Ends on January 18, 2019

Application Guidelines-ARTS PROJECT SUPPORT (Maximum Total Request - $18,000)

MISSION:  The Norman Arts Council shall enrich the Norman community by stimulating artistic, cultural and economic growth through the support and promotion of the arts.  

ELIGIBILITY:  The Norman Arts Council (NAC) is calling for grant applications for Arts Project Support. Applicants must have non-profit tax-exempt 501(c)(3) or equivalent status and be located in Norman, Oklahoma.  All projects must occur in Norman and take place in an American with Disabilities Act (ADA) compliant space. Operational Support Grants are on a two year cycle and will not be open for new applications until 2019.

APPLICATIONS:  All applications will be submitted online at www.http://normanarts.submittable.com/submit . Applications may be accessed at this website starting on November 8, 2018.  It is encouraged that submitted application forms be printed and saved by the applicants. 

MANDATORY MEETING:  Organizations wishing to apply for Arts Project Grants MUST attend one of two Mandatory Grants Workshops: Monday, November 5that 7:00pm or Wednesday, November 7that 4:30pm

DEADLINE: The deadline for 2019 – 2020 grant applications is 11:59pm, Friday, January 18, 2019.Early submission is encouraged.  All questions should be addressed to the NAC office or at the mandatory training sessions. Individual help is available for applicants who request it prior to the deadline. 

Applicants for this grant may not apply for the Community Based Organizational Support Grant.

ARTS PROJECT: 1.) a single event, performance, and/or work of art, or 2.) a series of events, performances, and/or works of art which are promoted and marketed as a single integrated occurrence

SELECTION CRITERIA:  The NAC is seeking applications for arts projects that:

·       are of high quality

·       are educational

·       are informative or entertaining

·       can be successfully carried out by applicant

·       will attract visitors to Norman

·       will positively impact the community

·       will serve the community in a unique way

·       will promote cultural equity through awareness and involvement within our community.

Applicants will not be disqualified for not meeting all of the criteria. It is encouraged, however, to try to meet as many as possible and to address the criteria directly in the proposal.

An applicant may apply for no more than three (3) Arts Project Grants not to exceed a total of $18,000 combined. The amount requested for each grant is left to the discretion of the applicant. If multiple applicants apply using the same 501(c)(3), they will be counted as ONE ORGANIZATION and can receive no more than $18,000 combined.  The amount awarded for each grant will be determined by the review panel.

MATCHING REQUIREMENTS, DURATION OF AWARDS AND FUNDING ALLOCATION: The amount requested for each Arts Project grant may not exceed 50% of the total project budget. All grant monies must go directly to the activities of the project.  Projects must be completed by June 30, 2019.  Applicants may request up to 60% of their award 90 days prior to the event. NAC withholds the balance of the award until the project’s completion and the submission of an approved Final Report.


·       Fund-raising events

·       Grants to pay existing debts or for the purchase of capital improvements or equipment

·       Projects not accessible to the general public

·       Projects performed in conjunction with a religious service

·       Indirect costs, other than administrative costs directly related to a project (not to exceed 50% of the requested funds).

COMPLETE APPLICATION REQUIREMENTS FOR ARTS PROJECT SUPPORT: Incomplete applications will not be accepted or reviewed.

Applicants will be required to submit the following during the application process:

1.     Non-University Applicants or University Applicants with their own independent 501(c)(3) status: 

a)      Online Grant Application/Narrative

b)     Project budget (form provided on NAC website)

c)      Be prepared to upload the following documents:

·       Copy of the applicant’s federal non-profit 501(c)(3) exemption status letter
·       Applicant’s last 990 tax return (pages 1-3 of IRS form 990).  If the organization is not required to file form 990 because they do not meet the minimum annual budget threshold, then submit verification of post card filing and most recent end-of-year financial statement.
·       Current annual budget
·       Current list of board of directors and officers with assigned responsibilities (if applicable)
·       Current organization bylaws
·       Copy of Secretary of State Charitable Organization Registration Certificate reflecting active status. For more information on this, visit: https://occf.org/documents/SB1070HowToComply.pdf

2.     University applicants:

a)     A grant proposal

b)    Project budget (form provided on NAC website)

c)     Be prepared to upload the following documents:

·       Copy of the 501(c)(3) exemption status letter
·       Copy of the departmental description (or equivalent) as found in the University Handbook of the department (or equivalent) overseeing the project.

REPORTING AND RECORDS:  The Final Report is due 45 days after completion of the project. Failure to meet this deadline will result in forfeiture of funds. Grant recipients must provide the NAC with a full final project budget and Final Report.  (Forms are available on the NAC website.)  The Final Report must describe the project and will require you to upload digital copies of all programs, brochures, flyers, original press releases, news clippings and related documents.  In addition, the Final Report will ask for detailed information such as; 1.) Estimated audiences, by age, 2.) Estimated number of hotel stays, 3.) Number of paid artists involved, 4.) Number of un-paid artists involved, 5.) Sales tax collected (both by organization and vendors.)  Grant recipients must retain accounting records and supporting documents for three years following the completion of the project.  NAC shall have access to these records as necessary for audits, examinations, and other purposes. 

Remaining award funds will automatically be forfeited by any organization that fails to submit a final report by the above deadline. Failure to submit the final report will be noted in the organization’s file and will be taken into consideration by the Grants Award Panel during the next granting cycle. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must contact the NAC prior to the deadline.


MODIFICATIONS TO PROJECTS:  Any modifications or alterations in the projects, including project start and end dates, project scale/scope, and major changes in project staff or artists involved, must be submitted in writing to the NAC office and must be approved by the NAC Grants committee. Failure to contact the NAC regarding project changes will result in forfeiture of funds for this project.