Indianapolis Shared Grant Application Form

For Arts and Cultural Organizations

Submission Parameters
Submission of a Shared Grant Application Form must be approved by each prospective
funder and is reviewed by each funder individually.
Background
The Shared Grant Application Form for Indianapolis Arts and Cultural Organizations is designed to
help make the grant seeking process simpler and more efficient for arts and cultural nonprofits in
the Indianapolis community. The form can help reduce the amount of time grant seekers must
spend rearranging basic information from one proposal to the next to fit grant makers’ varying
application requirements. The form was developed based on input from many local arts funders
and representatives from the nonprofit community.

This Shared Grant Application Form is designed to provide general information about the
organization and should be used for General Operating Support Requests. Portions of this
document should also be submitted in conjunction with the Project Grant Attachment Form for
organizations submitting specific project or program requests. Please refer to the information
below and the detailed checklists for both documents for submission guidelines.

The Indianapolis Shared Arts Grant Application Form consists of four components:
 Cover page (basic information about a grant seeker’s organization and grant request)
 Proposal overview (basic information about a grant seeker’s organization and grant
request, including a list of additional contributors)
 Standard format for presenting an organization’s budget. An additional budget explanation
section is provided, if necessary.
 Proposal narrative (a detailed outline of the information that should be provided in a grant
application)

Attachments

Generally the following attachments are required:

 Financial statements, audited if available, showing actual revenues and expenses
including:
1. Balance sheet
2. Comprehensive statement of activities (including income and expenses)
3. 990 IRS Tax Return Form
 List of board members and their affiliations
 IRS determination letter
 Confirmation letter of fiscal agent (if applicable)
 Additional information required by each individual funder

Addendum: Additional Application Information for Project Grants

The Project Grant Attachment is a supplemental application to be completed with the Shared
Grants Application if requesting funds for a specific project. Be sure to check each funder’s
guidelines detailed in the Funder Detail Section on the following page (page 2), to confirm if a
project grant application would be accepted and under what parameters. Submission of a project
grant must be approved by each prospective funder. If a project grant is being requested,
organizations are requested to fill out pages 4-9 of this application (excluding the narrative
questions listed on page 10) and complete the project grant attachment document.

Funder Information and Additional Application Needs

Page 1
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
The following funders accept the Shared Grant Application Form for Indianapolis Arts and Cultural
Organizations. Submission of an application must be approved by each prospective funder and is
reviewed by each funder individually. Please review each funder’s guidelines and/or website
before submitting any information or requests for support and contact each organization if you
have additional questions or require more information. Also, please confirm the number of
application copies required by each funder prior to submission.

Allen Whitehill Clowes Charitable Foundation

The Allen Whitehill Clowes Charitable Foundation will accept the Shared Form for general
operating requests and program support requests. The deadline for receipt of proposals for
operating support is January 31st. The deadline for receipt of proposals for support of a
specific program or project is June 30th. Mail or deliver two copies of application to: 320 N.
Meridian St., Suite 811, Indianapolis, IN 46204. For specific questions and additional
information contact: [email protected] or by phone: 317-955-0138 - fax: 317-955-
0142.

Central Indiana Community Foundation (CICF) – including The Indianapolis Foundation.

CICF will accept both the Shared Form as well as applications submitted through CICF’s
web portal for all Arts & Culture general operating and program support requests. CICF will
accept requests two times a year in the months of March and October. All Shared Form
requests and required supporting documents must be submitted electronically to this
address [email protected], with a subject line of ‘2016 Indianapolis Shared Grant
Application: CICF’. No hard copies will be accepted. For specific questions and
additional information contact: Andrew Black, Grants Officer at 317-634-2423, ext. 178, or
at the email above.

Christel DeHaan Family Foundation (CDFF)

The Christel DeHaan Family Foundation (CDFF) will accept the Shared Form and Project
Grant Attachment. If your organization is invited to submit a proposal, mail or deliver one
copy of the appropriate application documents by the discussed deadline to: 10 W. Market
St., Suite 1990, Indianapolis, IN 46204. For specific questions and additional information,
please contact the Foundation’s Director, Melynne Klaus, at [email protected] or 317-
464-2038.

Lilly Endowment
Lilly Endowment will accept, but does not require, the Shared Form. If you believe your
charitable organization has a request that fits within the Endowment’s guidelines, please
contact, Ronni Kloth, the Endowment’s program officer for arts and culture, at 317-916-
7342. If your organization is invited to submit a proposal, the Shared Form and Project
Grant Attachment can be used.

General Operating Support Proposal Checklist

Page 2
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
1) Application Cover page
2) Proposal Summary page
3) Organization budget
4) Completed proposal narrative*
a. *If submitting project application attachment, see information below regarding
submission requirements

Attachments Checklist
5) Financial statements, audited if available, showing actual revenues and expenses including:
a. Balance sheet
b. Comprehensive statement of activities (including income and expenses)
c. 990 IRS Tax Return Form
6) List of board members and their affiliations
7) IRS determination letter
8) If fulfillment of a portion of the grant purpose will be delegated to a separate entity, please
provide a copy of the written agreement between the parties.
9) When submitting a project application, please complete the general operating support
proposal pages 4-9. This excludes narrative questions found on page 10. Instead, answer
the narrative questions found on page 3 of the Project Application Attachment.

Before sending an application and any additional attachments, please check with
each funder to confirm what would be accepted.

Page 3
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
APPLICATION COVER PAGE

Organization Name:
Legal name, if different:
Employer Identification
Number (EIN):
Mailing Address:
City, State, Zip:
Organization Website:
CEO/ED/Managing Director:

CEO/ED/Managing Dir. Email:

CEO/ED/M Dir. Phone:

Artistic Director:
Board Chair:
Board Chair Email:
Grant Contact:
Grant Contact Title:
Grant Contact Email:
Grant Contact Phone:
Fiscal Agent (if applicable):
Fiscal Agent EIN:

Calendar Year: Fiscal m/d/yyyy to m/d/yyyy to

mm/dd/yyyy):
FY Operating Income: $ FY Operating Expenses: $

# of Board Members: # of Board Meetings per Year:

% of Board Attendance: # of Board Contributing:
# of Years CEO/ED/MD in place:
Annually:
% of Board Contributing:
# of Years Artistic Dir. in place: # of Full-time Employees:
# of Contract Employees: # of Part-time Employees:
# of Volunteers: # of Other Employees:

CERTIFICATION
The undersigned certify that the information contained in this application and supporting
materials to be true and correct.

CEO/Executive Director Signature (above) Date

Page 4
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
PROPOSAL SUMMARY PAGE
PROPOSAL INFORMATION
Application submitted to:
Date of application (m/d/yyyy):
Funds are being requested for (select one with an ‘x’):
General Operating Support
Project Support
Other (list)
(Note: Please make sure that an application will be accepted and that the funder provides the type of
support you are requesting by reviewing the Funder information on page 2 of this application)
Total FY organization budget: $
Dollar amount requested: $
% of amount requested of total budget:
ORGANIZATION SUMMARY
Please give a brief summary of the organization’s mission (limit of 425 characters):

Summary of Demographics Served:

Please include how your
organization defines diversity in the
audience served. (limit of 300
characters)

Geographic area served:

Please list counties served. (limit of
175 characters)
TOP FIVE MAJOR CONTRIBUTORS TO ORGANIZATION IN CURRENT FISCAL YEAR
Contributors Cash Amount In-kind Amount C, R or P*
$ $
$ $
$ $
$ $
$ $
*Indicate a “C” for committed sources of funding, “R” for requested, but not committed sources of funding, and
“P” for potential sources of funding. Include all contributors (government sources, individuals, corporations
and/or foundations) as appropriate

ENDOWMENT INFORMATION If applicable; enter n/a if organization does not have endowment
Current Market Value: $

Date of Valuation:
Audience Development Chart (Performing Arts Groups)

Page 5
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
PROJECTED FISCAL CURRENT FISCAL RECENTLY
YEAR YEAR COMPLETED FISCAL
(anticipated figures) Dates: YEAR
Dates: to Dates:
to to
# of Productions
# of Performances
Season Subscriptions
Single Ticket Buyers
Reduced Tickets
Comp Tickets
Outreach/Education
Total Attendance
% Capacity

Programming Chart (Arts and Cultural Organizations)

PROJECTED YEAR CURRENT YEAR RECENTLY
(anticipated figures) Dates: COMPLETED YEAR
Dates: to Dates:
to to
# of Exhibitions
# of Members
Outreach/Education
Total Attendance

ORGANIZATIONAL BUDGET
When using the forms below, the organizational budget (Income and Expenses) should correspond to
the reporting cycle your organization uses. Budget information should be entered for the
complete fiscal year in both columns, both for current and projected fiscal year. Information
should be entered to the nearest dollar and dollar signs are not required on the form. Subtotals should
be provided for budget categories (e.g., earned income on line 1, contributed income on line 10, etc.)
in the provided spaces.

Include all unrestricted cash expenses associated with your organization’s operations. Include in-kind
income (line 28) and in-kind expenses (line 62) as a total amount. Again, any footnotes or annotations
can be made on the Budget Notes page (use line numbers for footnoting). Use blank spaces for other
categories. Do not combine budget categories listed in the document below. If your organization does
not have any expenses in the listed categories, indicate with a zero or n/a.
Finally, please do not expand the document beyond the row numbers provided. The budget
explanation section can be utilized for narrative explaining your numbers if necessary.

Note: This format is intentionally similar to the requested budget in the application of the Arts Council
of Indianapolis. Given the number of arts organizations that apply for Arts Council of Indianapolis
support, a similar form is used to help make the application process simpler and more efficient for arts
nonprofits in the Indianapolis community.

Page 6
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
CURRENT FISCAL YEAR PROJECTED YEAR
Dates: (Budgeted figures)
INCOME
to Dates:
to
1. Earned Income
2. Admissions/ticket income
3. Subscription income
4. Interest income
5. Endowment income
6.
7.
8.
9.
10. Contributed Income
11. Individual contributions (non board)
12. Board contributions
13. Corporate contributions
14. Foundation support
15. Fundraising/special events
16.
17.
18.
19. Government Income
20. Government support – federal
21. Government support - state
22. Government support - city
23. Other Income
24.
25.
26.
27. Total Cash Income
28. Total In-Kind Goods/Services
29. TOTAL INCOME

Subtotals should be provided for budget categories (e.g., earned income on line 1, contributed
income on line 10, etc.) in the provided spaces. Information should be entered to the nearest dollar
and dollar signs are not required on the form.

Page 7
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
CURRENT FISCAL YEAR PROJECTED YEAR
EXPENSES Dates: Dates:
to to
30. Exhibition/Production Expenses
31. Artistic personnel
32. Technical personnel
33. Exhibition/production costs
34.
35.
36.
37. Marketing/PR Expenses
38. Marketing/PR personnel
39.
40.
41. Operational Expenses
42. Space rental/mortgage
43. Utilities & maintenance
44. Equipment/furniture
45. Telephone/fax/internet/computer
46.
47.
48. General/Administrative Expenses
49. Executive Director/CEO
50. Development personnel
51. Administrative staff
52. Development/fundraising
53. Travel/transportation
54. Postage/mailing house
55. Office supplies/materials
56. Professional development
57. Insurance
58. Evaluation
59. Audit
60.
61. Total Cash Expenses
62. Total In-Kind Goods/Services
63. Depreciation
64. TOTAL EXPENSES

Subtotals should be provided for budget categories (e.g., exhibition/production expenses on line 30,
marketing/pr expenses on line 37, etc.) in the provided spaces. Information should be entered to the nearest
dollar and dollar signs are not required on the form.

Page 8
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
BUDGET EXPLANATION SECTION

Please use this section to explain and/or clarify any line items from the budget pages.
Use the line numbers in the first column on each page to clearly label and explain line
items in your organization’s operational budget.

Page 9
 Indianapolis Shared Grant Application Form
For Arts and Cultural Organizations
PROPOSAL NARRATIVE

Please use the following outline as a guide to your proposal narrative. Please respond to each
question in the order listed, providing your responses in a separate document. It is not necessary
to include the original questions; however, please provide the letter of each question and a space
between each response. Please limit your narrative response to no more than five pages. If a
question is not applicable to your organization, please put n/a. Please provide 1-inch margins
and double spaced, 12-point Times New Roman font.

ORGANIZATION INFORMATION
A. Please describe what makes your organization unique within the Indianapolis arts environment.
Include information about your organization’s relationship with other organizations working with
similar missions and your organization’s role relative to these organizations.
B. Please include information regarding any significant partnerships and collaborations.
C. Provide an overview of your organization’s audience, attendee or constituent development
efforts, including specific target audiences, attendees or constituents, overall marketing
objectives, measurements and outcomes, and initiatives to increase new and diverse
audiences, attendees or constituents. Please include specific objectives or ways in which you
will meet the goal(s), being as clear as you can about the impact you expect to have.
D. Provide an overview of how your organization reaches underserved populations in our
community as defined by your organization. Please describe your criteria for success.
Please respond to the question (E or F) that best fits your organization. Respond to either E or F.
E. For Performing Arts Organizations, please provide an overview of your arts programming,
including season highlights, program selection, the impact of local, regional and/or national
programming (as appropriate), highlighting new or different activities, if any, for your
organization. Please describe your criteria for success.
F. For Arts and Cultural Organizations (those that are not performing arts based and those that
did not answer E) - Please provide an overview of your programming, the impact of local,
regional and/or national programming (as appropriate), highlighting new or different activities, if
any, for your organization. Please describe your criteria for success.
Please respond to the question (G or H) that best fits your organization. Respond to either G or H.
G. For Arts and Cultural Organizations, please describe how you assess the quality of your
exhibitions and/or programs. In particular, you might include how the aspiration for excellence
is encouraged in your organization? How do you measure progress? What criteria do you
utilize to measure progress?
H. For Performing Arts Organizations that did not answer G, please describe your organization’s
artistic vision. As an organization, please describe how you assess the artistic quality of your
productions. In particular you might include, how is the aspiration for artistic excellence
encouraged in your organization? How do you measure progress? What criteria do you utilize
to measure progress?
I. Provide an overview of your organization’s arts education programs and outreach activities,
including objectives, measurements and outcomes, ties to school curriculum or state
standards, accessibility efforts, and significant community partnerships. Please describe your
criteria for success. What do you want to happen as a result of your activities? You may find it
helpful to describe both immediate and long-term effects.
J. What do you do with your evaluation results? Please include information regarding how you
incorporate feedback from constituent groups into your work.
K. Provide an overview of the opportunities, challenges, issues or needs currently facing your
organization.
L. How do you define and accomplish financial sustainability?

Page 10