This presentation will provide both an overview and a deep dive into best practices for submitting a grant application to the Federal Government. The presenters focus specifically on the Institute of Museum and Library Services Museums for America program which has an annual deadline in November. In addition to general grant-writing tips, they shared specific tips, timelines, and examples to help make this application process more accessible for all eligible Museums.

1. How to Apply for a Federal Grant
Ariel Weintraub
Associate Director, Institutional Giving, Oakland Museum of California
Michelle Seiler-Godfrey
Program Development Manager, High Desert Museum
Lisa Sasaki
Director, Smithsonian Asian Pacific American Center

3. This Session
• Meditation
• Writing Exercises
• Federal Grants Overview
• IMLS Museums for America Grant Narrative:
Project Justification, Project Workplan, Project
Results
• Specific Recommendations for other parts of
Grant Proposal
• Questions

5. EXAMPLE:
IMLS Museums for America
Proposal
https://www.imls.gov/grants/available/museums-america

7. IMLS GRANT NARRATIVE ELEMENTS
I. Project Justification WHY?
Please tell us in your own words what this project intends to accomplish. Define
the need in the community. When applicable, please present data/evidence that
documents the significance of the issue.
Goals and Objectives
Tell us the goals of the project and how they align with your mission,
describe the activities you will undertake, indicate the population served.
II. Project Description and Workplan WHO WHAT WHERE and HOW?
Specify the resources (personnel, partnerships, funding, time, etc.) that will be
used, provide a timeline of events as appropriate.
III. Project Results and Evaluation HOW?
How will you define programmatic success? Describe the evaluation process(es)
or method(s) you will use to measure your success.(i.e., pre and post surveys,
annual polling, focus groups, etc.).

9. Project Justification: Goals and Objectives
WHY?
PROJECT GOAL: The Family Nature Play Room: Creating Space for Early
Learners project will meet the needs and interests of local families, both
new and repeat visitors, by providing play-based discovery and learning
experiences for young children and their adult companions within OMCA’s
Gallery of California Natural Sciences.
Objectives:
• Build staff capacity (both behind-the-scenes and front-of-house) to
serve families with young children;
• Engage local families, experts and leaders in early childhood and family
learning in the conception, development, promotion and evaluation of
the project;
• Use collections and specimens in new ways to promote family learning
and discovery, particularly for children ages 2-5 years old;
• Prototype an early childhood space and exhibition components for
possible replication within temporary exhibitions or within the Galleries
of California Art and History.

10. Goals and Objectives

11. Project Results:
How to complete that pesky “Evaluation” section
Know your “nut” and choose the right tool to crack it!

12. What Should be the Evaluation Plan?
Project Goal: The Family Nature Play Room: Creating Space for
Early Learners project will meet the needs and interests of local
families, both new and repeat visitors, by providing play-based
discovery and learning experiences for young children and their adult
companions within OMCA’s Gallery of California Natural Sciences.
Objectives:
• Build staff capacity (both behind-the-scenes and front-of-house) to serve
families with young children;
• Engage local families, experts and leaders in early childhood and family
learning in the conception, development, promotion and evaluation of the
project;
• Use collections and specimens in new ways to promote family learning
and discovery, particularly for children ages 2-5 years old;
• Prototype an early childhood space and exhibition components for
possible replication within temporary exhibitions or within the Galleries of
California Art and History.

16. Budget Justification
1. Salaries and Wages
The total cost of salaries and wages for this project is $67,562. We are
requesting $5,000 in federal funding, and $62,562 will be in cost share.
HDM Program Development Manager, Michelle Seiler-Godfrey, will
spend 5% of her time on the project. Her rate is $$$$$. This represents
$$$$ in cost share. Responsibilities include….
3. Travel
Trip 1. Bend to Denver. HDM staff will travel from Bend, Oregon to
Denver, Colorado to meet with evaluation staff at the Denver Museum of
Nature & Science.
Travelers: HDM Director of Programs, Curator of Education and
Program Development Manager
Flight: $350/traveler x 3 travelers: $1,050
Lodging: $130/night x 2 nights x 2 rooms: $520
Per Diem: $69/day x 2 days x 3 travelers: $414
Total: $1,984
4. Supplies, Materials and Equipment
Indirect Costs
 Use the same
headings as the
IMLS Budget
Form.
 Address both
grant funds and
cost share.
 Justify how you
arrived at the
calculations and
why these
expenses are
important to the
project.
 Should align with
your narrative.
 Don’t wait until
the last minute to
write.

18. EXAMPLE: Large Institution Grant Proposal Schedule
DEADLINE December 1 (Veterans Day 11/10, Thanksgiving is November 23-26)
By October 30
Development: Forms--SF-424S, Program Info Sheet, Org Profile, Strat Plan Summary, 501c3
Letter and DRAFT Budget
Project Director: DRAFT NARRATIVE, Ask for Letters from Partners
October 30 to November 6
Development: REVISE NARRATIVE Return to Team
Project Team: Provide Updated Resumes by Nov 6
November 9-13:
Development: Abstract, Schedule of Completion structured by proposed
Activities, Detailed Budget with Project Director, Budget Justification
List of Key Project Staff and Consultants, Resumes of Key Project Staff
and Consultants
Project Team: REVIEW EDITS/ ADD TO PROJECT NARRATIVE (incl. budget,
timeline and activities)
Nov 15-22
Development: REVISE NARRATIVE #2 THANKSGIVING
Nov 27 to Dec 1 Finish ALL Docs and Submit

19. Timeline Example for
Smaller Institution
• Meetings with key program staff to
develop program (as early as
possible/at least 2 months)
• Identify partners/consultants (2
months)
• Request letters of support from
stakeholders (6 weeks)
• Draft Narrative with key staff (6-4
weeks)
• Draft Budget/Schedule of Completion
(4 weeks)
• Complete other materials—Strat Plan
Summary, Org Profile, List of Key
Project Staff, etc. (2 weeks)
• Finalize Narrative, Budget, Budget
Justification (1 week)
• Submission (at least 2 days prior to
the deadline)

20. Advice from a Reviewer
DON’T
• Try to pull together a fed
grant at the last minute
• Have multiple “voices” in
the narrative
• Say you’re the first to do
something
• Forget to consult with
partners, content experts
• Skip doing a FULL budget
justification
DO
• Consult with Grant Program
Officers
• Ask yourself honestly if
budget, timeline, objectives
are reasonable
• Double-check your math
• Create a reasonable
evaluation plan
• Read reviewer feedback,
especially if you don’t get
the grant