Don’t send an
application for WVCA grants without first contacting
If you have questions about the eligibility of your proposal or the
deadline, contact the arts staff. They will discuss your ideas and,
if necessary, direct you to appropriate sources. You may also
submit a draft application for comments. Consultation with staff
members does not guarantee that your proposal will be funded, but
it may help you focus your proposal more clearly.
Get it in the mail
The WVCA deadline is a postmark deadline. Late applications will
not be reviewed. An institution’s metered postmark is not
acceptable; applications must be postmarked by the postal service.
Have your proposal hand cancelled if necessary.
Use the correct
If you are unsure which form(s) to use, check the program
descriptions or contact arts staff.
Use clear, concise
The members of the WVCA read over 200 applications each year, so it
is important to describe your program briefly and
that the WVCA is familiar with you, your organization, or your
Background information puts your proposal in context.
Send slides with
Previously-submitted slides/photos will not be pulled from the
files by Arts staff to be added to your application.
Answer all required
questions in your narrative.
This is your chance to sell your project!
Use Your Checklist!
Include all required supplemental materials.
That includes your current board list, financial statement, 501- c
status documentation, signed artists’ contracts,
printers’ estimates, letters of support, marketing plan, etc.
Incomplete applications will be reviewed as a lower priority. If
you cannot submit any of these materials with the application,
explain why in a cover letter and include the date (prior to May 1)
when these materials will be submitted.
For example, if you list a business or foundation’s support
under the Income section of your application, include with your
application a copy of the letter from them declaring their
intention to contribute the amount indicated.
If you are creating
opportunities for artists or forging new alliances, show
Get letters of support from everyone with whom you are working
— artists, arts organizations, businesses, schools, state
The contact person
identified in the proposal should not receive money through the
This is a conflict of interest.
Handwritten applications will not be accepted.
Your application and support materials will be photocopied many
times. Please submit clear, legible information. WVCA grant
applications are available on our website. These applications may
be downloaded or scanned for use on your computer. Be sure to
submit an original print with original signatures.
A person who is authorized to legally obligate your organization
must sign applications.
proofread your application.
A proofreader should be able to understand the project from your
description. Have them check spelling and math. Spelling and math
errors don’t reflect well on an organization.
Make copies of
everything for your files.
Please do not
staple or bind your application or supplementary materials. Use
Prepare your budget
• Never allow your expenses to be larger than your
• Specify your costs, even if they are estimates, and be
specific about where grant funds are going.
• Keep your budget realistic. Unrealistic budgets don’t
reflect well on an applicant’s financial management
Send only one application.
Only one application is allowed from each organization per fiscal
year. This rule applies to the general grants program, not to pilot
programs and other special opportunities.
application must stand or fall on its own merit. The WVCA grants
program is highly competitive. If your application is not funded,
or only partially funded, make sure you understand why. All
applicants should receive notification of the status of their
application in July. You should also receive a grant item sheet
listing items funded or not funded, and the reasons for the
WVCA’s decisions. If a panel reviewed your application, you
will receive their comments as well. If you need more details,
contact the arts staff. You are encouraged to review and
incorporate any constructive comments into your next