3135-0112 GAP Grant Application Form and Instructions (Part 2 Medi

Grants for Arts Projects Guidelines: Media Arts
FY21 Part 2: Submit Materials to the Applicant Portal

OMB# 3135-0112
Exp: TBD

Table of Contents
How to Use This Document.......................................................................................................................... 1
Access the Applicant Portal ......................................................................................................................... 2
Fill out the Grant Application Form ............................................................................................................. 3
Tab 1: View Application Data....................................................................................................................... 4
Tab 2: Organization Info............................................................................................................................... 4
Subtab 1: Organization Information ........................................................................................................ 4
Subtab 2: Organization Budget ................................................................................................................ 5
Tab 3: Arts Programmatic History ............................................................................................................... 7
Tab 4: Project Info ........................................................................................................................................ 7
Subtab 1: Project Activity......................................................................................................................... 7
Subtab 2: Project Partners & Key Individuals.......................................................................................... 8
Subtab 3: Other Details ............................................................................................................................ 9
Tab 5: Project Budget ................................................................................................................................. 12
Subtab 1: Project Expenses .................................................................................................................... 12
Subtab 2: Project Income ....................................................................................................................... 18
Tab 6: Items to Upload ............................................................................................................................... 20
Discipline-Specific Items ........................................................................................................................ 20
Work Samples:........................................................................................................................................ 21
Tab 7: Organization & Project Data ........................................................................................................... 25
Submit the Grant Application Form........................................................................................................... 29
Project Updates .......................................................................................................................................... 30

How to Use This Document
The following instructions are for the Media Arts discipline. If you are applying in a different
Grants for Arts Projects discipline, refer to their instructions, as instructions vary by
discipline.
This document will guide you through Part 2 of the Grants for Arts Projects application
process; it contains detailed instructions for completing the Grant Application Form (GAF)
in the Arts Endowment’s Applicant Portal.
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Grants for Arts Projects Guidelines: Media Arts
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Important Notes:
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You will only be able to complete Part 2 of the Grants for Arts Projects application
process if you have successfully submitted Part 1 of the application to Grants.gov by the
appropriate deadline.
You will not have access to the Applicant Portal until the Part 2 application window opens
as described below. However, we urge you to use this document to prepare your
responses and material well in advance so you will have them ready to upload once the
system opens.

First Grants for Arts Projects Deadline:
Part 1 - Submit to Grants.gov

February 13, 2020 at 11:59 p.m., Eastern
Time
Prepare application material so that it’s ready to upload when the Applicant Portal opens
Part 2 - Submit to Applicant Portal
February 18, 2020 at 9:00 a.m., Eastern Time
to February 25, 2020 11:59 p.m., Eastern
Time
Second Grants for Arts Projects Deadline:
Part 1 - Submit to Grants.gov
July 9, 2020 at 11:59 p.m., Eastern Time
Prepare application material so that it’s ready to upload when the Applicant Portal opens
Part 2 - Submit to Applicant Portal
July 14, 2020 at 9:00 a.m., Eastern Time to
July 21, 2020 at 11:59 p.m., Eastern Time

Access the Applicant Portal
Log on to the Applicant Portal at: https://applicantportal.arts.gov
Log on credentials:
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User Name = Grants.gov Tracking Number (Example: "GRANT12345678")
Your Grants.gov tracking number is assigned to you by Grants.gov at the time you
submit Part 1 your application. A confirmation screen will appear once your submission
is complete. Your Grants.gov tracking number will be provided at the bottom of this
screen.

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Password = Agency Tracking Number/NEA Application Number (Example: "1234567")
The National Endowment for the Arts assigns the number to your application 1-2
business days after you submit Part 1 of your application. Log on to Grants.gov with
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your Grants.gov Username and Password. Under Grant Applications, select Check
Application Status. Once in the Check Application Status feature, look for your
Grants.gov Tracking Number and select Details under the Actions column. You’ll be
taken to the Submission Details screen to find your Agency Tracking#/NEA Application
Number. NOTE: Check Application Status is a separate feature from Track My
Application at Grants.gov.
The User Name and Password can only be used by one person at a time in the Applicant
Portal. If multiple people use the User Name and Password at the same time to work on an
application, data will be lost.
Technical notes for using the Applicant Portal:
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The Applicant Portal is best viewed in the following browsers: Chrome 58+, Firefox 54+,
or Internet Explorer 11+. You should only open the Applicant Portal in one browser at a
time to enter information. Cookies and JavaScript may need to be enabled for you to
successfully view the site. You might also need to disable AdBlocker and/or similar
software.
Most problems can be solved by changing your browser. In Internet Explorer, you may
need to do the following:
o Press the Alt key.
o Select Tools from the menu bar.
o Select Compatibility View Setting.
o Type in “arts.gov” and uncheck all check marks and close.
Be sure to first copy and paste any text into Notepad (if you’re using a PC) or TextEdit (if
you’re using a Mac) before copying it into the Applicant Portal. This will strip away any
HTML Coding that may add unwanted additional characters to text (however, any
formatting you had will be deleted). These additional characters can be added due to
some special characters such as ampersands, quotation marks, apostrophes, and angle
brackets.
Limit character counts by using a solution other than special characters (e.g., instead of
using quotation marks for titles of works, put them in italics), using only one space at
the end of sentences, and limiting the use of tabs.
Hit “Save” and log off if you plan to leave the Applicant Portal with work in progress.
Your session will deactivate after a period of time and you could lose content.
View the Grant Application Form Tutorial to assist you in completing the online form.

Fill out the Grant Application Form
You will submit a substantial part of your application through the GAF in the Applicant Portal,
including:
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Answers to narrative questions about your organization and project.
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Financial information about your organization and project.
Bios of key individuals.
Work samples and files.

The Applicant Portal platform has seven tabs, some of which have sub-tabs:
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Tab 1: View Application Data
Tab 2: Organizational Information
Tab 3: Arts Programmatic History
Tab 4: Project Information
Tab 5: Project Budget
Tab 6: Items to Upload
Tab 7: Organization & Project Data

For your application to be considered complete, you MUST include every required item in your
application. Required items are denoted with a red * in the GAF.

Tab 1: 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 information you entered for Part 1 on the Application for Federal Domestic
Assistance/Short Organizational Form that was submitted to Grants.gov. If you find any
incorrect information on this page, contact the staff.
When filling out the Grant Application, you must adhere to the character count limit in each
section. Do not include hyperlinks. They will not be reviewed, unless provided as part of your
work sample upload.

Tab 2: Organization Info
Subtab 1: Organization Information
You will be asked to provide the following information in this section:
Legal/IRS Name (should match Application for Federal Domestic Assistance/Short
Organizational Form)
Popular Name (if different)
For this application, are you serving as the Parent of an Independent Component (before
choosing, see the definition of official Independent Component status: Y/N)

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Mission of Your Organization (500 Character Limit, including spaces)
Summary of the background/history of your organization (2,000 Character Limit, including
spaces)

Subtab 2: Organization Budget
Budget Form: You must complete this section using figures from the most recently completed
fiscal year, the previous fiscal year, and the fiscal year prior to that.
Sample View of Organizational Budget Form:

When completing this form you’ll use the line items below for each fiscal year. Unaudited
figures are acceptable. Figures that amount to $0 are acceptable in cases where organizations
do not have a budget line for that particular figure. Because budget information will vary
according each organization, each field is not required. However, it is mandatory to provide
budget information in some of these fields.

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Income
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Earned: Revenues that are received through the sale of goods, services performed, or
from investments. Examples: ticket sales, subscription revenue, contractual fees,
interest income.
Contributed: Gifts that are received which are available to support operations.
Examples: annual fund donations, grants for general operating or project support, inkind contributions.

Expenses
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Artistic Salaries: Costs that are directly related to the creation, production, and
presentation of artistic 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: research
expenditures; 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: The figures are subject to verification by the National Endowment for the Arts.
If you are a parent organization, provide this information for the independent component on
whose behalf you are applying.
If your organization is a smaller entity that exists within a larger organization (such as an
academic department or a literary organization housed at a college or university), submit
information for the smaller entity.
This 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). You will be given an opportunity to explain and
discuss the fiscal health of your organization, including identifying the source of the activities,
as needed. We may request additional information to clarify an organization's financial
position.
Fiscal Health: Discuss the fiscal health of your organization. In addition, you must explain: 1)
any changes of 15% or more in either your income or expenses from one year to the next, and
2) plans for reducing any deficit (include the factors that contributed to the deficit and its
amount). For independent components, you may use the space to discuss the fiscal health of
your organization and to explain the relationship that the independent component has with the
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larger entity (e.g., "museum guards and utilities paid for by university"). (1,000 Character Limit,
including spaces)

Tab 3: Arts Programmatic History
Submit a representative list of your programmatic history for the past three years/seasons prior
to the application deadline (e.g., 2017 or 2017-18; 2018 or 2018-19; 2019 or 2019-20).
Depending on your project type, you will have the opportunity to expand on this list in
Discipline-Specific Items. Arts programming must have commenced no later than February
2017 if you are applying to the February 2020 deadline, and no later than July 2017 if you are
applying to the July 2020 deadline.
This list should demonstrate eligibility (i.e., your organization's three-year history of arts
programming) and the artistic excellence and merit of your organization. For the purpose of
defining eligibility, "three-year history" refers to when an organization began its programming
and not when it incorporated or received nonprofit, tax-exempt status. Where available,
include arts or cultural programming that has a relationship to the project for which you are
requesting support (e.g., show examples of previous festival programming if your project is for
a festival). For projects that involve touring, list your organization’s touring activities for the
past three years/seasons.
For each representative example, where appropriate, include:
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Year
Title/Work/Program
Key Artists/Personnel
# of Classes, Performances, Exhibitions, Residencies, etc.
# of Participants or Audience. If any programming would be listed in more than one
year, you may provide consolidated participant/audience numbers with the listing for
the first year.
Touring Info, If Applicable

Providing information in bulleted or list form is acceptable. Do not submit this information
as a separate work sample. (1,000 character Limit, including spaces is available for each
year/season.)

Tab 4: Project Info
Subtab 1: Project Activity
NEA Discipline for Proposed Project: This selection will determine which panel of experts will
review your proposal. You should select the discipline that most closely aligns with your project,
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not necessarily with your organization as a whole. In limited cases, staff may transfer an
application to a discipline other than the one that was selected by the applicant to ensure
appropriate panel review. However, we cannot guarantee that an application will be
transferred in all cases where this might be desirable. Contact us if you have any questions
about which discipline is most appropriate for your project. Each discipline has different
instructions. Be sure to download the instructions according to the discipline that best suits
your project.
Choose: Media Arts
Project Title: Provide a brief descriptive title for your proposed arts project. For example: To
support an exhibition of the works of Georgia O’Keeffe. (200 Character Limit, including spaces)
Project Summary: In two or three sentences, clearly describe the specific arts project you
would like us to support, and state why the project is important. Include, as applicable, the
target population that will be served, and where the project will take place during the period of
performance. (750 Character Limit, including spaces
Project Description: We fund arts projects, and make grants only for specific, definable
activities. Describe the proposed arts project you would like us to support. Be as specific as
possible about the activities that will take place during the period of performance, and provide
information on specific artists, productions, venues, etc. If applicable, identify any works of art
that will be central to the project and the reason for their selection. Where relevant, include
information on any additional public components such as educational or outreach activities
associated with the project. For project components involving content creation, provide details
about the content, themes, and processes to develop the created works. Do not describe
unrelated organizational programming. The information that you provide will be evaluated
against the "Review Criteria" by panelists, so make sure your narrative addresses the "Review
Criteria." (3,000 Character Limit, including spaces)

Subtab 2: Project Partners & Key Individuals
Use this section to provide information about key organizational partners and individuals
involved in the project.
Selection of Key Organizational Partners: If your project involves organizational partners,
describe the process and criteria for the selection of key organizations. 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. An organizational partner is an outside entity that will provide resources (other than
money) to support the project. Because all projects require matching resources from nonfederal 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
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information capital, or actively participate in another way. Organizational partners are not
required. (1,000 Character Limit, including spaces)
Selection of Key Individuals: Briefly describe the process and criteria for the selection of key
individuals who will be involved in this project (e.g. primary artist(s), project director, artistic
director, executive director, teaching artist, curator, editor, folklorist, conductor). Where
relevant, name the key individuals and describe their involvement in the development of the
project to date. If you are applying for a project for which the key individuals are not yet
identified, describe the process for selecting them, i.e., open submissions, reading committee,
selection by the artistic director, etc., and the qualifications that you seek. (1,000 Character
Limit, including spaces)
Information About Key Organizational Partners & Individuals
You may include any combination of up to 10 partners and/or individuals. Provide the following
information for each one:
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Organization or Individual’s Name (this includes artistic group names or single names)
Proposed or committed? Select answer from drop-down.
Description of the Organization or Bio of Individual (1,000 Character Limit per partner
or bio, including spaces)
For organizations, provide a brief description of the organization and include the role of
the organization in the project.
For individuals, provide a brief biography of the individual and include the role of the
individual in the project and professional title, if applicable.

Subtab 3: Other Details
Proposed Project Start Date/End Date: Enter the beginning and ending dates for your
requested period of performance, i.e., the span of time necessary to plan, execute, and close
out your proposed project. The start date should be the first day of the month, and the end
date should be the last day of the month. Our support of a project may start on or after: 1) For
applicants at the February 14 deadline, January 1, 2021; or 2) For applicants at the July 11
deadline, June 1, 2021. Generally, a period of performance of up to two years is allowed. The
two-year period is intended to allow an applicant sufficient time to plan, execute, and close
out its project, not to repeat a one-year project for a second year. Your budget should include
only the activities and costs incurred during the requested period of performance. The dates
you enter here will be used in the review of your application.
Project Start Date: (MM-DD-YYYY)
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Project End Date: (MM-DD-YYYY)
Schedule of Key Project Dates: Describe the significant dates in the project. If you include
activities that occur before the earliest allowable start date (January 1, 2021, if you apply at the
February 13, 2020, deadline or June 1, 2021, if you apply at the July 9, 2020, deadline), indicate
by adding an asterisk (*) and make sure that those activities and costs are not included on the
Project Budget form. (1,500 Character Limit, including spaces)
Performance Measurement: How do you define and how will you measure success from your
project? Describe any plans you have for program evaluation, for working collaboratively with
researchers, strategic consultants, program evaluators, and/or any other plans for performance
measurement related to the project. Include plans for documenting and disseminating the
project results, as appropriate. (1,000 Character Limit, including spaces)
See "Program Evaluation Resources" for additional information.
Intended Audience/Participants/Community: Who will benefit from the project and how will
they be engaged? Describe the intended audience, participants, and community served, as well
as plans to reach these beneficiaries. Where appropriate, describe how this project will engage
or impact any underserved populations. As applicable, include information on promotional or
publicity plans related to the project activities. (2,000 Character Limit, including spaces)
Discipline-Specific Items:
Discipline-specific items are requested for every application and vary by project type.
Applicants may use the three boxes provided to submit Discipline-Specific Items. These critical
items further assist panelists in evaluating your project proposal in relationship to the
application review criteria. Below is a general outline of suggested Discipline-Specific Items for
each project type. Contact staff if you have any questions about determining which disciplinespecific items to include. Clearly label Discipline-Specific Items provided to make this section
easier for panelists to review. (3 text fields available at 6,000 Character Limit each, including
spaces)
Suggested Discipline-Specific Items for the February deadline:
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All project types: Include a representative list of screenings, master classes, workshops,
exhibitions, touring information, public programming and/or other festival activities
from the previous two years. The representative list should include: Date, Event
Title/Artist or Presenter Names(s), Country of Origin(s) # of attendees/venue capacity
and % filled of venue.
For film, video, digital arts, and other media festivals, provide an overview of the
selection process of works to be exhibited.

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For exhibition projects, provide additional details or curatorial notes of the proposed
exhibition program.
For touring programs, provide a list of committed and/or potential venues (maximum
one page). Use the following format: Name of venue/City/State/Country (if not the
United States)
For media art preservation, restoration, and archive projects, provide a description of
the work(s) to be preserved, restored, or archived; and the artistic significance, the
physical condition, and the methods of preservation. Include plans for scholarly and
public access to the material.
For distribution projects, provide a detailed description of the distribution, outreach,
and publicity plan including any additional partners or strategies that make this project
widely available to public audiences. Any sample rights and revenues agreements with
artists may be provided as a single uploaded PDF. See Tab 6: Items to Upload.

Suggested Discipline-Specific Items for the July deadline:
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For commissions, creation, or production-based projects or the development of
analog and digital tools, hardware, and/or software that engage technology to
produce new media artworks:
o Provide a synopsis, technical, or conceptual treatment of the proposed project.
If a project includes an existing broadcast or streaming series, specify the
number, length, and content synopsis of the programs that are to be
produced. If a series requires the acquisition or commissioning of works,
describe the process by which you will select works for the programs. In
addition to a treatment, technology-based projects should briefly address any
plans for routine or long-term project maintenance (if applicable).
o Provide details of the involvement and relationship between the key artistic
personnel for the proposed project and the applicant organization.
o If applicable, provide a detailed description of the distribution, outreach, and
publicity plan including any additional partners or strategies that make this
project widely available to public audiences.
o If applicable, any sample rights and revenues agreements with artists may be
provided as a single uploaded PDF. See Tab 6: Items to Upload.
o Resumes or bios may be provided for an individuals or entities with primary
artistic responsibility as a single uploaded PDF. See Tab 6: Items to Upload.

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For workspace and facilities access, a description of the facility and available equipment
and/or resources, facility outreach strategy, and a list of rental fee structures, if
applicable.
For workshops, residencies, conferences, convenings, and seminars, a list of the
proposed activities, including names of key participants (artists, teaching artists,
panelists, presenters, mentors, etc.) or a description of your selection process for key

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participants. If applicable, any sample contracts with participants may be provided as a
single uploaded PDF. See Tab 6: Items to Upload.
For field studies, if applicable, provide additional overview of the project participants,
process for conducting research and data collection, and process for distributing
findings.
For publications/periodicals, as appropriate: a one-page list of proposed articles and
committed writers; a list of the projected sales/subscription figures and print
runs/downloads; and your current policy for payment to writers. If applicable, any
sample contracts with writers may be provided as a single uploaded PDF. See Tab 6:
Items to Upload.

Tab 5: Project Budget
Tell us how you plan to spend both the requested Arts Endowment funds, as well as your cost
share/matching funds. All items in your budget, whether supported by Arts Endowment funds
or your cost share/matching funds, must be reasonable, necessary to accomplish project
objectives, allowable in terms of the Arts Endowment’s General Terms and Conditions, and
adequately documented. Your "Total project income" must equal the "Total project
costs/expenses."
Your Project Budget should reflect only those activities and associated costs that will be
incurred during the "Period of Performance," i.e., the span of time necessary to plan, execute,
and close out your proposed project. Any costs incurred before or after those dates will be
removed. REMINDER: The earliest allowable project start date is January 1, 2021, if you apply at
the February 13 deadline, or June 1, 2021, if you apply at the July 9 deadline.
Applicants whose projects are recommended for grants will be asked to update the 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 cost share/match, including costs that may be included in applications
submitted, or grants received, by partner organizations or presenters.
Amount Requested from the NEA: Grants will generally range from $10,000 to $100,000. Do
not request an amount below $10,000. Any requests below $10,000 will be deemed ineligible
and will not be reviewed. Be realistic in your request.

Subtab 1: Project 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. Review What We Fund/We Do Not
Fund to ensure your Project Budget does not include unallowable costs. Projects with less than
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$20,000 in costs (i.e., not showing the minimum National Endowment for the Arts requested
amount of $10,000 and the required organization 1:1 match of $10,000) will be deemed
ineligible and will not be reviewed.
DIRECT COSTS: 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 "DIRECT COSTS: Other" 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.
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.)
NOTE: Salaries/wages/fringe benefits incurred in connection with fundraising specifically for the
project are allowed. These costs must be incurred during the National Endowment for the Arts
project period of performance, and be approved as allowable project expenses by the agency.
Sample View:

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.
Sample View:

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DIRECT COSTS: 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. 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. 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.
Sample View:

DIRECT COSTS: Other 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 project-specific costs. List artist compensation here if artists are paid on a
fee basis. This includes fees for engaging artists for the creation of new work. List the fees paid
to each artist separately. For procurement requirements related to contracts and consultants,
review 2 CFR Part 200.317-.326. Limit your descriptions to 100 characters maximum.
Television broadcast projects and educational/interpretive videos must be closed or open
captioned. Applicants should check with captioning organizations for an estimate.

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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. Digital
computers, mobile devices, or other new technologies are considered supplies if less than
$5,000 per item regardless of the length of useful life.
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.
Sample View:

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TOTAL DIRECT COSTS is the total of all direct cost items listed in "Salaries and wages," "Travel,"
and "Other expenses." This field will autocalculate.
INDIRECT COSTS
Arts Endowment applicants have the option to include Indirect Costs in their project budgets.
The inclusion of Indirect Costs is allowable, but not required.
Indirect Costs are overhead, administrative, or general operating expenses that are not readily
identifiable with, or are difficult to assign to, a specific project. Nevertheless, these costs are
still necessary to the operation of the organization, the performance of its activities, and the
execution of its projects. Examples of Indirect Costs include the expenses associated with
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operating and maintaining facilities and equipment, rent, utilities, supplies, and administrative
salaries.
To include indirect costs in a project budget, an applicant may choose to do ONE of the
following (for help in determining which option to choose, see the Indirect Cost Guide for Arts
Endowment Grantees):
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•

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Include a reasonable figure for “Overhead and Administrative Costs” as a line item
under the “Direct Costs: Other” section, and leave the “Indirect Costs (if applicable)”
section blank.
Use a de minimis rate of up to 10% (.10) of Modified Total Direct Costs, and enter this
figure in the “Indirect Costs (if applicable)” section. The 10% de minimis indirect cost
rate is a federally-recognized rate that non-federal entities may use to recover
allowable indirect costs on grants or cooperative agreements. Modified Total Direct
Costs include salaries and wages, fringe benefits, materials and supplies, services, and
travel. Modified Total Direct Costs excludes equipment, capital expenditures, rental
costs, scholarships and fellowships, among others. Additional information on calculating
Modified Total Direct Costs can be found at 2 CFR Part 200.414.f.
Use a negotiated Indirect Cost Rate Agreement (ICRA). In this case, Indirect Costs are
prorated or charged to a project through a rate negotiated with the National
Endowment for the Arts or another federal agency. You are not required to have an
Indirect Cost Rate Agreement to apply for or to receive a grant. In fact, only a small
number of applicants and grantees to the Arts Endowment have or choose to use an
ICRA. This option most commonly applies to colleges and universities. If you have an
ICRA and would like to include Indirect Costs in your project budget, complete the
information requested in the “Indirect Costs (if applicable)” section accordingly. When
entering the name of the federal agency with which the ICRA has been negotiated, limit
your description to 50 characters. Enter the percentage of the ICRA as decimals. Note
that applicants may only use a Research Indirect Cost Rate Agreement for applications
to the Arts Endowment’s Office of Research and Analysis.

Sample View of the de minimis rate:

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TOTAL PROJECT COSTS/EXPENSES is the total of "Total direct costs," and, if applicable, "Indirect
costs." This field will autocalculate. NOTE: "Total project income" must equal the "Total project
costs/expenses." Your project budget should not equal your organization's entire operating
budget.

Subtab 2: Project Income
AMOUNT REQUESTED FROM THE NEA: Grants will generally range from $10,000 to $100,000.
Do not request an amount below $10,000. Any requests below $10,000 will be deemed
ineligible and will not be reviewed. Be realistic in your request.
Sample View:

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
$10,000 grant, your total project costs must be at least $20,000 and you must provide at least
$10,000 toward the project from nonfederal sources. These cost share/matching funds may be
all cash or a combination of cash and in-kind contributions as detailed below. Be as specific as
possible. If a portion of the cost share/match is being contributed by an entity other than your
organization, indicate this on the form. Asterisk (*) those funds that are committed or secured.
Applicant CASH cost share/match refers to the cash contributions, grants, and revenues that
are expected or received for this project. Identify sources. Limit your descriptions to 100
characters maximum. Do not include any National Endowment for the Arts or other federal
grants -- including grants from the National Endowment for the Humanities, U.S. Department of
Education, the National Park Service, etc. -- that are anticipated or received. If you include
grants from your state arts agency, regional arts organization, or local arts agency as part of
your cost share/match, check with your state arts agency, regional arts organization, or local
arts agency to make sure your grants don’t include federal funds.
You may use unrecovered indirect costs as part of the cash cost share/match. Unrecovered
indirect costs generally are used only by large organizations such as colleges and universities.
Your organization must have a current federally-negotiated indirect cost rate agreement to
include unrecovered indirect costs.
Third-Party IN-KIND Contributions: 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 cost share/matching
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Grants for Arts Projects Guidelines: Media Arts
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resources, these same items also must be identified as direct costs in the project budget 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."
Sample View:

TOTAL PROJECT INCOME is the total of "Amount requested from the National Endowment for
the Arts" and "Total cost share/match for this project." This field will autocalculate. NOTE:
"Total project income" must equal the "Total project costs/expenses." Your project budget
should not equal your organization's entire operating budget.
Note: The amounts below will automatically populate from what you have entered in the
budget tables.

ADDITIONAL PROJECT BUDGET NOTES (OPTIONAL): Provide information to clarify any line item
included in the project budget. (750 Character Limit, including spaces)
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Tab 6: Items to Upload
Upload your work samples and select discipline-specific items here. Read the following
instructions carefully. If any of the following instructions require clarification, we strongly
encourage applicants to contact staff.
Arrange the items in the following order when uploading:
•
•

Discipline-Specific Items (Varies by project type; see instructions below.)
Work Samples (Varies by project type; see instructions below.)

Preparation
Below are the required items to upload. 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 below. Only upload requested materials based on your project activities,
as outline below. Additional items will not be reviewed. Media Arts does not require
statements of support.
Discipline-Specific Items
Follow these instructions carefully.
Only the following items may be uploaded as a PDF. All other Discipline-Specific Items must be
submitted using the three text boxes provided in the Grant Application Form, as outlined in the
instructions for Tab 4: Project Info, Subtab 3: Other Details: Discipline-Specific Items.
If applicable to your project, the following materials may be uploaded as a single PDF:
•
•
•
•

For distribution projects: A sample rights and revenues agreement for an artist
participating in a distribution program may be provided as a single uploaded PDF.
For commissions, creation, or production-based projects: Resumes or bios may be
provided for individuals or entities with primary artistic responsibility as a single
uploaded PDF.
For workshops, residencies, conferences, convenings, and seminars: If applicable, any
sample contracts with participants may be provided as a single uploaded PDF.
For publications/periodicals: If applicable, any sample contracts with writers may be
provided as a single uploaded PDF.

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Work Samples:
For all projects, you may submit a maximum of three work samples total. Work samples should be
recent, of high quality, and as relevant to the project as possible. Work samples are crucial for
evaluating the artistic excellence and artistic merit of your project. Panelists will generally

review up to 10 minutes of any one sample and up to 20 minutes of all work samples
combined.

All work samples must be uploaded by the specified deadline. Once a work sample is
submitted, the content may not be revised (including work that resides on an external website
link). If you have questions regarding which types of work samples will best represent your
project, contact staff.
Applicants are responsible for maintaining the consistency of and access to work samples
throughout the application review process, for more information refer to the application
calendar. Staff will not contact applicant if a link has expired.
You are allowed a maximum of three work samples total. Work samples may be comprised
of any of the combination outlined below, according to the deadline and project type. Use
the guidelines below (e.g., audio, video, PDFs, or websites) to determine which work
samples types will best suit your project. Each time-based work sample (e.g., audio, video,
image slideshow) must not exceed 10 minutes. Indicate a starting point for any sample
longer than 10 minutes. We recommend using an external site to host your samples; refer
to “Uploading Work Samples.”
•

Projects under the February deadline:
o

o

o

Distribution projects: Samples may include proposed works, previously
completed works, trailers, or works in progress by the key artists or
individuals involved. We recommend including work by the lead artists in your
proposal whenever possible. Maximum 10 minutes per work sample.
Festivals: Submit a PDF or link (recommended) to your most recent catalog,
and a compilation that best represents the range of project activities outlined
in your application. Compilations highlighting audience engagement and public
programming are encouraged, and may include previous or upcoming works
featured at the festival, and/or excerpts from your most recent festival
activities, such as panel discussions, educational programming, and audience
interviews. Maximum 10 minutes per work sample.
Curated series, screening, exhibition, installation, presentation, and/or
touring programs: Samples may include a PDF or link to your most recent
three calendars and/or program notes, an excerpt trailer or compilation of
recently exhibited or screened works, and/or documentation of exhibitions,
installations, performances, or other live events. Maximum 10 minutes per
work sample.
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Grants for Arts Projects Guidelines: Media Arts
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o

•

Preservation projects: Submit a compilation reel of recently preserved works.
Maximum 10 minutes per work sample.

Projects under the July deadline:
o

o

o

o

o

Production-based projects: Samples may include proposed works, previously
completed works, documentation of works, compilation reels, trailers, or
works in progress by the key artists or individuals involved. It is recommended
to include work by the lead artists in your proposal whenever possible. For
existing series, you may submit a trailer, and compilation reel and/or excerpts
from your most recent season. Maximum 10 minutes per work sample. If you
are applying for a scripted project, you may also submit a maximum of 12
pages excerpted from your script.
Production of analog and digital tools, hardware and/or software: Samples
may include a PDF or link to documentation, mock ups or demonstrations,
previously completed works, compilation reels, works in progress by the key
artists or individuals involved, or any other type of sample that best represents
the artistic excellence and merit of the project. It is recommended to include
work by the lead artists in your proposal whenever possible. Maximum 10
minutes per work sample.
Workspace, facilities access, residencies, workshop series: Samples may
include proposed works, previously completed works, trailers, or works in
progress by previous or proposed artists and/or documentation of previous
programming, or any other type of sample that best represents the artistic
excellence and merit of the project. Maximum 10 minutes per work sample.
Conference, seminar, or convenings: Samples may include a PDF or link to your
most recent program or agenda and/or excerpts of up to three recently
completed events that give an accurate sense of the proposed event.
Maximum 10 minutes per work sample.
A publication, catalogue, field study, or report: Submit a PDF copy or link to
recently published work that best illustrates your project. We strongly
recommend submitting a link to your publications. Each document counts as a
separate work sample.

You are allowed a maximum of three work samples total.
We will accept the following:
Note: Panelists will spend no more than a total of 20 minutes reviewing work samples.

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Type

Video

Audio

Documents

Websites

Max. Time
Each Sample

10 minutes
each

10 minutes
each

Max. Size
Each Sample *

250 MB

5 MB

5 MB/12
pages each

5 MB

File Types

PDF with links
or avi, mov,
mp4, mpeg,
and wmv

PDF with links
or mp3, wma,
wav, aac, and
mpa

PDF

PDF with links

10 minutes
each

* The combined storage for all work sample files uploaded to the Applicant Portal is 250 MB.
Uploading Work Samples:
There are two options to upload your work samples.
Option One (recommended): Upload a single PDF with links to your work samples on an
external hosting site (e.g., Vimeo, YouTube, or a Custom URL). To submit a single PDF with
links to an external hosting site:
• Upload a single PDF with the following file title: “Work Samples”
• Include each work sample links and/or other materials (catalog, publication, event
program, script), not to exceed three work sample types, as a single PDF.
• Hyperlink each work sample URL. You may provide titles and short descriptions to
provide context of the work sample for panelists.
• Include any necessary information on required plug-ins, passwords, or navigation
paths in order to view the work samples.
• If applicable, include cue information to indicate the start of each selection.
• Do not submit links to sites that require work samples to be downloaded (e.g.,
Dropbox) , or sites that require a user account.
Option Two: Individually upload each work sample file. File size restrictions may prohibit
you from using this option, see details above. To upload each work sample:
•

You may provide titles and short descriptions to provide context of the work
sample for panelists using the text box provided during the upload process.
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Grants for Arts Projects Guidelines: Media Arts
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•
•

If applicable, include any cue information to indicate the start of each selection.
If your files exceed the file size limitations, follow the instructions outlined in
Option One to submit a single PDF with links to work samples hosted through an
external hosting site.

Have questions? Contact the Media Arts Specialists at [email protected] or
[email protected].
Information About Uploaded Files
There can be a slight delay between the upload of your work samples and seeing them in the
Applicant Portal. This is particularly true for videos. For videos, the usual upload time runs five
to ten minutes. However, close to the deadline, this time may extend to as much as an hour.
Videos are placed in a queue to be converted for upload, and the more people uploading, the
longer the queue. Do not immediately assume that your upload failed; wait and try accessing
the material again.
Your file names must not:
•
•
•

Exceed 100 characters.
Begin with a space, period, hyphen, or underline.
Contain these characters: #%&{}\<>*?/$!‘“:+`=|"@.

For each item that you upload, you will find a descriptive field into which you will enter the
following information, as appropriate:
Title box: Title each item with a unique name.
•
•

For your special items, simply state the type of item.
For video/audio/digital image/website/document work samples, state the title of the
work or organization represented by the work sample.

Description box (500 Character Limit, including spaces):
For your special items, simply state the type of item.
For video/audio/digital image/website/document work samples:
•
•
•
•
•
•

Title of work (if different from first bullet).
Platform (online, mobile, console, handhelds, social networks, radio, television, film).
Date work completed.
Running time of complete work.
Principal production credit(s) for the work sample.
Relationship of the work sample to the project for which you are requesting support.
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Applicants submitting multiple websites should include the relevant information from above
with each website in the PDF. The descriptive field for the file should provide a brief overview
of the group of websites as a whole.
Additional Guidance for Documents (Screenplays, Publications, Periodicals, Catalogues)
Leave a margin of at least one inch at the top, bottom, and sides of all pages. Use only 8.5 x
11 inch size pages. Do not reduce type below 12 point font size. Within each PDF, number
pages sequentially; place numbers on the bottom right hand corner of each page. Excess pages
will be removed and not be reviewed.
Do not submit Word, PowerPoint, or Excel documents.
Additional Guidance for Websites
Do not submit your organization's general website. Only submit a website that is an essential
part of the project. Although websites are dynamic, the project site you submit at the time of
application cannot substantially change after the deadline. Contact Media Arts staff
[email protected] prior to making website changes during the review period.

Tab 7: Organization & Project Data
The National Endowment for the Arts collects basic descriptive information about all applicants
and their projects. The information that follows will help the National Endowment for the Arts
to comply with government reporting requirements, and will be used to develop statistical
information about the organizations and projects it funds to report to Congress and the public.
Your responses will not be a factor in the review of your application.
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:
•
•
•
•
•
•
•
•
•
•
•

Artist Community
Arts Education Organization
Dance
Design
Folk & Traditional
Literary Arts
Local Arts Agency
Media Arts
Museums
Music
Musical Theater
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Grants for Arts Projects Guidelines: Media Arts
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•
•
•
•
•

Opera
Presenting & Multidisciplinary Work Organization
Theater
Visual Arts
None of the Above

You will also have the option of selecting two additional disciplines for your organization,
though this is not required.
Applicant Organization Description: This section asks for the description that most accurately
describes your organization. You will choose one from the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Artists' Community, Arts Institute, or Camp
Arts Center
Arts Council / Agency
Arts Service Organization
College / University
Community Service Organization
Fair / Festival
Foundation
Gallery / Exhibition Space
Government
Historical Society / Commission
Humanities Council / Agency
Independent Press
Library
Literary Magazine
Media-Film
Media-Internet
Media-Radio
Media-Television
Museum-Art
Museum-Other
Performance Facility
Performing Group
Presenter / Cultural Series Organization
Religious Organization
School District
School of the Arts
Social Service Organization
Tribal Community
Union / Professional Association
None of the Above
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Grants for Arts Projects Guidelines: Media Arts
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You will also have the option of selecting two additional descriptions for your organization,
though this is not required.
Preparedness Plans: Does your organization have a disaster preparedness plan (i.e., plans to
handle disasters and emergencies such as floods, hurricanes, and man-made disasters)? You
will choose one from the following:
•
•

Yes
No

Project Activity Type: Select the option that best describes the type of project you are
proposing:
•
•

•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Apprenticeship/Mentorship
Arts & Health Includes projects that support the delivery of creative arts therapies in
healthcare and non-healthcare settings. Also includes projects that place arts activities
in healthcare settings, and/or that seek to improve service delivery by healthcare
professionals.
Arts Instruction Includes lessons, classes and other means to teach knowledge of and/or
skills in the arts
Artwork Creation Includes media arts, design projects, and commissions
Audience Services (e.g., ticket subsidies)
Broadcasting via TV, cable, radio, the Web, or other digital networks
Building Public Awareness Activities designed to increase public understanding of the
arts or to build public support for the arts
Building International Understanding Includes activities that either bring international
art and/or artists to the U.S. or bring American art and/or artists to other nations
Concert/Performance/Reading Includes production development
Curriculum Development/Implementation Includes design, implementation,
distribution of instructional materials, methods, evaluation criteria, goals, objectives,
etc.
Distribution of Art (e.g., films, books, prints; do not include broadcasting)
Exhibition Includes visual arts, media arts, design, and exhibition development
Fair/Festival
Identification/Documentation (e.g., for archival or educational purposes)
Marketing
Presenting/Touring
Professional Development/Training Activities enhancing career advancement
Professional Support: Administrative Includes consultant fees
Professional Support: Artistic (e.g., artists' fees, payments for artistic services)
Publication (e.g., books, journals, newsletters, manuals)

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Grants for Arts Projects Guidelines: Media Arts
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•
•
•
•
•
•
•
•
•
•
•

Recording/Filming/Taping (e.g., to extend the audience for a performance through
film/tape audio/video; do not include archival projects)
Repair/Restoration/Conservation
Research/Planning Includes program evaluation, strategic planning, and establishing
partnerships
Residency - School Artist activities in an educational setting
Residency - Other Artist activities in a nonschool setting
Seminar/Conference
Student Assessment Includes measurement of student progress toward learning
objectives. Not to be used for program evaluation.
Technical Assistance with technical/administrative functions
Web Site/Internet Development Includes the creation or expansion of Web sites,
mobile and tablet applications, the development of digital art collections, interactive
services delivered via the Internet, etc.
Writing About Art/Criticism
None of the above

Additional Project Activity Type: Optionally, choose up to two additional types from the above
list.
Proposed Beneficiaries of Project
Select all groups of people that your project intends to serve directly.
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.
•

•
•
•

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.
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.

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Grants for Arts Projects Guidelines: Media Arts
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•
•
•
•

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.
Other racial/ethnic group
No specific racial/ethnic group

Age Ranges: (Choose all that apply)
•
•
•
•
•

Children/Youth (0-18 years)
Young Adults (19-24 years)
Adults (25-64 years)
Older Adults (65+ years)
No specific age group

Underserved/Distinct Groups: (Choose all that apply)
•
•
•
•
•
•
•
•

Individuals with Disabilities
Individuals in Institutions (include people living in hospitals, hospices, nursing homes,
assisted care facilities, correctional facilities, and homeless shelters)
Individuals below the Poverty Line
Individuals with Limited English Proficiency
Military Veterans/Active Duty Personnel
Youth at Risk
Other underserved/distinct group
No specific underserved/distinct group

Submit the Grant Application Form
•

•
•

You must click “Save” and then “Submit.” If you do not hit the "Submit" button, your
application will not be received. The “Submit” button is only visible when you are on Tab 7:
Organization & Project Data.
See “Help” on the menu bar at the top of the Applicant Portal for information on how the
validation function works.
Submit your materials to the Applicant Portal prior to the deadline to give yourself ample
time to resolve any problems that you might encounter. You take a significant risk by
waiting until the day of the deadline to submit.
We strongly urge you to complete and submit the Grant Application Form and upload
materials outside of the hours of heaviest usage, generally 8:00 p.m. to 11:59 p.m.,
Eastern Time, on the day of the deadline.

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Grants for Arts Projects Guidelines: Media Arts
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Staff will not be available to help you after 5:30 p.m., Eastern Time.
•

•

•
•

After submitting your application, you may log back into the Applicant Portal and make
changes to your submission up until the system closes at 11:59 p.m., Eastern Time, on the
day of the deadline. You must click “Save” and “Submit” when you are finished. You also
may receive a courtesy confirmation email after you resubmit.
Ensure that your application was received by logging in to the Applicant Portal. On the first
screen it will say “Submitted” if your application has been received. If your application has
not yet been received, it will say “In Progress.” Maintain documentation of your successful
submission by taking a screenshot. You also may receive a courtesy confirmation email.
You may print a copy of your application at any time, whether in draft or final form, for your
records.
When in doubt, call your discipline specialist.

Project Updates
If new information that significantly affects your application (including changes in artists or
confirmed funding commitments) becomes available after your application is submitted, send
that information immediately to the specialist for the field/discipline of your project. Include
your organization's name and application number on any such submission.

30