that may be issued as early as October 1, 2011).
We strongly recommend that you submit at least 10 days in advance of the deadline to give
yourself ample time to resolve any problems that you might encounter.
In addition to applying through Grants.gov, applicants must submit one set of visual
documentation directly to the Arts Endowment. Details on the visual documentation that is
required are provided at the end of these instructions. This material must be postmarked (or
show other proof of mailing) no later than July 7. We provide this extra business day to allow
applicants time to receive and include with their mailed material a copy of the notification from
Grants.gov that confirms their electronic submission and provides the Grants.gov Tracking
Number.

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Register or Renew/Verify Registration with Grants.gov
NOTE: Grants.gov has implemented new security requirements for the use of the Grants.gov
system. Among the changes, applicants are required to change their passwords every 90
days. See www.grants.gov for more details.
It is your organization's responsibility to create and maintain a regularly updated registration
with Grants.gov. This includes registration with the Central Contractor Registration (CCR),
where your organization's information must be renewed annually. Finalize a new or renew an
existing registration at least two weeks before the application deadline. This should allow you
time to resolve any issues that may arise with Grants.gov or CCR. Failure to comply with
these requirements may result in your inability to submit your application.
If your organization is not yet registered, go to Grants.gov's Get Registered. Allow a
minimum of two weeks for this multi-step, one-time process. If your organization already has
registered, renew your registration with CCR and verify that your registration with Grants.gov
is current.
If you have problems with registration:
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CCR Assistance Center: call 1-888-227-2423, send a message through the Web site
at www.ccr.gov, or see the information posted on the CCR Web site at Help.

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Grants.gov Contact Center: call 1-800-518-4726, e-mail [email protected], or
consult the information posted on the Grants.gov Web site at Help. The Contact
Center is available 24 hours a day, seven days a week.

Maintain documentation (with dates) of your efforts to register or renew at least two weeks
before the deadline.
You do not need to complete the registration process to download the application package
and to prepare your material. However, you will need your Username and Password that you
obtain during the final step of the registration process to submit your application.

Prepare your application materials
1. Verify your software.
You must have a version of Adobe Reader that is supported by Grants.gov installed
on your computer before you download your application package from Grants.gov.
Non-compatible versions of Adobe Reader or other Adobe products will lead to errors and
prevent you from submitting your application. If more than one computer will be involved
in the preparation of the application package, ensure that the same version of Adobe
Reader is used.

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Please go to “Download Software” to see the compatible versions of Adobe Reader and,
where necessary, to download and install the appropriate Adobe Reader software.
2. To apply under the July 6, 2011 deadline, click on the link below to go to the application
package on Grants.gov. (The application package for organizations applying under the
January 4, 2012 deadline will be available after the July deadline.)
DOWNLOAD
Funding Opportunity Number: 2011FCAHDOM02
This will bring you to the “Selected Grant Applications for Download” screen.
Download the application package and follow the instructions below. It is not necessary
to download the instructions from Grants.gov as you will merely be directed back
to the instructions in this document.
3. Save the application package (using the “Save” button at the top of the form) to a location
on your computer or network where you can find it readily. Save your application each
time you work on it. You will get the message “The file already exists. Replace existing
file?” Click “yes” to ensure that you always save the most recent version.
4. In the “Mandatory Documents” box, you will see two forms: the Application for Federal
Domestic Assistance/Short Organizational Form (SF-424) and the Attachments Form.
You must move these two forms to the “Mandatory Documents for Submission” box
before you can open and complete them. Once moved, the two forms merge into a single
document. You can access each form by clicking on it to highlight it and then clicking on
the "Open Form" box OR you can scroll down your screen and you will come to each
form in succession.

Instructions for the Application for Federal Domestic Assistance/Short
Organizational Form (SF-424)
All asterisked (*) items and yellow fields on this form are required and must be completed
before you will be able to submit the form. Items 1 and 2 have been pre-populated. Item 3,
Date Received, will be filled in automatically with the date that you submit your application;
leave this field blank. Item 4 has been pre-populated.
SF-424 Question 5. Applicant Information:
a. Legal Name: Enter the legal name of the nonprofit organization or government entity
applying for indemnity as it appears in the current IRS 501(c)(3) status letter or in the
official document that identifies the organization as a unit of state or local government,
or as a federally recognized tribal community or tribe. If an exhibition is being shown at
several institutions, one institution should apply on behalf of all participants. The Federal

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Council requires that the applicant must have previously organized at least one
exhibition containing loans borrowed from one or more public or private collections.
b. Address: Use Street 1 for your street address or post office box number, whichever is
used for your U.S. Postal Service mailing address. Street 2 should be used only when a
Suite or Room Number or other similar information is a necessary part of your address.
In the Zip/Postal Code box, enter your full 9-digit zip code (you may look it up at
www.usps.com/zip4/).
c. Type of Applicant: Select the item that best characterizes your organization from the
menu in the first drop down box. Additional choices are optional.
d. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number that was
assigned by the Internal Revenue Service; do not use a Social Security Number.
e. Organizational DUNS: All organizational applicants for federal funds must have a DUNS
number, which is recognized as the universal standard for identifying organizations
worldwide. The number that you enter here must agree with the number (either 9 or 13
digits) that you used with the Central Contractor Registration as part of the Grants.gov
registration or your application will not be validated by grants.gov and will be rejected.
f. Congressional District: Enter the number of the Congressional District where the
applicant organization is located. Use the following format: two-character State
Abbreviation-three-character District Number. For example, if your organization is
located in the 5th Congressional District of California, enter "CA-005." If your state has a
single At-Large Representative or your territory has a single Delegate, enter your two
digit state/territory abbreviation and “-000.” If you need help, visit the House of
Representatives Web site at www.house.gov and use the "Find Your Representative"
tool.
SF-424 Question 6. Project Information:
a. Project Title: Enter the title of the exhibition.
b. Project Description: In two or three sentences, provide a concise description of your
exhibition. Include the subject matter of the exhibition, the type of objects in the
exhibition (paintings, sculpture, manuscripts, etc.), the individual responsible for
organizing the exhibition, and the exhibition catalogue author(s).
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for the
period for which you are requesting indemnity coverage. The time period of indemnity
begins on the date that condition reports are prepared prior to initial packing at the
lenders' premises. Coverage includes the time the objects are in transit and while they
are on exhibition. Indemnity coverage ends on the date that condition reports are
prepared upon return to the lenders' premises or the place designated by the lender.

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Note: The Federal Council rarely approves indemnity coverage for a time period greater
than two years.
SF-424 Question 7. Project Director: Provide the name of the person responsible for
organizing the exhibition. Select a Prefix (e.g., Ms., Mr.) even though this is not a required
field.
SF-424 Question 8. Primary Contact/Grant Administrator: Provide the requested information
for the individual who should be contacted on all matters involving this application and the
administration of any indemnity agreement that may be awarded. Select a Prefix even though
this is not a required field. If this individual is the same as the Project Director, you may just
check the "Same as Project Director" box.
SF-424 Question 9. Authorized Representative: Enter the requested information for the AOR
(Authorized Organization Representative) who will be submitting this application to
Grants.gov. The AOR must have the legal authority to obligate your organization. If the
Primary Contact/Grant Administrator is the same as the Authorizing Official, please complete
all items under both 8 and 9 even though there will be some repetition.
By clicking the "I Agree" box at the top of Item 9, this individual certifies that:
The information contained in this application, including all attachments and supporting
materials, is true and correct.
The valuations for the objects to be indemnified are accurate and represent current fair
market values to the best of his/her knowledge.
The dated loan agreements, including U.S. dollar valuations and agreement to Federal
indemnity, will be in his/her hands prior to packing and shipping of indemnified items.
The "Signature of Authorized Representative" and "Date Signed" boxes will be populated by
Grants.gov upon submission of the application.

Instructions for the Indemnity Narrative (Attachment 1 of the Attachments Form)
How to Use the Attachments Form
You will use the Grants.gov Attachments form to attach your Indemnity Narrative. You can
create your narrative using any word processing software. When you have completed the
document, save it to your computer and convert it to a PDF document before attaching.
Please follow these instructions:
1. Label all pages clearly with your organization’s legal name and “Indemnity Narrative.”
Leave a margin of at least one inch at the top, bottom, and sides of all pages. Do not
reduce type below 12-point font size. Do not type in all capital letters. Number pages
sequentially.

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2. Convert your file to PDF (portable document format) before attaching. Using PDFs
allows you to preserve the formatting of your document so it can be presented to
reviewers exactly as you intend.
3. Name your file before you attach it to the Attachments Form. The name of the file
should indicate the name of your organization or a recognizable acronym followed by
“Indemnity Narrative” (e.g., “ABCOrganizationIndemnityNarrative.pdf").
4. When you open the Grants.gov Attachments Form, you will find 15 attachment buttons,
labeled "Attachment 1" through "Attachment 15." You will use the Attachment 1
button only. Leave all remaining Attachment buttons blank. Click on this button and
you will be able to choose the file from your computer that you wish to attach.
5. If you try to view your attachment by clicking the "View Attachment" button on the
Attachments Form but are unsuccessful, check the bottom of the screen for the
message: "Pop-ups were blocked on this page." If you see this message, press "Ctrl"
and "View Attachment" to see the attachment.

Your narrative must address each of the following items. Please use the boldfaced
numbers and headings below to organize your response.
1. Places and Dates of Exhibition
Include dates and the specific sites, cities, and states where the exhibition will be viewed.
If indemnity coverage is requested to begin or end at a site other than the lender's
premises, indicate specific sites and dates. If indemnified objects are to be placed in
storage between exhibition sites, give dates and the facilities to be used.
The Federal Council generally limits indemnity coverage for a single exhibition to five (or
fewer, depending upon the type and condition of the objects) venues. The Federal Council
requires that venues for indemnified exhibitions must have successfully hosted at least
one previous museum-caliber exhibition. Indemnity should not be requested for inaugural
exhibitions in new buildings or substantially renovated spaces.

2. Total Number and Value of Objects to be Indemnified
(a) Total number and value of United States-owned objects for which indemnity is
requested.
(b) Amount of private insurance premium which would be required to cover objects for
which indemnity is requested.
(c) Source of that insurance premium estimate.

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3. Total Number and Value of the Entire Exhibition
(a) Total U.S. dollar valuation for all objects in the entire exhibition (include indemnified
and non-indemnified objects).
(b) Total number of objects in the entire exhibition.

4. Exhibition Significance
State the significance and the educational, cultural, historical, and/or scientific value of the
objects to be indemnified and of the entire exhibition in which the indemnified objects will
appear. Explain how the risk to the objects is justified by the purposes of the exhibition.

5. Packing, Shipping, and Security Arrangements
Should a Certificate of Indemnity be awarded based on this application, you must notify
the Indemnity Administrator IN ADVANCE of any changes affecting the time period, list of
objects, or packing, shipping, security, and storage arrangements, as stated in this
application, so that the Certificate can be amended.
Any changes in arrangements which affect the specifications described in this application
should be submitted to the Indemnity Administrator for authorization by the Federal
Council. The Council will NOT be responsible for any loss or damage to an indemnified
object occurring as a result of an unauthorized change.
Indemnity is intended to cover objects in exhibitions for which the most professional and
thorough care in packing, shipping, climate control, and security arrangements is
provided. This section is a critical part of the application and will be examined very
closely. In order for these arrangements to be assessed, it is essential that you state as
completely as possible the policies, procedures, techniques, and methods to be employed
with respect to the following (use the headings below to organize your response):
(a) Packing arrangements at premises designated by the lender(s).
Give the names of the institutions and companies responsible for the initial packing
and crating of the objects from the location(s) designated by the lenders, and describe
the packing specifications.
(b) Shipping and security arrangements during transport.
Indicate the shipping and security arrangements for the objects during transport,
including the initial assemblage, points of transfer (between sites), and return to the
lenders. The Federal Council requires that couriers accompany all shipments, unless
exceptions are approved in advance. Include names (or titles) of couriers and the
names of primary shipping companies (or their agents) to be used.

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(c) Packing and shipping arrangements for especially fragile objects.
For objects considered to be especially fragile and vulnerable to the hazards of travel,
such as oversized works, oil on wood panel paintings, or objects comprised of multiple
media, specify what special precautions are to be taken with respect to packing,
shipping, handling, and installation to minimize the risk of damage.
For oil on wood panel paintings, describe the climate conditions at the lenders’
premises and how that environment will be maintained throughout the exhibition tour.
Give values, accurate descriptions of present conditions (including names and
qualifications of individuals responsible for making the assessment), and your means
of verifying the satisfactory condition of those objects prior to the initial packing for this
exhibition.
(d) Condition reports.
i.

Indicate provisions for providing condition reports at the following points, giving the
name or title of the person(s) responsible for filing the report:
1)
2)
3)
4)
5)

Immediately prior to packing and shipping from the location(s) of the lender(s).
Immediately upon delivery and inspection at each location of borrower(s).
Immediately prior to packing and shipping from each location of borrower(s).
Immediately prior to packing and return shipping to location(s) of lender(s).
Immediately upon delivery and inspection at location(s) of lender(s).

If storage facilities are to be used, indicate provisions for providing condition
reports, as appropriate.
All reports in 1) through 5) above must be made during the time period of
indemnity.
ii. Actual submission of condition reports to the Federal Council with the application is
not required. However, an applicant may choose to provide a condition report for
an especially fragile object as evidence of its stability. If a condition report is
included with the application for indemnity, please include it here. In the event of a
claim for loss or damage to an indemnified object, it is expected that condition
reports will be available for the Federal Council's inspection.
Note: If a Certificate of Indemnity is awarded, it is the responsibility of the indemnitee
to confirm the stability of the objects for travel and, if necessary, to assure the Federal
Council at any time during the indemnity time period that the condition of the objects
corresponds to the initial condition report. This may be accomplished by a reasonably
accurate, current photograph or, preferably, by inspection by a qualified staff member
of the indemnified institution. If photographs are used they should clearly demonstrate
physical condition and be so certified by the lender.

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(e) Climate control conditions (at exhibition sites and storage facilities).
Describe the climate conditions at each exhibition site (the specific place in the
building where the exhibition will take place) and at each storage facility in terms of:
1)
2)
3)
4)

Temperature: give degrees and range.
Relative humidity: give percentages and range.
Means of controlling the climate.
Light levels: give range in foot-candles.

Describe what special precautions are to be taken for objects most susceptible to
damage as a result of fluctuations or extremes in humidity or temperature (such as
wood objects, furniture, etc.).
If any objects are light sensitive, such as works of art on paper, textiles, etc., indicate
the estimated number of foot-candles of lighting to which they will be exposed at each
site. (The Council recommends that the level not exceed ten foot-candles for such
objects.)

(f) Security arrangements (at exhibition sites and storage facilities).
Describe the security arrangements at each exhibition site (the specific place in the
building where the exhibition will take place) and at each storage facility, including:
1) The number of guards assigned to the exhibition area.
2) The number of guards on duty while the exhibition is not open to the public (the
Council generally requires that there be 24-hour guards for indemnified exhibitions).
3) Electronic surveillance.
4) Fire protection measures (also indicate if there are wet or dry sprinklers in
exhibition galleries and storage areas).
5) General installation plans related to security for individual objects, including the use
of vitrines, stanchions or pedestals, barriers for unglazed or unvarnished works of
art, or any other protective measures not already described.
6) Any other pertinent security arrangements.
SHOULD A CERTIFICATE OF INDEMNITY BE AWARDED FOR THIS EXHIBITION,
IT WILL BE BASED ON THE DETAILS PROVIDED IN THIS SECTION. IF AN
INDEMNIFIED OBJECT IS LOST OR DAMAGED, INDEMNIFICATION MAY BE
INVALID IF SECURITY PROVISIONS ARE DIFFERENT THAN THOSE STATED IN
THIS APPLICATION.
If a Certificate of Indemnity is awarded, each participating institution must submit to the
Indemnity Administrator a letter from the Chief of Security of the institution, endorsed
by its Director, within 30 days of the opening of the indemnified exhibition at that site.

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This letter must certify that security arrangements are still as stated in the approved
application.
(g) Indicate the maximum value of indemnified objects to be transported in a single
instrumentality of transportation.
The Federal Council permits a maximum of $80 million per instrumentality of
transportation. However, in special circumstances, the Council may limit the amount
allowable to less than $80 million.
6. Other Insurance Arrangements
The Arts and Artifacts Indemnity Act provides for a:
$50,000 deductible for exhibitions from $75 million up to $125 million in value;
$l00,000 deductible for exhibitions from $125 million up to $200 million in value;
$200,000 deductible for exhibitions from $200 million up to $300 million in value;
$300,000 deductible for exhibitions from $300 million up to $400 million in value;
$400,000 deductible for exhibitions from $400 million up to $500 million in value;
$500,000 deductible for exhibitions above $500 million.
There is a minimum of $75 million value per exhibition for eligibility. There is a maximum
limit of $750 million coverage per exhibition.
Please state the insurance or other arrangements including the name(s) of insurance
companies to cover the deductible and any amount in excess of the amount to be
indemnified.

7. Financial Arrangements
(a) List the sources of assured or anticipated support to be used to cover the general
expenses of organizing the exhibition. If you anticipate significant corporate
sponsorship for the exhibition and have related commercial agreements or
understandings, please describe or attach copies of such agreements.
(b) Describe the nature and amount of any loan fees or other contractual arrangements (in
excess of $l0,000 for the entire exhibition), including retail agreements, with lenders to
the exhibition.

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8. Previous Losses
Describe all losses over $5,000 to permanent or loaned collections (whether or not a
claim was filed) incurred by the applicant and each participating institution during the three
years prior to submitting this application. Similar losses at storage facilities during the
past three years must be documented and explained. For each loss include:
(a) Date of loss/damage.
(b) Nature and cause of loss/damage.
(c) Appraised value(s) of lost/damaged item(s) before and after loss.
(d) Indication of whether there was litigation to determine blame or negligence.
Note: Should additional losses be incurred by the applicant or any of the participating
institutions after this application is submitted, please notify the Indemnity Administrator to
update this section.

9. Accreditation
State whether or not the applicant institution and participating institutions are accredited
by the American Association of Museums. Accreditation is not required in order to receive
an indemnity. However, if an applicant or participating institution is not accredited, the
Federal Council reserves the right to request a statement from the institution describing its
procedures for handling loss or damage.

10. Third Party Opinions
It is the responsibility of the applicant to have lender values reviewed by experts other
than members of the applicant or lending institution’s staff or anyone else directly involved
with the exhibition. If the expert agrees with the lender value or believes the lender
values are lower than fair market values, this should be stated in the application or in an
accompanying letter. If the expert determines that any lender values are inflated or
overstated, a lower amount should be suggested. An expert may be, for example, a
curator, an auction house staff member or a dealer. If an exhibition contains works of
mixed media and periods, it may be necessary to consult more than one expert. Give the
name and title for each expert consulted and a brief statement that establishes his or her
expertise and qualifications. This information will be used in conjunction with Question
11.

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11. Object Identification and Valuation
Provide a numbered list of all objects for which indemnity is requested. Your document
must follow this format:
Number

Object
Type

Object
Description

Lender

1) Lender
Value

Sources of
Valuations

2) 3rd Party
Opinion

Include the following information for each object to be indemnified:
(a) Number: Start with number one. The number here must correlate to the number of this
object in the visual documentation that you submit.
(b) Object Type: Painting, drawing, photograph, ceramic, sculpture, furniture, jewelry,
clothing, scientific instrument, manuscript, etc. (Indemnity does not cover frames or
cases unless specifically itemized.)
(c) Object Description: Artist, title, date, medium, support, dimensions, and accession
number of the lending institution. If the borrower does not agree with the lender's
attribution to an artist, please so indicate.
Indicate if an object contains more than one part (e.g., a pair of earrings). If an object
is described as a pair or set, it is the responsibility of the applicant to advise the lender
of the Council's policy regarding loss of a part of a pair or set (see Clause 7 of the
Certificate of Indemnity).
In addition:
For collages, identify the medium of each collage element.
For manuscripts, indicate the number of pages, and the number and size of
illuminations or illustrations.
For books, give the date of the edition and, if possible, the rarity (i.e. the number
of known copies), and describe any annotations or associations.

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For prints, give the date of the print, indicate if the print was made by the artist,
and indicate if it is the only state, or which state it is, if known.
For photographs, give the date of the print, and indicate who made the print.
For oversized three-dimensional works of art, give the weight of each object.
Note: For reasons of risk, the Federal Council is generally opposed to indemnifying oil
on copper paintings, pastels, lacquer objects, certain types of glass (including
enamels), works on parchment or vellum, marquetry, frescoes, and other fragile
objects. Oversized works and oil on wood panel paintings will be reviewed on a case
by case basis. (For oil on wood panel paintings, the Council expects detailed answers
to Question 5 (c).) The Council may determine that these objects be moved to the list
of non-indemnified objects. Oil on single wood panels larger than two feet by three feet
will not be indemnified.
(d) Lender: Full name of the lender and the institution or individual’s city and state of
residence. Private lenders must be identified by name, city, and state of residence.
Any objects owned by a curator of this exhibition must be listed under Question 12
“Identification of Non-Indemnified Objects.”
(e) U.S. Dollar Valuation: On this form, include: 1) lender value (rounded to the nearest
dollar); and 2) third party opinion on the lender value (see (f) below). The list of
objects and valuations is included in the Certificate of Indemnity and will be the basis
for determining the amount of a claim payment.
(f) Sources of Valuation: Include 1) name and title of individual originating the valuation
(owner, lender, etc.); and 2) name and title of the third party confirming the original
valuation (appraisal expert, curator, museum director, etc.).
Note: Objects owned by the applicant or participating institutions may not be indemnified
while on exhibition at the lender’s premises. Such objects may be included in Question 11
for coverage while in transit or while on exhibition at other participating institutions.

12. Identification of Non-Indemnified Objects
This information is necessary for the Federal Council to determine the educational,
cultural, historical, or scientific value of the exhibition as a whole. Using the formatting
instructions for Question 11, provide a separate list, beginning with number one, of all
objects to be included in the exhibition for which indemnity is not requested. For (d)
Lender: if a private lender does not wish to be identified, indicate "private lender." For (e)
OPTIONAL: U.S. Dollar Valuation: applicants are strongly encouraged to provide U.S.
dollar valuations for any or all objects in this section. This information is reviewed to help

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confirm values given in Question 11. Applicants who do not furnish U.S. dollar valuations
for non-indemnified items may be requested to do so.

Submit Your Electronic Application
1. Check the size of your electronic application. The total size should not exceed 10 MB.
2. To begin the submission process, click the "Save & Submit" button. [This button will
not become active (and turn from light to dark gray) until you have saved your
application with all required fields completed. Clicking this button will prompt you to
save your application package one last time. When asked if you want to replace the
existing file, click "Yes." You will then be reconnected to Grants.gov and the Internet.]
You will be prompted to provide your Grants.gov Username and Password that
you obtained during registration.
3. Click the "Login" button. This will bring you to the "Application Submission Verification
and Signature" screen, which provides a summary of the Funding Opportunity for
which you are applying. Click the "Sign and Submit Application" button to complete the
process. Be certain that you are satisfied with your application before you click
this button. No revisions to your application are possible through Grants.gov
once it is submitted.
If you have difficulty submitting, go to Adobe Reader Error Messages or Applicant
Resources for several tools and documents to help you.
4. Ensure that your application was validated and accepted by the Grants.gov system.
Go to Track Your Application to track the validation and progress of your application
submission through Grants.gov.
You cannot make any revisions to your application through Grants.gov once it is
submitted. After the application is submitted, you must inform the Indemnity
Administrator directly of any changes.

Application Material to be Submitted by Mail
In addition to the material that you submit through Grants.gov, you must mail the
following items to the Arts Endowment. Your application package will not be
considered complete without these items:
1.

An identifier so that we can match your mailed material with your electronic
application. This may be a copy of the Submission Confirmation or validation e-mail
from Grants.gov that includes your Grants.gov Tracking Number (preferred) or a
sheet with your organization's legal name as it appears on your electronic

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application (not your popular name). Be sure that this is the first item in your mailed
material.
2.

One set of photographs or color photocopies of each object for which indemnity is
requested. Clearly label and number the visuals to correspond to the numbers that
you used in the list for Question 11.

3.

A CD of up to twelve images in JPEG file format that shows highlights of the
exhibition, with object identification (i.e. artist, title, and the number on Question
11). We will not accept slides. A brief script must be attached to the disc, with the
numbers used in Question 11. Digital images on CD:
Must be in JPEG format. Do not submit TIFFs, PDFs, Word, or Access files, or any
other non-JPEG formats.
Must not exceed 2 MB per image.
Should have a maximum image size of 800 pixels x 600 pixels.
CD must be in MS Windows readable format.

Preview your samples before submitting them to ensure that there are no technical problems
that might interfere with the review of your work. The Arts Endowment may copy or digitally
convert work samples to facilitate review. By submitting these images, you are giving the Arts
Endowment permission for reproduction and dissemination for this purpose.

Label your package as noted below. Mailed material must be postmarked (or show other
proof of mailing) no later than July 7 (for the July 6, 2011 deadline).
Alice M. Whelihan
Indemnity Administrator
National Endowment for the Arts
1100 Pennsylvania Avenue, NW.
Washington, DC 20506
Include on your package a complete return address that includes your organization’s legal
name as it appears on your electronic application (not your popular name). If the delivery
service that you use requires a telephone number for the recipient on the label, use 202/6825574.
The National Endowment for the Arts continues to experience delays and damage to support
materials (e.g., CDs, photographs) in the delivery of First-Class and Priority mail through the
United States Postal Service (USPS). We recommend that you use a commercial delivery
service.
Visual material will be returned upon request.

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********************************** ****************Reporting Burden*****************************************************

The public reporting burden for the collection of information is estimated to average 45 hours per
response, including the time for reviewing instructions, searching existing data sources, gathering and
maintaining the data needed, and completing and reviewing the collection of information. The Federal
Council on the Arts and the Humanities welcomes any suggestions that you might have on improving
the instructions and making them as easy to use as possible. Send comments regarding this burden
estimate or any other aspect of this collection of information, including suggestions for reducing this
burden to Alice M. Whelihan, at the address above. Note: applicants are not required to respond to
the collection of information unless it displays a currently valid Office of Management and Budget
(OMB) control number.