Before You Begin:
Strategies for a Successful TPC PPE Grant Application

Where to start?

• Clarify your organization’s priorities and the program’s needs before doing anything else.

• Know your purpose for submitting the application. This grant program is intended to underwrite a specific program, project or event. Requests for unrestricted operating support should be submitted using a Basic Operating Grant application. Organizations may NOT apply for both a PPE Grant and a Basic Operating Grant in the same cycle.

• Requests for funding will be evaluated based on the information provided in the application. Therefore, the application should make a solid case for funding.

• If there is already a similar program or organization in the Charlotte-Mecklenburg area, be prepared to discuss the potential impacts in your application. Consider: Does your program, project or event represent an expansion or duplication of services in your area? If it does, explain how it is different or better suited to meet the needs of the LGBTQ+ community?

Preparing your applications

• Carefully review the application guidelines, and confirm that the purpose of your program, project or event aligns with TPC’s vision and priorities.

• Review all application questions before beginning and decide how to use the questions to tell your organization’s story or the story behind the project, program or event.

• Be specific and answer the questions in the application thoroughly. The application should stand on its own and include all the information necessary for evaluation without a need for explanation or follow up questions.

• Identify clearly defined goals and measurements, including quantitative metrics (e.g., numbers, counts, percentages, etc.) that will be used to track progress and measure success.

• Content from past applications should only be reused when it appropriately answers an application question. Do not simply copy and paste content from past applications.

Ensure the application is complete

The Foundation For The Carolinas provides a dashboard to help applicants plan for the information that will be required for the application and to help identify missing information. Generally, the following information is required:

Basic information on the organization

• Mission statement

• Legal name or DBA

• Federal Tax ID number

Financial information

• Program, project or event budget – Provide as much information as possible to represent the costs for successfully completing the program, project or event and anticipated sources of revenue to fully fund the program, project or event

• Organization’s operating budget:

  • Include budget vs. actual dollars and total income and expenses for the fiscal year, including salaries and other overhead expenses whenever possible. Use the format in the example provided below and ensure that all information is provided

  • Include a breakdown of the organization’s income sources (e.g., board contributions, member dues, individual donations, corporate sponsorships, foundation grants, ticket sales, etc.).

  • Include an explanation for any substantial changes in income or expenses year over year and how the organization is addressing the changes.

Narrative or needs statement

Knowing your organization’s priorities or your programmatic needs before beginning will help with this section. Describe not only why your organization is requesting support from TPC, but also how and why it aligns with TPC’s priorities.

• Be clear and succinct in your responses.

• Identify the problem to be addressed and the needs to be met by the project, program or event. What unique service(s) would the community be deprived of if funding is not received? Provide supporting data whenever possible.

• Describe the objectives, activities, strategies, staffing, partners and timelines, and explain how the design will enable you to address the problem or need.  

• Identify whether the PPE is new or a continuation of a prior PPE.

• Consider specifying your plans for the future of the PPE following termination of the grant. List other financing sources or strategies that are being sought or developed.

Goals and metrics

What do you plan to achieve with the program, project or event? Describe the goals and overall impact of the project/program/event, and list quantitative metrics (e.g., numbers, counts, percentages, etc.) that will be used to track progress and measure success.  Be specific and minimize subjectivity wherever possible.

Attachments

• Budgets, IRS 501(c)(3) determination letters, NC Solicitation License letters, Board of Director and/or staff list, letters of support from project partners (if applicable), etc.

• Use the format of the example provided below and ensure that all information is provided. Failure to provide the requested information in the proper format may result in your application being denied. 

• Board and staff list should include the office held for board members and titles for staff members.

Template for providing financial information

Below is a sample template for providing financial information for your organization’s operating budget. You are required to provide financial information for your organization in this budget vs. actual format for your two previous fiscal years and your current fiscal year (three years of information in total). You may also consider providing the projected budget for your coming fiscal year. A few tips on presenting your financials are as follows:

• Clearly label your period of performance for the budget information you are providing. Is it an entire fiscal year, or in the case of the current year, is it less than a complete year?

• Current fiscal year budget and year-to-date (YTD) actual results should include the following information: clearly labeled period of performance, income/expense category, annual budget, YTD actuals.

• Prior two fiscal years’ budget compared to actual results should include the following information: clearly labeled period of performance, income/expense categories, annual budget, year-end actuals. You may also include variance (+/-) information.

• Logically group your revenue and expense categories so that reviewers can clearly understand your income sources and expenditures.

• Do not present your financial information by month.