Every project grant will require support material.  And the support material and the artistic statement are probably the two most important parts.  It is often the only way that the jury members will see your work.  Yet we never seem to learn and are burning DVDs as the deadline approaches.  So, this blog deals with what we should do.

The most important point is to include making video recordings of your work as part of your creative process.  As the cost of video recorders and computer memory drops, it becomes affordable to make video recordings.   It is important to do this on a regular basis, even if there is no connection between the work, at that moment, and a potential grant application.  Because there may be a connection later on and it was in the initial rehearsals that there was a moment that illustrated a point that you want to include in the application.  Remember to document the name of the piece, date, location, and performers.

Here are some basic points concerning the recording itself:

• The jury has to be able to see the dancers.  This sounds self-evident, yet applicants will think it is better to submit a recording of a performance with dim lighting rather than a recording of a rehearsal with bright lighting.  The jury is considering the dance, not the lighting or costume designer.

• This is not a promotional DVD.  Do not have fancy camera movements or cross-fades.  This will only distract the jury.  A recording of a rehearsal from a static tripod can be appropriate.

Cover your grounds!

Here are some basic points concerning the recording and the application:

• The support material must relate to the proposed project and, in application, you must articulate how it relates.

• It is not enough to demonstrate that you have good technique.  The example must help convince the jury that you are able to accomplish what you are proposing.

• Don’t leave the support material to the end.  In fact, use it as the starting point for your work on the application.  There should be something in the material that points to the proposed project being the next logical step in your development.

The arts officer will appreciate it if all the support material is on one DVD with a menu and that only the segments that you want to jury to see are included.   Finally, test the DVD in a computer and a DVD player.

Yay! You can now have the final laugh!

FOR PRESENTERS
Capture the full scale of the performance. Presenters are not interested in over-edited documentation. A long shot is suitable if the dancers can be viewed clearly. If possible, shoot the footage after a technical rehearsal where you have some control over the lighting or in final dress rehearsals, in costumes, in the rehearsal hall.

FOR YOUR ARCHIVES
Although not an acceptable form of fixation for copyright purposes, it will maintain a record of the final work in performance.

TIPS!

• When using a professional videographer/film maker, ask other colleagues about their work. Ask who will retain the original tape. Secure all rights before contracting a videographer.
• Label your video before sending it out to include title of piece, choreographer, dancers, music, venue, date of performance and contact information.
• Include a self-addressed, padded stamped envelope when sending your video to presenters.
• Very slick or “over-produced” videos are not recommended.
• Make sure you know what type of video is needed (i.e. DVD, Youtube, Vimeo etc.) before submission.

Article originally contributed by Vivine Scarlett

Research the application form before you start!

Begin checking that you can provide all the information necessary to answer all the various parts/criteria of the application. This may include:

• Objectives.
• Project Description.
• Artistic Vision Statement.
• Schedule of Activity.
• List of personnel.
• Outcome of the project and its prospective benefits to your artistic development/career.
• Budget.
• Support material that may include your resume, biographies of the artists involved in the project and video.

Take time to prepare!

At least two to three weeks before the deadline begin writing your proposal based on the application’s questions/criteria. Ask a colleague to read the submission as if they were jurying the decision. This will help clarify the material and identify missing information. Do not be afraid to edit your writing. If writing is not your skill, you can submit in point form.

Take time to prepare your budget!

Budgets are a critical part of the submission. They need to be well researched, clear and accurate.

Proofread your submission!

This will avoid confused information in the submission.

Prepare your support material!

Always, label the support material in order to identify your work. Do not, unless requested, send press material.

Request, in advance, letters of support!

Some applications require letters of support. Do not assume your teacher, Artistic Director or friend can prepare this letter at the last minute. Give them lots of time and help them by providing a self-addressed stamped envelope.

Presentation.

Put page numbers on your material and, if possible, your name on each page as a header or footer. Allow for one-inch margins and use no less than ten-point font. Choose a font that is easy to read, such as “Arial”. This is not a poster! Legibility and simplicity are the rule.

Article originally contributed by Myles Warren

Grab them!Begin with a concise summary statement that captures the basics:

• What is the project?
• Who is involved?
• When will it take place?
• Where it will occur?

Expand on the summary statement to describe the activity fully. Describe purpose, form, content, intended public, participants, timelines, scope, resources, organizational elements, etc.

Entice them! Explain why the project is important:

• Place the activity in the context of your artistic values, expertise, perspective and experience.
• Describe what compels you to do this project at this time.
• Explain what you intend to achieve and who will benefit.

Excite them! Describe how you will accomplish the project artistically.

• Describe and explain the creative methods and processes used.
• Explain your choice of collaborators and participants.
• Describe the scope and nature of the artistic resources required.
• Explain how time has been allocated.

Assure them! Relate these artistic elements to financial and organizational resources.

• Describe how the intended public is reached and developed.
• Explain how a range of revenues is secured.
• Describe how all of these artistic and organizational needs will be managed and met.

Article originally contributed by Billyann Balay

Speak to the funder. When you have completed the research, contact the funder to review your proposal to make sure that you are eligible to apply before undertaking the task of preparing the application. Remember, the funding officer is employed to help you evaluate your eligibility.

Planning is essential! Some funders have only one deadline per year. In many cases, you are trying to raise funds from several resources; therefore a long-range plan is necessary. In many cases, you need to be prepared to develop your project at least one year in advance. Most funders will take two to three months to evaluate the submission.

TIPS!

• Be prepared: your submission may not be accepted. Have an alternative plan, just in case.
• Funders seriously consider evidence that funding is being sought from various sources, not only from one source of government funding.

Article originally contributed by Myles Warren