Building Capabilities Applicant Guidelines
Notice of Funding Opportunity:
CultureWorks strengthens artists and arts organizations to increase their impact in our region while fostering diversity and inclusivity, ensuring everyone in the community can access and express culture through the arts. One of the ways this mission is achieved is by funding artists and arts and culture organizations through an annual grants program.
Funding Focus Area
Building Capabilities: Supports initiatives to enhance organizational effectiveness, growth, and sustainability. Funding is for specific projects, not general operations. Examples include: Infrastructure development, Strengthening collaborations in arts and culture, Strategic planning, Health and safety improvements, or Technology upgrades.
Process Overview:
There are three steps in the 2025 grant application process.
1. The first is submission of a Letter of Intent (LOI) accepted February 1st through 28th. After the LOI has been reviewed by a volunteer panel you will be notified if you are invited to apply or not.
a. If invited to apply to will go to step 2 and fill out a full application.
b. If not, you will be invited to attend the grants presentation as a spectator and encouraged to mingle with potential funders, artists and CultureWorks board members and make potentially beneficial connections.
2. If you are invited to apply for a grant, the second step is submission of a full proposal. The application will be open only to those invited via SMApply from March 1 through March 31.
3. A Grants Presentation The presentation of a 2-minute live, visual or audio recording describing: your project, the audience for your project (population your project will serve), and how, if awarded, the funding will impact you as an individual artist/your organization, and/or how the community served will be impacted - basically, why you or your organization should get this money.
This presentation will be a part of a live “Shark Tank” like event where you may be asked for more details about your project. The specific date and time will be announced and is anticipated to fall sometime in the second half of May.
Funding Scope:
The Annual Grant Program supports organizations and initiatives benefiting Richmond, Colonial Heights, Hopewell, Petersburg, and the counties of Charles City, Chesterfield, Goochland, Hanover, Henrico, New Kent, Powhatan, and the Town of Ashland.
Application Resources:
Grant Application Overview Webinar: Wednesday, January 15, 2025, 12:00–1:00 PM (Webinar will be recorded and made available on the CultureWorks website.)
Chat with Grants Program Strategist. Sign up for a specific time slot via SignUp Genius. 2025 times are scheduled in 15 minute intervals between the following times:
Thursday, January 16, 1:30-3:15 PM;
Tuesday, January 21, 2:00-4:00 PM;
Wednesday, January 22, 1:00-2:30 PM;
Thursday, January 23, 1:30-3:00 PM.
Key Dates:
Letter of Intent Opens: Saturday, February 1, 2025, at 6:00 AM EST
Letter of Intent Closes: Friday, February 28, 2025 at 5:00pm EST (No exceptions)
If invited to apply, the Application Opens: Tuesday, April 1, 2025 at 6:00AM EDT
Application Closes: Wednesday, April 30, 2025 EDT
Live Grants Presentation TBD – sometime in the second half of May
Applications must be submitted through the online portal: https://richmondcultureworks.smapply.io/. Early submission is strongly encouraged.
A diverse panel of volunteers will review the LOIs and Applications.
Awards will be announced at the Grant Competition.
Timeline:
Grant Period: July 1, 2025–June 30, 2026
Mid-Year Report Due: Halfway through your project or by December 31, 2025
Final Report Due: 30 days after your project is completed or by July 31, 2026
For questions, contact Mary Burruss, Advancement and Grants Program Strategist, at mburruss@richmondcultureworks.org or 804-340-5280, ext. #1.
Letter of Intent Review Criteria
LOI’s and Applications are reviewed and evaluated by a panel comprised of community volunteers with diverse backgrounds, experience and relevant expertise, but may not have direct knowledge of every applicant.
Justification of Need: Degree to which the grant funding would further the artist’s or organization’s vision and assist with accomplishment of stated goals.
Use of Funds: Evidence that the grant will assist artistic growth or overall development of the artist or organization.
Likelihood of Project Completion: Capacity to successfully accomplish the stated goals.
OVERALL IMPACT:
• Efforts to further the appreciation of the applicant’s art form.
• Community involvement and plans to promote the project to the intended audience.
• Extent to which the proposed project meets the needs of the community.
Tips for Success
Be concise: Limit your LOI - minimize word counts as much as possible while conveying your message fully within maximum word count.
Be focused: keep the grant review criteria and eligibility requirements in mind.
Focus on impact: Emphasize the tangible outcomes of your project.
Use clear, persuasive language: Avoid jargon, slang or overly technical terms.
Show passion: Let your enthusiasm for the project shine through without being over-the-top.
Tailor to the funder: Reflect the language and values of CultureWorks.
AI: You might use AI to clean up your writing but resist relying on AI to write your narratives- they will sound fake and probably too generalized to make a convincing argument for your project.
Application content for those invited to apply will be made available with future invitations to apply and will build on information already provided in the LOI.
Accepting an Award
If you are awarded funding, all Awardees will be asked to provide an IRS Form W-9 and to complete a document assuring agreement and compliance with the terms and conditions of the Annual Grants Program as stated in these Guidelines.
Awardees must:
Submit an IRS Form W-9 and sign an agreement to comply with program terms.
Cultural Equity Grant recipients in years which Federal Funds are allotted:
Provide a Unique Entity Identifier (UEI) from SAM.gov.
Attend a post-award webinar for federal funding compliance.
Grantee Activities & Engagement
Use of Funds: Funds must be used within the fiscal year (July 1, 2025 – June 30, 2026) as described in the proposal. Any changes to the project purpose must be reported to CultureWorks in advance to avoid forfeiting funds.
Reporting:
A mid-year progress report is due when you are halfway done with your project OR by December 31, 2025, through the online application system.
Final reports must be submitted within 30 days of completing the project or by July 31, 2026, through the online application system.
Late or missing reports may impact future funding opportunities.
Maintain accounting records and source documents (e.g., receipts, payroll records) for four years after the final report submission. Provide copies upon request.
Marketing & Acknowledgment:
Include CultureWorks' acknowledgment on all project materials (e.g., newsletters, programs, press releases). Use the CultureWorks logo where possible.
Cultural Equity grant recipients must also acknowledge the National Endowment for the Arts in all related materials and announcements.
Questions? For assistance, contact Mary Burruss, Advancement and Grants Program Strategist, at 804.340.5280 ext. 1 or mburrus@richmondcultureworks.org.