GRANTS FOR ARTS PROJECTS: Frequently Asked Questions

FAQs for Applicants & Awardees in Response to COVID-19 »

Late or Incomplete Applications | Eligibility and Allowable Activities/Costs | Competitive Projects | Period of Performance
Other federal funding | Changes to programming due to the pandemic

Late or Incomplete Applications

We missed the application deadline. Can I submit a late application?
Late, ineligible, and incomplete applications will not be reviewed. Exceptions to the deadline will be considered only for registration or renewal issues or technical malfunctions that are the result of failures on the part of SAM, Login.gov, Grants.gov, or NEA systems, as determined by the NEA. To be considered for this exception, you must provide documentation of a Login.gov, SAM, Grants.gov, or NEA systems failure that prevented your submission by the deadline.

Examples of Reasons Why Late Applications Will Not Be Accepted:

Heavy administrative responsibilities on the part of the applicant’s staff, relocation of an office/other workspace, personal events, or a very busy schedule.
Problems with computer systems or Internet access at the applicant organization, or failure to complete or renew required registrations in advance of the application due date.
Failure to follow instructions in the guidelines or funding opportunity announcement.

We will not make exceptions for applications that are the result of user error, including failure to register in SAM.gov or to verify that your application was successfully submitted to the Grants.gov system. The NEA is under no obligation to accept applications that are late for these reasons.

Reminders:

The NEA expects that applications will be submitted on time.
On time submission means an application is submitted error free no later than 11:59 p.m. Eastern Time on the application due date.
Permission for late application submission cannot be granted in advance.
Applications submitted late or outside the Grants.gov system (e.g., an emailed SF-424) will not be processed, reviewed, or considered for funding.

Will you contact me if my application is missing anything?
No. Because of the volume of applications, we have a strict approach to incomplete applications. For your application to be considered complete, every item that is required MUST be included in your application package, which must be submitted no later than the application deadline date under which you are applying. Staff will not contact applicants to request missing material. Use the "How to Apply" instructions for your category to make sure that you have included every item. Have the completeness and accuracy of your application package double-checked by a responsible staff member who understands the importance of this task. Allow at least six weeks to prepare your application, the work samples, and other supplementary information. We can’t stress this enough: Do not wait until the day of the deadline to submit! We suggest setting an internal application deadline for your organization that is 24-48 hours before the actual application deadline.

If my application is determined to be incomplete, may I add the missing item(s) and resubmit the application?
No. The staff has to check thousands of applications. By the time that an application is identified as incomplete, it will likely be several weeks after the application deadline. An organization cannot add missing items and resubmit the application after the application deadline. We encourage you to double-check your application package against the "How to Apply" instructions to make sure that nothing is missing.

If new or updated information that significantly affects your application (including changes in artists) becomes available after the deadline, you must notify the specialist handling your application.

Eligibility and Allowable Activities/Costs

Can federally recognized tribes apply?
Yes. In keeping with federal policies of Tribal Self Governance and Self-Determination, we may provide support for a project with a primary audience restricted to enrolled members of a federally recognized tribe. Applicants (federally recognized tribal governments, non-profits situated on federally recognized tribal lands, or other non-profits whose mission primarily serves federally recognized tribal enrollees) should consult with our staff to verify their eligibility before preparing an application.

Can non-federally recognized tribes apply?
Yes, as long as the applicant is a non-profit, tax-exempt 501(c)(3), U.S. organization. Projects for non-federally recognized tribes and indigenous groups may be supported, but project participation can’t be restricted to only tribal members.

Can Native Hawaiian groups apply?
Yes, as long as the applicant is a non-profit, tax-exempt 501(c)(3), U.S. organization. Projects for Native Hawaiians may be supported, but project participation can’t be restricted to only Native Hawaiians.

Our project may need updated technology to support quality virtual programming. To what extent can these costs be included in the project budget, and do we need to differentiate between supplies or equipment costs?
You can apply for costs related to updated technology as long as they fit into the proposed project. Costs could include:

Equipment, purchase or rental
Hardware
Software, e.g., timed ticketing software
Increased bandwidth
Streaming subscriptions
Specialized audio-visual equipment for performers

The distinction between supplies and equipment is determined by cost and useful life. A justification for the cost is required in some cases.

If you intend to purchase equipment that costs $5,000 or more per item with an estimated useful life of more than one year, clearly identify the equipment and you will need to provide a justification for this expenditure either in the Project Budget form or in your narrative.

Digital devices or other technologies are considered supplies if they are less than $5,000 per item, regardless of the length of useful life, and no additional justification is required.

Can my project budget include the cost of open or closed captions or sign language interpretation for virtual events?
Yes.

Our exhibition space and/or performance venue will need to make physical changes to meet social distancing requirements, such as the removal of seats or installation of plexiglass to protect staff. To what extent can these costs be included in the project budget?
You can apply for costs related to physical changes as long as they are allocable/directly related to the proposed project. However, we do not fund the costs of physical construction or renovation, or the purchase costs of facilities or land.

How can I make sure that my project that addresses gender or racial equity is in compliance with Federal civil rights laws that prohibit discrimination (such as on the grounds of race, color, or national origin)?
Projects may focus on reaching a particular group or demographic (such as gender, disability, economic status, race, color, or national origin, including limited English proficiency); however, they may not be exclusionary under Federal civil rights laws and policies prohibiting discrimination. This extends to hiring practices, artist selection processes, and audience engagement. Your application should make it clear that project activities are not exclusionary. Please review the Assurance of Compliance, as well as NEA Civil Rights guidance on our website, including this archived webinar: Things to Know Before You Apply: Federal Civil Rights and Your Grants Application.

The "Unallowable Activities/Costs" section says that subgranting is not allowed. What is subgranting?
Subgranting is defined as regranting funds to an individual or organization for activities that are conducted independently of your organization and for the benefit of the subgrantee’s own program objectives. A subgrantee is not directly employed by or affiliated with your organization.

Examples of subgranting include:

Awards and prizes.
Payment to an individual or organization to obtain training or technical assistance for their own benefit with little or no involvement from your organization. (Allowable activities would include services that are offered or coordinated by your organization such as making your facilities available, conducting workshops or conferences, or providing hands-on assistance. These activities also should be monitored and evaluated by your organization.)
Production funds awarded to an individual or organization through a competitive review process with little or no subsequent involvement from your organization.
Emergency relief funding for housing or food.

Most organizations that apply to the NEA can’t subgrant federal funds to individuals or organizations. Congress prohibits the NEA from making grants for subgranting activity, with exceptions only for state arts agencies, regional arts organizations, and local arts agencies designated to operate on behalf of local governments.

Designated local arts agencies are eligible to apply for subgranting through the Local Arts Agencies discipline of the Grants for Arts Projects category. Designated local arts agencies must meet additional eligibility requirements, provide additional documentation in the application, and follow additional reporting and compliance requirements. Designated local arts agencies are encouraged to contact Local Arts Agencies staff to discuss eligibility and application requirements when preparing a subgranting application.

My organization wants to apply for support of its apprenticeship program. How can I clarify in my application that my project does not include awarding subgrants even though my budget may include fees to individual artists?
The key to avoiding the appearance of subgranting is the involvement of your organization. In the example of an apprenticeship program might include fees paid to artists. These fees are not considered subgranting if your organization provides substantive supervision of and involvement in the mentor-apprentice relationship. This might include:

Planning a detailed description of the individual master-apprentice course of study.
Monitoring and evaluating the progress of the activity including conducting site visits.
Documenting apprenticeship activities including reports from masters and apprentices.
Arranging public exhibition or performance opportunities for masters and apprentices.
Archiving material related to the apprenticeships and publicly distributing information about the apprenticeship program and its activities.

Note that simply "checking in" on the activity, including obtaining progress and final reports, does not qualify as substantive involvement in the project.

You can provide evidence of your organization's substantive involvement in the project through project-related information on your website, announcements and evaluations of public events, and archival documentation.

Can my partner organizations also apply for NEA funds to support our collaborative work?
A partnering organization may apply for funds to support a joint effort but there can be no overlapping project costs between the applications. For example, if you are a dance company, and you are applying for the development of a new work and a presenting organization/theater is also applying for a residency/performance project that includes your company and the presentation of the new work, you must ensure that the costs are kept separate. You cannot include travel costs in your budget if these same costs are also reflected in the presenter’s budget. You cannot include as cost share/match any income that is derived from a federal grant made to another entity (e.g., if a presenter includes your artist fees as an expense in their budget, you cannot use that as income in your own budget). In short, you should communicate closely with your partners to be sure that you are each clear on the division of costs and activity between the applications.

Can my organization submit an additional application in the GAP category through the Media Arts discipline for the July deadline?

No. Organizations may submit only one application to the FY 2025 Grants for Arts Projects program (i.e., one application per calendar year) with limited exceptions made only for Parent (and Related) Organizations. We limit the number of applications an organization may submit in order to ensure that our grant funds extend to a variety of organizations, including first-time applicants and organizations serving communities of all sizes.

Although the opportunity to submit an additional application through the Media Arts discipline for the July deadline is no longer offered, we remain committed to supporting existing and new technology-centered creative practices across all artistic disciplines and forms, as well as to building arts organization’s capacity to serve a broad public by providing access, training, and other resources to engage with digital technologies.

We will continue to accept applications for projects that support this work in any relevant artistic discipline within the GAP category.

In the past my organization submitted an additional application to Media Arts, what should we do for FY25?

We recommend that you either focus your application on activities appropriate for the Media Arts program, or apply to one of the other disciplines for a project that suits their accepted project types. Many of the other disciplines accept projects that utilize technology-centered creative practices, as well as build arts organization’s capacity to serve a broad public by providing access, training, and other resources to engage with digital technologies. You can read more about what kinds of projects are accepted by clicking the links found in the Artistic Disciplines section.

If you have questions, we encourage you to contact our staff.

Competitive Projects

Does my project have to be new? Does it have to be big?
No. Projects do not have to be new. Existing projects can be just as competitive as new activities. Projects do not need to be big either; we welcome small and medium-sized projects that can make a difference in their community or field.

Does my project have to be outside the scope of my regular programming?
No. A project can be a part of an applicant's regular season or activity. For example, a theater company's educational activities that occur year-round could constitute an acceptable project. Other projects might be a workshop production of a work in progress or a charrette sponsored by a community design center. What is important is the specificity of the activities involved. Also, there can be no overlap with projects for which you already are receiving other NEA or federal funds.

Can I apply for more NEA funding for a project supported by an earlier grant?
Yes. If you have previously received a grant to support an earlier phase of a project (for example, for research for a documentary, or early development work on a new play or choreographed work) you may re-apply to the NEA for additional funding to support a later phase (for example, the post-production/editing/distribution phase of the documentary, or the final development/premiere of the new play or dance). However, each application must clearly describe the specific phase of work to be supported, and there can be NO overlapping project costs between the awards.

Period of Performance (Support)

How soon after the "Earliest Start Date for Proposed Project" for my deadline does my project have to begin?
The NEA’s support can start any time on or after that date.

Can my project start before this date?
No. Proposed project activities for which you're requesting support cannot take place before this date. Ask the NEA to fund only the portion of your project that will take place after the "Earliest Start Date for Proposed Project." If you include project costs that are incurred before the "Earliest Start Date for Proposed Project" in your Project Budget, they will be removed.

How long can my project last? May I apply for another project during this period?
We generally allow a period of performance of up to two years. Many applicants request a grant period somewhere between 12 and 24 months. Ask for the amount of time that you think is necessary. The two-year period is intended to allow an applicant sufficient time to plan, execute, and close out its project, not to repeat a one-year project for a second year.

If you get close to the end of your grant period and think you need more time, you may request an extension from our Office of Grants Management, but approval is not guaranteed.
As long as it meets all other eligibility requirements, an organization may apply for another project (with totally different project costs) the following year even if a NEA-supported project is still underway. Note that if you receive an extension on a previous year's project, it may affect your grant period for your new proposed project.

Other federal funding

Can our organization use funds we received from the Small Business Administration (SBA) or other federal agencies as cost share/match for an NEA grant?
No. Federal funds are not allowed to be used as cost share/match for federal grants (2 CFR §200.306). In addition, the NEA’s enabling legislation does not allow any federal funds to be used as cost share/match for its grants. This includes the Paycheck Protection Program and Shuttered Venues Operators Grants (SVOG) from the SBA, as well as other federal funding, including funding from:

AmeriCorps
National Endowment for the Humanities
National Park Service
National Science Foundation
U.S. Department of Agriculture
U.S. Department of Education (e.g., 21st Century Community Learning Centers)
U.S. Department of Housing and Urban Development
Or an entity that receives federal appropriations such as the Corporation for Public Broadcasting or Amtrak

Note that organizations are eligible to apply for NEA funding even if they have applied for and received funding from the SBA, provided the organization isn't double-claiming any individual's salary during the same period of time. Recipients will be required to keep documentation to show which employees are being paid from each funding source so that the government isn't paying more than 100 percent of a salary. Applicants with additional questions about SBA programs should contact the SBA directly as we are unable to provide guidance on programs other than our own.

Changes to programming due to the pandemic

Should the application address how my organization will respond if our project activities end up being affected by COVID-19?
This is not a requirement, but you can provide a very brief description of any contingency plans in the Project Description narrative. The Project Description is where you should address all of the Review Criteria, and it may be useful for the panel’s assessment of your organization’s ability to carry out the project (see the criteria under artistic merit).

What if my organization ends up not being able to carry out the project activities in our application due to COVID-19?
If you are recommended for a grant, you will have an opportunity to request changes (e.g., a time extension, a modification to project activities) at that stage of the process. If you receive a grant, you will have the opportunity to request project changes later in the process, as outlined in the How to Manage Your Award Handbook.

We will work with you to try to accommodate changes to your project, but approval is not guaranteed. If you need to request a change, please contact your NEA specialist to discuss what is possible. Cancellation costs are not allowable.

How should my organization formulate its project if we’re not sure if an in-person gathering will be possible due to COVID-19 or other public health emergency? Will it be possible to make project changes if needed later in the process?
You should do your best to complete information within the application to the best of your knowledge.

If you are recommended for a grant, you will have an opportunity to request changes (e.g., a time extension, a modification to project activities) at that stage of the process. If you receive a grant, you will have the opportunity to request project changes later in the process, as outlined in the How to Manage Your Award Handbook.

We will work with you to try to accommodate changes to your project, but approval is not guaranteed. If you need to request a change while your application is still under consideration, contact your NEA specialist to discuss what is possible.

My organization usually applies for in-person performances. Can we apply for virtual performances, or the costs associated with planning for virtual performances?
Yes.

Our project will involve virtual and online programming. Are we allowed to charge a cost for admission to access these online events?
Yes.

If my organization will be submitting a project for online streaming or broadcast due to COVID-19, do we submit our application to the Media Arts discipline? My organization typically submits to an artistic discipline other than Media Arts.
No. If the work of your project is primarily rooted in an artistic discipline other than Media Arts, you should submit your application to that discipline. For example, if your organization typically submits to the Dance discipline and wants to complete a dance-related project for online streaming or broadcast, you should submit your application to the Dance discipline. If you have questions about this, contact staff.

Can project budgets include expenses related to increased sanitation measures due to COVID-19, such as additional personnel, cleaning services, PPE, and other supplies?
Yes. You can apply for costs related to increased sanitation as long as they fit into the proposed project.