Blanket Justification for NEA Funding Application Guidelines and Reporting Requirements for Nonprofit Organizations

Our Town FY17
Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

NATIONAL ENDOWMENT FOR THE ARTS
DESIGN DIVISION
OUR TOWN FY2017

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

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Table of Contents
How to Use This Document ................................................................................................................ 3
View Application Data........................................................................................................................ 4
Part 1: Organizational Information ..................................................................................................... 5
Applicant Information ............................................................................................................................... 5
Organization Budget ................................................................................................................................. 7
Primary Partner Information................................................................................................................... 10
Part 2a: Project Information.. ......................................................................................................... ..13
Project Background and Context .......................................................................................................... ..14
Major Project Activities ....................................................................................................................... ....15
Schedule of Key Project Dates .............................................................................................................. ..16
Accessibility ........................................................................................................................................... ..17
Part 2b: Project Objectives ............................................................................................................. ..18
Livability Narrative ................................................................................................................................ ..18
Performance Measurement ............................................................................................................... .....19
Intended Beneficiaries ............................................................................................................................ 20
Community Engagement......................................................................................................................... 20
Demographics ......................................................................................................................................... 21
Part 2c: Project Locations ................................................................................................................. 24
Part 3: Project Budget ...................................................................................................................... 25
Expenses.................................................................................................................................................. 25
Income .................................................................................................................................................... 29
Part 4a: Project Participants - Individuals .......................................................................................... 33
Part 4b: Project Participants - Organizations ..................................................................................... 35
Part 4c: Project Participants - Works of Art ....................................................................................... 37
Part 5a: Programmatic Activities.. .................................................................................................. ..38
Part 5b: Items to Upload ................................................................................................................ ..39
Statements of Support ........................................................................................................................... .41
Work Samples ....................................................................................................................................... ..42

Our Town FY17 Grant Application Form Instructions
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Arts Engagement, Cultural Planning, and Design Projects

How to Use This Document
NOTE: You will only be able to complete this part of the application process if you have submitted an SF424 form through grants.gov by the appropriate deadline. Please see the Step 1 instructions for more
information.
This document will guide you through completing Step 2 of the Our Town application process; it
contains detailed instructions for completing the Grant Application Form in NEA-Grants Online (NEAGO). Please review all sections of this document to view the required fields needed to complete the
application, along with detailed instructions on what you should include in each section. This document
will also include any specifications about your material (e.g., character limits for narrative responses,
acceptable work sample formats, etc.).
You should prepare your responses and material well in advance of the deadline and have them fully
ready to upload once NEA-GO opens.
Our Town Deadlines:

Step 1 - Submit SF-424 to Grants.gov
Step 2 - Submit Materials to NEA-GO

September 12, 2016
September 19, 2016 to 11:59 p.m., Eastern
Time on September 26, 2016

You will not have access to the online Grant Application Form until NEA-GO is available for you to
submit your application material.
For case studies of Our Town grants and insights from previous Our Town project managers, visit the
Exploring Our Town Storybook at http://arts.gov/exploring-our-town/

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

View Application Data
This section is the first screen you will see when you open the GAF. It cannot be edited; it is autopopulated with the information entered on the SF-424 form that was submitted to grants.gov. If you
find any incorrect information on this page, please contact the Our Town team at [email protected]
You may proceed to the next screen by clicking the "Next" button.

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Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

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Part 1: Organizational Information
Eligible applications must have partnerships that involve two primary partners: a nonprofit 501(c)(3)
organization and a local governmental entity (local government is defined below in 'further guidance').
Additionally, one of the two primary partners must be a cultural (arts or design) organization. The lead
applicant to the NEA may be either the nonprofit (with documented three-year history of programming)
or the local government entity. Note that a statement of support from the highest ranking official for
the local government is required (see instructions on page 38).

Applicant Information
You will be asked to provide the following information in this section:
Applicant Legal Name. (should match SF-424)
Applicant Popular Name. (if different)
Date Organization Was Incorporated. (if applicable)
Applicant Organization Status. (choose one)
o Nonprofit Organization
o Municipal Government
o State Government
o County Government
o Tribal Government
o None of the Above
Mission/Purpose of Your Organization. (1500 Character Limit, including spaces):
Sample View of Mission/Purpose Text Box

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

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Further Guidance on Applicant Information:
Eligible lead applicants are:
 Local governments. For the purposes of these guidelines, local governments are defined as
counties, parishes, cities, towns, villages, or federally recognized tribal governments. Local arts
agencies or other departments, agencies, or entities within an eligible local government may
submit the application on behalf of that local government. The following do not qualify as local
governments: state level government agencies, other state-designated entities, state higher
education institutions, regional governments and entities, quasi-government organizations,
regional planning organizations, and business improvement districts.
 U.S. territories. If no local government exists, the territory government can serve as the local
government.
 Nonprofit tax-exempt 501(c)(3). U.S. organizations with a documented three-year history of
programming.
 To be eligible, the lead applicant organization must:
o Have a three-year history of programming prior to the application deadline.
o Meet the NEA’s "Legal Requirements," including nonprofit, tax-exempt status, at the time of
application.
o Have submitted acceptable Final Report packages by the due date(s) for all NEA award(s)
previously received.

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Organization Budget
Budget Form. Complete this section using figures for the most recently completed fiscal year, the
previous fiscal year, and the fiscal year two years prior. In the case of local government, limit this
information to the department or office that will oversee the proposed project.
Sample View of Organizational Budget Form

Further Guidance on Organization Budget:




The organization budget is intended to show your organization's fiscal activity as it relates to
operations. Do not include activity related to a capital campaign (such as raising money for a
new facility, an endowment fund, or a cash reserve fund). The NEA may request additional
information to clarify an organization's financial position.
Use the following definitions when completing this form. Unaudited figures are acceptable.
o Income
 Earned. Revenues that are received through the sale of goods, services performed, or
from investments.
 Contributed. Gifts that are received which are available to support operations.
Examples: annual fund donations, grants for general operating or project support, inkind contributions.
o Expenses

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Arts Engagement, Cultural Planning, and Design Projects

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

o

Artistic Salaries. Costs that are directly related to the creation, production, and
presentation of art work. Examples: fees for dancers, choreographers, actors, curators,
artistic directors, contributors to literary publications. Include arts personnel that are on
your staff as well as those that are paid on a contract or fee basis.
 Production/exhibition/service expenses. All program or service delivery costs, excluding
artistic salaries and fees that are listed above. Examples: presentation costs; costs of
sets, costumes, and lighting; publication costs of catalogues or literary magazines.
 Administrative expenses. All other costs that are incurred during the normal course of
business. Examples: outside professional non-artistic services, space rental, travel,
marketing, administrative salaries, utilities, insurance, postage.
NOTE: These figures are subject to verification by the NEA.

Fiscal Health. You will be asked to account for the fiscal health of your organization.
Sample View of Fiscal Health Text Box

Applicant Organization Description. This section asks for the description that most accurately describes
your organization. You will choose one from the following:
o Artists' Community, Arts Institute, or Camp
o Arts Center
o Arts Council / Agency
o Arts Service Organization
o College / University
o Community Service Organization
o Fair / Festival
o Foundation
o Gallery / Exhibition Space
o Government
o Historical Society / Commission

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o Humanities Council / Agency
o Independent Press
o Library
o Literary Magazine
o Media-Film
o Media-Internet
o Media-Radio
o Media-Television
o Museum-Art
o Museum-Other
o Performance Facility
o Performing Group
o Presenter / Cultural Series Organization
o Religious Organization
o School District
o School of the Arts
o Social Service Organization
o Union / Professional Association
o None of the Above
You will also have the option of selecting two additional descriptions for your organization, though this
is not required.
Applicant Organization Discipline. Select the primary discipline that is most relevant to your
organization. This refers to the primary artistic emphasis of your organization. You will choose one from
the following:
o Artist Community
o Arts Education Organization
o Dance
o Design
o Folk & Traditional
o Literature
o Local Arts Agency
o Media Arts
o Museums
o Music
o Opera
o Presenting & Multidisciplinary Work Organization
o Theater & Musical Theater
o Visual Arts
o None of the Above
You will also have the option of selecting two additional disciplines for your organization, though this is
not required.

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Arts Engagement, Cultural Planning, and Design Projects

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Sample View of Organization Description Drop-Down boxes

Primary Partner Information
A key to the success of creative placemaking is involving the arts in robust, committed partnerships. All
applications must demonstrate a partnership between a local government entity and nonprofit that will
provide leadership for the project. Additionally, one of the two primary partners must be a cultural (arts
or design) organization. You will be asked to provide the following information on the primary partner
in this section:
Primary Partner Legal Name.
Primary Partner Popular Name. (if different)
Primary Partner's Taxpayer ID Number. (9-digit number)
Date Organization Was Incorporated. (if applicable)
Primary Partner Organization Status. (choose one)
o Nonprofit Organization
o Municipal Government
o State Government
o County Government
o Tribal Government
o None of the Above

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Mission/Purpose of the Partner Organization. (1500 Character Limit, including spaces)
Sample View of Primary Partner Mission/Purpose Text Box

Primary Partner Proposed Role. (1500 Character Limit, including spaces)
Sample View of Primary Partner Proposed Role Text Box

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Our Town FY17 Grant Application Form Instructions
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Primary Partner Organization Description. This section asks for the description that most accurately
describes your primary partner's organization. You will choose one from the same list of options as
"Applicant Organization Description" (see above). You will also have the option of selecting three
additional descriptions for your primary partner's organization, though this is not required.
Primary Partner Organization Discipline. Select the primary discipline that is most relevant to your
primary partner's organization. This refers to the primary artistic emphasis of the organization. You will
choose one from the same list of options as "Applicant Organization Discipline" (see above). You will
also have the option of selecting three additional descriptions for your primary partner's discipline,
though this is not required.

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Part 2a: Project Information
NEA Project Activity Category.
o Our Town Project Area. Select:
 Arts Engagement, Cultural Planning, and Design Project
o Our Town Project Type. Select the option that best describes your proposed project's
category:
 Artist space
 Artist residency
 Community design
 Community planning for arts integration
 Creative asset mapping
 Cultural district planning
 Cultural facilities
 Festivals or performances
 Innovative arts programming
 Professional artist development
 Public art
 Public art planning
 Public space
Project Activity Type. Select the option that best describes the type of project you are proposing:
o Apprenticeship
o Arts Instruction
o Artwork Creation
o Audience Services
o Broadcasting
o Building Public Awareness
o Building International Understanding
o Concert/Performance/Reading
o Curriculum Development/Implementation
o Distribution of Art
o Exhibition
o Fair/Festival
o Identification/Documentation
o Marketing
o Presenting/Touring
o Professional Development/Training
o Professional Support: Administrative
o Professional Support: Artistic
o Publication
o Recording/Filming/Taping
o Repair/Restoration/Conservation

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Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

o
o
o
o
o
o
o
o
o

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Research/Planning
Residency - School
Residency - Other
Seminar/Conference
Student Assessment
Technical Assistance
Web Site/Internet Development
Writing About Art/Criticism
None of the above

Additional Project Activity Type. Optionally, choose up to two additional types from the above list.

Project Background and Context
Use this section to describe why this project should take place now. How does it relate to community
needs and vision for the future of the place? This section should make it clear to panelists why this is the
right project, at the right time, in the right place. (1500 Character Limit, including spaces)




Describe broader information about the place (town, city, county, tribal land) and genesis of the
proposed project.
Describe the local community needs, as they relate to the proposed project activities. If
available, provide evidence of community demand for the project.
Address how this project fits into the larger civic vision for the community, including any formal
community plans or processes that the proposed project compliments or supports.

Sample View of Project Background and Context Text Box

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Major Project Activities
Describe the activities that will take place during the requested period of performance, being as specific
as possible. You may present information about a broader initiative and long term goals for the project.
However, be very specific about the phase(s) of your project that are included in your request for
funding (e.g., “funding is being requested for ‘B’ of ‘ABC’ activity). The information that you provide will
be reviewed in accordance with the "Review Criteria." Your narrative should address each of these
"Review Criteria" and include information on the following, as relevant to your project. (4000 Character
Limit, including spaces)












Discuss your action plan and the creative placemaking strategies that will be implemented,
including the approach to civic development.
Include contextual information on the location(s) of the proposed activity and any special
resources that will be used.
If your project will involve physical objects, spaces, or facilities, provide information about how
they will be managed and maintained during the project's development and after the project is
complete.
Discuss the anticipated goals and impact on the community's livability, and, if possible, how the
project can serve as a model for other communities. If this is a continuing project, include
evidence of the impact achieved for the community. Include any social, cultural, and/or
economic impact data so far collected and analyzed.
Describe community funding support for the project as part of a budget narrative. If there will
be local, state, or federal government funding for this project, provide the name of the
government entity, the program from which the funds come, and the amount. Also note
whether your project will be associated with other existing local projects that receive federal
funding.
Where appropriate, discuss the project's alignment with other federal programs. This may
include how the project will establish consistency with other place-based federal grant programs
and policies, including, but not limited to, those from the Department of Housing and Urban
Development (HUD), the Department of Transportation (DOT), the Department of Commerce,
the Environmental Protection Agency (EPA), such as Consolidated Plans, Analysis of
impediments to Fair Housing Choice, Long Range Transportation Plans, and Asset Management
Plans, as well as strategies to modify existing grants or policies.
If this project is a follow up to a previous Our Town grant, provide the grant number and a brief
status report on the project to date.

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Sample View of Major Project Activities Text Box

Further Guidance on Major Project Activities:


NOTE: You may not receive more than one NEA grant for the same expenses. There can be no
overlapping project costs within the submitted budget with other federally sponsored projects.

Schedule of Key Project Dates
List any key project dates that occur during the allowable project period, being as specific as possible.
Costs incurred prior to the earliest allowable start date (August 1, 2017) cannot be included in the
project budget. If you include activities that occur before the earliest allowable start date, make sure
you note that those activities and costs are not included on the Project Budget form. (1500 Character
Limit, including spaces)
Sample View of Schedule of Key Project Dates Text Box

Our Town FY17 Grant Application Form Instructions
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Accessibility
Explain how you will make your project accessible to individuals with disabilities in compliance with
federal law and regulations through access accommodations for both facilities and programs, such as
audio description, sign-language interpretation, closed or open captioning, large-print
brochures/labeling, etc. See the Nondiscrimination Statutes in "Assurance of Compliance" for more
information at https://www.arts.gov/grants-organizations/our-town/arts-engagement-culturalplanning-and-design-projects-award-administration. (For technical assistance on how to make your
project fully accessible, contact the NEA's Accessibility Office at [email protected], 202/682-5532 or
the Civil Rights Office at 202/682-5454 or 202/682-5082 Voice/T.T.Y.) (1000 Character Limit, including
spaces)
Sample View of Accessibility Text Box

Our Town FY17 Grant Application Form Instructions
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Part 2b: Project Objectives
Livability Narrative
Briefly discuss how your project will affect Livability: Strengthening communities through the arts. (1000
Character Limit, including spaces)
Address how your project has the potential to meet the following livability criteria. Projects should
represent the distinct character and quality of their communities, and must reflect the following:
 Have a vision for enhancing the social and/or economic livability of the community.
 Incorporate the needs of existing residents and institutions in the community.
 Reflect community plans for the future.
 Support artists, design professionals, and arts organizations by integrating the arts and design
into the fabric of civic life and/or community plans.
 Reflect creative approaches to addressing community challenges or priorities.
Sample View of Livability Narrative Text Box

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

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Performance Measurement
Briefly describe the performance measurements you will use, including plans for documenting and
disseminating the project results, as appropriate. If applicable, include the metrics or indicators that you
will use to identify and evaluate the project's short-term and long-term impact on your community's
livability. Please see resources on measuring project results (http://arts.gov/exploring-our-town/projectprocess/measuring-project-results) for additional information. (1000 Character Limit, including spaces)
Sample View of Performance Measurement Text Box

Further guidance on Performance Measurement:
Successful Our Town projects will impact livability by affecting community priorities such as public safety,
health, blight and vacancy, environment, job creation, equity, local business development, civic
participation, and/or community cohesion. The anticipated long-term results for Livability projects are
measurable community benefits, which include:
 Growth in overall levels of social and civic engagement.
 New avenues for expression and creativity.
 Design-focused changes in policies, laws, and/or regulations.
 Job and/or revenue growth.
 Positive changes in migration patterns.

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Given the nature of Livability projects, benefits are likely to emerge over time and may not be fully
measureable during the period of a grant. You will need to provide evidence of progress toward
achieving improved livability as appropriate to the project. We recognize that some projects involve risk,
and we want to hear about both your successes and failures. Failures can provide valuable learning
experiences, and reporting them will have no effect on your ability to receive NEA funds in the future.

Intended Beneficiaries
Description. Briefly describe the target community to whom the project is directed. In your response,
address the expected benefit. (1000 Character Limit, including spaces)
Sample View of Intended Beneficiary Description Text Box

Have the intended beneficiaries been consulted in the development of this project? Select either yes
or no.

Community Engagement
Describe substantive and meaningful engagement with the target community (e.g., residents and other
stakeholders) in the development of the shared vision for your project and its implementation. If you
have worked with the target community in the past, discuss your previous engagement. Also, discuss
your planned process to engage the target community going forward. For example, describe what
community leaders you will work with, community meeting formats, and outreach techniques (digital
and in person, translation), etc. Be sure to address, if appropriate, how you will engage communities
traditionally marginalized from such processes, while accommodating limited English speakers, persons
with disabilities, and the elderly. (1000 Character Limit, including spaces)

Our Town FY17 Grant Application Form Instructions
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Sample View of Community Engagement Text Box

Demographics
Is this project intended to reach a population historically underserved by arts programming and/or
does the project target a specific audience based on characteristics such as race, ethnicity, or age?
Select either yes or no.
Race/Ethnicity. (Choose all that apply) U.S. federal government agencies must adhere to standards
issued by the Office of Management and Budget (OMB) in October 1997, which specify that race and
Hispanic origin (also known as ethnicity) are two separate and distinct concepts. These standards
generally reflect a social definition of race and ethnicity recognized in this country, and they do not
conform to any biological, anthropological, or genetic criteria. Origin can be viewed as the heritage,
nationality group, lineage, or country of birth of the person or the person’s ancestors before their arrival
in the United States.
o American Indian or Alaskan Native - A person having origins in any of the original peoples of
North and South America (including Central America) and who maintains tribal affiliation or
community attachment.

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

o

o
o
o
o

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Asian - A person having origins in any of the original peoples of the Far East, Southeast Asia,
or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea,
Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Black or African American - A person having origins in any of the Black racial groups of
Africa.
Hispanic or Latino - People who identify their origin as Hispanic, Latino, or Spanish may be of
any race.
Native Hawaiian or Other Pacific Islander - A person having origins in any of the original
peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or
North Africa.

Age Ranges. (Choose all that apply).
o Children/Youth (0-18 years)
o Young Adults (19-24 years)
o Adults (25-64 years)
o Older Adults (65+ years)
Underserved/Distinct Groups. (Choose all that apply)
o Individuals with Disabilities
o Individuals in Institutions (include people living in hospitals, hospices, nursing homes,
assisted care facilities, correctional facilities, and homeless shelters)
o Individuals below the Poverty Line
o Individuals with Limited English Proficiency
o Military Veterans/Active Duty Personnel
o Youth at Risk
o Other underserved/distinct group
If appropriate, describe how the project will benefit the underserved community. (1000 Character
Limit, including spaces)

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Sample of Underserved Community Text Box

Population of Your Town/City/Tribal Land. Please list the population of the Town/City/Tribal Land
where project activities will be taking place.

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Part 2c: Project Locations
Provide the city, state, and five-digit zip code in which project activities are expected to occur. For
international locations, provide the city, country, and enter "00000". You may submit up to 100
locations. If you enter a location that cannot be validated, you will receive an option to “Save Anyway.”
Choose this and continue with your application. You will be able to upload individual locations using the
upload feature, which looks like this:

Alternatively, you will have the option to upload multiple locations at once using a downloadable
spreadsheet that can be filled out with your specific locations.

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Part 3: Project Budget
NOTE: Organizations cannot receive more than one National Endowment for the Arts grant for the same
expenses. This budget cannot include project costs that are supported by any other federal funds or
their match, including costs that may be included in applications submitted, or grants received, by
partner organizations or presenters.
Your Project Budget should reflect only those activities and associated costs that will be incurred during
the "Period of Performance" that you have indicated for your project. Any costs incurred before or after
those dates will be removed.
All items in your budget, whether supported by NEA funds or your cost share/matching funds, must be
reasonable, necessary to accomplish project objectives, allowable in terms of the NEA General Terms
and Conditions, and adequately documented. See here for what we do not fund: http://arts.gov/grantsorganizations/our-town/we-do-not-fund. Applicants whose projects are recommended for grants will be
asked to update the project budget.
While the Project Budget on the Grant Application Form will allow unlimited characters in the line
items descriptions, please use the character maximums listed in the instructions below. If you go
beyond the character maximums, your expanded information will not be seen by NEA staff or
reviewers.

Expenses
Direct Costs are those that are identified specifically with the project during the period of performance,
and are allowable. Be as specific as possible.


Salaries and wages cover compensation for personnel, administrative and artistic, who are paid
on a salary basis. (Funds for contractual personnel and compensation for artists who are paid on
a fee basis should be included in "3. Other expenses" on the Project Budget form, and not here.)
Indicate the title and/or type of personnel (40 characters maximum), the number of personnel
(30 characters maximum), the annual or average salary range (40 characters maximum), and the
percentage of time that will be devoted to the project annually (30 characters maximum). List
key staff positions, and combine similar functions. Where appropriate, use ranges. If the costs
for evaluation and assessment are part of staff salary and/or time, separately identify those
costs.
o Salaries and wages for performers and related or supporting personnel must be estimated
at rates no less than the prevailing minimum compensation as required by the Department
of Labor Regulations. (See "Legal Requirements" for details.)
o Awards that the NEA makes after December 26, 2014, now allow the following:
Salaries/wages/fringe benefits incurred in connection with fundraising specifically for the
project. These costs must be incurred during the NEA project period of performance, and be
approved as allowable project expenses by the agency.
o Fringe benefits are those costs other than wages or salary that are attributable to an
employee, as in the form of pension, insurance, vacation and sick leave, etc. They may be
included here only if they are not included as indirect costs.

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Sample View of Salaries and Wages Form:



Travel must be estimated according to the applicant's established travel practice, providing that
the travel cost is reasonable and does not exceed the cost of air coach accommodations.
o Limit your descriptions to these character maximums: # of Travelers = 20 characters; From =
50 characters; To = 50 characters. Include subsistence costs (e.g., hotels, meals) as part of
the "Amount" listed for each trip, as appropriate.
o Foreign travel, if any is intended, must be specified by country of origin or destination and
relate to activity outlined in your narrative. Foreign travel also must conform with
government regulations, including those of the U.S. Treasury Department Office of Foreign
Asset Control. If National Endowment for the Arts funds are used for foreign travel, such
travel must be booked on a U.S. air-carrier when this service is available. List all trips -- both
domestic and foreign -- individually.

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Sample View of Travel Form:



Other expenses include consultant and artist fees, contractual services, promotion, acquisition
fees, rights, evaluation and assessment fees, access accommodations (e.g., audio description,
sign-language interpretation, closed or open captioning, large-print brochures/labeling),
telephone, photocopying, postage, supplies and materials, publication, distribution, translation,
transportation of items other than personnel, rental of space or equipment, and other projectspecific costs.
o List artist compensation here if artists are paid on a fee basis.
o For procurement requirements related to contracts and consultants, please review 2 CFR
Part 200.317-.326. Limit your descriptions to 100 characters maximum.
o Television broadcast projects and educational/interpretive videos must be closed or open
captioned. Applicants should check with captioning organizations for an estimate.
o Clearly identify the rental of equipment versus the purchase of equipment. If you intend to
purchase any equipment that costs $5,000 or more per item and that has an estimated
useful life of more than one year, you must identify that item here. Provide a justification
for this expenditure either in this section of the Project Budget form or in your narrative.
Computing devices are considered supplies if less than $5,000 per item regardless of the
length of useful life.
o If you engage in contracts of more than $15,000, identify the item or service and its relation
to the project.



Group similar items together on a single line, with only one total cost. List consultant and artist
fees or contracts for professional services on consecutive lines; do not scatter them throughout
the list. Specify the number of persons, the service being provided, and the applicable fee, rate,
or amount of each. For other types of line items, provide details of what is included in each
item.

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Sample View of Other Expenses Form:



TOTAL DIRECT COSTS is the total of all direct cost items listed in "1. Salaries and wages," "2.
Travel," and "3. Other expenses."



INDIRECT COSTS are overhead or administrative expenses that are not readily identifiable with a
specific project. (The costs of operating and maintaining facilities and equipment, depreciation
or use allowances, and administrative salaries and supplies are typical examples of indirect
costs.) Indirect costs are prorated or charged to a project through a rate negotiated with the
National Endowment for the Arts or another federal agency (limit your description of Federal
Agency to 50 characters).
o You are not required to have an indirect cost/facilities and administration rate to apply
for or receive a grant. You may claim administrative costs or overhead as direct costs
under "3. Other expenses." Alternatively, a non-federal entity that has never received a
negotiated indirect cost rate may elect to charge a de minimis rate of 10% of modified
total direct costs (MTDC). For more information see 2 CFR Part 200.414.f.
o However, you cannot claim both Indirect Costs and Administrative/overhead costs; you
must choose one method or the other. If you have a negotiated rate and would like to
include indirect costs, complete the information requested in this section. If you do not
have or intend to negotiate an indirect cost rate, or do not plan to charge a de minimis
10% rate leave this section blank. Applicants may only apply a Research ICR for
applications to the Research: Artworks program. For additional information, see
"Indirect Cost Guide for NEA Grantees"

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Arts Engagement, Cultural Planning, and Design Projects

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Sample View of Indirect Costs Form:



TOTAL PROJECT COSTS is the total of "4. Total direct costs," and, if applicable, "5. Indirect
costs." NOTE: "3. Total project income" must equal the "Total project costs." Your project
budget should not equal your organization's entire operating budget.

Income


Amount Requested from the National Endowment for the Arts: State the amount that you are
requesting. You must request a grant amount at one of the following levels: $25,000, $50,000,
$75,000, $100,000, $150,000, or $200,000. We will award very few grants at the $200,000 level;
these will be only for projects of significant scale and impact. If you are recommended for less
than the amount that you request you will be asked to revise your project budget. The NEA
reserves the right to limit its support of a project to a particular portion(s) or cost(s).



Total Cost Share/Match for this Project: Because the National Endowment for the Arts cannot
support more than 50% of a project’s costs, we require each applicant to obtain at least half the
total cost of each project from nonfederal sources. For example, if you receive a $50,000 grant,
your total project costs must be at least $100,000 and you must provide at least $10,000 toward
the project from nonfederal sources. These matching funds may be all cash or a combination of
cash and in-kind contributions as detailed below. Be as specific as possible. For projects that
include additional partners, indicate on the form the portion of the match that is being
contributed by each participant. Asterisk (*) those funds that are committed or secured.
o Cash match refers to the cash donations (including items or services that are provided
by the applicant organization), grants, and revenues that are expected or received for
this project. Limit your descriptions to 100 characters maximum. Do not include any
National Endowment for the Arts or other federal grants -- including grants from the
NEH, ED, NPS, etc. -- that are anticipated or received. If you include grants from your
state arts agency or regional arts organization as part of your match, you must ensure
that the funds do not include subgranted federal funds. Identify sources. The National
Endowment for the Arts allows the use of unrecovered indirect costs as part of the cash
match or cost sharing. Your organization must have a federal negotiated indirect cost
rate agreement to include unrecovered indirect costs.

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

o



30

In-kind: Donated space, supplies, volunteer services are goods and services that are
donated by individuals or organizations other than the applicant (third-party). Limit your
descriptions to 100 characters maximum. To qualify as matching resources, these same
items also must be identified in the project budget as direct costs to ensure their
allowability. In-kind items not reflected as direct costs will be removed from your
budget. The dollar value of these non-cash donations should be calculated at their
verifiable fair-market value. Identify sources. Reminder: Proper documentation must be
maintained for all items noted as "in-kind."

Total Project Income is the total of “Amount requested from the National Endowment for the
Arts” and “Total match for this project.”

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Sample View of Income Form:

31

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

32

Further Guidance on Project Budget:






"Total project income" (from Page 1 of the Project Budget form) must equal the "Total Project
Costs." Your project budget should not equal your organization's entire operating budget.
While the Project Budget on the Grant Application Form will allow unlimited characters in the
line items descriptions, please use the character maximums listed in the instructions below. If
you go beyond the character maximums, your expanded information will not be seen by NEA
staff or reviewers.
REMINDER: All costs included in your Project Budget must be expended during your period of
performance.
Costs associated with other federal funds, whether direct or indirect (e.g., flow down through a
state arts agency) cannot be included in your Project Budget.

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33

Part 4a: Project Participants - Individuals
Briefly describe the process and criteria for the selection of key staff, consultants, advisors, artists,
designers – anyone who will be a key contributor to the success of your proposed project, regardless of
their organizational affiliation–that will be involved in this project. Where relevant, describe their
involvement in the development of the project to date. Where they remain to be selected, describe the
procedures you plan to follow and the qualifications you seek. (1000 Character Limit, including spaces)
Sample View of Selection of Key Individuals Text Box

Bios of Key Individuals. Include brief, current biographies of the key individuals. You may include up to
10.
o First Name.
o Last Name. (Use this field for artistic group names or single names)
o Title.
o Project Role.
o Proposed or committed? Select answer from drop-down.
o Bio. (500 Character Limit, including spaces)

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Sample View of Individual Participant Questions & Description Text Box

34

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

35

Part 4b: Project Participants - Organizations
An organizational partner is an outside entity that will provide resources (other than money) to support
the project. Because all NEA projects require matching resources from non-federal
sources,
organizations that only provide money are not considered partners. Funders are not excluded from
being partners, but they must also supply human resources or information capital, or actively participate
in another way. If applicable, briefly describe the process and criteria for the selection of key
organizations that will be involved in the project. Where relevant, describe their involvement in the
development of the project to date. Where they remain to be selected, describe the selection
procedures that you plan to follow and the qualifications that you seek. (1000 Character Limit, including
spaces)
Sample View of Other Organizational Partners Text Box

Description of Other Organizational Partners. Include brief, current descriptions of the key
organizational partners. You may include up to 10.
o Organization Name.
o Proposed or committed? Select answer from drop-down.
o Organization Type. Select one of the following:
 Nonprofit arts organization
 Nonprofit community organization
 School
 School District
 Local government agency

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects








36

State government agency
Federal government agency
College/University
Religious Organization
For-profit commercial organization
Other

Description of the Organization Role in Proposed Project. (500 Character Limit, including spaces)
Sample View of Other Organizational Partners Questions & Description Text Box

Further Guidance on Organizational Partners:




Additional partners are encouraged and may include an appropriate variety of entities such as
arts organizations and artists, design professionals and design centers, state level government
agencies, foundations, nonprofit organizations, educational institutions, real estate developers,
business leaders, community organizations, council of governments, rural planning
organizations, transportation agencies, special districts, educational organizations, as well as
public and governmental entities.
Other Organizational Partners do not need to be registered 501(c)(3) or government entities,
though they certainly can be.

Our Town FY17 Grant Application Form Instructions
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Part 4c: Project Participants - Works of Art
Selection and Description of Key Works or Art: Briefly describe any key works of art (e.g., public art,
festivals and performances, and notable public spaces) that will be involved in the project. Indicate the
process and criteria for the selection of these works of art and, where relevant, describe the role these
works of art played in the development of the project to date. Where key works of art remain to be
selected, describe the selection procedures that you plan to follow and the qualifications that you seek.
For design projects, the work of art would be the final designs or documentation of the community
design/visioning process. For cultural planning, the work of art would be a plan or other community
documentation. (1000 Character Limit, including spaces)
Sample View of Key Works of Art Text Box

Our Town FY17 Grant Application Form Instructions
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38

Part 5a: Programmatic Activities
Programmatic Activity. Submit representative examples of your programmatic activities for the past
three years/seasons (up to 5 examples per year/season). While the headings may not fit in every case,
use these spaces to demonstrate what your organization has done for the last three years. Note: You
can't change the years/seasons. If you need to provide information for different years/seasons, please
note the years you are using in the "Programmatic Activity notes" section below.
These examples should demonstrate eligibility (i.e., your organization's three-year history of
programming) and the artistic excellence and merit of your organization. This section must show the
eligibility of the Lead Applicant; however, if applicable you may also show activities undertaken by the
Primary Partner as well.


You may include up to 5 activities for each year/season (2013/2013-14; 2014/2014-15;
2015/2015-16). Do not exceed the following character limits (including spaces) per entry:
o Year (9 characters)
o Title/Creator (200 characters)
o Key Artist(s) (200 characters)
o Location
o Dates / # of Performances (10 characters)
o Attendance / % Capacity (10 characters)
o Fees

Programmatic Activity Notes. Provide any notes about your programmatic activity. (1,000 Character
Limit, including spaces)

Our Town FY17 Grant Application Form Instructions
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Part 5b: Items to Upload
There are two types of required items to upload:
 Statements of Support
 Work Samples
You will access NEA-GO for detailed instructions and to upload your items. You should prepare your
items well in advance of the deadline and have them fully ready to upload once NEA-GO becomes
available to you. Please arrange the items in the following order when uploading to NEA-GO:
 Statements of Support
 Image Work Samples
 Audio Work Samples
 Video Work Samples
 Other Types of Work Samples
Below are the preparation instructions for required items to upload to NEA-GO. These are a critical part
of your application and are considered carefully during application review. Submit items in the format
and within the space limitations described. Only upload materials that we request. Other items that you
include will not be reviewed.
For each item that you upload, you will find a descriptive field into which you will enter the following
information, as appropriate:
 Title Box.
o The title of the work or organization represented by the work sample. Title each work
sample with a unique name. This title must not contain an apostrophe.
o For Statements of Support, submit one combined PDF with all statements, titled
“Statements of Support”.
o For video/audio/digital image/website/document work samples, state the title of the work
or organization represented by the work sample.
 Description Box.
o For Statements of Support, submit one combined PDF with the description “Statements of
Support”.
o For video/audio/digital image/website/document work samples:
 Name of the designer(s), artist(s), or key individuals involved.
 Title of work/image/activity (if different from first bullet).
 Date of work/image/activity.
 No more than one sentence describing the work and its relationship to the project for
which you are requesting support.
 For video, length of the sample. (Three minutes is the maximum.)
 NOTE: Applicants submitting multiple images on a PDF should include the relevant
information from above with each image in the PDF. The descriptive field for the file
should provide a brief overview of the group of images as a whole.

Our Town FY17 Grant Application Form Instructions
Arts Engagement, Cultural Planning, and Design Projects

Sample View of Title & Description Box

40

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Arts Engagement, Cultural Planning, and Design Projects

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Statements of Support (PDF format only)
All Statements of Support must be combined in to one single PDF document. Please do not submit a
separate PDF file for each individual letter. You may submit up to 10 statements including, but not
limited to the below.


REQUIRED: Statement of support from the highest ranking official for the local government
(one-page limit, PDF format only). This statement must be the first page in your file. The
document should be a one-page formal statement of support, on appropriate letterhead, from
the highest ranking official for the local government (e.g., mayor, county executive, or tribal
leader). This statement of support should reflect the official’s familiarity with and support for
the project, and must designate your project as one of the up to two applications being
submitted for the local government.
Many organization systems for local government exist. Please provide in your statement of
support a sentence explaining why this official is the leader of the local government. For
example, “In the Village of XYZ, our city manager is the highest ranking government official.”
PLEASE NOTE: Applications without a statement of support from the highest ranking official for
the local government will be marked ineligible and will not continue to panel review.



Statements of support from primary partners (one-page limit per statement, PDF format
only).
o If the lead applicant is a local government: You must include a one-page statement from the
nonprofit organization serving as the required primary partner reflecting its support for and
involvement in the project. For verification purposes, include the name, phone number, and
email of a contact person with the nonprofit organization.
o If the lead applicant is a public entity or a nonprofit tax-exempt 501(c)(3) organization: You
must include a one-page statement from the relevant local government agency or
department serving as the required primary partner, reflecting its support for and
involvement in the project. For verification purposes, include the name, phone number, and
email of a contact person with the local government.
o If you list an organization or individual as a partner in your application, you must include at
least one one-page statement of commitment describing their support for and involvement
in the project. We encourage you to be selective in listing only the partners that are critical
to the project’s success. Do not provide general statements of support for your organization.
Each statement should be in PDF format only and include the name, affiliation, phone
number, and email address of the individual who provided it.



Statements from leaders and members of the community in which you are working, and/or from
community based organizations, are also encouraged.

Our Town FY17 Grant Application Form Instructions
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Arts Engagement, Cultural Planning, and Design Projects

Work Samples
Work samples are a critical component of your application and will be considered carefully during the
review process. The work samples are your primary way to show the level of design or artistic excellence
that you and your partners are capable of achieving. It is up to you to determine the images or
audio/video clips that are most relevant to and best support your proposed project. The work can be
from any individual or partner involved in the project. Samples should be recent, of high quality, and as
relevant to the project as possible. Please see the following pages for acceptable formats.
We will accept the following types/sizes of work samples:
Type
Max. #

Images
20

Audio
2

Documents
3

Videos
2

Max. Time
Each
Sample
Max. Size
Each
Sample

N/A

2

N/A

2 minutes

5 MB/20 pages if
combined in a
single PDF

5 MB

5 MB/12 pages

250 MB

File Types

.jpeg or PDF with
images

.mp3, .wma, .wav,
.aac, .mid, .midi,
.mpa, and .ra

PDF

PDF with links or .avi,
.flv, .mov, .mp4,
.mpeg, .rm, .wmv

Further Guidance on Work Samples:





Please select the format most appropriate to the artistic medium or discipline represented in
your project. Audio and video clips are intended to accommodate theater, dance, music, film,
and new media work samples (not slide shows of still images). Documents may be most
appropriate for projects that build knowledge about creative placemaking.
As review time is limited, please be selective in what you chose to submit. We highly recommend
limiting your selections to three to four substantive work samples relevant to the project.
You will be able to upload samples in the formats described below. There is a limit of 250 MB for
all of your work samples combined.

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Work Samples - Digital Images (single PDF file)
Submit up to 20 images in a single PDF file. Each file has a size limit of 5 MB. It is required that you
submit as your first image a map of the project site or physical area/geography that will be impacted by
the project. Additional images could include:
 Existing site conditions.
 For commissions and public art, digital images of the work of the artist(s) under consideration
and of the proposed site.
 Selected artists or designers' previous work.
 Past exhibitions or programs by the organization.
 Images of model projects or case studies that have informed or inspired your project.

Work Samples - Audio Samples (no more than two selections)
Submit no more than two selections; each selection should not exceed two minutes. You will upload
each selection in a separate file. Each file has a size limit of 5 MB. Acceptable file types are .mp3, .wma,
.wav, .aac, .mid, .midi, .mpa, and .ra. Files could include:
 Past performances or recordings of the selected artist(s) or organization(s) under consideration.
 Pre-existing promotional clips or interviews specific to the project or partners involved. The
creation of new audio for your application is discouraged.

Work Samples - Video Samples (no more than two selections)
Submit no more than two selections; each selection should not exceed two minutes. You may submit a
link to a video sample, or upload a video sample directly to NEA-GO. Files could include:
 Existing site conditions.
 Past performances or recordings of the selected artist(s) or organization(s) under consideration.
 Pre-existing promotional clips or interviews specific to the project or partners involved. The
creation of new video for your application is discouraged.
If you submit a link.
Submit a PDF with a link to the website. If you are including more than one website, submit no
more than two and list them all on a single PDF. For each site, list the URLs for pages to be
shown; include any necessary information on required plug-ins, passwords, or navigation paths.
If you upload directly to NEA-GO.
Acceptable file types are .avi, .flv, .mov, .mp4, .mpeg, .rm, and .wmv. Your video sample must be
in one of these acceptable file types. File types such as VIDEO_TS.BUP, VIDEO_TS.IFO, and
VIDEO_TS.VOB will not work. In order to be uploaded, videos must meet the following minimum
requirements:
o Resolution: At least 480 x 360; Frames per second (fps): At least 12

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44

Further Guidance on Video Samples:







You can often check the resolution of a video as follows. In Windows environments, find the file
on your computer, right click it, and select "Properties." On a Mac, hold the Control key, and
click on the file name. Select "Get Info" and the information should display. Most videos are a
standard 29 frames per second.
While the above requirements are the minimum, submitting your video in the mp4 (H.264)
format at 640 x 480 with mp3 audio will allow for efficient uploading while showing your clips to
best advantage. There is a file size limit of 250 MB. (Note, however, that there is a limit of 250
MB for all of your work samples combined so choose your video samples carefully.)
If your video doesn't meet the minimum resolution requirements above, there are a number of
software programs you can use to convert your videos.
If you are submitting more than one video sample, you will upload each individually, in a
separate file.

Work Samples - Other Types of Work Samples
Website. Do not submit your organization's general website. Only submit a website that is an essential
part of the project. Submit a PDF with a link to the website. If you are including more than one website,
submit no more than two and list them all on a single PDF.
Documents (Examples of Training Material, Previous Research, Programs, Brochures, Calendars,
Catalogues, Promotional Material). Submit a very limited sample that was produced or printed during
2014 or 2015 and that is directly related to the proposed project. Upload each document individually, in
a separate file. Each file has a size limit of 5 MB and 12 pages. All documents should be submitted as PDF
files. If you have to scan material, please follow the guidance below:
o Scan images at a resolution of 300 dpi. Resolutions over 300 dpi will result in unnecessarily
large files.
o Experiment with the JPEG quality settings. Saving the document as a "medium quality" or
"low quality" JPEG will reduce the file size, and is not likely to reduce readability.
o When you have scanned the images, combine them into a single PDF file. Submit a single
file for each document; do not submit a separate file for each scanned page.