Grant Opportunity
Guidelines & Instructions

Application Deadline: Tuesday, December 15, 2015, 11:59 pm

The Flagstaff Arts Council is pleased to announce a new, one-time-only grant opportunity for artists, creative groups and non-profit organizations.

Grant funding is available for art projects that serve the greater Flagstaff area in 2016. This opportunity is open to artists and groups of artists, as well as non-profit organizations working with or engaging artists. Eligible projects include (but are not limited to) art exhibitions, public art projects, performing arts programs, music projects, film making projects, and literary arts programs.

Flagstaff Starry Night by Lynn Overend

Flagstaff Starry Night by Lynn Overend

Applications for these Project grants must be submitted online through the Arts Council’s CommunityGrants portal by Tuesday, December 15, 2015, at 11:59pm (Arizona time). No late applications will be considered.

Section I – Introduction

Flagstaff Arts Council is dedicated to providing opportunities in the arts, and invites non-profit organizations to submit proposals for artistic projects that serve the greater Flagstaff area and occur between January 1 – December 31, 2016.

It is strongly recommended that you read this entire page completely and carefully before you apply or begin an application.


Our offices are open Monday-Friday, 9am-5pm. If you have questions about these grants or the application process, first read this entire document carefully. If, after reading this document, you still need assistance, you can call (928) 779-2300, and ask for Kris or JT. Questions may also be submitted by email.

Section II – Eligibility Limitations

Who Can Apply

  • Artist(s) and/or groups of artists that reside in the greater Flagstaff area may apply for funding towards the completion of an artistic project that serves the greater Flagstaff community.
  • Non-profit organizations based in Flagstaff, Arizona, may also apply when working in partnership with an artist or group of artists for funding towards the completion of an artistic project that serves the greater Flagstaff community.
  • Non-profit organizations that have been approved for funding for General Operating Support (GOS) grants for FY2015-16 may apply. However, they must provide evidence that the project they are applying for is outside the scope of the organization’s regular planned programming and operations for FY2015-16.

Maximum Applications

Applicants may submit only one application at this time.

We do NOT fund:

  • K-12 schools or projects that primarily serve K-12 schools
  • Projects involving the construction of facilities
  • Debt reduction
  • Fundraising projects or events (this means that a proposed project for Project Application funding cannot be designed to raise funds for an organization or cause)
  • Scholarships, awards, and re-granting
  • Capital expenditures
  • Lobbying expenses
  • Administrative and/or indirect expenses
  • Fiscal agent fees in excess of 5% of the awarded grant amount

Section III – Funding Availability

Project grants are used to cover costs for a single project. These costs may include artist fees, facility rentals, travel, equipment, marketing, supplies, training, membership, and specific program activities. Salaries and personnel costs may be included if they are programmatic rather than administrative.

Grants are available at funding levels of $1,000, $2,000, or $3,000. Grant funds received must be matched 1:1 by other funding sources. In-kind contributions can be counted towards the funding match.

Please note: grant funds for artists and/or groups of artists are available only as reimbursements. Grant funded applicants will submit receipts for actual expenditures and receive reimbursement checks.

Section IV – Grantee Responsibilities

Service Agreement

When a grant applicant is approved for funding, the responsible party must sign and enter into a service agreement with the Arts Council that requires the project will be completed in a manner similar to the grant application.


After awarding a grant, the Arts Council may audit the grantee’s records, at any time, to verify that the grantee is complying with the terms, conditions, and requirements of the contract. The Arts Council may require that the applicant pay for the cost of the audit.


Funded applicants must acknowledge the support of Flagstaff Arts Council in advertisements and promotional materials. The Flagstaff Arts Council’s logo must be used when possible and can be obtained on the Arts Council website ( Detailed requirements for this acknowledgment will be provided with the service agreement upon acceptance of grant funding.

Report Requirements

Applicants funded in this grant cycle must submit a final report within thirty days after the completion of the project, or by January 31, 2017, whichever is earlier. If the Arts Council does not receive either of these final reports by the due date, the applicant may lose current year funding and will not be eligible for funding in future grant cycles.

Section V – Schedule

Deadline to apply:
Tuesday, December 15, 2015, 11:59pm

Latest possible date applicants will be notified of funding:
February 1, 2016

Section VI – Review Criteria and Procedure

The Art & Science Fund grant committee consists of up to 10 citizens of Flagstaff. The majority of Committee members are not members of the Arts Council Board and not affiliated with the Flagstaff Arts Council in any other capacity. These volunteer committee members read, review and rank all applications and determine funding allocations for the Art & Science Fund.

The committee considers the following four criteria when ranking applications:

Quality of Project / Scope of Work

  • The project exhibits quality in the arts
  • Project fits the mission of the Flagstaff Arts Council
  • Scope of work is relevant to the larger arts community
  • Project contributes to the quality of life in Flagstaff
  • Project utilize qualified artists and/or experts with a proven track record of quality

Public Benefits / Community Outreach

  • Project provides benefit to Flagstaff area residents and/or visitors
  • Organization has an effective marketing and outreach approach
  • Evidence of community involvement in planning for the project
  • Project does not replicate services in the community

Administrative and Leadership Capacity

  • Strong leadership with proven track record of success
  • Capacity to raise funds and acquire resources to carry out project
  • Evidence of strategic planning
  • Expertise is appropriate to the program

Budget and Financial Controls

  • Evidence of controls to ensure proper management of funds
  • Applicant has experience and/or training to manage grant funds
  • Proposed budget connects to and makes sense with the submitted narrative

Section VII – How To Apply Online

Applications for grants will be accepted online only. Applications must be submitted through this online program by Tuesday, December 15, 2015, by 11:59pm Arizona Time. Late applications will not be accepted.

It is strongly recommended that applicants submit their proposals at least two days prior to the stated deadline of December 15, 2015. This helps to ensure that, should you encounter any issues and need technical assistance, Arts Council staff and customer support will be available to assist you prior to the application deadline.

The online CommunityGrants portal for grant applications allows the user to save work and return to the application later. However, the program does not have a spell-check functionality. We recommend that users write and edit their application answers offline in a word processing software program such as Microsoft Word, and then copy/paste each answer into the online system. This will also ensure that a back-up copy of all your work is saved should any technical difficulties arise with online access.

To register to use the CommunityGrants portal:

  1. You must first contact Arts Council staff to receive a username and password to log in to the CommunityGrants portal (if you have a username and password from last year, skip this step). Call us at (928) 779-2300 during regular business hours (Monday through Friday, 9am-5pm). Primary staff contacts for this are Kris Kosola and John Tannous. Your username and password will be sent by email to you.
  2. Then visit the CommunityGrants portal to login. Enter your username and password you received by email, then click “Login.”
  3. Click on the large “Apply” circle button, or click on “Funding Opportunities” at the top. Once you do, you will see the current application for which you can apply: Mid-season Project Grant. Click “apply” next to the application.
  4. Click “apply now,” then click “start application.”
  5. You are in the application, and may begin entering information. On the left side, there is a navigation list of the sections for the application. Be sure to save your application frequently. Your application saves whenever you click “Previous Section” or “Next Section.” Alternatively, you may click “Save Draft,” although that button saves and takes you out of the application.
  6. Once you have entered information in all required fields in all sections, the “Submit Funding Application” button will become active to click. Please note: once you click “Submit Funding Application” your application will be submitted and no longer available to edit or change.

IMPORTANT: You will need to complete and upload a Project Budget into the CommunityGrants portal. To download the Project Budget, click here (Microsoft Excel document).

Our offices are open Monday-Friday, 9am-5pm. If you have questions about the online CommunityGrants portal, you can call (928) 779-2300, and ask for Kris or JT. Questions may also be submitted to