ALL ABOUT THE

TOPARTS GRANT PROGRAM

The TopArts Grant Program supports initiatives that increase access to arts education opportunities, cultural events and public art. Funding is focused on fostering both emerging and existing art programs in Topeka. The TopArts Grant Program is funded with dollars from the City General Fund and additional funds raised privately when possible. ArtsConnect administers the program on behalf of the city.

There are two types of grants offered through the TopArts Grant Program. The program funds programs and initiatives that increase access to the arts as well as the installation and/or maintenance of public works of art in Topeka, Kansas.

GRANTS APPLICATIONS ARE DUE BY FEBRUARY 23rd, 2025 at 11:59P CST.

Funds can be used for expenses incurred from Jan 1, 2025 - March 31, 2026.

TOPARTS GRANT PROGRAM

The TopArts Grant Program is focused on funding projects/programs that relate to the themes and corridors presented in the Topeka Arts & Culture Master Plan.

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ArtsConnect uses these as a guide in the grantmaking process because these themes and corridors were identified through a public survey process - and therefore are representative of what people all across Topeka believe are priority areas/themes.

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While eligible projects/programs can take place anywhere in Topeka, we will focus some of this grant funding in support of the cultural districts & corridors that are included in the Topeka Arts & Culture Master Plan.

THEMES & CORRIDORS

Crossroads to Freedom

• Recognize, engage, and understand the role that Topeka has had in the fight for civil rights.

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Cultural Fabric

• Embrace, nurture and highlight the tapestry of rich cultural heritage in Topeka.

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Separate & Not Equal

• Address issues of inequity in areas such as housing, healthcare and transportation.

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More Places, Fewer Spaces

• Activation of underused/vacant/dilapidated spaces.

THEMES

• Downtown Topeka
• East Topeka
• “Golden Mile” (6th Ave between Branner & Golden)
• NOTO Arts & Entertainment District
• Oakland
• South Topeka Boulevard

CORRIDORS

FUNDING TO SUPPORT INITIATIVES, ACTIVITIES AND/OR PROGRAMS

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TopArts Access Grants are intended to support arts education opportunities, cultural events and other efforts which expand the quality and availability of the arts in Topeka. Emerging and new programs are encouraged to apply.

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Successful applications will propose initiatives that do at least one of the following:

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• Reduce/eliminate fees for existing programs/classes
• Pay teacher/artist fees for teaching new or existing classes
• Support cultural events, concerts and other performing arts opportunities
• Offer scholarships for students to participate in courses or events

ARTS ACCESS GRANTS

Generally, this funding has provided support for:

• Artist stipends & fees
• Additional outreach activities when artists are performing locally
• Programs that served the underserved

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Generally, this funding has not been used for:

• Sponsorship of events with a primary focus on fundraising for another purpose
• “Giveaway” items
• Non-artist travel
• Registration fees for conferences

ARTS ACCESS GRANTS

PUBLIC ART INSTALLATION/MAINTENANCE

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The TopArts Public Art Grant Program is intended to support the creation, installation & maintenance of public works of art.

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Successful grant applications will propose initiatives that do at least one of the following:

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• Beautify and enhance our community with thoughtful works of art
• Install public artwork in areas experiencing vandalism and property crime
• Engage concerned citizens of all ages in the creation of new public art
• Maintain/repair existing public artwork

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Note: Requests to fund new public art will be given priority if the applicant has secured site permission for the property proposed for the work of art.

PUBLIC ART GRANTS

Evaluation & scoring information is included in the information packet which is available today or online.

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Generally, this funding has provided support for:

• Artist stipends & fees
• Additional outreach activities tied to the creation of public art
• Projects that help to discourage vandalism and property damage

PUBLIC ART GRANTS

• All applications must be completed and submitted online.
• Keep narrative portions of your application brief, compelling and clear.
• A budget worksheet has been provided - it will give you an idea of what information is needed as part of your budget. Please feel free to use that worksheet if desired, but it is not required.
• There are some questions that are different for the access grants versus public art grants. Be mindful of this when you are submitting your application.
• Make sure that you choose the correct program – we cannot move your application to the other “category.”
• Partnership and collaboration are encouraged.

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… we will talk more about the writing process in a few minutes!

APPLYING: THE BASICS

Once the application period has closed, here’s what will happen:

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1. ArtsConnect staff will review all applications for completeness.
2. All eligible (completed) applications will be compiled and passed along to a panel of reviewers that will be made up of volunteers who have experience in the arts.
3. Panelists will review and score the applications.
4. The grant panel will meet to make final decisions about how to allocate the funding.
5. If there are any questions about your application, ArtsConnect staff may reach out to you on behalf of the panel.
6. As soon as possible, ArtsConnect staff will notify applicants about the status of their application.

APPLICATION REVIEW

ArtsConnect staff members provide support to the grant panel AND applicants, but do not score the applications.

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If you have questions about the application, it is important that you ask BEFORE the grant application closes.

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The panel may restrict the funding you receive to certain portions of your budget. This information will be provided when funding notifications are made.

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APPLICATION REVIEW NOTES

GRANT WRITING 101:

TYPES OF FUNDERS

Funders come in various sizes and types and ALL of their applications and instructions will be a little different.

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Private/Family Foundations

Usually have large assets and fund projects taking place in a certain geographic range or addressing a particular topic. Largely, this is private money and other than a requirement to spend a certain percentage of the funds, they can choose to spend funds however they desire.

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Corporate Foundations

Funding decisions are usually made by a group of corporate officers and employees. Decisions are based on requirements set by the company’s board of directors - and sometimes regulatory agencies (ex: public utilities, health insurance companies).

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Community Foundations

Community Foundations hold the assets of many donors. Many individuals and organizations create “funds” that are sheltered from taxes and can be distributed for charitable purposes. They generally offer grants through pooling resources and/or allocating funds based on the wishes of the individuals whose money is in the fund.

TYPES OF FUNDERS

PUBLIC FUNDS

There are three mechanisms to distribute “public” funds - which are dollars that come from the city/state/federal government and are allocated by a third party.

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City Funds

TopArts Grant Program funding is an example of city funding. ArtsConnect is selected through an RFP process to administer the program and allocate the funds.

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State Funds

The legislature allocates funds that are administered by the Kansas Arts Commission, which is a part of the Kansas Dept of Commerce. These funds are matched directly and indirectly by the federal government.

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Federal Funds

The National Endowment for the Arts (NEA) is the main source of arts funding at the federal level. Taxpayer dollars are allocated by congress and managed by the NEA. A portion of NEA funds are also allocated to Regional Arts Organizations (RAOs).

TYPES OF FUNDERS

The Topeka & Shawnee County Public Library is your best - and closest resource.

Use them! THEY ARE AWESOME!!!

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• The Foundation Center: http://www.fdncenter.org
• Chronicle of Philanthropy: www.philanthropy.org
• The Council on Foundations: www.cof.org
• The Grantsmanship Center: www.tgci.org
• Grantstation: www.grantstation.com
• GuideStar: http://www.guidestar.org

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HOW TO FIND THESE RESOURCES

GRANT WRITING 101:

HOW TO WRITE A GRANT

DREAM BIG!

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• If you are already considering writing a grant, you likely have an idea about what the project will look like, but it is important to refine and research how you can take it to the next level.
• Brainstorm - think about all of the options.
• Consider what you would like to do if resources were not taken into consideration.
• This is a time to dream big and to not be concerned with how exactly you will get there.
• Start writing - get some of your ideas on paper.
• Get feedback - share your idea with others and see what questions they have.
• Once you have done these things, you’ll be ready to start working on how to make this dream project a reality.

THE BIG IDEA: PROJECT DEVELOPMENT

DO YOUR RESEARCH

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Research is important because it will help you to identify partners, find examples of other similar efforts and help you identify potential challenges. It is also helpful for building your budget.

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Think about the following points when you research your project:

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• Are there other programs like this? If so, what can be learned from them?
• What other resources/partners might be necessary and/or helpful?
• How much do things ACTUALLY cost?
• Ask someone else for feedback.

THE BIG IDEA: PROJECT DEVELOPMENT

BUILD A TIMELINE

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You should have already started writing down the big ideas, but you’ll need to get more specific in order to operationalize your project.

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Now it is time to begin thinking about how long it will take to make it happen.

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• Start making a timeline for activities/actions.
• If there is a goal date, work backwards from that date.
• Ask someone to help you by reading what you have written and asking you questions – this can be very helpful in your writing process.

THE APPLICATION: WRITING A GRANT

THE BUDGET

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Of course the narrative part of your application tells a story, but your budget also tells a story.

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NARRATIVE = WHAT/WHY

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BUDGET = HOW

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Think about ALL of the possible expenses - everything that you could possibly need.

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• Get familiar with basic budgeting concepts.
• Research costs for materials and personnel.
• Consider other potential costs.
• Don’t make assumptions about costs - try to get as close as possible to actuals.

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THE APPLICATION: SHOW THEM THE MONEY!

• Identify where you will source costs and who will help you gather the data.
• List all personnel who will be involved (calculate salary and fringe costs).
• List and tabulate cost of consultants (if any).
• Think through and list all other non-personnel costs, e.g. space, telephone, postage, copying, and any other indirect costs required to make the project a success.
• Identify revenue sources, both secured and projected. It’s okay if these revenue sources are not yet “real.”

BUDGET PREP TIPS

In-Kind Contributions

Volunteer hours, contributed goods/services – anything with cash value that you don’t have to spend actual cash to obtain.

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Matching Funds

For purposes of this application, matching funds can be either cash or in-kind. Every funder has different requirements for what will qualify as a “match” for the grant dollars you have received.

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BUDGET TERMS TO UNDERSTAND

The following types of documents are frequently required when applying for grants. When you apply for the TopArts Grant Program, you will have the opportunity to provide supporting documentation. This is not required, but STRONGLY encouraged.

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That documentation can include any of the following:

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• IRS Letter of Determination (501c3)*
• Resumes/CVs (when appropriate)
• Images, graphic collateral or other visual information
• Budget Worksheet
• Letters of Support

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Note: The only documentation that is *required* as part of the TopArts Grant Program is the 501c3 determination letter, and this is only required if the applicant is a 501c3 nonprofit organization.

SUPPORTING DOCUMENTS

WAIT… IS IT FEASIBLE?

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Now that you’ve done some research and created a timeline… and done a lot of thinking about that BIG IDEA… it’s time for the hard question: Is this project feasible?

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In other words – now that you’ve learned about some of the potential challenges, do any of them constitute a “dealbreaker?”

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Feasibility considers many things, but here are some starting considerations:

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• Will it take more money/time than makes sense?
• Are there funders who will be interested in paying for the project?
• If not… are there volunteers willing to make the project happen?

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THE BIG IDEA: PROJECT DEVELOPMENT

SO… YOU THINK YOU’RE READY TO WRITE?

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If so… here are some helpful steps to consider as you write. Review this list again before you submit!!

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• Read the WHOLE application.
• If you have questions, ask them.
• Give yourself at least 24 hours and come back to read what you have written.
• Compare what you have written to the materials provided by the funder.
• When you think that you are ready to submit, have someone proofread what you plan to submit and make sure that this review includes ALL attachments that will be submitted.

THE APPLICATION: THE BASICS

START YOUR ENGINES! IT’S TIME TO WRITE!!

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The TopArts Grant application is a great starting point for planning a new project.

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Even if you don’t have all of the answers, it is helpful to start drafting answers to application questions.

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Consider these questions as you begin writing about your project:

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• What is the mission?
• Who with be served?
• What is the change you wish to see?
• Who are your partners?
• Why do you think that this work is necessary/important?
• What does success look like?

THE APPLICATION: IT’S SHOWTIME!

DEVELOP NARRATIVE & STORYTELLING

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You will likely be asked to provide a narrative description of the project as well as a budget. Both of these documents should work together to tell a story about your project.

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The budget and narrative should tell the SAME story!

The budget should support the narrative because the narrative is the part that is most likely to be read and/or reviewed.

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Helpful Tips:

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• Keep it simple.
• Make sure that the numbers are the same in both documents.
• Ask someone to help you by reading what you have written and asking you questions – this can be very helpful in your writing process.

THE APPLICATION: SELL IT

REFINE YOUR WRITING!

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Spending time writing and speaking about your project will result in you being able to explain the project in fewer words and with more clarity.

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Helpful Writing Hints:

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• Keep it simple.
• Avoid jargon & acronyms.
• Have a clear and descriptive project title
• Don’t say “we hope to” but say “WE WILL!”
• Think like a funder: If someone were asking you for money to support this project, what would you expect? What questions would you have?

THE APPLICATION: FINE TUNE IT

PRO TIPS TO MAKE YOUR APPLICATION SPARKLE

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• Keep your notes and records - if you have a really strong, amazing program, then you’ll need to write about it again. Every application asks questions a little differently and so having other “brainstorming” recorded is always helpful to jog your memory.
• Create a “General Proposal” with all of the information that you have compiled and/or submitted to various funders. This is kind of like a “Curriculum Vitae (CV)” of your proposal.
• Ask for help editing and proofreading.

THE APPLICATION: PRO TIPS

YOU ARE THE BEST ADVOCATE FOR YOUR BIG IDEA!!!

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• Elevator Speech: You should be able to explain the basics of the project in 2-3 sentences. If you cannot, you need to keep working on it.
• Sometimes projects get too complex. You may want to consider streamlining the activities/plan for action.
• Is there part of the project that makes you feel stuck? Why? How can you make sure that the grant panel doesn’t ALSO get stuck?
• Ask for feedback. It is helpful to have feedback from experts as well as from novices.
• Ask for help editing and proofreading.

THE APPLICATION: MOMENT OF TRUTH

BRINGING A BIG IDEA TO LIFE IS HARD WORK…

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REMEMBER: Just because you think that it is a good idea, doesn’t mean that anyone else will agree. It is up to you to explain why it is a good idea.

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• Keep your notes and records.
• The fewer words that you use, the better.
• One of the most common pitfalls is trying to do too many things in the same project. Sometimes you must go back to your mission/values and remind yourself of your goals in order to streamline.

THE APPLICATION: DON’T GET DISCOURAGED

… BUT IT SHOULDN’T BE TOO HARD!!!

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Even if you have done your research and started writing, you may begin to feel like the project isn’t feasible after all. It’s okay - sometimes projects are not feasible.

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BUT!!!

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Just because *one* funder says no does not mean that the project cannot be a success.

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BUT!!!!

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If you’ve been told no repeatedly, it may be time to go back to the drawing board.

THE APPLICATION: DON’T GET DISCOURAGED

• Project is outside of the funding guidelines or current priorities.
• Cost per person served is extremely high.
• Inadequate research.

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When you take time to do the thorough research required to write a winning proposal, sometimes you get tough answers. Sometimes a project isn’t ready. Maybe the audience isn’t ready – or the stakeholders and partners are not in place.

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Think hard about whether these challenges can be overcome successfully during the granting period - no project is without challenges, but funders often want to know how you will address these challenges and how much consideration has been given to their existence.

MISTAKES TO AVOID

We have time for your questions – and usually your question will help someone else with their grant, so don’t be shy!

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Think of a question after the workshop?

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You can reach us as follows:

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Sarah Fizell sarah@artstopeka.org

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Bridget Elmer bridget@artstopeka.org

Q&A