In preparation for any relevant applications, it’s useful to specify your own project or project idea and to answer certain questions for yourself, in order to give it a shape that will help with its realisation. The more clearly the project is defined and structured, the easier it will be to implement.

Important questions you should ask yourself: 

• What exactly is the content of the project, and what is the unique selling point? This point will later form the core of the project description.   
• When should the project take place? When should implementation begin? The second question in particular is relevant for the application: In the case of a grant, only funds that are spent within the specified grant period can be accounted for. 
• Why is the project relevant? Or, put another way, why is my project worthy of funding? The relevance for the funding body  in question must be clearly evident here. 
• Who is the target group? A precise description of the direct and indirect target groups is important for a successful application. 
• Who is involved in the project? This includes those directly involved (artists, project managers, technicians, designers, etc. as well as associations, initiatives, etc.) and other partners who support the project in any way. 
• Who is the applicant? Many funding authorities do not accept applications from individuals, but rather from associations or institutions, often non-profit status is a prerequisite.
• What form should the project take? What are the concrete formats, methods and procedures, and how will success be measured? 
• Where should the project take place? Is there already a location that is securely committed? What are the anticipated costs? 
   

And of course the crucial question:

• How much will the project cost and how will it be financed?
• Do you have own funds, or are there resources that are available (personnel, workrooms, vehicles, material)?
  Can income be expected, and if so, how much? This will determine the amount of funding required. 

Once these questions have been answered, the next step is to select possible funding sources.

There are fundamentally different ways of funding cultural projects. Often, different funding pots are combined with each other. These include possible revenues (such as from ticket or catalog sales or from the sale of merchandising products), corporate sponsorship and  crowdfunding. Since these sources are often insufficient for, or not applicable to, a particular project, cultural funding from public sources (EU, federal, state, district) or from private foundations is often necessary. 

How to choose where to submit an application? First of all, detailed research is necessary in order to find funding programs that fit the project idea. There are numerous databases that can help you with your research (see the overview at touring artists here).

But also, conversations with colleagues, associations or consultation centers can help. In order for an application to have a prospect of success, it is particularly important to make a targeted selection. If a funding program or foundation matches the project (in terms of the type of project, the field, the amount of funding, etc.), the next step is to carefully read the funding guidelines and the purpose of the funding: Each application is reviewed and evaluated for the relevance of the project proposal in relation to the funding focus or the funding guidelines of the respective foundation or funding program. Therefore, it is important to research and read all relevant background documents and funding guidelines before submitting an application. Very important: It may be necessary to point out corresponding focal points in the description of your own project. Especially when applying for public funding, it’s important to know the cultural policy goals and to contribute to these goals with the planned project. 

Many funding bodies offer to be available for questions before an application is submitted. It ’s worth contacting the funding institution in question early in order to clarify open questions or even just to show interest.

Important note: For most applications, there are fixed submission deadlines as well as deadlines for the earliest possible start of the project: It’s crucial to make sure that your own project is compatible with this time frame!

In principle, not all of the money required has to be applied for from one body. The amount can be "distributed" among several donors. This is quite often even a prerequisite and should be communicated in any case in each application. A double application for the same funds is not allowed in most cases. Double funding is not possible. 

Once the selection has been made, the time-consuming part of the application process begins.

The application process is similar in all sectors and with all funding bodies. There are, of course, specific requirements and application forms, but certain elements must almost always be submitted:

• project description (in short form as well as in detail)
• Cost and Financing Plan
• time schedule
• biographies of the participants
• documentation of previous projects
• If applicable, certificates of participation in the project from cooperation partners or important participants
• If applicable, certification of the status of the project sponsor/applicant (in the case of associations, e.g. the articles of association, if applicable the certificate of exemption for non-profit status).

The description of the project forms the core of each application. In most cases, a short form (e.g. 2000 characters) and a longer description are required. In the latter, there is usually the possibility to attach sketches, photos or similar to illustrate the project. For this purpose, the text (even in the short version) should be precise and answer the following questions: Who is doing what, how and with whom, for whom and why? The concrete questions described above can serve as a basis. In most cases, the decision makers have to read a lot of applications. Therefore, a good balance should be found between clear and emotional language. The artistic background of the project should be illuminated as well as its social relevance. 

Important tip: You should have the finished text checked for stringency and logic by an external person. If you work for weeks or months on a project outline, you can quickly lose sight of the whole."

The cost and financing plan must list all costs (not only the requested funding amount) and all income, own funds, other funds and (in most cases) non-cash contributions (rent, personnel, equipment, etc.). It must be clear which costs are being requested from which institution. The individual costs should be divided into personnel costs (wage costs, fees, etc.) and material costs.

Possible items for material costs can be:

• travel costs (flight/train/car, accommodation, meals)
• printing costs (flyer, program)
• communication (postage, telephone)
• website (design, programming)
• room rental
• transportation (rent, petrol)
• office supplies
• material costs
• acquisitions/investments (here depreciation rules have to be considered)
• other

Regarding income, the following are possible, for instance:

• own funds
• donations
• income from ticket sales
• participation fees (seminars)
• public funds (from applications to the EU, federal government, state, local authorities)
• other funds (foundations)
• Sponsoring
• Non-cash funds

Important note: Most grants are earmarked and must be used according to the cost plan. An exact accounting with a list of all costs actually incurred is expected and must be verifiable with receipts (proof of use). This should already be considered when preparing the cost and financing plan.

Join our regular cost and financing plan event or check out the resource center article.

Your schedule should be realistic. Important to know: Depending on the funding body, expenditures may only be made within certain time periods. You must first adhere to these guidelines. Please note: In most cases, the start of the project must not be before the funding body's decision. Sometimes deviations are possible after consultation, but they should be avoided. It is good to subdivide the individual project phases into preparation, implementation and evaluation. 

Usually, short biographies of the project participants are attached to the application, reflecting their professional experience or artistic career and completed projects. These should be informative, but not too long.

The documentation of your own work to date also serves as "proof of qualification" for the funding body. Newspaper articles, program booklets, flyers, etc. can be used for this purpose.

Confirmations from important partners (e.g. in the form of a short letter) should be enclosed with applications, as this conveys a certain professionalism and makes it clear that it has been checked in advance whether partners (want to) cooperate and have time.

When submitting an application, it is essential to observe the formal requirements specified by the potential sponsor. This includes:

• Use the correct (current!) application form.
• Observe the deadline for submission.
• The documents for the application must be submitted in full.
• The correct person (the applicant or the legal representative of the applicant) must sign the application.
• The method of submission (by mail, by e-mail, or both) must be followed.

Time and again, applications fail due to formal errors that can be avoided. Every donor publishes the terms and conditions of the application and also answers questions by phone or in writing, if they are asked in time. 

Once the funding application has been successfully accepted, the question of implementation and accounting arises.