Advanced Grant-Writing, Prospecting & Stewardship

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.

1. Advanced Grantwriting, Prospecting & Stewardship Georgia Coastal Protection League Sea Turtle Rescue Program (c) 2012 Robert Hopkins Pfaff

2. Research Results Summary Statement: 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 . 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. This analysis included a general review of grants to animal welfare, endangered species programs/exhibitions and aquariums from 2009-2011. Of the 2,668 grants awarded, only 729 (27%) came from private or corporate foundations that accept unsolicited proposals. 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 .“ Project Research Results & Strategies 5/24/2012 (c) 2012 Robert Hopkins Pfaff

3. II. Suggested Grant Program Strategies Project Research Results & Strategies 5/24/2012 (c) 2012 Robert Hopkins Pfaff 1) Elevate & Leverage Organization’s National Profile Pursue and secure significant federal grant award Leverage into major national foundation gifts Explore smaller, local foundation awards Secure corporate grants and sponsorships Explore introductions to donor-advised funds 2) Invest in Relationship Mapping to Open Doors Invest in relationship mapping Develop moves-management plans to cultivate national prospects Leverage major, foundation awards into other gifts Continue to pursue significant federal funding opportunities

4. Researching & Prioritizing Viable Leads Primary Strategies Map major donor and board relationships Glean prospects from the donor lists of organizations with similar missions Network at fundraising and other events, hosted by other organizations Engage the philanthropic community w/ active professional memberships Develop major partnerships - become a project lead or subcontractor Balance grant progress and priorities (see example) Secondary Strategies Foundation collection and other online systems Subscribe to local newspapers II. Building Bridges to Major Grantmakers 5/24/2012 (c) 2012 Robert Hopkins Pfaff

5. 2) Developing & Implementing Cultivation Plans I. Primary Strategies Compile a list of 50-100 of most viable prospects (and best contacts) Cultivate support of best contacts and internal advocates Enlist Board of Directors, Development Committee or Grants Committee Implement moves-management roadmaps to each prospect Meet with prospect to discuss application, if possible Submit ‘blessed’ application for major grant award II. Secondary Strategies Travel to Washington, D.C. - Meet with FWS and other potential funders Network to CCF invitation-only donor designated funds Networking up the philanthropic ladder Recruit and leverage corporate leaders II. Building Bridges to Major Grantmakers 5/24/2012 (c) 2012 Robert Hopkins Pfaff

6. 5/24/2012 (c) 2012 Robert Hopkins Pfaff 6) Example: Balancing Progress & Priorities Internal Monitoring Report 10/01/2013

7. 1) Convincing Prospects with Distinctive Proposals I. General Best Practices S tart the grantwriting process ASAP! Learn pitch your project to grantors with various interests Make smart use of statistics (see example) Case Statement: Clear, Credible & Compelling (see example) Develop strategic project plans (see GFL handout) Construct ‘big picture’ budgets (see example) Base request amount on need/average – not maximum Cite your references ( MLA Handbook 7th Edition ) Become fluent with organizational/project finances Submit application 3-7 days before deadline Develop individual cultivation plans for each prospect (prepoposal contacts) III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

8. 2) The Case Statement: Clear, Credible & Compelling 5/24/2012 (c) 2012 Robert Hopkins Pfaff Georgia Animal Welfare League – Case Statement 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. 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. 6) Sample “Big Picture” Budget 5/24/2012 (c) 2012 Robert Hopkins Pfaff

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. ” 7) Sample: Making Smart Use of Statistics 5/24/2012 (c) 2012 Robert Hopkins Pfaff

11. 2) Customize Strategies to Different Grantmaker s 1. Federal Demonstration Grants 1) How to Ensure Adequate Lead Time (3-6 Months) Search grants.gov (and other resources) on a regular basis Save time by knowing the basics of Boolean search protocols. Sign up for grant email alerts for timely information (RFPs, changes) Evaluate aptitude for success (cost vs. benefits) 2) How To Construct The Strongest Proposal Research your topic thoroughly (see online resources) Recruit strategic partners and advocates, with influence and expertise Compile strategic project plan Construct ‘big picture’ budget Then compile grant and budget narratives Distribute rough draft to partners for mock review Collect the strongest letters of support Recruit an expert to write Evaluation section III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

12. 2) Customize Strategies to Different Grantmakers 1. Federal Demonstration Grants 4) How To Prepare for the Deadline Register and secure DUNS number, CCR, AOR in timely manner Learn electronic submission system requirements Understand how these proposals are reviewed Check for SPOT (State Point of Contact) requirements What is an approved indirect cost rate? 5) How to Leverage the Grant Award Express gratitude to everyone involved in the process Contact prospects and existing donors with great news Complete and submit all reports on time Send out newsflashes, etc… Remember – bureaucrats are people too! III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

13. 2) Customize Strategies to Different Grantmakers 2. Private Foundation Grants Research board members Research IRS 990s for three-five years (Foundation Directory Online) Compile and document moves-management plan (see handout) Leverage Influence of Best Contacts and Internal Advocates Prepare 15-second ‘elevator’ speech for preproposal contacts Assign deadlines to foundations w/o deadlines (summer) Save time and effort with query letters/emails Secure maximum lead time - obtain application package ASAP Request feedback on declined proposals – and future prospects Do not give up after one-two rejections! III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

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.” Highlight employee involvement and benefits Focus proposal on economic ROI (e.g. impact on tourism). Remember your vendors – in particular your bankers! Solicit at right time each year: November - January Request specific amount, with optional giving levels and benefits Network with local Chamber of Commerce III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

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.” Build strong relationships with program officers Submit applications to open grants programs Network to designated fund donors Become involved - open houses and other events Subscribe to email and mailing lists Inform staff contact of projects and funding goals III. Converting Prospects to Donors 5/24/2012 (c) 2012 Robert Hopkins Pfaff

16. External: Innovative & Personalized Communications Implement consistent calendar of “point-of-entry” events Implement grant acknowledgment protocols (see sample) Engage donors in cyclical strategic/development planning process Episodic and innovative communications ( Newsflashes vs. Newsletters) Host free donor appreciation (and prospecting) luncheon Report on unique impact of gift, with before and after photos Attend all possible donor related events Submit professional, timely reports Internal: Promote Superior Results w/ Integration Collaborate on solicitation/cultivation plans with major gifts officer Coordinate communications with marketing/PR officer Anticipate shifting needs and trends with finance personnel Solicit periodic needs assessments from programs IV. Strengthening Donor & Prospect Relationships 5/24/2012 (c) 2012 Robert Hopkins Pfaff

17. 1) Sample Grant Acknowledgement Protocols 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. Sea Turtle Rescue Program: The Sample Grants Plan 5/24/2012 (c) 2012 Robert Hopkins Pfaff

19. IV. Sea Turtle Rescue : The Grants Plan 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. IV. Sea Turtle Recsue Plan: The Grants Plan 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. II. Prospecting Strategies Review attached starter prospect list Expand on starter lists with prospecting best practices Create moves-management plan for each grantmaker Initiate process early, document steps, leverage advocates and contacts III. Cultivation & Stewardship Strategies Compile 50-100 prospect list with best contacts Implement moves-management plan for each prospect: Create Sea Turtle Rescue FB page – friend national donors/prospects Host a sea turtle release party (or open house) for local donors/prospects Make an assertive, organized attempt to invite major prospects Email video of release party to absent/national prospects Engage national/local prospects (e.g. online tracking of turtles) Travel and meet with $25K+ prospects Submit tailored, timely applications - blessed by prospects Convene donors/prospect at Donor Appreciation Luncheon Involve donors/prospects in strategic planning process IV. Sea Turtle Rescue: The Grants Plan 5/24/2012 (c) 2012 Robert Hopkins Pfaff

22. IV. Acknowledgment & Stewardship Strategies Letters and/or phone calls from CEO or Board Chair Select donors with children to receive stuffed turtle dolls… share this turtle’s story with a child in your life? Name turtles after donor – send email progress “newsflashes” Encourage them to track the turtle online – or send progress reports Invite to donor (prospecting) appreciation luncheon Engage prospects/donors in sea turtle hospital planning efforts Integrate these strategies with marketing/pr etc… Adopt-a-Turtle program with global online tracking. IV. Sea Turtle Rescue: The Grants Plan 5/24/2012 (c) 2012 Robert Hopkins Pfaff

23. Complete donor prospecting with relationship maps Compile 50-100 government and foundation prospects Secure and leverage federal funding first Implement individual roadmaps with move-management Submit applications with blessing of staff, advocates and/or contacts Implement acknowledgment and stewardship strategies Incorporate donor/prospect feedback into strategic/development plan IV. Sea Turtle Rescue : The Grants Plan 5/24/2012 (c) 2012 Robert Hopkins Pfaff V. The Grants Plan Review

24. IV. Important Online Resources 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 Seaturtle.org Daily, local turtle census updates 12 Grants.gov Federal Grants Clearinghouse

25. IV. Sea Turtle Rescue : The Grants Plan 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. Thanks y’all! Any Questions? 5/24/2012 (c) 2012 Robert Hopkins Pfaff