Preparing proposals- communicating your practice in writing Kerry McCall Professional Practice Series VAI/Artlinks

Written Proposals The process of preparing proposals is a ‘process of dialogue and communication..’ ‘ Preparing Proposals’ by Annette Clancy,located in Info Pool, www.visualartists.ie

The process of preparing proposals is a ‘process of dialogue and communication..’

‘ Preparing Proposals’ by Annette Clancy,located in

Info Pool, www.visualartists.ie

Same principles apply RESEARCH IDENTIFY PLAN Do you know your audience? Who are they? What do they need?

RESEARCH

IDENTIFY

PLAN

Do you know your audience?

Who are they?

What do they need?

Written Proposals What do you need proposals for? Funding, commissions, residencies, awards, opportunities Name 2 crucial aspects of a proposal?? That it meets the criteria set by commissioning/awarding body That it is professionally presented i.e. containing no spelling, proper grammar + is clearly laid out

What do you need proposals for?

Funding, commissions, residencies, awards, opportunities

Name 2 crucial aspects of a proposal??

That it meets the criteria set by commissioning/awarding body

That it is professionally presented i.e. containing no spelling, proper grammar + is clearly laid out

Written Proposals Is straightforward but requires focus and planning Focus and planning require time and research Time and research require a clarity of purpose and of goal

Is straightforward but requires focus and planning

Focus and planning require time and research

Time and research require a clarity of purpose and of goal

Funders Galleries Do they require different approaches? Funders tend to be anonymous Letters/application forms Personal approaches can be viewed as soliciting Galleries - make yourself known..network..personal approach..public profile Similarities? Brevity……Clarity….and Focus

Funders

Galleries

Do they require different approaches?

Funders tend to be anonymous

Letters/application forms

Personal approaches can be viewed as soliciting

Galleries - make yourself known..network..personal approach..public profile

Similarities?

Brevity……Clarity….and Focus

Consider in advance: What criteria do ‘they’ need you to ‘fit’ Get proposal guidelines Read them What you need to say about yourself, … about your work What format does your approach need to take? Application form Cover letter , Artists CV/Statement , proposal and images Formulate all into a Professional Package VISUAL + VERBAL + WRITTEN

What criteria do ‘they’ need you to ‘fit’

Get proposal guidelines

Read them

What you need to say about yourself,

… about your work

What format does your approach need to take?

Application form

Cover letter , Artists CV/Statement , proposal and images

Formulate all into a Professional Package

VISUAL + VERBAL + WRITTEN

Cover letter Who is it to? Find out the specifics Name, specific address, dept… What do they expect in your cover letter? Can you ask if it is not clear?

Who is it to?

Find out the specifics

Name, specific address, dept…

What do they expect in your cover letter?

Can you ask if it is not clear?

Artist’s Cv Consider: How many pages? Which font? What’s relevant?

Consider:

How many pages?

Which font?

What’s relevant?

Artist’s CV Name Contact Details Age? Education 3rd level only (even if a diff discipline) Exhibitions When, where Residencies When, where Publication/Reviews (Pub. Name, Yr, Author, Title, Venue of show) Awards (prizes, bursaries) Relevant Work Experience When, where Collections

Name

Contact Details

Age?

Education

3rd level only (even if a diff discipline)

Exhibitions

When, where

Residencies

When, where

Publication/Reviews

(Pub. Name, Yr, Author, Title, Venue of show)

Awards (prizes, bursaries)

Relevant Work Experience

When, where

Collections

Artists Statement We communicate through words and images Your artists statement is a written communication of your professional interests It should make sense It should be accessible It should be more than a description and contain a narrative

We communicate through words and images

Your artists statement is a written communication of your professional interests

It should make sense

It should be accessible

It should be more than a description and contain a narrative

Artists Statement The expansion of why you do what you do Good starting point - your verbal presentation of yourself Hard to begin what are your interests what do you explore in your work what does your practice mean to you

The expansion of why you do what you do

Good starting point - your verbal presentation of yourself

Hard to begin

what are your interests

what do you explore in your work

what does your practice mean to you

Artists Statement How long? Depends on what is required 1 paragraph, 5 sentences Or 1 page, 3-5 paragraphs Remember, it’s the pitch on you and on your work What impression do you want to convey? What story to you want to tell?

How long?

Depends on what is required

1 paragraph, 5 sentences

Or

1 page, 3-5 paragraphs

Remember, it’s the pitch on you and on your work

What impression do you want to convey?

What story to you want to tell?

Artists Statement Some Q’s to respond to: What is it that you do? How do you do it? What concepts are you conveying? Does it fit within any trajectory? What materials is it made from? Why do you do this? (Who is it for?) What does it mean to you?

Some Q’s to respond to:

What is it that you do?

How do you do it?

What concepts are you conveying?

Does it fit within any trajectory?

What materials is it made from?

Why do you do this? (Who is it for?)

What does it mean to you?

Artists Statement Avoid: Vagueness Verboseness Inaccessible language Obscure references Long-windedness Self praise Comments by third parties A long lead into your story Comparison to other artists

Avoid:

Vagueness

Verboseness

Inaccessible language

Obscure references

Long-windedness

Self praise

Comments by third parties

A long lead into your story

Comparison to other artists

Artists Statement Finally Get someone else’s opinion Proof and re-proof You may need to change it for the next application Have a number of different versions Long and short

Finally

Get someone else’s opinion

Proof and re-proof

You may need to change it for the next application

Have a number of different versions

Long and short

Writing proposals generally

Written Proposals Common Problems: The gap between the commissioners brief and your proposal Generic proposals Spelling mistakes Poor visuals Vagueness Verbose unclear wording Poor collation + presentation of all material

Common Problems:

The gap between the commissioners brief and your proposal

Generic proposals

Spelling mistakes

Poor visuals

Vagueness

Verbose unclear wording

Poor collation + presentation of all material

Research If research conducted widely and deeply you will have enough information for proposal in terms of: time schedule, cost, materials necessary, context within which proposal exists, stakeholder groups, subcontractor groups, additional funding, exposure possibilities, potential strategic partners, audience, documentation requirements, evaluation criteria, maintenance schedule (if appropriate)

If research conducted widely and deeply you will have enough information for proposal in terms of:

time schedule, cost,

materials necessary,

context within which proposal exists,

stakeholder groups,

subcontractor groups,

additional funding,

exposure possibilities,

potential strategic partners,

audience,

documentation requirements,

evaluation criteria,

maintenance schedule (if appropriate)

Research Where do you go for Research possibilities? If a private organisation Awareness of media Annual reports Websites If a County Council Development Plans: Artistic, Cultural and Tourism Websites At all times have an awareness of National Arts Strategy see www.artscouncil.ie or www.artscouncil-ni.org for strategic documents Familiarize yourself with successfully realised proposals Consider how these would have met the criteria/brief set

Where do you go for Research possibilities?

If a private organisation

Awareness of media

Annual reports

Websites

If a County Council

Development Plans: Artistic, Cultural and Tourism

Websites

At all times have an awareness of National Arts Strategy see www.artscouncil.ie or www.artscouncil-ni.org for strategic documents

Familiarize yourself with successfully realised proposals

Consider how these would have met the criteria/brief set

The gap between the commissioners brief and your proposal In Foreword, Public Art: Per Cent For Art Scheme, General National Guidelines 2004 : ‘ The best public art is informed by a knowledge [sic] of the needs and expectations of all those involved…’ Caomhín Mac Giolla Léith “ each public art work is unique and has an individual story to tell, so the criteria [ and therefore the artwork ..sic] relating to it should be specific..” Pg 27

In Foreword, Public Art: Per Cent For Art Scheme, General National Guidelines 2004 :

‘ The best public art is informed by a knowledge [sic] of the needs and expectations of all those involved…’

Caomhín Mac Giolla Léith

“ each public art work is unique and has an individual story to tell, so the criteria [ and therefore the artwork ..sic] relating to it should be specific..” Pg 27

The gap between the commissioners brief and your proposal Ensure that you thoroughly read the guidelines/brief This will give you a clear indication of the focus offered Consider a brief as a problem which you are offering a solution towards? How good is this ‘fit’? Consider who are the Stakeholders? Who is receiving your document? Who will be reading it?/Judging it?- Find Out How will they judge it in light of the criteria set? Are there external stakeholders whose opinion will have a bearing on your proposal? Who is the audience? Are there community groups involved? Is there an educational angle? Is it the ‘process’ or ‘product’ that is important?

Ensure that you thoroughly read the guidelines/brief

This will give you a clear indication of the focus offered

Consider a brief as a problem which you are offering a solution towards?

How good is this ‘fit’?

Consider who are the Stakeholders?

Who is receiving your document?

Who will be reading it?/Judging it?- Find Out

How will they judge it in light of the criteria set?

Are there external stakeholders whose opinion will have a bearing on your proposal?

Who is the audience?

Are there community groups involved?

Is there an educational angle?

Is it the ‘process’ or ‘product’ that is important?

Generic proposals ‘ Each commissioning body should set a clear vision[sic] on how and why they wish to work with artists…’ Pg 27 National Guidelines Review these carefully ‘ Each selection panel will be expected to: Review the commission aims and objectives Assess submissions and select project(s) for development and realisation [ in direct relation to the commission aims and objectives…sic ]’ Pg 32

‘ Each commissioning body should set a clear vision[sic] on how and why they wish to work with artists…’ Pg 27 National Guidelines

Review these carefully

‘ Each selection panel will be expected to:

Review the commission aims and objectives

Assess submissions and select project(s) for development and realisation [ in direct relation to the commission aims and objectives…sic ]’ Pg 32

Generic proposals Ensure that your proposal is site specific and tailored directly towards this particular opportunity Generic proposals are easy to spot Quickly disregarded Indicate you have made little effort Reflect poorly on you (not on your concept) Endeavour to make site visits offered if public art Contact organisation with an intelligent question You never know they may remember you Will add to your resourcing Perhaps even further information will be offered that you had not considered

Ensure that your proposal is site specific and tailored directly towards this particular opportunity

Generic proposals are easy to spot

Quickly disregarded

Indicate you have made little effort

Reflect poorly on you (not on your concept)

Endeavour to make site visits offered if public art

Contact organisation with an intelligent question

You never know they may remember you

Will add to your resourcing

Perhaps even further information will be offered that you had not considered

Gap/Generic You must bear this in mind when preparing your proposal See Appendix 4 Pg 46 Artist’s Brief Work through from your perspective An artist should respond to each of these in their proposal See Appendix 7 Pg 49 Use as your own checklist

You must bear this in mind when preparing your proposal

See Appendix 4 Pg 46 Artist’s Brief

Work through from your perspective

An artist should respond to each of these in their proposal

See Appendix 7 Pg 49

Use as your own checklist

Poor collation + presentation of all material Be sure to include all information requested CV, Artists Statement, Budgets, Previous Images, Concept Images, Tax Clearance Certs, Engineers Reports……etc Your proposal could be disregarded Prepare at least a week in advance This is not exam time, no need to cram Gives opportunity for ink cartridges to run out, phone lie to be cut off, car to be clamped… Double check date and time and formats received

Be sure to include all information requested

CV, Artists Statement, Budgets, Previous Images, Concept Images, Tax Clearance Certs, Engineers Reports……etc

Your proposal could be disregarded

Prepare at least a week in advance

This is not exam time, no need to cram

Gives opportunity for ink cartridges to run out, phone lie to be cut off, car to be clamped…

Double check date and time and formats received

Poor collation + presentation of all material Be sure there are: no stains on paper that pages are numbered that all type face is the same (where possible) that you have a cover sheet that you have kept a copy that you get it in on time, addressed to right person that all figures quoted include VAT that you have considered the time you will spending making the work and have cost included

Be sure there are:

no stains on paper

that pages are numbered

that all type face is the same (where possible)

that you have a cover sheet

that you have kept a copy

that you get it in on time, addressed to right person

that all figures quoted include VAT

that you have considered the time you will spending making the work and have cost included

Poor collation + presentation of all material What suggestions would you have for presentation of your proposal in hard copy? Which would consider the most effective and professional? A4 pages stapled or with paperclip Pocket sleeve Document Wallet - plastic or card Ringbinder Spiral Bound Clear Cover with Slip on Edge/Hard Back A4 Portfolio type case with clear sleeves inside The answer is whatever the proposal or brief demands

What suggestions would you have for presentation of your proposal in hard copy?

Which would consider the most effective and professional?

A4 pages stapled or with paperclip

Pocket sleeve

Document Wallet - plastic or card

Ringbinder

Spiral Bound

Clear Cover with Slip on Edge/Hard Back

A4 Portfolio type case with clear sleeves inside

The answer is whatever the proposal or brief demands

Spelling mistakes In every article there is at least one How many in your proposal? Did you get someone to proof it? And someone else? Did you? For words, grammar, formatting, clarity of concept, check against list requested…..

In every article there is at least one

How many in your proposal?

Did you get someone to proof it?

And someone else?

Did you?

For words, grammar, formatting, clarity of concept, check against list requested…..

Spelling mistakes Spelling mistakes include syntax and punctuation “ On the page, punctuation performs its grammatical function, but in the mind of the reader, it does more than that. It tells the reader how to hum the tune.” Lynne Truss Eats Shoots and Leaves Pg.71 Consequences of mispunctuation appeal to many: ‘ A woman, without her man, is nothing.’ ‘ A woman: without her, man is nothing.’

Spelling mistakes include syntax and punctuation

“ On the page, punctuation performs its grammatical function, but in the mind of the reader, it does more than that. It tells the reader how to hum the tune.”

Lynne Truss Eats Shoots and Leaves Pg.71

Consequences of mispunctuation appeal to many:

‘ A woman, without her man, is nothing.’

‘ A woman: without her, man is nothing.’

Spelling mistakes Apostrophe: A good place to start is to identify the difference between ‘its’ and ‘it’s’ : It’s your turn : it is your turn Comma: Humourist James Thurber once wrote: “ After dinner, the men went into the living room.” It was enquired of him,why he had placed a comma after the word ‘dinner’ He explained it gave the men the opportunity to push back their chairs and stand up

Apostrophe:

A good place to start is to identify the difference between ‘its’ and ‘it’s’ : It’s your turn : it is your turn

Comma:

Humourist James Thurber once wrote:

“ After dinner, the men went into the living room.”

It was enquired of him,why he had placed a comma after the word ‘dinner’

He explained it gave the men the opportunity to push back their chairs and stand up

Spelling mistakes Colon and Semi Colon- are they endangered? Colon: H.W. Fowler said the colon ‘delivers the goods that have been invoiced in the preceding words.’ A semicolon is used, where there is no conjunction such as and or but and a comma would not do Man proposes: God disposes. Modern writers now tend to use a dash - its seen as less formal and more conversational

Colon and Semi Colon- are they endangered?

Colon:

H.W. Fowler said the colon ‘delivers the goods that have been invoiced in the preceding words.’

A semicolon is used, where there is no conjunction such as and or but and a comma would not do

Man proposes: God disposes.

Modern writers now tend to use a dash - its seen as less formal and more conversational

Poor visuals Many proposals can live or die on poor visuals Poor attention to detail in this regard suggests poor attention to detail in other areas For your concept: ensure you have decent visual concept drawings, computer generated images or contextualising manipulated photographs Also ensure that images of your previous work are clearly labelled and in the appropriate format

Many proposals can live or die on poor visuals

Poor attention to detail in this regard suggests poor attention to detail in other areas

For your concept:

ensure you have decent visual concept drawings, computer generated images or contextualising manipulated photographs

Also ensure that images of your previous work are clearly labelled and in the appropriate format

Poor visuals Don’t include a CD if slides have been requested Clearly number slides/photographs Provide a visual format list/breakdown of work Clearly title + date work Remember to credit photographer See ’Documenting Your Work’ David Monahan, Info Pool, www.visualartists.ie

Don’t include a CD if slides have been requested

Clearly number slides/photographs

Provide a visual format list/breakdown of work

Clearly title + date work

Remember to credit photographer

See ’Documenting Your Work’ David Monahan, Info Pool, www.visualartists.ie

And finally Written: always check and double check spelling Check photocopies for correct number of pages and quality Always make a copy of your master doc Same format on all printed documents Emails are letters too ensure spelling and correct form of address to person is used in any written material (email or letter)

Written: always check and double check spelling

Check photocopies for correct number of pages and quality

Always make a copy of your master doc

Same format on all printed documents

Emails are letters too

ensure spelling and correct form of address to person is used in any written material (email or letter)

Thankyou Kerry McCall E: [email_address] Mob.086.2324288

Kerry McCall

E: [email_address]

Mob.086.2324288