Application Preparation

The mission of the Office of Cultural Affairs (OCA) is to enhance the vitality of the city and the quality of life for all Columbia citizens by creating an environment wherein artists and cultural organizations can thrive, and fostering opportunities for creative expression and the preservation and celebration of the city’s multi-cultural heritage.

Preparing an Arts Funding Application

Required Attachment Checklist

For your application to be complete, submit the following in the order listed and with the required copies. All items must be typed, copied front to back, standard three-hole punched and stapled to fit in a three-ring binder. Do not submit applications in your own folders or binders. Applications that are not prepared according to stated guidelines will be assessed up to a 10-point penalty.

A._____ Original application with the first page signed in ink (not black) plus 14 copies. All collaborating agencies must sign the main page of the application.

B._____ Five-page narrative; questions must be restated and listed in order; must be typed using at least 12 point type, 1.5 line spacing and 1 inch margins on all sides (15 copies).

C._____ Lead agency budget (15 copies).

D._____ Project budget (15 copies). *funding requests may not exceed $10,000

E._____ Prior fiscal year audit or financial review (if review, please list source) and a statement of revenues, expenses and fund balance (15 copies). See sample financial statement in application form.

F._____ List of current directors and officers for lead agency (15 copies).

G.____ Up to three pages of biographical summary of project director(s) and key artistic participants, one paragraph per person (15 copies). Must be typed using at least 12 point type, 1.5 line spacing and 1 inch margins.

H._____ If a previously funded agency, the final report from the most recently completed project (15 copies). This must be included, even if the proposed project is different from the previous project.

I._____ If applicable, written response to management consultation suggestions (15 copies). Only organizations who have had OCA management consultations in the last 12 months need to do this.

J._____ Written confirmation from schools, clubs, groups, etc. that are referenced in your narrative as participating in your project (1 copy per school/group). For example, if you reference schools attending your event(s), you must have a basic letter from each school confirming they are aware of your intended project and are interested in participating. The letter can be a form that you provide and they simply sign; contact the OCA for a sample. This is not the same as a support letter and does not pertain to collaborators.

K._____ IRS 501c3 determination letter(s) (1 copy); include this with the original copy of your application. Submit this only if your agency did not receive OCA funds in FY11.

L._____ Supplementary materials (13 copies), no more than 5 pages/items and a contents page. Each set must be placed in a 9" X 12" clasp envelope clearly marked with your organization's name.

More on Supplementary Materials

Supplementary materials bolster your written narrative with images, and sometimes audio, of what is described. As such, be sure to include materials that are most pertinent to your application and that directly address the evaluation criteria. If you have been funded by the OCA previously, include materials that feature the OCA logo/credit line as they demonstrate proper credit to the city.

Only include materials that directly address the evaluation criteria.
Examples of pertinent materials are: newsletters, organizational brochures, project literature, newspaper articles, pictures of past programs and/or participants, letters of support.
No more than five pages/items may be submitted as supplementary materials.
All five items must be placed in a 9" x 12" clasp envelope.
Include a contents page with a brief description of items and how they relate to the application.
Make 13 sets of the supplementary materials; place each set in a clasp envelope with the contents page.
Clearly label the front of the clasp envelopes with your organization's name.
Each member of the Commission on Cultural Affairs will receive your supplementary materials which is why you must submit 13 sets.

About Letters of Support

Letters of support are not required. If you choose to have a letter or letters of support, place them in your supplementary materials; they will count toward your five items. Consider that unsolicited expressions of thanks are the best for demonstrating your program's impact: an email from an impressed audience member, a thank-you from a school that attended your performance or a hand-written note from a featured artist. Formal letters sought out expressly for the application are fine, too. In those cases, they should be addressed to the Commission on Cultural Affairs. Letters should not be sent directly to the OCA but should be included with supplementary materials.

Collating Your Application

Applications that are not prepared according to stated guidelines will be assessed up to a 10-point penalty. Copy your completed application(s) front to back in numerical order, then standard three-hole punch and staple all copies so that they will fit into a three-ring binder.

Make 14 copies of your completed application, items A-I (these are provided to the Commissioners and OCA staff).
Your original should include items A-K (this becomes the OCA's official file copy).
Standard three-hole punch and staple all 15 copies of your application so they will fit into a three-ring binder.
Do not submit applications in your own folders or binders.
Place supplementary materials, up to five items and a contents page, in 9" x 12" clasp envelopes and clearly mark each envelope with your organization's name. Make 13 sets (all Commissioners receive a set with one for the OCA's official file copy).

Send or Deliver 14 copies of your application and the original (15 total) and 13 sets of supplementary materials.

Don't Forget to keep a copy of your application and supplementary materials for your files.