How Arts Organizations Can Better Prepare for Federal and State Funding

There’s often a communication gap between arts organizations and grant-making institutions—a kind of left-brain/right-brain language barrier. Part of my job as Community Capacity Coordinator at the Southwestern Pennsylvania Commission is to help close that gap, and I’m thrilled to have the opportunity to provide more arts and culture organizations with the knowledge they need to achieve funding from federal and state grants, thanks to the help of the Greater Pittsburgh Arts Council.

Let’s face it: federal grant writing is all about structure. It demands you break big, imaginative ideas into measurable outputs and outcomes. On the other hand, artists are expansive thinkers, envisioning creative possibilities that don’t always fit neatly into spreadsheets. Then there are the grant reviewers, who often prioritize quantitative and logical arguments over creative narratives. It’s a classic clash of mindsets. Personally, I like to think I’m right-brained because I’m left-handed—not that it matters, because neuroscience tells us we use both sides of our brains equally. But I digress.

Thanks to the Arts Council, I’ve had the privilege of meeting some incredible regional arts organizations (hi, everyone!). From these meetings, I’ve noticed a few patterns among successful arts grantees.

Here are some lessons worth sharing:

1. Connect Your Work to Economic Development

Grant-makers love acronyms like ROI (return on investment). In simple terms: “If I give you this money, what will I get out of it?” This is where “arts vibrancy” comes in. It’s a concept I was excited to learn about while attending the Pennsylvania Council on the Arts' recent strategic planning session with Arts Council CEO Patrick Fisher. It’s the bridge between your work and regional economic growth. A vibrant community needs art, and the creative industry is a major player in Southwestern Pennsylvania’s economy. Have your statistics ready. For instance, 95% of artists lost their creative income during the pandemic, but the creative industry in Pennsylvania has rebounded to $30 billion this year. Show how your work contributes to the larger economic picture and craft a compelling case for your ROI.

Review your grantmakers’ funding strategies, looking for words like “tourism” and “culture.” Tourism means more dollars coming to the region and a bright and vibrant culture adds to overall economic development. Know what they’re looking for before approaching them to meet and use their language when talking with them.

2. Get Specific

Storytelling is an art, even in grant writing. Be ready to pitch your successes with concrete examples. Nonprofit work involves a bit of selling—though we like to call it “development.” Using tools like Customer Relationship Management (CRM) software can help you track and share your impact, from the number of people served to the jobs created. Metrics matter, so don’t shy away from them.

3. Know Your Budget

How much do you cost per hour? How much does your team cost? Do you have a profit-and-loss statement from last year ready to share? Most federal grants operate on a reimbursement schedule, meaning you’ll need to front costs for several months. If that’s not feasible, think about the fundraising you’ll need to cover these expenses upfront.

4. Get Registered

Federal grants require registration on platforms like SAM.gov. State and private foundations have their own systems. Without these registrations, you won’t get far, so make this step a priority.

5. Don’t Be Afraid to Ask

Here’s a little secret: it never hurts to ask. Whether it’s reaching out to a potential funder or seeking advice, a respectful level of shamelessness can go a long way. Anticipate rejection, but don’t fear it. Know your work, be proud of it, and always be ready to discuss its value.

Make connections with elected officials. They may be able to assist with funding or, at the very least, provide a letter of support, which goes a long way with grant reviewers. 

If you’re still hung up on that left-brain/right-brain idea, let me clear the air. Yes, I misled you earlier. The myth has been debunked—we use both sides of our brain equally. And that’s good news. It means you have everything you need to tackle the sometimes-daunting world of grant applications. So go forth, get those grants, and make your mark. 

Want more helpful tips?

You’re invited to join me on Wednesday, February 19, from 10-11AM, for a free Virtual Grantmaking Webinar. Remember the art of storytelling I mentioned earlier? I’ll be providing examples of success stories from grantees I’ve helped achieve funding as well as best practices/common pitfalls for first-time applicants. I’ll also share links to upcoming funding opportunities, an overview of SPC’s Economic and Workforce Development Department with additional info on how we can help, and more.

About the author: Faith Collins is the Community Capacity Coordinator at the Southwestern Pennsylvania Commission, where she assists regional nonprofits and local government units with grant technical assistance on federal and state grants, including Appalachian Regional Commission (ARC) and Economic Development Administration (EDA) opportunities. While Faith’s career has led her to nonprofit work, she still considers herself a frustrated artist after spending a significant amount of time hanging around the art classroom in high school, and going through an unfortunate and lengthy obsession with Radiohead in college (In Rainbows still slaps, don’t @ her). In addition to helping connect nonprofits with funding opportunities, she also enjoys doodling absent-mindedly during meetings.

If you’re a nonprofit with a potential economic development grant idea, email fcollins@spcregion.org or check out the Community Capacity website at spcregion.org/communitydevelopment.