2026 Community Engagement for the Arts Grant Application

Artistic and Programmatic Merit

• Does the application demonstrate a committed effort to provide its audience a meaningful, impactful, and quality and/or authentic artistic experience(s)?
• Does the applicant demonstrate the technical ability, skill, and understanding to execute the proposed project feasibly and safely?
• What process and metrics will the applicant use to evaluate success of programming?
• How will this project contribute to the vibrancy of the arts in our region?

Community Benefit

• How is the need for the project demonstrated?
• How is the approach informed by the values of the community and Ball State University?
• Who is the target audience and how will this project benefit them?
• What impact is the project intended to have on the community and how will this be accomplished and measured?

Accessibility

• How does the project include intentional strategies to ensure access is prioritized for under-resourced communities and all feel welcome to participate?
• What are the organization’s policies and procedures for addressing non-discrimination towards project participants?
• How does the organization convey accessibility of marketing materials, programming, and facility accommodations for all audience members?
• How does the organization engage in outreach and responsiveness to the diverse demographics of the community served?

Administrative Understanding

• Is the proposed timeline feasible for the scope of the project? Does the applicant have access to the necessary resources and personnel to execute the proposed project, or a plan to acquire them?
• Have foreseeable aspects of the project been considered and itemized within the budget? Is the budget understandable and realistic for the project described?
• Will the planned marketing accurately reflect the project and draw in the intended target audience?
• Does the application convey the organization’s ability to successfully manage the financial and administrative aspects of executing the proposed project?

• Salaries
• Artistic fees
• Staff development and training
• Space and equipment rental
• Promotional costs
• Production costs, supplies, etc. needed to support the project
• Exhibitions
• Capital equipment expenditure (an asset that depreciates over time) if playing an integral part of the project
• Expenses related to virtual project delivery
• Public art
• Arts festivals
• Guest artists
• Arts field trips
• Workshops
• Presentations
• Performances
• Construction or renovation of facilities
• Projects that involve private, individually owned collections

• Projects or activities that take place outside the East Central Indiana Region
• Standard operating costs
• Awards to recognize achievement
• Sub granting or regranting
• Contributions and donations to other entities
• Cash reserves and endowments
• Commercial enterprises or activities
• Consumable supplies and materials not directly related to the project
• Marketing expenses not related to specific project applied for
• Participation restricted to specific membership of an organization
• Projects that endorse religion in a preferential, coercive way
• Social activities such as receptions, parties, or galas; events in private dwellings or other locations not open to the general public, and any associated costs including catering, planning, staffing, supplies, alcoholic beverages, etc.
• General miscellaneous or contingency costs
• Costs incurred before beginning or after completion of the official grant period
• Activities that cannot be completed within the fiscal award year
• Fines and penalties, bad debt costs, or deficit reduction
• Lobbying or voter registration drives and related activities
• Audit costs
• Purchase of vehicles
• Activities that are solely for the purpose of fundraising

1. Sections on Application
   1. Applicant Information
   2. Project Information & Narrative Questions
   3. Budget Narrative
2. Required Uploads *Indicates Situational Requirement
   1. Completed Budget Spreadsheet
   2. Financials*
      1. *IF you have received additional funding that will be applied to this project from other entities, organizations, or grants, THEN documentation of these funding sources is required
      2. *IF your organization is an accredited non-profit, THEN you must include your EIN# or 501(c)3 number
   3. *IF your project is reliant on partnerships with other organizations or individuals, THEN Supporting Documentation of Correspondence with Supporting Entities is required
   4. *IF a specific guest artist is needed to execute the project, THEN their Resume, Bio, or CV are required
3. Optional Uploads
   1. Marketing Material Examples
   2. Any Additional Documents you would like us to consider regarding your proposal (up to 5 pages)

The Community Engagement for the Arts Grant Review Committee consists of the following members:

Upon submission of the application and supporting materials, each of the Community Engagement for the Arts Grant Committee members will individually review the proposal. Committee members may be asked to recuse themselves from scoring proposals depending on their disclosed relationships with the community organizations, if deemed appropriate. Once all proposals have been evaluated, the Committee will determine which applicants will move on as finalists. Finalists will be contacted individually by April 23, 2026, and invited to present their project to the Committee in further detail via a Zoom Finalist Interview.

2026 Finalist Interview Slots – Subject to Change

• April 27th at 4pm
• April 29th at 2pm
• April 29th at 3pm
• April 29th at 4pm
• April 30th at 3pm 

Those who are not chosen as finalists will also be contacted. However, due to the volume of applications we receive, we are unable to provide feedback on projects or proposals to individual applicants.

Finalist Interview Preparation

• The person(s) who wrote the proposal should be included in the interview, as they are closest to the process and proposal and will be able to understand any references to the content from the Review Committee.

• The purpose of the Finalist Interviews are to glean deeper understanding of the project than what is found in the initial proposal and application, answer any questions about the content that were not made clear during proposal review, and better understand the administrative competency of the organization.

Grant funds will be awarded to support one project per year on an annual basis.

The grantee will be required to sign an acceptance agreement of the following conditions in order to receive awarded funds.

• The grantee must confirm compliance with Ball State’s outlined non-discrimination policies. A review of your organization may be conducted to ensure that it is in compliance. If it is determined that a grantee has failed to comply with these policies, funds may be suspended, terminated, and/or recovered.
• The grantee must complete the electronic contracting process prior to award distribution.
• The grantee must include funding acknowledgment of Ball State University in all marketing materials and programs related to the grant-funded project (as determined by Ball State University Marketing and Communications requirements and restrictions.)
• The grantee must provide to Ball State a mid-year report on grant progress and budget, as well as a year-end report on the grant progress, outcomes, value-added, and return on investment.
  
  • Failure to submit required and complete reports by the stated due dates will result in the grantee being ineligible for this grant in the future and/or a request for return of funds.

• The Mid-Year Report must include a description of grant-supported activities that have been undertaken since the grant period start date and are scheduled for the remainder of the grant period.
• The Year-End Report must include
  
  • Final Financial Report
  • Final Narrative Report describing specific activities accomplished with the grant
  • Final Data Report (This data should link back to the measure of success stated in the original proposal and include participant and audience numbers)
  • Examples of completed project (included but not limited to photos, video, website links, and social media).
• Ball State University reserves the right to request subsequent information or work product(s) as necessary.

1. Grant Coaching Resources:
   • Muncie Public Library: Grant Resource Guide
   • Ball State University - University Libraries: Grants and Fundraising
2. InfoReady Account Creation Guide (PDF)
3. What is a Budget Narrative?
   1. It is intended to explain in more detail the breakdown of information on the Budget Spreadsheet.
   2. Examples:
      1. If your budget includes a certain amount to pay performer salaries, your narrative should explain how many people are being paid and the rate at which they are paid to get to the amount on the spreadsheet.
      2. You could put more generic line items on the budget for supplies and materials, then in the narrative go in depth about what those materials include and why they are needed to complete your project.
4. Questions or Concerns
   1. About Criteria or Requested Information?
      1. Contact Bianca Sulanke (view email).
   2. About Technical Questions for using InfoReady?
      1. Please click the Email Us button at the bottom of the Info Ready page that reads “Ball State University QUESTIONS? Email Us”