Grant Writing Guide - Sample Format - Organizations Activation Projects

For the purposes of the 2024 Organization Activation Projects (OAP) funding opportunity, please structure your proposal into these basic sections:

  1. Organization Profile
  2. Project Summary
  3. Funding Request Rationale
  4. Project Description
  5. Project Budget
  6. Summary
  7. Support Materials

A well written and concise grant proposal allows the AFA to gain a full understanding of the project, the nature of the organization, its history, the purpose it serves and impact its programming has in service of an identifiable segment of society.

As a reminder, the AFA only accepts applications through the GATE Front Office online application system. First-time applicants will require a GATE Front Office username and password. Requests must be received at least five business days prior to the application deadline. Please complete the GATE Front Office Registration form and email it as an attachment to registrationAFA@gov.ab.ca, quoting the funding opportunity or grant program to which you are applying.

General points:

  • Applicants should review program guidelines thoroughly.
  • Applicants are encouraged to contact their Arts Development Consultant well in advance of the program deadline for assistance to ensure their project falls within funding eligibility parameters and to avail themselves of advice on how to best prepare an application for a particular program.
  • Applications must be:
    • complete
    • submitted on or before the deadline
    • contain all required information, documentation and support materials
    • adhere to all formatting and other requirements.
  • The AFA is responsible for reviewing numerous applications and clarity and ease-of-reading is essential.
  • Applicants should also ensure proposals have been proofread to correct spelling, grammar and formatting prior to submission.

1. Organization Profile (1 page max.)

Providing informative details about the organization, its background, present situation and future goals, allows the assessment panel to appreciate the actions the organization now wishes to undertake to further add value to its purpose in fulfilling its mandate. A complete Organization Profile provides context to better understand the following sections.

As part of its profile, an applicant organization should provide the following information:

  • Organization’s mandate and objectives.
  • History –
    • who founded the organization?
    • why was it established?
    • what was its founding purpose?
  • What community does it serve?
  • What is the social demographic make-up of its members and participants, e.g., youth, adults, rural, urban, inner-city, special-needs, socioeconomic grouping, etc.
  • Current and historical number of members.
  • History of programming.
  • Current programming.
  • How does the organization’s programming impact members and community.
  • What hopes, dreams and vision does the organization have for the future?

2. Project Summary

  • Give the project a clear title.
  • In one or two lines, precisely state what is the project. Provide a brief summary of the project that explains or expands on the title.

3. Funding Request Rationale (1/2 page to 1 page max.)

  • Describe the need or problem your organization has identified.
  • Identify precisely who will benefit from this project.
  • Provide evidence as to how this project will fulfil this need or solve this problem.
  • Describe what your organization wishes to achieve and how this project allows the organization to progress towards fulfilling this need or solving this problem.
  • How will your organization know that it has been successful?

4. Project Description (2 pages max.)

  • In one or two lines, restate the project end goal.
  • Identify project stakeholders, including partnering organizations (if applicable), members, contractors and/or volunteers.

IMPORTANT - The project, its goals and the geographic location where activities are to take place must align with the purpose of the grant program and all eligibility criteria contained in the OAP program guidelines.

Eligible organizations may be located anywhere in Alberta, but project activities must take place outside of the following urban regional areas:

  • Calgary metropolitan area, consisting of: Calgary, Airdrie, Chestermere, Cochrane, Foothills County, High River, Okotoks, Rocky View County
  • Edmonton metropolitan area, consisting of: Edmonton, Beaumont, Devon, Fort Saskatchewan, Leduc, Leduc County, Morinville, Parkland County, St. Albert, Spruce Grove, Stony Plain, Strathcona County, Sturgeon County
  • When planning your organization’s project, ensure project objects and parameters align with the spirit and intention of the OAP program. A proposal should demonstrate how the project is a significant departure from ongoing programming.
  • The closer a project aligns with the purpose of the grant program the easier it is for the applicant organization to identify project goals and the logical sequence of steps and activities required to achieve a successful project outcome.

Please review the purpose of the OAP program that includes, but is not limited to: 

New initiatives that engage emerging artists in rural Alberta communities and foster the next generation of artists by addressing gaps in professional development and promote:

  • developing relationships and increasing knowledge sharing between emerging artists (typically ages 16-35) and established artists and mentors
  • increasing accessibility to programs and opportunities for rural emerging artists residing in Alberta communities outside of major urban regions
  • supporting artistic disciplines, and/or customary Indigenous arts and cultural practices
  • supporting Equity, Diversity, Inclusion, and Accessibility (EDIA) of artists, communities, and audiences

Additional examples include projects that:

  • provide mentorship and pair experienced artists or arts professionals with emerging artist to provide professional development, guidance, support and skill-building opportunities in their artistic pursuits
  • provide arts-related skill development to emerging artists though workshops, classes, or residencies in various artistic disciplines
  • support established mentors or facilitators to assist emerging artists to conceive, plan, and execute their own arts projects such as exhibitions, performances, festivals, or community arts initiatives
  • equip artists with the skills and abilities to market themselves in a region that may not likely have enough infrastructure to support development in their field
  • connect emerging artists with Elders, Knowledge Keepers, and/or other artists to share customary and/or contemporary artistic practices through community gatherings
  • build capacity for emerging artists to sustain their practice beyond the scope of the project itself, such as the development of marketing skills and strategies to promote work widely.
  • By clearly defining project parameters, the reader can easily identify project scope. It is important that a project does not appear open-ended or comprise of a “shopping list” of sub-projects that go on for an extended period of time.
  • What are the project timelines, including start and finish dates and other key target dates in between? Provide a project schedule.
  • In order to achieve the project goal within the timeline, clearly and concisely outline the logical sequence of steps and activities to be undertaken. Identify who will be responsible to carry out each step, i.e., staff, volunteers, contractor(s) or partnering organization(s).
  • What expertise will be put into action to carry out project activities, e.g. instruction, supervision, marketing, technical, logistical, administrative.
  • Aside from money, what else does the organization need to make the project work, i.e., accommodation, travel, equipment, materials, supplies and other sources of support.

5. Project Budget

(Budget template is part of the GATE online application form)

  • Provide a budget rationale. Describe how this project is cost effective. What is the cost to benefit ratio in terms of dollars spent (invested) and the “value” that will be generated.

A comprehensive budget:

  • Must balance where project expenses equal project revenue including the amount of the grant request.
  • Should be as accurate and realistic as possible providing a clear accounting break down of all expenses and revenues associated with the project and not ongoing operating expenses.
  • Contains itemized project expenses and revenues that reflect the project description.
  • Demonstrates some level of contribution from the applicant organization (if applicable) or rationale explaining the absence of contribution. A budget that demonstrates a commitment to the project, whether required or not, by providing resources and / or fundraising for a portion of the costs may be viewed positively and may compete more effectively over projects that do not demonstrate some portion of committed resources.
  • Large-scale projects may rely on a cross section of community resources such as unconfirmed funding from multiple sources. As part of a proposal, an applicant organization may wish to provide a “Plan B” on how the project may be realized should such funding or other resources not be forthcoming.
  • Provide budget notes to clarify expense and revenue line items where necessary.

6. Summary (1/2 page max.)

  • Briefly restate how the project will impact and benefit participants, the organization, its members, and community. Articulate why this project is important to the organization’s development, how it will enhance its capacity to build purpose and value in its programming and how this project is an innovative departure from past activity.
  • Provide a history of achievements of projects or activity that instills confidence in the reader that the organization has the experience and capacity to carry out activities outlined in its project description.
  • Define what “success” will look like at the end of the project, what will be achieved and how will success be measured.

7. Support Materials

Project proposals are greatly strengthened when accompanied by support materials that substantiate and provide greater insight into project need, activitie,s and budget. Support materials can include but are not limited to:

  • Strong letters of support from recognized third parties substantiating the need and value of the project.
  • Projects that include Indigenous themes and / or people should demonstrate indigenous consultation and protocols with Elders and knowledge keepers.
  • Quotes for materials and services that substantiate project activities and budget.
  • Information and materials from past projects of similar scope that allow a comprehensive assessment of an applicant’s ability to carry out the current proposed project.
  • Partnering organizations that provide letters confirming details of their participation and contribution to the project.
  • Documentation substantiating financial and other significant sources of support for the project, i.e., other funders, donors, and sponsors.
  • Recent board approved financial statements generated for the past fiscal year.

Questions? Contact staff for support: