Welcome! City of Coral Gables - C ULTURAL G RANT WORKSHOP FY 2018-2019 W ORKSHOP

Welcome!
City of Coral Gables
 CULTURAL GRANT      WORKSHOP
CULTURAL DEVELOPMENT BOARD
  FY 2 0 1 8 -2 0 1 9 W ORKSHOP

O UR TIME TODAY
•   Introductions
•   Coral Gables Chamber of Commerce
•   Arts & Business Council
•   Important Dates
•   Cultural Grant Overview
•   Application on-line process
•   Questions

W ELCOME

W ELCOME

IMPORTANT DATES:
  Thursday, September 13 at 5 p.m.

                                • Eligibility Determination Deadline
  Friday, October 5 at 5 p.m.

                                             • Application Deadline
  Tuesday, November 6 at 9:00 a.m.

                                   • Score FY2017-18 Final Reports
  Tuesday, December 4 at 9:00 a.m.

                                    • Score FY2018-19 Applications
  December 2018

                                            • Commission Approval
  January 2019

                                                    • Checks Issued

C ULTURAL G RANT O VERVIEW

•   Website
•   Grant Categories
•   Eligibility & Requirements
•   Allowable Grant Expenditures
•   Evaluation
•   Important Notes & Updates

C ORAL G ABLES
 C ULTURAL G RANT W EBSITE

www.coralgables.com/culturalgrants

G RANT C ATEGORIES
Coral Gables Based Cultural Organizations (CGB)
     Organization has physical address in Coral Gables
     Annual budget over $500,000
     Presents year-round cultural performances, exhibitions or
      presentation of art in Coral Gables
     Enhances the cultural vitality of the Coral Gables
Cultural Programs (CP)
     Cultural series & events presented in Coral Gables

E LIGIBILITY

E LIGIBILITY
   Program/Project must take place in Coral Gables
   Applicant has attended the grant workshop
   Organization is legally incorporated in Florida as a non-
    profit
   Federal non-profit status is in good standing
   2 year record of presenting year-round cultural
    programming
   Most recent Final Report is submitted by the deadline
   Program/Project does not include a fundraising
    component

R EQUIRED D OCUMENTS

R EQUIRED DOCUMENTS
   Resume/CV of ED and person administering the grant
   Board of Directors list
   Funding History
   Organization and Program/Project budgets
   Financial Support
   IRS non-profit status determination or affirmation
   Organization’s W-9
   IRS 990, 990-N, or audited budget if religious
    organization
   Letters of Commitment

A LLOWABLE G RANT
   E XPENDITURES

A LLOWABLE G RANT
              E XPENDITURES
   Artistic Fees
   Direct Program Costs
   Equipment
   Supplies/Materials
   Marketing/Publicity
   Printing and Publications
   Space Rental
   Transportation within Miami-Dade County
   Transportation for outside visiting artists
x   Restrictions – Refer to the Cultural Grant Guidelines

H ELPFUL TIPS

H ELPFUL T IPS
   The application will save as you go
   Create a word doc first, then copy & paste into the
    application
   Downloads will take a moment, be patient
   PLEASE DO NOT USE ALL CAPS
   Please do not repeat information in the application
   Be specific
   Assume panelists know nothing about your organization
   Submit support materials that are recent

T IME

T IME TO SUBMIT
•   Allow time to submit application – 72 hours
    (3 days) in advance
•   If application doesn’t submit
    - Refresh screen
    - Log off and Log back in
    - Restart
•   The last autosaved time is noted on the
    application

E VALUATION
Evaluation Criteria & Scoring

     Program/Project Excellence - 20 Points
     Artistic Excellence - 10 Points
     Organization & Management Capacity - 20 Points
     Outreach & Community Partnerships - 10 Points
     Marketing - 20 Points
     Outcomes - 10 Points
     Finances & Budget Accountability - 10 Points

E VALUATION

Evaluation Process

     High & Low scores are dropped prior to averaging each
      application’s overall score
     An 80 point minimum score is required for funding
      recommendation
     A multiplier is used to proportionally adjust prior to making
      funding recommendations
     Board members must be present to verify their scores

I MPORTANT N OTES & U PDATES

•   No Event Should be Dependent on City funding

•   City Cultural Grant funds are not confirmed
    until approved by City Commission

•   Cultural Grant funding request for FY2018-2019
    is $185,658

I MPORTANT N OTES & U PDATES

•   Minimum 30% match of grant award

•   Maximum request of $15,000 for CGB
    organizations and organizations with multiple
    presenting entities

•   Letter(s) of commitment are required for
    partner venues and collaborations

I MPORTANT N OTES & U PDATES

   •   Community Category has been eliminated

   •   Festivals* are no longer eligible; however,
       organizations appearing at Festivals may apply

   •   New applicants must meet with City staff with
       draft prior to submitting application

*For the purpose of this grant, festivals are regarded as community events
with commercial vendors that are typically held outdoors

I MPORTANT N OTES & U PDATES

•   Applicants must include approved City logo on
    marketing materials & give credit to City of
    Coral Gables for support

•   Changes to programming MUST be approved
    by the Cultural Development Board PRIOR to
    making changes

A GREEMENT

A PPLICATION O N -L INE P ROCESS

  A DD   TO   C ONTACTS / A DDRESS B OOK :
administrator@grantinterface.com

C ORAL G ABLES
 C ULTURAL G RANT W EBSITE

www.coralgables.com/culturalgrants

LOGIN

O N -L INE A PPLICATION P ROCESS

A PPLICANT L OG - IN & A PPLY
       Previous Applicants:
  Use existing Log-in and Password

         New Applicants:
    Create Log-in and Password

       Log-in & Password Tutorial
             Apply Tutorial

A PPLICANT D ASHBOARD &
       W ORKFLOW

A PPLICANT D ASHBOARD &
                                W ORKFLOW

                                                             name

Name
xyx@organization.org                00-1234567
305-123-1234                        305-123-1234
Address                             Address
Coral Gables, FL 33134              Coral Gables, FL 33134

Q UESTIONS

A PPLY !

www.coralgables.com/culturalgrants

END
THANK   YOU