Annual Grants

General information

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About Annual Grants

The City of Columbia Office of Cultural Affairs (OCA) provides annual grant funding support to the arts programming to eligible applicants. The OCA’s Commission on Cultural Affairs assists in the process by evaluating requests and recommending funding levels.  The City Council finalizes allocations.

Funding Amounts

City arts funding is limited and is allocated in a competitive process. In fiscal year 2024, a total of $116,500 is going to support 27 agencies and their projects. Contact us for statistical information on awards made in previous fiscal years. Organizations are encouraged to use this information in developing reasonable requests.

FY25 Requests

Organizations may request up to 25% of last fiscal year’s total revenue*, with a minimum request of $1,000 and a maximum request of $7,500. If an organization’s last year’s total revenue is less than $4,000, up to 50% may be requested, not to exceed $1,000. Proposed projects must be matched dollar-for-dollar with cash, in-kind contributions, or a combination of both. 

New from FY19: There will no longer be a minimum award amount (i.e. if an organization requests $1,000, they may be funded less than the request)

*Last fiscal year’s total revenue is defined as the actual (not budgeted) amount of money (cash or in-kind) that the organization received in exchange for goods and/or services that it provided. Total revenue includes support: revenue that consists of contributions or grants to the organization.

Collaborations, Partnerships and Working with Schools & Other Groups

Collaborations and partnerships are encouraged. Collaborators play a significant role in the planning and implementation of the proposed project(s). Partners are involved to a lesser degree, perhaps as a sponsor or special venue.  In either case, a nonprofit arts organization must serve as the lead agency. Signatures must be obtained from all collaborators. If two arts organizations are applying for funding, only one can request funding for overlapping projects/programs. 

A  school or other group simply attending a performance or event does not constitute a collaboration or partnership. If their participation is detailed in your narrative, however, confirmation from the school(s) or group(s) that they have been contacted and plan to participate must be provided with your application. 

Other Grant Funding Opportunities

The OCA provides year-round opportunities for arts organizations to apply for support. The Small Requests Grant Program may provide up to $500 for projects. Basic eligibility is similar to these funding guidelines.  If a project is funded in the annual funding cycle, however, components of it are not eligible for a Small Request. Proposed projects should be innovative, unique and, in most cases, one-time opportunities.  Established projects are not likely to be funded as a Small Request. Contact us for more information and the application or access the Small Request application information.

Eligibility information

Eligibility Information

  • Applicants must be either, (1) a single, 501(c)(3) nonprofit arts & culture agency; (2) a collaboration of arts & culture agencies; or (3) a collaboration of an arts & culture agency and one or more nonprofit agencies (schools, social service agencies, public entities).  
  • An arts and culture agency is defined as an organization whose primary mission and/or more than 75% of its annual operating expenses are dedicated to cultural activities: the performing arts (music, dance, theatre), visual arts, literature, film, or whose primary mission is the promotion of their culture through educational and/or artistic activities.
  • Proposed projects must occur within the Columbia city limits.
  • Organizations may request up to 25% of last fiscal year’s total revenue*, with a minimum request of $1,000 and a maximum request of $7,500. If an organization’s last year’s total revenue is less than $4,000, up to 50% may be requested, not to exceed $1,000.
  • Proposed projects must be matched dollar-for-dollar with cash, in-kind contributions, or a combination of both. 
  • Collaborative proposals are encouraged.  In collaborations, a nonprofit arts organization must serve as the lead agency.  Letters of support must be obtained from collaborators.  This shows that you have contacted them and that they are supportive and involved. Two organizations cannot request funds for the same project (there must be one lead agency applying for funds for project). 
  • Organizations may submit one application only.
  • Funded projects may not discriminate against any segment of the community on the basis of sex, race, color, age, religion, creed, national origin, veteran, disability, economic status, familial status, gender identity, or sexual orientation.
  • Receipt of City funding is conditional upon the arts agency signing a grant agreement. The executed agreement must be returned by the stated deadline in order to receive funding.  
  • If City funding is received, a final report of the project is due within 45 days after its end date; 10% of each contract will be held until the report is submitted.  If the report is not received after 90 days, the 10% is forfeited.
  • City grant funding is conditional on meeting these guidelines.  If an agency is approved for funding by the City Council, but does not meet these guidelines, the Commission on Cultural Affairs may recommend to City Council that the funding award be withdrawn.

*Last fiscal year’s total revenue are defined as the actual (not budgeted) amount of money (cash or in-kind) that the organization received in exchange for goods and/or services that it provided. Total revenue includes support: revenue that consists of contributions or grants to the organization

Exclusions

City funds may not be used for any of the following…

  • Capital improvements or the purchase of permanent equipment
  • Political, legislative and lobbying activities
  • Projects completed or in process before November 1, 2024
  • Organization administrative and operational expenses (such as administrative salaries, rent, utilities, etc.). 
  • Projects which by their design or operation discriminate against any segment of the community whether on the basis of sex, race, color, age, religion, creed, national origin, veteran, disability, economic status, familial status, gender identity, or sexual orientation.

Application process & timeline

Application Process 

  • Applicant must submit all required information in accordance with instructions using the online application system by Monday, April 29, 2024, at 5:00 p.m. to be considered for FY2025 funding. The Commission on Cultural Affairs will only consider complete applications.
  • Access online applicationCreate only one account per organization (note: organizations funded in FY17-FY24 already have active accounts).
  • Budget forms are provided and must be used. Additional sheets will not be accepted.
  • Applications completed by April 1, 2024, may be reviewed by OCA staff with feedback by April 15, 2024.
  • After Commission review, appropriation levels will be recommended to the City Council for final action as part of the City’s overall FY2025 budget process.

Project Period

Applications must address projects occurring between November 1, 2024, and October 31, 2025. 

Review Process

After the deadline, each member of the Commission on Cultural Affairs reviews applications. Commissioners may contact the applicant if they have questions about the application, but applicants should not initiate contact with Commissioners as they should not feel as if they are being lobbied. 

Scoring and allocation

  • Commissioners score each application based on the project guidelines and evaluation criteria, with the best possible score of 100. 
  • Scores are then averaged. The average becomes the basis of a ranking for all applications. 
  • An adjusting percentage will be used to determine award levels. Adjusting percentage is determined by dividing the total available funds by total requests. For example, if the available funding were $110,000 and the requests totaled $250,000, the adjusting percentage would be 44% (available funding/request total = 0.44).
  • Awards will be determined by the following formula:
    Amount requested x total average score  x adjusting percentage
  • For the top three scoring applications at or above 95%, a bonus award of $500 will be allocated. Applicants who received an award will not be eligible to receive again for two funding cycles (for example, the top three scoring applicants from FY22 will not be eligible for another bonus award until FY25). 
  • Applications receiving an average score of 59 or less will not be funded.

Dollars are allocated using the above mathematical formula to determine preliminary funding levels, which are then finalized by the Commission. The formula has a direct relationship to each application’s score and ranking, thereby rewarding those applications that most clearly and directly meet the guidelines and address the criteria of the funding program. 

Timeline

  • Early March – Online applications first available. Eligible organizations are able to set up accounts with Foundant Technologies (only one account per organization).
  • By appointment – Contact OCA for an overview of the funding application process. Staff can assist in questions about putting together an application and the overall funding process.  
  • April 1, 2024 – Optional draft deadline for OCA staff review of application for completeness
  • April 14, 2024 – Staff feedback to organizations submitting for the optional draft review
  • April 29, 2024 – Application due by 5:00 p.m. 
  • June 5, 2024 – OCA staff will send each applicant preliminary comment packets from Commissioners (no scores) ahead of full Commission meeting. Request for written response to any factually inaccurate comments by 12:00 p.m. noon on Monday, June 10. Staff will share responses during the meeting. 
  • June 10, 2024 – Commission on Cultural Affairs funding work session, 5:15 p.m. Contact the OCA to confirm meeting location. Meeting is open to the public; applicants are encouraged to attend to observe.
  • TBD – Letters to applicants with Commissioner’s funding recommendations and comments
  • July 8, 2024 – Commission second funding meeting to finalize scores along with preliminary funding recommendations. Contact the OCA to confirm the meeting date, time and location. Applicants are encouraged to participate in public hearing after Commissioner discussion. 
  • August 2024 (date TBA) – Funding recommendations presented to the City Council for approval during the City’s overall budget process. 
  • Late August 2024 – Contract agreement details sent to organizations. 
  • September 30, 2024 – Deadline to submit signed grant agreement and interim report to OCA. Funding cannot be released until all paperwork is completed and on file with the OCA. Failure to return the executed agreement and required revisions by the due dates may result in the loss of city funding for current fiscal year. 
  • October 2024 – Agreements presented to City Council for approval at its second meeting of the month. 
  • November 2024 – 90% of grant awards are distributed to organizations. 

Please Note

  • City grant funding is conditional on meeting the timeline herein set out. If guidelines are not met, the Commission on Cultural Affairs may recommend to City Council that a funding award be withdrawn.
  • If funding is received, a final report of the project is due within 45 days after its end date; 10% of each contract will be held until the report is submitted. If the report is not received after 90 days, the 10% is forfeited.

Interim Report

Once a proposed project is approved, a revised narrative and budget are required so to reflect the actual amount awarded (since it will almost surely differ from the initial request). If stipulations are placed on the application during the review process, they will need to be satisfied at the time of the revision. The interim report form will be located in the online grant management system (Foundant). 

Final Report

A final report is required of each project 45 days after its end date. 10% of each award  is held until the report is submitted. If the report is not received after 90 days, the 10% is forfeited. 

Project guidelines and evaluation criteria

Evaluation Criteria Scoring Rubrics

Applications that are not prepared according to stated guidelines will be assessed a 10-point penalty.

Project Guidelines Education Projects

The purpose of this program is to support more effective involvement of artists and arts organizations in the life-long learning process of all citizens. The program seeks to provide residents with a greater opportunity to participate in quality visual, literary, and performing arts experiences by one or more of the following:

  • Developing audiences through art in education, programming for non-traditional audiences in non-traditional venues, forging non-traditional links in the community
  • Providing new arts experiences
  • Integrating art in all aspects of life, targeting those not fully participating in the arts such as the business community, senior citizens, social service agencies, etc.
  • Increasing the interaction between arts organizations and artists in the education of youth
  • Enhancing classroom teachers’ ability to teach about and with the arts

Examples of Education Projects…classes, workshops, seminars, symposiums, in-school programming, literary publications, etc. If you are not sure that your proposed project fits within the guidelines, contact OCA staff.

Project Guidelines Presentation Projects

The purpose of this program is to maintain and enhance the quality of arts services and to broaden the artistic scope of the city’s cultural activities. The program seeks to provide residents with a greater opportunity to be exposed to traditional artistic activities as well as new and imaginative endeavors in visual, performing and literary arts by one or more of the following:

  • Assisting local nonprofit arts organizations in producing and/or presenting quality arts programs
  • Increasing the availability and range of quality arts experiences throughout the community
  • Developing a broader audience base for a range of creative and artistic experiences
  • Promoting excellence, diversity and vitality in Columbia’s cultural environment

Examples of Presentation Projects…concerts, performing arts series, special events, exhibits, etc. If you are not sure that your project fits within the guidelines, contact OCA staff.

Preparing an application

Application Forms

These are PDF previews of the application forms that are found in the online grant management system (Foundant). 

New Applicants

The OCA encourages proposals from first-time applicants. Applicants are strongly encouraged to contact the OCA about the funding process well in advance of the deadline. New applicants may choose to apply for Small Request Grant Funding first; the program mirrors the annual grant funding process in many ways but the application is simplified. New applicants are likewise strongly encouraged to submit a draft application and meet with OCA staff well before the final deadline. Each application is reviewed on an individual basis according to the established evaluation criteria. Historical funding is not considered.

Draft Review & Other Technical Assistance

  • By appointment – Contact OCA for an overview of the funding application process. Staff can assist in questions about putting together an application and the overall funding process.  

To assist applicants in submitting competitive proposals, OCA staff will review applications. Drafts are reviewed and written feedback is provided. All applicants, especially those applying for the first time and those that received reduced or no funding in the most recently completed process, are encouraged to participate in a draft review. To submit a draft application for review, applicants must complete all required questions on the application form. Application drafts are must be submitted using the online funding system (not saved as a draft) by 5 p.m. on the published deadline. If the items needed for draft submission cannot be submitted by the draft deadline, agencies may still contact OCA for guidance – OCA staff is available year round to discuss the arts funding process.

Arts funding recognition (City/OCA logos)

Organizations that receive City arts funding are required to credit the City in promotional materials (flyers, posters, print ads, brochures, etc.). Logos available for download.