Advanced Grant-Writing, Prospecting & Stewardship


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This presentation covers the tricks, tips and resources that gives your grant application the winning edge. It breaks down the various kinds of grant-makers and discussed the language barriers, hurdles to introduction, and other strategies to navigate to a transformation investment.

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  • Time: 2 minutesI introduce myself and learn the names of my guests. I introduce the title of the presentation. I express my appreciation for the opportunity to share this information – and solicit some feedback – from other development professionals.The information in this proposal is rooted in lessons learned from twenty years of grant-seeking and/or research into most respected texts in the field.The presentation should take about an 1.5 hours, including a ten-minute break at the forty-five minute mark, and a ten-minute Q&A session at the end.
  • Time: 1 minutesIn a nutshell, the patterns at the local, state and national levels is very clear. In my research, organizations with similar mission and successful grants program have developed relationships with national “invitation-only” foundations. So how are we going to do that?
  • Time: 2 MinutesI can think of two strategic initiatives:Secure and leverage large federal grants to open new doors and gain additional credibility among local/state donors making large grants for operating support.Invest in relationship mapping (present one-minute overview) to build bridges into the Board of Directors these foundations.The strategies are not mutually exclusive. They are the two components of an integrated strategy to create and nurture relationships with major grantors.
  • Time: 4 Minutes1. Primary Strategies:What is relationship-mapping? In the 4th edition of David G. Bauer’s the How To Grants Manual, relationship mapping is a new subscription-based software product that displays the web of relationships between more than 80,000 Board of Directors. It also offers an additional service called Foundation Screen that compares your donor/member lists to names on these Board of Directors.2. Secondary Strategies:I have mixed feelings about the Foundation Directory online. The information is often old; and from my research, I found that the overwhelming majority of major gifts came from foundations with a closed application process; so they would not come up as prospects in a standard searches. The Foundation Directory is a good way of analyzing certain trends, and individual prospects of foundation and the donor lists of similar organizations– but I don’t think it is one’s primary source of prospects.I can think of two major county/city grants that came from these publications, ranging from 15k – 35K. You should scan them for local news – not just for funding opportunities – but to review the local business/philanthropic resources.
  • Time: 3 Minutes2. Who makes the best contact or internal? First, the decision-maker. Second, anyone that has influence with the decision-maker.E.G. $2,500 ART sponsorship – GTE internetworking.Roommate was PR assistant who coordinated application process.Ours always ended up on top of the stack.II. Secondary Strategies:1) E.G. Wachovia Foundation $25,000 sponsorship2) CHRIS Kids – BellSouth CEO anecdote
  • Time: 1 Minutes This is a supplemental report - attached to your detailed grants report. Deciding how to prioritize grants is often an instinctive assessment based on fit, gift size, deadline, perceived likelihood of success and I do not believe that there is always a quantitative answer to this question. Trust your gut – but if you have mixed feelings – try giving it some kind of weighted score – perhaps. BUT - I like this particular report because it helps you gauge progress toward specific charitable targets – and where you are falling behind in relation to the FY timeline. This tool will BALANCE your grant-writing priorities when influence are pulling you one way or the other. (e.g. CHRIS Kids)
  • Time: 5 Minutes These are the highest points of leverage – if you implement these methods over time, you will succeed -IMPORTANT: Your job is not applying for grants – your job is getting the grant award – there are lots of variables at play in this process that extend beyond writing the perfect proposal.Can’t do all you need to do w/o maximum lead timeAbsolute must – what does the donor want (e.g. grant reviewer on my shoulder/inner critic)Sounds counter-intuitive- and I have been overridden on this one. This is especially true with NEW relationships and federal grants – depending on the strength of the FIT, base request on percentage of ceiling amount or event the average gift award to get in the door.Otherwise, it can easily look like you padded the budget to get to the ceiling amount (Board members see too much of that – it comes across as manipulative – be transparent about resources/needs) I know that I have lost at least one significant, time-consuming grant b/c someone insisted on requesting the ceiling amount (names withheld to protect the guilty). If the maximum allowable request is $200,000, I will shoot for $175,500 or around that area. Why? It shows that you are not greedy – it shows that you have not padded your project budget so you can request the maximum amount. It makes your request look perfunctory – Instead, impress them with your due diligence.When applying to new opportunities, it is especially important to exercise caution in this area. If you have a great, long-term relationship to donor – go ahead and call and ask – is it OK to ask for full amount – but even then, you need to have a rationale or you look desperate.7 & 10) I have been a grant reviewer. I reviewed five proposals from organizations, with very similar missions, competing for the same source of federal funds. I was astonished by the lack of consistency in numbers. And because I knew this sector well - whether intentionally or not - some applicant misrepresented their competitors. There were wide disparities in numbers used to justify need –but no one bothered to cite references for their numbers and other “facts” that bolstered their case. Also bear in mind that many grant reviewers have academic backgrounds. So…always cite your references with footnotes, endnotes and/or bibliographies – stand out above the crowd and edge out on the competition with your professional standards!E.G. If the organization has debt – but is paying it off ahead of schedule – make sure to highlight that fact in the proposal. Real life example: I know of an organization that incurred $250,000 in debt between 2008-2010. But in 2011, they rebounded and paid off half that debt within a year. This turns a weakness into an achievement. 9) You need to compose your grant, with the voice of the reviewer whispering in your ear. Imagine the reviewer swamped with applications, falling asleep on a stack of them. Assume that the grant-writer spends maybe two minutes on each application as a first pass and them returns to a winnowed stack of “keepers.” Remember that FR is sales and grants are sales proposals (in essence). Figure what aspects of your program/organization/community will appeal to the grant reviewer and highlight them (bullet points, bold and underline). But be judicious – don’t overdue it! 11) Research study 10,000 fed grant applicants – smart, prepoposal contact with donor increases chances of success three-fold!
  • Time: 4 MinutesPlease note: Normally, I would display this information as the two-page spread in a small brochure. So the screen does look crowded. Not how I would present it to a donor.5) Strengthen Case & Project GoalsI raised $100,000 – with a very similar chart – to build two new Spay/Neuter Clinics for a humane society in Atlanta. $50,000 from Purina and $50,000 from Southern Hope. Received a lot of praise from prominent local business man and philanthropist. He had never seen this approach in a proposal – and he kept coming back to it.It tells a positive story usingsimple, practical tools. It states your case in business terms. THIS CASE STATEMENT USES BOTH QUALITATIVE AND QUANTITATVE METHODS TO TELL A POWERFUL STORY THAT APPEALS TO ALL KINDS OF PROSPECTS/DONORS.What do you think makes this Case Statement strong (or weak)?It provides a quick, visual snapshot of – Organization and its servicesSustained, long-term growth in servicesRationale behind your projected services for next year (didn’t invent strategic goals out of thin air).4) The organization's role in responding to national problems that appeal to donors otherwise not so interested in your mission: natural diasters. Military families, etc..5) Ability to react in changing circumstance/community needsEspecially impressive to corporate donors that most likely grasp concepts like Average Annual Growth Rates quickly.
  • Time: 3 MinutesAgain – each component of the grant TELLS the story and highlights you strengths.Cost-Effective (e.g. Partnerships, Inkind sources, volunteers, 8.2% overhead ratio)Each Cost is Justified. Funding Sources are Diversified. Matching Sources are Defined.Shows scope of public/volunteer supportRequest is not “padded”Big Picture budgets speak to your multiple efficienciesAgain – to the extent possible – every component of your proposal should tell a great story –This kind of budget speaks to your organizational strengths:
  • Time: 2 MinutesTime for a five-minute break?How does this passage represent a smart use of statistics?It is GRANULAR (Highly Specific) – these statistics go right into the heart of those pockets of poverty – where our services were concentrated. Beaufort County is the wealthiest county in South Carolina. Without this kind of compelling, granular data, I would not have a case.It is RELEVANT – I avoid the use of national or state statistics that do not accurately describe the conditions in the targeted communities. They are irrelevant to your proposal because – while they might define a NATIONAL need for your services, they have nothing to do with circumstances in your particular neck of the woods.It is STANDARD. While the Census is hardly perfectly, it is the accepted industry standard for demographic information – and the only source that provide your argument with such a powerful focus.Consider for example these contrasting statements, from a hypothetical grant, written to support a domestic abuse shelters that serves only Charleston County.a) “South Carolina ranks 4th in homicides where the victim is female, and the perpetrator is a male spouse, companion or partner.”It describes an atrocious problem, but the scope is too wide and its relationship to domestic abuse is tangential.Now how about this?b) Our shelter can house a maximum of 50 victims of domestic abuse and their children. However, we function at full capacity 90% of the time, and we have a waiting list that varies between 20-25 women and children throughout the year. Ninety-five per cent of our clients reside in census tract 3.4.5 – eighty per cent are racial minorities and average family income is $13,550Much stronger – When working with a client – I always ask about WAITING LISTS – like Big Brothers Best Sisters – waiting lists are the best way to talk about demand for services (need).
  • Time: 3 MinutesEnsuring Adequate Lead Time: (If there is enough time – do a quick tutorial of Show impact of Boolean protocols) Remind them: Lots of other free sources – should use them all – Regardless of what the RFP says – TALK THE DESK OFFICER – information changes in a heart beat . Ask desk officer questions like – do you know any other RFPs that might fit our program. When I come to Washington, who should I schedule a meeting with? What key terms would you use to search for this project? 2 C-E – Most important components of an excellent proposal – most GW write the narrative first – BIG mistake – get your other ducks in a row and then the project narrative/budget narrative are easy to write. Get as much lead time as possible – work in increments over time – keep partners involved. It is a morass of –sometimes faulty – information. Always call the desk officer to ensure that you have the right information. Make sure to sign up for email notifications – RFPs come and go – last-minutes requirements, etc… E.G. “National Wildlife Foundation” 1) Contact Past grantees (outside geographic area). Politely ask to see a copy of their proposal – two or three examles. 2) Can you contact a past reviewer. If so – send email – ask specific questions about what qualities defined a winning application. 3) Going to Washington – call desk officer – who should I meet with? 4) Getting the meeting: I am coming to Washington on….can you meet. Be prepared – ask smart questions – dn’t ask questions already answered in the RFP15 second elevator speech:Need in your areaWhy you are best organization to solve problemWant to discuss the GRANTOR’s priorities to formulate the best approachIF NOT – would she review concept paper – and talk on phone at later date.Other critical sources of info. Than rfpSuggested askChances of success (how many are submitted/awarded.How to handle the matching requirementsWhat are common weaknessesWhat are common qualities of a winning proposal?Can you describe the review process? Can we have a copy of the review packet?Must have a project plan (I use MS Project – but SmartDraw ( is half the cost ($300) – if you have a student ID –can get MS Project for 100-200$$$.Quick Tip: Title Page – Key Words critical (show title of GFL grant)2) Constructing The Strongest Proposal: Important to remember: Bureaucrats are people too! Process for Writing a Federal RFP: Gather your information – convene your partners – leverage their collective wisdom and contacts – develop a comprehensive, strategic project plan, develop your big-picture budget – and then you have everything you need to complete the narrative in minimal drafts. The budget narrative should pop right in place. Partners (and of course supervisors) should review rough draft – make it perfect! Speak the language!F) Very important!Get started earlyInfluence and expertise – and a stake in the project.Each letter must be written in a different voice.Each letter (form partners) must specify and quantify their role in the project, confirming their commitment to certain outcomes: E.G. For the purpose of this proposal, the Department of Natural Resources has committed to provide 24-hour transportation of sick and wounded, endangered sea turtles, detailed in the strategic project plan. DO NOT submit a stack of vague support letters – written from a template – that all sound alike – it is a grant-killer! If you are submitting the grant as a hard copy, submit the original letters of support – on letterhead.
  • Time: 3 MinutesDifferent kinds of federal grants:1. Categorical: Single, focused area of interest1. Formula: Funds channeled to states based on formula (e.g. census data) and regranted to agencies by state pass-throughsBlock: Funds channeled to states in blocks – states determine need and allocate to different programs accordingly Contracts: Like Medicare reimbursements – compete with for-profits. State Agency: Funds award to particular state agency (FWS) then regranted through competitive application process.IMPORTANt: Is the desk officer telling you these are dire times – really – you should not bother submitting an application. Remember that when word gets out that federal funds are drying up, fewer people apply. (Bauer, David G.) Most desk officers are helpful and pleasant – some have their own reasons for discouraging applications. If you believe on the fit – and you have your ducks in a row – don’t let them persuade you (even a rejected federal RFP – if properly prepared – serves as a great template for other RFPs.Preparing for the deadline: Get to know the system – lots of registration requirements – different for different RFPs. Indirect cost rate – federally approved rate for overhead/admin expenses for your organization. It is hard to get – your finance dept would have to do - and it is usually rejected the first couple of times. But it is GREAT to have – simplifies the budget and make you a more credible applicant b/c you have been through this process. I have a booklet that describes how federal grants are reviewed – also ask the desk officer.Why is this so important – E.G. $50,000 LFCB grant – desk officer told me to make liberal use of repetition and references to other components of the proposal – because each component reviewed and scored individually – this strategy worked. LCFB received this grant for at least five years – probably longer. Total value of that phone call: $250K - $500K. How to Leverage Federal Grant Awards: $750,000 GLF grant – brought in another $750,000 in matching gifts – major gift from new grant-maker, bringing the total amount raised to $1.5 million for this project. Federal Funds open new doors – provide excellent templates for other proposals – lends instant credibility to your project. For this reason, always check Federal Funds first!
  • Time: 3 MinutesSo what is moves management anyway? It is very simple – planning a series of steps (e.g. invitation to donor appreciation/prospecting event) that move the prospect toward giving you the green light to ask for a gift/grant.
  • Time: 3 Minutes Enlightened self-interest. Used to be – corporate foundations were required by law to make contributions related to their industry. Supreme court decision changed this in the fifties. Still – corporate foundations look for a “return on investment.” The more you use business language (without too much JARGON) - and the more you make SENSIBLE use of business principles – the more seriously they will take you. Very important to use the right vocabulary – you are asking for an investment not a gift, ROI for employees, customers, economy/community. Develop a list of products and services that might be related to your project and look them up at US NAICS at Library (North American Industry Classification System – search with key words You should always invite your vendors to become sponsors. If you have a Board Member, for example, who is the regional manager of a major grocery-store chain, he has tons of vendors that need to keep him happy (this is largely how we save the LCFB’s Chefs Feast). But you BANKER – most banks manage private family foundations, charitable trusts and other financial instruments. If you have a significant checking account at a large bank, they should be willing to either throw you some sponsorship money or help you get a grant through one of the numerous foundations under their auspices. (e.g. Wells Fargo). Get to know someone in Wealth Management.2) Most corporate coffers have dried up by February. If you seeking event sponsorships, have you who, what, when, where and how much figured out by January of the year of the event. Packages should include cover letter signed by bet contact, sponsorship levels/benefits, press clippings from previous year, list of sponsors from previous years, response form (ask them to spell the company name Exactly as listed in the program – and send them a thank-you letter confirming the spelling/formatting of the company name), and self-addressed stamped envelope.Pursue neglected pockets of discretionary fund. This is a bit of a misnomer – there is no such thing as a neglected pocket of discretionary spending. Here’s what I mean – In larger companies, the Foundations are deluged with grant requests, the Community Affairs Department is swamped with requests for sponsorships, but many senior managers have discretionary funds for diversity affairs, etc…5) Like any other profession, MBAs respond to business talk. But there is a need for balance here. Position the language toward their mindset – but do not use too much jargon. Use your common sense here.E.G. CHRIS Kids – two steps to BellSouth CEO.Most largest companies have simple guides to how they expect to be represented in your publications.
  • Time: 3 Minutes Unlike larger cities, there is not a strong philanthropic infrastructure in Charleston. In Boston, for example, if I wanted to pursue a grant from a major back, there was a contact person, priorities and process in place. That’s not true here…it’s still a question of playing connect-the-dots to the decision-maker – more effort, smaller gifts. That’s just the reality of this environment – another reasons to reach out, through an extended web of advocates, to larger national foundations. However, you cannot forsake the community. A lot of grants – especially corporate grants – you need grassroots/employee support (Good examples: Target, UPS) Local clearinghouse of philanthropy – good relationships with CF staff can lead to all sorts of good things My longtime relationship with them has yielded a number of major gifts including a) TELL STORY: $60,000 CYDC Capital Campaign, b) $100,000 CYDC Capital Campaign, c) $50,000 Gift to LCFB Capital Campaign, etc… They are a portal to major gifts from donor designated funds and major gift donors – and they sometimes bring them to your doorstep. Otherwise, you should attend their Open Houses and other events – you will meet a lot of prospects this way. There is good reason to stay in touch with them. Glance at the their Board Lists, read their newsletters for info. about new funding opportunities. Pick their brains about what’s going on – and who is doing what. And keep them informed about you and what you are doing – since they are often where potential donors go to find a good charity that fits into their charitable interests. They can make great introductions, and be great advocates. And they like having one ear to the ground… So if you haven’t met them, call Edie or Richard and go to lunch (Rue de Jean)
  • Time: 7 Minutes2) These suggestions relate to the entire Development Department’s need to meet and integrate all fundraising activities with marketing/public relations – and to anticipate gaps in budget/shifting needs with finance. Your supervisor probably already holds staff meeting to promote this idea. As the lead person on a grant, make sure that your prospect receives JUDICIOUS, EPISODIC and COMPELLING communications about your org/project.BE CAREFUL HERE – If it comes across that you are pestering the foundation, and intruding too much on the review process, your efforts will BACKFIRE. It needs to look like your prospect is receiving these communications as part of an overall, effective communications program. Case by case basis – rely on your instincts and feedback from donor (e.g. permission-based marketing – ask them if you can place them on email/mailing list, etc…That’s why you need a tailored, moves-management plan.
  • Time: 1 MinutesDisclaimer: Very basic idea (given the limited space) of the kind of donor acknowledgement matrixes that I have worked with in the past.
  • Time: Zero MinutesNow we bring these research/prospecting methods, grantwriting best practices, and stewardship principles to develop a grants plan for the Sea Turtle Hospital.
  • Time: 2 MinutesI don’t mind saying…I spent hours on and – searching and cross-referencing opportunities. I called and spoke with each desk officer. These are your most likely prospects. If you have questions, please contact me. The success of getting awards from these contact is contingent on whether you set up the right system, apply the best researching technique, and finds ways to overcome “the invitation-only” obstacle to get your foot in the door (relationship maps – etc…) Our timing not great – you can at least use these opportunities to gain some experience, plant some seeds, get some practice.
  • Time: 2 MinutesI don’t mind saying…I spent hours on and – searching and cross-referencing opportunities. I called and spoke with each desk officer. These are your most likely prospects. If you have questions, please contact me. The success of getting awards from these contact is contingent on whether you set up the right system, apply the best researching technique, and finds ways to overcome “the invitation-only” obstacle to get your foot in the door (relationship maps – etc…) Our timing not great – you can at least use these opportunities to gain some experience, plant some seeds, get some practice.
  • Time: 5 MinutesI have given you a head start – using my prospecting and research methods – attached is a list of 50-100 institutional contacts to get you started. Cultivation: You need to come up with ideas that will work from you. From what I have heard (second hand) you have great release events – so why not use that as “point-of-entry” event for prospects- are you doing this – I mean, an assertive, coordinated effort that involved getting them there and following up?Personalize –personalize – personalizeConvene donors/prospect at Donor Appreciation LuncheonUse RFS example - best way to convert prospects to donors is to introduce them to other enthusiastic donors – doesn’t work for most national prospects – but you can SHOULD invite them – and if they cannot come, keep them in the loop.Show your prospects that you publicly thank your donors in a tasteful way.
  • Time: 3 MinutesThis is a cultivation cycle – it begins with gathering prospect input – incorporates input into proposal (and thus program) – cultivates and acknowledges them and ends with soliciting new donor’s input into strategic plan – image – Image: Think of a clown in the circus spinning lots of plates on long poles – you are balancing a bunch of donor going through an individualized, but synchronized donor cycle. I say clown – because there MUST be an element of fun/play/humor.
  • Time 2 MinutesLet’s quickly review this process – in a nutshell – this is what it takes to stack the deck – to maximize the odds of SECURING a major grant. And remember….as the grantwriter, that is your job – getting the grant award. You are a “grants winner” – not just a grant writer!Sounds cheeky I know – but the mentality you need to succeed.
  • Time 2 MinutesLinks to important resources. I stuck only with the free resources – except for # six – it costs $39.95. 11. The Charleston Field Office has a limited amount of discretionary funds for endangered species recovery projects. We accept proposals from researchers and others. We occasionally help develop projects, write proposals, and/or secure additional project funding beyond our own funding capabilities. Please contact Public Affairs Specialist Jennifer Koches concerning research or other recovery projects involving threatened and endangered species.
  • Time 1 MinuteI can lend you my “Marked up” and thrice-read copy of Bauer’s book. He is a national guru in the grant-writing world. I took a three-day seminar from him in the nineteen-nineties.MLA – academic standards for citing resources – please do this – ground your numbers in rich soil.It will help you edge out the competition.
  • Time – 10 minutes?
  • Advanced Grant-Writing, Prospecting & Stewardship

    1. 1. Georgia Coastal Protection League Sea Turtle Rescue Program (c) 2012 Robert Hopkins Pfaff
    2. 2. Research Results Summary Statement: 1. The successful, local organization, with an environmental/conservation mission, has nurtured long-term relationships with national, “invitation-only” private and corporate foundations - otherwise unfocused on Georgia or the environment. 2. In 2011, The Loggerhead Sea Turtle secured $258,000 (12%) in government grants and $556,605 (26%) in other grants, major gifts and special events. Of its 17 $1,000+ grantors, 76% (13) do not accept unsolicited proposals, 33% (9) do not target the environment and 59% (10) do not specify Florida. 3. This analysis included a general review of grants to animal welfare, endangered species programs/exhibitions and aquariums from 2009-2011. 4. Of the 2,668 grants awarded, only 729 (27%) came from private or corporate foundations that accept unsolicited proposals. 5. Fifty-eight per cent of private, family foundations concurred: “It is very important that someone I know and respect is closely involved or has asked me to support the project.“ 5/24/2012(c) 2012 Robert Hopkins Pfaff
    3. 3. II. Suggested Grant Program Strategies 5/24/2012(c) 2012 Robert Hopkins Pfaff 1) Elevate & Leverage Organization‟s National Profile 1) Pursue and secure significant federal grant award 2) Leverage into major national foundation gifts 3) Explore smaller, local foundation awards 4) Secure corporate grants and sponsorships 5) Explore introductions to donor-advised funds 2) Invest in Relationship Mapping to Open Doors 1) Invest in relationship mapping 2) Develop moves-management plans to cultivate national prospects 3) Leverage major, foundation awards into other gifts 4) Continue to pursue significant federal funding opportunities
    4. 4. 1) Researching & Prioritizing Viable Leads I. Primary Strategies 1. Map major donor and board relationships 2. Glean prospects from the donor lists of organizations with similar missions 3. Network at fundraising and other events, hosted by other organizations 4. Engage the philanthropic community w/ active professional memberships 5. Develop major partnerships - become a project lead or subcontractor 6. Balance grant progress and priorities (see example) II. Secondary Strategies 1. Foundation collection and other online systems 2. Subscribe to local newspapers 5/24/2012(c) 2012 Robert Hopkins Pfaff
    5. 5. 2) Developing & Implementing Cultivation Plans I. Primary Strategies 1) Compile a list of 50-100 of most viable prospects (and best contacts) 2) Cultivate support of best contacts and internal advocates 3) Enlist Board of Directors, Development Committee or Grants Committee 4) Implement moves-management roadmaps to each prospect 5) Meet with prospect to discuss application, if possible 6) Submit „blessed‟ application for major grant award II. Secondary Strategies 1) Travel to Washington, D.C. - Meet with FWS and other potential funders 2) Network to CCF invitation-only donor designated funds 3) Networking up the philanthropic ladder 4) Recruit and leverage corporate leaders 5/24/2012(c) 2012 Robert Hopkins Pfaff
    6. 6. 5/24/2012(c) 2012 Robert Hopkins Pfaff 6) Example: Balancing Progress & Priorities Internal Monitoring Report 10/01/2013
    7. 7. 1) Convincing Prospects with Distinctive Proposals I. General Best Practices 1. Start the grantwriting process ASAP! 2. Learn pitch your project to grantors with various interests 3. Make smart use of statistics (see example) 4. Case Statement: Clear, Credible & Compelling (see example) 5. Develop strategic project plans (see GFL handout) 6. Construct „big picture‟ budgets (see example) 7. Base request amount on need/average – not maximum 8. Cite your references (MLA Handbook 7th Edition) 9. Become fluent with organizational/project finances 10. Submit application 3-7 days before deadline 11. Develop individual cultivation plans for each prospect (prepoposal contacts) 5/24/2012(c) 2012 Robert Hopkins Pfaff
    8. 8. 5/24/2012(c) 2012 Robert Hopkins Pfaff Georgia Animal Welfare League – Case Statement Services 2004 2005 2006 2007 2008 AAGR 2009Goals Adoptions 1,100 2,865 1,884 2,204 2,675 41% 3,776 Spay/Neuters 535 622 698 753 802 11% 888 Low-Income Vet Clinic 2,456 3,233 2,988 3,899 5,200 22% 6,343 Euthanasia 124 156 99 57 36 -22% 28 TOTALS 4,215 6,876 5,669 6,913 8,713 23% 11,034 • In September 2005, The League‟s volunteers rushed to New Orleans and rescued 1,510 lost pets. We reunited 561 (37%) of these animals with their human companions. Local families adopted the remaining Katrina evacuees, increasing adoption rates by 160%. • In 2006, The League leveraged this new public support into major, continuous funding sources. From 2004-2008, the League sustained an 112% increase in overall services, excluding euthanasias. From 2004-2008, The Society decreased euthanasias by 70%. • In 2007, the deployment of local military personnel to Iraq surged, accounting for 194 surrendered pets. In 2009, The Society expects to serve 11,000 families and animals, based on our new funding resources and our 23% five-year growth rate.
    9. 9. Expense Request Match Total Match Source Quote Description Admin. $20,000 $20,000 $40,000 Human Turtle Races FR Special Event 8.3% indirect costs. Three-year average of historical indirect cost rate plus 4% inflation rate Veterinary Costs $250,000 $100,000 $350,000 Yertle the Turtle Foundation Check received 4/15/12. Quote Source: Sea Island Vet. Clinic Supplies $30,000 $20,000 $50,000 Inkind donation from Surgical Supply $2,500 surplus from 2011 program operations Transport. $0 $10,000 $10,000 Dept. Natural Resources 20,000 miles /50 cents per mile. Quote Source: DNR. Misc. $20,000 $10,000 $30,000 Phi Kappa Phi Pledge Carwash Based on last years actual plus 10% expansion goal. Turtle Troops $0 $10,000 $10,000 DNR-trained Volunteers Volunteers search for wounded turtles/nests. 1,000 hrs. @ $10. Source: 2011 time sheets. TOTALS $320,000 $170,000 $490,000 1,000 turtles served. Avg. $320 requested per rescue. 5/24/2012(c) 2012 Robert Hopkins Pfaff
    10. 10. Excerpt from $750,000 USDA Community Foods Project CFDA #10.225: Growing Food Locally “For the purpose of this proposal, the farmers reside in Beaufort County, typified by those living in Census Tracts 1, 11 and 21. In these tracts, a combined 86% of the total population is described as rural. Of the 26,279 people living there, an average 51% of the population is African-American, with a per capita income of $11,326; and more than 45% are listed as „not in the work force.‟ The target populations receiving food assistance live in Beaufort, Jasper , Hampton and Colleton counties (hereafter referred to as „surrounding areas‟). Of these 82,680 people, the average income is $10,466 with 73.5% listed as rural, and 52.7% are „not in the work force.‟ Please see Appendix A: Target Communities Census Tract Maps.” 5/24/2012(c) 2012 Robert Hopkins Pfaff
    11. 11. 2) Customize Strategies to Different Grantmakers 1. Federal Demonstration Grants 1) How to Ensure Adequate Lead Time (3-6 Months) a) Search (and other resources) on a regular basis b) Save time by knowing the basics of Boolean search protocols. c) Sign up for grant email alerts for timely information (RFPs, changes) d) Evaluate aptitude for success (cost vs. benefits) 2) How To Construct The Strongest Proposal a) Research your topic thoroughly (see online resources) b) Recruit strategic partners and advocates, with influence and expertise c) Compile strategic project plan d) Construct „big picture‟ budget e) Then compile grant and budget narratives f) Distribute rough draft to partners for mock review g) Collect the strongest letters of support h) Recruit an expert to write Evaluation section 5/24/2012(c) 2012 Robert Hopkins Pfaff
    12. 12. 2) Customize Strategies to Different Grantmakers 1. Federal Demonstration Grants 4) How To Prepare for the Deadline a) Register and secure DUNS number, CCR, AOR in timely manner b) Learn electronic submission system requirements c) Understand how these proposals are reviewed d) Check for SPOT (State Point of Contact) requirements e) What is an approved indirect cost rate? 5) How to Leverage the Grant Award a) Express gratitude to everyone involved in the process b) Contact prospects and existing donors with great news c) Complete and submit all reports on time d) Send out newsflashes, etc… Remember – bureaucrats are people too! 5/24/2012(c) 2012 Robert Hopkins Pfaff
    13. 13. 2) Customize Strategies to Different Grantmakers 2. Private Foundation Grants 1) Research board members 2) Research IRS 990s for three-five years (Foundation Directory Online) 3) Compile and document moves-management plan (see handout) 4) Leverage Influence of Best Contacts and Internal Advocates 5) Prepare 15-second „elevator‟ speech for preproposal contacts 6) Assign deadlines to foundations w/o deadlines (summer) 7) Save time and effort with query letters/emails 8) Secure maximum lead time - obtain application package ASAP 9) Request feedback on declined proposals – and future prospects 10) Do not give up after one-two rejections! 5/24/2012(c) 2012 Robert Hopkins Pfaff
    14. 14. 2) Customize Strategies to Different Grantmakers 3. Corporate Grants: “Enlightened Self-Interest” ”When I asked a corporate Vice President „What is the biggest mistake in proposals from the nonprofit world?‟ he said, „The Vocabulary.‟ When I asked him to explain, he said that „nonprofits should never use the word „gift.‟ He suggested to me that they use the word „invest‟ instead.” 1) Highlight employee involvement and benefits 2) Focus proposal on economic ROI (e.g. impact on tourism). 3) Remember your vendors – in particular your bankers! 4) Solicit at right time each year: November - January 5) Request specific amount, with optional giving levels and benefits 6) Network with local Chamber of Commerce 5/24/2012(c) 2012 Robert Hopkins Pfaff
    15. 15. 2) Customize Strategies to Different Grantmakers 4. Community Foundations “17.5 % of wealthy households gave through donor- advised funds at a community foundation, financial institution or through another organization.” 1) Build strong relationships with program officers 2) Submit applications to open grants programs 3) Network to designated fund donors 4) Become involved - open houses and other events 5) Subscribe to email and mailing lists 6) Inform staff contact of projects and funding goals 5/24/2012(c) 2012 Robert Hopkins Pfaff
    16. 16. 1) External: Innovative & Personalized Communications 1. Implement consistent calendar of “point-of-entry” events 2. Implement grant acknowledgment protocols (see sample) 3. Engage donors in cyclical strategic/development planning process 4. Episodic and innovative communications (Newsflashes vs. Newsletters) 5. Host free donor appreciation (and prospecting) luncheon 6. Report on unique impact of gift, with before and after photos 7. Attend all possible donor related events 8. Submit professional, timely reports 2) Internal: Promote Superior Results w/ Integration 1. Collaborate on solicitation/cultivation plans with major gifts officer 2. Coordinate communications with marketing/PR officer 3. Anticipate shifting needs and trends with finance personnel 4. Solicit periodic needs assessments from programs 5/24/2012(c) 2012 Robert Hopkins Pfaff
    17. 17. 5/24/2012(c) 2012 Robert Hopkins Pfaff Gift Range CEO Letter CEO Phone Chair Phone CEO Tour CEO /Chair Lunch Gift $1,000+ X $2,500+ X X $5,000+ X X $10,000+ X X X $25,000+ X X X X $50,000+ X X X X $100,000 + X X X X X
    18. 18. Sea Turtle Rescue Program: The Sample Grants Plan 5/24/2012(c) 2012 Robert Hopkins Pfaff
    19. 19. 5/24/2012(c) 2012 Robert Hopkins Pfaff I. Prospecting Results Federal Grant Opportunities CFDA Title Closes Comments 15.657 Endangered Species – Recovery Implementation 7/31/2012 Contact Regional Recovery Coordinator ASAP None Southeast Region Flex Funds Ongoing Closed for the year. Contact Georgia Ecological Services Field Office in Atlanta. 47.074 Collections in Support of Biological Research 7/27/2012 Improvements to collections significant to the NSF/BIO community. Includes aquariums. 11.469 FY 2012 - 2013 Broad Agency Announcement (BAA) 9/30/2013 Education and outreach, innovative projects not addressed through discretionary programs. 15.668 Wildlife Without Borders – Critically Endangered Animal Conservation Fund 5/1/2012 Funding partially for veterinary rescue. Close for this year, but place on grants calendar.
    20. 20. 5/24/2012(c) 2012 Robert Hopkins Pfaff I. Prospecting Results Federal Grant Opportunities CFDA Title Closes Comments 15.231 Youth Environmental Education Opportunities 9/14/2012 Provide youth the opportunity to connect with the natural world (outdoor and in classroom) 45.301 Museums for America Closed Funds for ongoing museum programs, exhibitions, research, planning, collections management, etc…. 45.303 Conservation Project Support 10/11/11 To help museums identify conservation needs and priorities and perform activities to ensure the safekeeping of their collections. 45.312 National Leadership Grants 2/01/2012 To enhance the quality of library and museum services nationwide and to provide coordination between libraries and museums.
    21. 21. II. Prospecting Strategies 1. Review attached starter prospect list 2. Expand on starter lists with prospecting best practices 3. Create moves-management plan for each grantmaker 4. Initiate process early, document steps, leverage advocates and contacts III. Cultivation & Stewardship Strategies 1. Compile 50-100 prospect list with best contacts 2. Implement moves-management plan for each prospect: a) Create Sea Turtle Rescue FB page – friend national donors/prospects b) Host a sea turtle release party (or open house) for local donors/prospects c) Make an assertive, organized attempt to invite major prospects d) Email video of release party to absent/national prospects e) Engage national/local prospects (e.g. online tracking of turtles) f) Travel and meet with $25K+ prospects g) Submit tailored, timely applications - blessed by prospects h) Convene donors/prospect at Donor Appreciation Luncheon i) Involve donors/prospects in strategic planning process 5/24/2012(c) 2012 Robert Hopkins Pfaff
    22. 22. IV. Acknowledgment & Stewardship Strategies 1) Letters and/or phone calls from CEO or Board Chair 2) Select donors with children to receive stuffed turtle dolls…share this turtle‟s story with a child in your life? 3) Name turtles after donor – send email progress “newsflashes” 4) Encourage them to track the turtle online – or send progress reports 5) Invite to donor (prospecting) appreciation luncheon 6) Engage prospects/donors in sea turtle hospital planning efforts 7) Integrate these strategies with marketing/pr etc… 8) Adopt-a-Turtle program with global online tracking. 5/24/2012(c) 2012 Robert Hopkins Pfaff
    23. 23. 1. Complete donor prospecting with relationship maps 2. Compile 50-100 government and foundation prospects 3. Secure and leverage federal funding first 4. Implement individual roadmaps with move-management 5. Submit applications with blessing of staff, advocates and/or contacts 6. Implement acknowledgment and stewardship strategies 7. Incorporate donor/prospect feedback into strategic/development plan 5/24/2012(c) 2012 Robert Hopkins Pfaff V. The Grants Plan Review
    24. 24. 5/24/2012(c) 2012 Robert Hopkins Pfaff 1 South Carolina Community Profiles S.C. Census Tract Data & Maps 2 Charleston County Public Library Online Dozens of Helpful Research Tools 3 Federal Register Daily Updates on Federal Grants 4 Catalog of Federal Domestic Assistance Federal Grants Clearinghouse 5 Grants for Environment & Animal Welfare Foundation Collection Digital Version 6 S.C. Marine Turtle Conservation Program Academic Articles on Local Sea Turtles 7 Federal Business Opportunities RFPs for Government Contracts 8 National Center for Charitable Statistics Free 990s Nonprofits & Foundations 9 FWS – South Carolina Services Field Office State Discretionary Funds Resource 10 NFWF – Sea Turtle Grants Sea Turtle Conservation Grants 11 Daily, local turtle census updates 12 Federal Grants Clearinghouse
    25. 25. 5/24/2012(c) 2012 Robert Hopkins Pfaff VII. Other Resources Bauer, David G. The 'How To' Grants Manual: Successful Grantseeking Techniques for Obtaining Public and Private Grants (American Council on Education Series on Higher Education) Modern Language Association. (MLA) Handbook for Writers of Research Papers 7th Edition Strunk, White & Angell. The Elements of Style (4th Edition).
    26. 26. Thanks y’all! Any Questions? 5/24/2012(c) 2012 Robert Hopkins Pfaff