3135-0112 Grants for Arts Projects Application Instructions

National Endowment for the Arts
Notice of Funding Opportunity: FY27 Grants for Arts Projects (GAP)
Application Instructions: [DISCIPLINE NAME]
Table of Contents

Click a heading below to jump directly to that section.
Grants for Arts Projects ......................................................................................................... 3
[Discipline Name] Program Description .............................................................................. 3
Legal Requirements and Assurance of Compliance Reminder ............................................... 3
Apply ................................................................................................................................. 4
Application Calendar ............................................................................................................... 4
Application Part 1: Submit the Application for Federal Domestic Assistance/ Short
Organizational Form (SF-424) to Grants.gov ....................................................................... 5
Step 1: Access the Application Package and Create a Workspace ......................................... 5
Step 2: Complete the Form ..................................................................................................... 5
Step 3: Submit the form via Grants.gov’s Workspace ............................................................ 8
Step 4: Confirm Part 1 Application Submission ...................................................................... 8
Application Part 2: Submit the Grant Application Form through the Applicant Portal (AP) .. 9
Step 1: Access the AP .............................................................................................................. 9
Step 2: Fill out the Grant Application Form .......................................................................... 10
Part 1 Application Data Tab .............................................................................................. 10
Organization Info Tab ....................................................................................................... 10
Subtab: Organization Details ........................................................................................ 10
Subtab: Organization Budget ........................................................................................ 10
Arts Programmatic History Tab......................................................................................... 11
Project Details Tab ............................................................................................................ 12
Subtab: Project Activity................................................................................................. 12
Subtab: Additional Project Details ................................................................................ 13
Subtab: Project Partners & Key Individuals .................................................................. 14
Project Budget Tab............................................................................................................ 16
Project Budget Guidance .............................................................................................. 16
Project Budget Form ..................................................................................................... 16

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Budget Subtab: Project Expenses ................................................................................. 17
Budget Subtab: Project Income .................................................................................... 21
Additional Items & Items to Upload Tabs ......................................................................... 23
Additional Items Tab ......................................................................................................... 23
Items to Upload Tab.......................................................................................................... 24
Work Samples* ............................................................................................................. 24
Work Sample Types & Limits ........................................................................................ 25
Organization & Project Data Tab ...................................................................................... 26
Step 3: Submit the Grant Application Form.......................................................................... 28
Contacts
For questions about application requirements, help choosing the right discipline, or problems
with the NEA Applicant Portal contact NEA staff.
Access for individuals with disabilities: Contact accessibility@arts.gov to request an
accommodation or an alternate format of the guidelines at least 2 weeks prior to the
application deadline.
For GRANTS.GOV help: Grants.gov is a government-wide portal, and NEA staff do not have
control of, or administrative access to, the site. If you run into technical issues with Grants.gov,
please contact them directly at 1-800-518-4726, via email support@grants.gov, or consult the
information posted on the Grants.gov website at Support or Help. The Grants.gov Contact
Center is available 24 hours a day, 7 days a week.

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Discipline Name

Discipline Description

Grants for Arts Projects
[Discipline Name] Program Description
[See DISCIPLINE SPECIFIC document for discipline program descriptions]
Panelists will use the Review Criteria (GAP Program Guidelines, pg. 22) to evaluate your
application.

Legal Requirements and Assurance of Compliance Reminder

The Legal Requirements section on our website provides information about key legal
requirements that may apply to an applicant or recipient. It is not an exhaustive list, more
details may be found in Appendix A of the General Terms & Conditions. It is ultimately your
responsibility to ensure that you are compliant with all legal, regulatory, and policy
requirements applicable to your award.

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Apply

Apply
PRE-APPLICATION REGISTRATION: Before beginning your application, confirm your required
registrations with Login.gov, SAM, and Grants.gov. All three required registrations must be
active to submit Part 1 of the application through Grants.gov. More information can be found
in the Registration PDF located in the How to Apply section of the GAP webpage.
APPLICATION COMPONENTS:
Part 1: Submit the Application for Federal Domestic Assistance/Short Organizational Form to
Grants.gov. This form collects basic information about your organization. You must successfully
complete Part 1 to have access to Part 2.
Part 2: Submit the Grant Application Form (GAF) through the NEA’s Applicant Portal (AP). The
GAF collects the remainder of your application, including answers to narrative questions about
your organization and project, budget information about your organization and project,
information about key individuals and partners, and work samples.
NOTE: Grants.gov and the AP are separate websites, with different submission deadlines
associated with each part of the application. Check the submission dates found below and set a
calendar reminder to avoid missing a deadline.
Related Document: GAP PROGRAM GUIDELINES PDF
We reference the GAP Program Guidelines found in the “Grant Program Guidelines” section of
the GAP webpage in some places below, we recommend that you have it available while
preparing your application.

Application Calendar
GAP applications will be accepted at two cycles. All project types (described above) are
accepted at both cycles. Apply at the deadline that best fits the timeline of your project.
Applicants will not have access to the Applicant Portal prior to the dates listed below.
All deadline times are Eastern. Be sure to double-check the deadline time based on your time
zone.
FEBRUARY CYCLE (GAP 1)

JULY CYCLE (GAP 2)

Part 1 Grants.gov
Submission Deadline

February 12, 2026
11:59 pm ET

July 9, 2026
11:59 pm ET

Part 2 NEA Applicant Portal
Opens to applicants

February 18, 2026
9:00 am ET

July 14, 2026
9:00 am ET

Part 2 NEA Applicant Portal
Submission Deadline

February 25, 2026
11:59 pm ET

July 21, 2026
11:59 pm ET

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Discipline Name

Part 1 Instructions

Application Part 1: Submit the Application for Federal
Domestic Assistance/ Short Organizational Form (SF-424) to
Grants.gov
You will use Grants.gov Workspace to complete Part 1 in Grants.gov.

Step 1: Access the Application Package and Create a Workspace
Review the Grants.gov video tutorial on how to create a Workspace.
1. To access the Grants for Arts Projects application package:
o On the GAP webpage page, go to the How to Apply section.
o Under PART 1 GRANTS.GOV APPLICATION PACKAGES, click the funding opportunity link
to go directly to the pre-populated application package on Grants.gov.
o NOTE: The February and July packages are different and are typically posted at least one
month prior to each deadline. Do not use the February package to apply to the July
deadline, we will not transfer applications between deadlines.
2. The Grants.gov “View Grant Opportunity” screen will open, click the red “Apply” button.
To create the Workspace application, you must be logged into Grants.gov with a participant
role of either Workspace Manager or Authorized Organization Representative (AOR).
o If the Apply button is grey or you receive a “bad request” error, see instructions on
how to troubleshoot.
3. Create a Workspace application:
o Fill in the Application Filing Name field with your organization name, then
o Click the Create Workspace button.
4. Go to the Manage Workspace page, where you can begin working on the application.

Step 2: Complete the Form
Review the Grants.gov video tutorial on how to complete forms in Workspace.
All asterisked (*) items and yellow fields on this form are required. Do not type in all capital
letters. Enter information directly into the form, do not copy and paste.
EMAILS: Due to government restrictions, we are not able to send emails to alias addresses that
forward to another email account. Do not enter this type of email address.
1. Name of Federal Agency: Pre-populated.
2. Catalog of Federal Domestic Assistance Number: Pre-populated.
3. Date Received: Automatically filled with the date when you submit Part 1; leave blank.
4. Funding Opportunity Number: Pre-populated.
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Part 1 Instructions

5. Applicant Information:
a. Legal Name: Enter the applicant's legal name as it appears in the current IRS 501(c)(3)
status letter or in the official document that identifies the organization as a unit of state or
local government, or as a federally recognized tribal community or tribe. (Do not use your
organization's popular name, if different.)
If you are a parent organization applying on behalf of an eligible independent component,
do not list the name of the independent component here. You will provide that information
in Part 2.
b. Address: Use Street 1 for your organization’s physical street address. This address must
be identical to the physical address shown in your organization’s SAM registration. Only
use Street 2 for your organization’s mailing address if it differs from the SAM physical street
address.
In the Zip/Postal Code box, enter the full 9-digit zip code assigned by the U.S. Postal Service.
The full zip code can be found on the USPS website.
c. Web Address: Provide your organization’s website. This will be used for administrative
purposes only and will not be used in application review. Note: Links submitted as work
samples under Additional Items & Items to Upload in Part 2 will be reviewed by panelists.
d. Type of Applicant: Select the item that best characterizes your organization from the
menu in the first drop-down box. Additional choices are optional.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-character number
assigned by the Internal Revenue Service; do not use a Social Security Number or a 12character EIN/TIN number.
f. Organizational UEI: All organizational applicants for federal funds must have a Unique
Entity Identifier (UEI). Enter your entity’s UEI here. You can find your entity’s UEI in your
entity’s System for Award Management (SAM) record. If you cannot locate your entity’s UEI,
contact SAM for assistance. The UEI must match the UEI associated with your entity’s SAM
(System for Award Management) record used in your Grants.gov registration. Otherwise,
Grants.gov will not validate your application and it will be rejected.
g. Congressional District: Enter the number of the Congressional District where the
applicant organization is physically located. It must match with the Congressional District
that shown in the Business Information section of your organization’s SAM record.
Use the following format: 2-character State Abbreviation-3-character District Number. For
example, if your organization is in the 5th Congressional District of California, enter "CA005." If your state/jurisdiction has a single At-Large Representative or Delegate, enter your
2-character state/jurisdiction abbreviation and "-000." For help determining your district, go
to www.house.gov and use the "Find Your Representative" tool.

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Part 1 Instructions

6. Project Information:
a. Project Title: Enter “N/A.” Other text entered here will not be used in application review.
b. Project Description: Enter “N/A.” Other text entered here will not be used in application
review.
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for your
requested period of performance. NEA support may start on or after:
• For applicants at the February deadline, January 1, 2027; or
• For applicants at the July deadline, June 1, 2027.
7. Project Director: Provide contact information, including an email address that will be valid
through the announcement date for your category. Optional: Select a Prefix (e.g., Ms., Mr.)
8. Primary Contact/Grant Administrator: Provide information for the individual who should be
contacted regarding this application and the administration of an award. For the Telephone
number, use the following format: 000-000-0000. Optional: Select a Prefix (e.g., Ms., Mr.)
If this individual is the same as the Project Director, you may check the "Same as Project
Director" box and not repeat information already provided. If the Primary Contact/Grant
Administrator is the same as the Authorizing Official, complete all items under both 8 and 9
even though there will be repetition.
9. Authorized Representative: Provide information for the Authorized Organization
Representative (AOR) who is authorized to submit this application to Grants.gov. Optional:
Select a Prefix (e.g., Ms., Mr.)
The AOR must have the legal authority to obligate your organization (e.g., be a senior member
of staff such as an Executive Director or Director of Development). Contractors/consultants,
including grant writers, or administrative support staff cannot serve as an AOR. See the NEA’s
General Terms and Conditions for who can serve as an AOR for colleges and universities.
NOTE: By clicking the "I Agree" box at the top of Item 9, this individual will be certifying
compliance on your organization's behalf with statutes outlined in the Assurance of
Compliance and all related NEA regulations, as well as all applicable executive orders, and
that it will maintain records and submit the reports that are necessary to determine its
compliance.
The "Signature of Authorized Representative" and "Date Signed" boxes will be completed by
Grants.gov upon submission.

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Part 1 Instructions

Step 3: Submit the form via Grants.gov’s Workspace
The NEA strongly suggests you submit your application well before the deadline to provide time
to resolve any problems. Review the Grants.gov video tutorial on Workspace application
submission.
When you are ready to submit, navigate to the Forms tab on the Manage Workspace page:
•

Once the form is filled out and the Form Status column says "Passed," it will be ready for
submission.
o The status “Forms Passed” does NOT indicate that your application has been
submitted, only that your forms have been filled out. You still need to click the Sign
and Submit button after receiving the “Forms Passed” status. For more information,
review the Forms Tab help article.

•

Click Complete and Notify AOR to notify the user(s) with the AOR role that the workspace
is ready to submit.

• The AOR must click Sign and Submit to submit the application.
After the AOR submits the application, they will see a confirmation screen explaining that the
submission is being processed. Take a screenshot and retain the Grants.gov Tracking Number
that you receive on the application submission confirmation screen.

Step 4: Confirm Part 1 Application Submission
Verify that the Part 1 application was validated by the Grants.gov system. Take a screenshot
of the validation confirmation for your records. Do not wait until the day of the deadline to
verify your submission in case you encounter any difficulties. Failure to successfully submit the
Application for Federal Domestic Assistance/Short Organizational Form (SF-424) through
Grants.gov by the posted deadline will make you ineligible to complete Part 2 of the
application.
You can track the progress of your application submission through Grants.gov in one of three
ways:
• Check the progress bar in Workspace. When your application has been successfully
received, the bar will be green, and a check mark will appear in each bubble.
•

When logged in to Grants.gov, the AOR can click the Check Application Status link under
the Applicants drop-down menu and search for the submitted application.

•

When not logged in to Grants.gov, go to Track My Application and enter your Grants.gov
Tracking Number.

Information about checking Grants.gov application status and a complete list of statuses.
Part 2 of your application will be submitted through the NEA’s Applicant Portal (AP).
Instructions on how to access the portal, including how to find your username and password
can be found on the next page.
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Part 2 Instructions

Application Part 2: Submit the Grant Application Form
through the Applicant Portal (AP)
Applicants who successfully submit Part 1 by the submission deadline will have access to the
AP for Part 2 during a one-week submission window. For AP technical issues contact NEA staff.

Step 1: Access the AP
The AP is a separate website from Grants.gov. Log on at: https://applicantportal.arts.gov
•

AP User ID = Grants.gov Tracking Number (Example: GRANT38906754): The Grants.gov
tracking number will appear on a confirmation screen when you submit Part 1.

AP Password = Agency Tracking Number/NEA Application Number (Example: 1425736):
Assigned by the NEA 1-2 business days after you submit Part 1. The AOR may retrieve the
agency tracking number when logged into Grants.gov:
o Under Grant Applications, select Check Application Status.
o Look for your Grants.gov Tracking Number and select Details in the Actions column.
o The Submission Details screen will show your Agency Tracking Number/NEA
Application Number.
The AP user ID and password are unique to each application you submit. Do not use tracking
numbers from a previous application to log into the AP.
•

TECH TIPS FOR THE AP
The AP User ID and Password can only be used by one person at a time. If multiple people
use the User ID and Password at the same time to work on an application, data will be lost.
Click “Save” and log off if you plan to leave the AP with work in progress. Your session will
deactivate after 30 minutes, which may result in the loss of content
Browser issues:
o The AP is best viewed in the following browsers: Chrome 58+, Firefox 54+, or Microsoft
Edge 44+. Cookies and JavaScript may need to be enabled for you to successfully view
the site. You might also need to disable AdBlocker and/or similar software.
o Many problems can be solved by switching to a different browser. However, you should
only open the AP in one browser at a time.
Character count issues:
o Unseen HTML coding from word processing software may result character counts in
the AP being higher than expected. This is often related to special characters such as
ampersands, quotation marks, apostrophes, and brackets.
o To strip the HTML, we recommend copying and pasting text into Notepad (PC users) or
TextEdit (Mac users) before copying it into the AP.
o Limit character counts by using a solution other than special characters (e.g., use italics
instead of quotation marks for titles of works), using only one space at the end of
sentences, and limiting the use of tabs.
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Part 2 Instructions

Step 2: Fill out the Grant Application Form
Application content is collected through the Grant Application Form, using a series of tabs and
subtabs in which applicants will enter text, select from drop-down menus, or upload files. View
the Grant Application Form Tutorial for a video walk-through of the AP.
Use this document to prepare your Part 2 responses and material in advance. All application
questions and requirements can be found below. Text fields have character limits noted in
parentheses next to the question. Required items are denoted with an asterisk (*). Do not
include hyperlinks, unless specifically requested. Unsolicited hyperlinks will not be reviewed.

Part 1 Application Data Tab
Information from Part 1 submission cannot be edited, contact NEA staff if you find errors.

Organization Info Tab
Subtab: Organization Details
LEGAL/IRS NAME*: Enter your organization’s Legal/IRS name. It must match the Organization
name you entered in Part 1.
POPULAR NAME: If different from the Organization’s Legal/IRS name.
FOR THIS APPLICATION, ARE YOU SERVING AS THE PARENT OF AN INDEPENDENT
COMPONENT (IC)?: Yes/No.
If you select Yes: Enter the name of the component.
Information about official IC status can be found in the GAP Program Guidelines on pg. 16.
YEAR FOUNDED*: Enter the year your organization began operating.
ORGANIZATION BACKGROUND* (2,500-character limit, including spaces)
Describe your organization’s history, mission, and operations.
Subtab: Organization Budget
The Organization Budget is intended to show your organization's fiscal activity as it relates to
annual operations. Do not include activity related to a capital campaign. We may request
additional information to clarify an organization's financial position. The figures you submit are
subject to verification by the NEA. Unaudited figures are acceptable.
• Parent Organizations applying for ICs: Provide only the budget information for the IC.
•

Organizational Units: For projects undertaken by a smaller unit of a larger organization
(such as an academic department at a university, or an office, facility, or department of
local government), submit only the information for the smaller unit and identify that the
budget is for the smaller unit in the Fiscal Health section.

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Part 2 Instructions

The Organization Budget is a webform within the AP with the following fields:
Most Recently
Completed Fiscal Year

Two Fiscal Years
Prior

Previous Fiscal Year

Fiscal Year End Date
(MM/DD/YYYY)

Calendar Selection*

Calendar Selection*

Calendar Selection*

Total Income

$

$

$

Total Expenses

$

$

$

Operating Surplus/Deficit
(single year)

Auto fills

Auto fills

Auto fills

For each of your organization’s three most recent fiscal years, enter:
• FISCAL YEAR END DATE*
•

TOTAL INCOME*: Enter your organization’s income. Sources may include earned revenues
such as funds received from the sale of goods, services performed, or investments; as well
as contributed funds, such as gifts, grants, loans, and in-kind contributions.

•

TOTAL EXPENSES*: Enter your organization’s total operating expenses. Expenses may
include salaries, fees, production/exhibition expenses, services, and administrative costs.

•

OPERATING SURPLUS/DEFICIT: These fields will automatically populate.

FISCAL HEALTH* (1,000-character limit, including spaces)
Discuss the fiscal health of your organization. You may use this space to discuss how the COVID19 pandemic may have affected your organization’s budget. In addition, you must explain:
1. Any changes of 15% or more in either income or expenses from one year to the next, and
2. Plans for reducing any deficit. Include factors that contributed to the deficit and its
amount.
For independent components or organizational units, use the space to discuss the fiscal health
of the component or unit and to explain the relationship that it has with the larger entity.

Arts Programmatic History Tab
Highlight one (1) example of arts programming (e.g., artists/works/projects) per year for each
of five (5) recent calendar years prior to the application deadline.
Activities must demonstrate eligibility: applications that do not include entries demonstrating
that your organization has completed at least five (5) years of programming prior to the
application deadline will be marked ineligible.
• February 2026 Applicants: To be eligible, one (1) of your arts programming examples must
be dated in or before February 2021.
•

July 2026 Applicants: To be eligible, one (1) of your arts programming examples must be
dated in or before July 2021.

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Part 2 Instructions

•

If arts programming was suspended due to the pandemic, you may include examples that
occurred in 2018 or 2019 to meet the five-year requirement. Do not include examples
prior to 2018.

•

Virtual programming is acceptable.

•

You may include arts programming examples that occurred before the organization
received non-profit, tax-exempt status.

•

Organizations that previously operated as a program of another institution may include
arts programming carried out while part of that institution.

MONTH* & YEAR*
From each drop-down menu, choose the month and calendar year that each programming
example took place, with the most recent year first (e.g., 2025, 2024, etc.).
PROGRAMMING EXAMPLE* (Five (5) fields: 750-character limit each, including spaces)
For each year, provide one (1) example of arts programming. Submit information in bulleted or
list form using the prompts below - do not include additional details. For each example, include:
•
•
•
•
•
•
•

Title, Work, Event, and/or Program
Venue and City/State, if applicable
Key Artists and/or Personnel
# of Classes, Performances, Exhibitions, Residencies, Readings, etc.
# of Participants or Audience.
Touring Info, if applicable
For Publishers, provide data that demonstrates online and/or print readership

Project Details Tab
Subtab: Project Activity
NEA DISCIPLINE FOR PROPOSED PROJECT* Drop down, select: [Discipline name]
Select the discipline that most closely aligns with your proposed project activities, not
necessarily with your organization as a whole. Contact us if you have questions.
DISCIPLINE SUB-CATEGORY*
[SEE DISCIPLINE SPECIFIC DOCUMENT]
PROJECT PURPOSE* (200-character limit, including spaces)
Provide a one sentence statement identifying the primary purpose of the project beginning
with “To support.” Example: To support a production of XYZ.
PROJECT SUMMARY* (500-character limit, including spaces)
Provide two to three short sentences summarizing the major activities of the project. Example:
The production, a collaboration between Artist Name and Artist Name, will premiere at the ABC
venue. Engagement activities for the local community may include workshops and discussions.

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Part 2 Instructions

PROJECT DESCRIPTION* (5,000-character limit, including spaces)
We fund arts projects and make awards for specific, definable activities. Describe the proposed
arts project you would like us to support. Be as specific as possible about the project activities
that will take place during the period of performance. Do not describe unrelated
organizational programming. For information about what may not be included in a project, see
Unallowable Activities/Costs (GAP Program Guidelines, pg. 9).
Provide information on each of the following, as relevant:
• Specific activities that will take place during the project period.
•

Artists, productions, performances, exhibitions, publications, and/or works of art that
will be part of the project.

•

The content and themes of activities and works of art.

•

For project components involving creation, include information about the process to
develop the new works.

•

Related components, including engagement, outreach, or educational activities.

NOTE: Activities, artists, and works of art do not need to be confirmed at the time of proposal,
however, applicants with projects recommended for funding will be asked to provide an
updated list of artists and works when accepting their funding offer. We reserve the right to
revoke the funding offer if substitutions do not align with the original proposal.
Subtab: Additional Project Details
PROPOSED PROJECT START DATE*/END DATE* (Calendar selections): MM/DD/YYYY
NEA support of a project may start on or after:
• For February applicants: January 1, 2027
• For July applicants: June 1, 2027.
Enter the beginning and ending dates for your requested period of performance (period of
support), i.e., the span of time necessary to plan, execute, and close out your proposed project.
The start date must be the first day of the month, and the end date must be the last day of the
month (for example, 6/1/27 – 12/31/27). These dates will be used in application review.
Generally, a period of performance of up to two years is allowed. 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. Your project budget should include only the
activities and costs incurred during the period of performance identified here.
SCHEDULE OF KEY PROJECT DATES* (1,500-character limit, including spaces)
Provide a timeline of when project activities will occur. Include when key artistic decisions will
be made, project phases, and events, as applicable. If you describe activities that occur outside
of the period of performance for context, indicate these by adding an asterisk (*). Only include
costs in your Project Budget that relate to activities taking place during the period of
performance.

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Part 2 Instructions

ENGAGEMENT WITH INTENDED COMMUNITY, PARTICIPANTS & AUDIENCE* (2,000-character
limit, including spaces)
Describe the intended communities, participants, or audiences involved in the project activities.
Clearly explain how you will engage these groups.
Where applicable, describe how this project will engage with underserved groups/communities
whose opportunities to experience or participate in the arts are limited by factors such as
geography, ethnicity, economic status, and/or disability.
Where applicable, include how you will involve and accommodate people with disabilities (as
artists, performers, teaching artists, students, participants, staff, and/or audiences) in the
planning, creation, and/or implementation of your project activities.
NOTE: As a reminder, in the federal-funding context, a focus on a particular group or
demographic may be permissible, but exclusion is not. This extends to hiring practices, artist
selection processes, and audience engagement activities. Your application should make it clear
that project activities are not exclusionary. Please review the Assurance of Compliance.
PROJECT GOALS AND MONITORING* (1,000-character limit, including spaces)
What are your goals for this project? What benefits will there be for your organization, or
people and communities served by your project? Describe how you will monitor progress
toward your project goals, and how data or feedback gathered will be used. Examples include
surveys of program participants, measuring attendance, and third-party program evaluations,
among others. If applicable, include plans to share learnings and outcomes.
NOTE: If your project involves directly collecting sensitive data from program participants, such
as personally identifiable information or data from vulnerable populations, review Resources on
Program Evaluation and Performance Measurement.
Subtab: Project Partners & Key Individuals
SELECTION OF PROJECT PARTNERS & KEY INDIVIDUALS* (1,500-character limit, including
spaces)
Provide a detailed description of the selection process and criteria used to select artists, other
key individuals, and project partners. This applies to all projects, even those where artists,
individuals, and partners are unconfirmed or yet to be selected. Include a timeline for the
selection process.
INFORMATION ABOUT PARTNERS AND INDIVIDUALS*
Include at least one and up to ten key individuals (staff, artists, consultants, etc.,) and/or
partner organizations involved in the project. Organizations that only provide money are not
considered partners. Funders are not excluded from being partners, but they must also provide
staffing or other professional support or actively participate in another way to be considered
partners. For each individual or partner organization, enter:

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Part 2 Instructions

•
•
•

INDIVIDUAL or PARTNER ORGANIZATION NAME*(100 characters, including spaces)
PROPOSED or COMMITTED*: Select “Proposed” or “Committed”
INDIVIDUAL/PARTNER ORGANIZATION TYPE*: Drop-down
 Select Individual for staff, artists, teaching artists, collaborators, consultants, etc.,
 For Partner Organizations, choose one category that best describes the organization:
o College/University, Alaska Native and Native Hawaiian Serving Institutions (AANH)
o College/University, Hispanic Serving Institutions (HSI)
o College/University, Historically Black College or University (HBCU)
o College/University, Tribal College or University (TCU)
o Other College/University
o Government - State
o Government - Regional
o Government - County
o Government - Municipal
o Government - Tribal
o Organization - Arts Non-profit
o Organization - Arts For-Profit
o Organization - Other Non-profit
o Organization - Other For-Profit
o Correctional Institution
o Foundation
o Healthcare Facility (e.g., hospital, clinic, or nursing home)
o K-12 School/School District
o Mass Transit
o Military Base
o Public Library
o Religious Organization
o TV or Radio Station or other Media Organization
o Other

•

INDIVIDUAL BIO/ PARTNER DESCRIPTION and ROLE*(1,000-character limit, including
spaces)
Describe the individual or partner’s role in the project, and their professional experience
or knowledge relative to this project.

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Project Budget Tab
Project Budget Guidance
Use the fillable GAP project budget template to prepare your project budget in advance. DO
NOT UPLOAD THE TEMPLATE TO THE AP. You must complete the project budget webform
within the AP for your application to be accepted for review.
Applicants must provide a minimum 1:1 non-federal cost share. Applications that do not
include a project budget meeting the minimum requirements of at least a $10,000 NEA
funding request, a $10,000 cost share, and $20,000 in total project expenses will be deemed
ineligible and will not be reviewed.
All items in your budget, whether supported by NEA funds or your cost share funds, must be
reasonable, necessary to accomplish project objectives, allowable in terms of the NEA’s General
Terms and Conditions, allocable to your proposed activities, and occur during the Period of
Performance (period of support) entered in the Project Details tab. Organizations cannot
receive more than one NEA award for the same expenses/activities. Do not include project
costs supported by any other federal funds or their cost share, including costs that are part of
applications or grants by partner organizations.
Project Budget Form
The project budget form in the AP will auto-calculate each section and overall totals. The
number of lines available in each section is static – you cannot add additional lines. Review
Unallowable Activities/Costs (GAP Program Guidelines, pg. 9) before completing your project
budget.
AMOUNT REQUESTED FROM THE NEA*: Enter the requested amount. Allowable NEA request
amounts:
• GAP Challenge America applicants may only request $10,000.
• Applicants to other GAP disciplines may request $10,000 to $100,000.
• Local arts agencies applying for subgranting projects may request $30,000 to $150,000.
PROJECT EXPENSES/INCOME SUMMARY TABLE: The table will automatically populate with
totals for each section of the project budget. Refer to this summary table to confirm that your
total income and total costs/expenses are equal. The table includes:
• Amount Requested from the NEA
• Total Cost Share for this project: Total Cash + Total In-Kind
• Total Project Income: Total Cost Share + Amount Requested from NEA
• Total Project Costs/Expenses: Total Direct Costs + Total Indirect Costs
ADDITIONAL PROJECT BUDGET NOTES (OPTIONAL) (750-character limit, including spaces)
Provide information to clarify any line item in the project budget, or to provide further details
on the scope of your project budget.
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Budget Subtab: Project Expenses
Project expenses must include costs covered by both NEA funds and the cost share. All activity
funded with NEA funds or cost share funds must take place in the US or US jurisdictions.

DIRECT COSTS

Costs directly identified for the project and incurred during the period of performance. Include
third-party in-kind contributions as expenses to ensure allowability.
DIRECT COSTS: Salaries and Wages
Direct Costs Salaries and Wages covers compensation for administrative and artistic personnel
paid on a salary basis. List key staff positions for the project. Combine similar job functions if
necessary. Contractual personnel and artists paid on a fee/stipend basis should be included in
DIRECT COSTS: Other, and not here.
Enter the title and/or type of personnel, the number of personnel, the annual or average
salary range, the percentage of time allocable to the project annually, and the dollar amount
of the salary allocated to the project budget.
Title and/or Type of
Personnel

Number of
Personnel

Annual or Avg
Salary Range

% of time devoted to
the project annually

Total Salaries and Wages
Fringe Benefits
($ Amount)
Total Salaries and
Fringe Benefits

$ Amount

$

$

Salaries and Wages dollar amounts must be prorated for the length of the Period of
Performance entered in the Project Details tab. For example:
• A project with a 6-month period of performance: a person with a $50,000 annual salary
working on the project for 100% of their time, enter a total dollar amount of $25,000.
• A project with a period of performance that exceeds 1 year: multiply the salary figures
accordingly. For example, on a project with a 24-month period of performance, a person
with a $50,000 annual salary working on a project for 100% of their time, the total dollar
amount allocated to the project would be $100,000.

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Enter an amount for Fringe Benefits, costs other than wages or salary that are attributable to
an employee, as in the form of pension, insurance, vacation, and sick leave, etc. They may be
included here only if not included as indirect costs.
Salaries and wages must be estimated at rates no less than the prevailing minimum
compensation as required by the Department of Labor Regulations (see Legal Requirements.)
Development and/or fundraising costs are only allowable if they are associated with managing
the project or fundraising for the required project cost share. All other development and/or
general fundraising costs are not allowable.
DIRECT COSTS: Travel
Enter the number of travelers, the geographic locations they will be travelling from and to, and
the dollar amount for each.
Number of travelers
(20 char. max)

From (location)
(50 char. max)

To (location)
(50 char. max)

$ Amount

Total Travel Expenses

$

Travel costs must be estimated according to the applicant's own written travel policies,
provided that the travel cost is reasonable and does not exceed the cost of air coach
accommodations.
•

Include lodging and subsistence costs (e.g., hotels, meals) as part of the "Amount" listed
for each trip, as applicable, unless already included as part of an artist fee.

•

List all trips -- both domestic and international -- individually.

•

All international travel included in this budget must: be specified by country of origin or
destination and relate to activity outlined in your narrative; conform with government
regulations, including those of the U.S. Treasury Department Office of Foreign Asset
Control; and be booked on a U.S. air-carrier when this service is available. See the General
Terms & Conditions for detailed information.

DIRECT COSTS: Other
Enter a Description and Dollar Amount for each line item. If needed, group similar items
together on a single line, with only one total cost. Include contractual personnel and artists paid
on a fee/stipend basis here.

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Description (100 char. max)

$ Amount

Total Other Expenses

$

Project-related costs may include:
•

•

Artist fees (if paid as a fee/stipend and not salary basis), consultant fees, and contractual
services
o Artist fees may include but are not limited to compensation for: the creation of new
work, the presentation of new or existing work, educational activities, community
engagement, and travel/stipends/subsistence (if not already included under Direct
Costs: Travel). List the fees paid to each artist/artistic group separately where possible.
o List consultant and artist fees or contracts for professional services on consecutive
lines; do not scatter them throughout the list.
o Specify the number of persons, the service being provided, and the applicable fee,
rate, or amount of each.
o Contracts of more than $15,000: identify the item/service and relation to the project.
o For procurement requirements related to contracts and consultants, see 2 CFR 200.
For Local Arts Agencies subgranting projects, include subgranting dollars as project
expenses in this section.

•

Production/technical costs

•

Promotion, marketing, and outreach

•

Acquisition fees, rights

•

Evaluation and assessment fees

•

Telephone, photocopying, and postage

•

Supplies and materials. Identify the type of supplies/materials and their purpose. (e.g.,
“Art supplies,” “Event materials,” etc.)

•

Publication, distribution, and translation

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•

Transportation/shipping of items other than personnel (instruments, art, etc.)

•

Access accommodations (e.g., audio description, sign-language interpretation, closed or
open captioning, large-print brochures/labeling, publications in alternate formats).
Applicants should check with vendors for cost estimates.
o Videos, films, television broadcast projects, and virtual streamed events must be
closed or open captioned, and radio and podcast programs must be transcribed.
Rental/purchase of equipment
o Clearly identify equipment rental versus equipment purchase.
o For equipment purchase with a unit/item cost of $10,000 or more and an estimated
useful life of more than one year, identify that item here. Provide justification for the
purchase(s) either in the Additional Project Budget Notes or Project Description.
o Computers, mobile devices, or other new technologies are considered supplies if less
than $10,000 per item regardless of the length of useful life.
o Applications with a budget that includes only costs for equipment rental/purchase and
no other expenses will be marked ineligible.

•

•
•

Portion of Space/Facilities costs such as mortgage principal, rent, and utilities, as allocable
to the project.
Other clearly identified project-specific costs.

INDIRECT COSTS
Applicants have the option to include Indirect Costs. You are not required to include Indirect
Costs in this budget. Indirect Costs are overhead, administrative, or general operating expenses
that are not readily identifiable with, or are difficult to assign to, a specific project. Examples of
Indirect Costs include the expenses associated with operating and maintaining facilities and
equipment, rent, utilities, supplies, and administrative salaries. If you plan to include indirect
costs, please refer to the Indirect Cost Guide for detailed guidance.
Enter the name of the Federal Agency, the percentage Rate (as decimals), and the Base (total
modified direct costs).
Federal Agency (Name; 50 char. max)
Rate Agency (.0000)
Base
Total Indirect Costs

$

Organizations with a federally negotiated indirect cost rate agreement (NICRA):
• Calculate Indirect Costs using your federally negotiated NICRA. You may include a rate
lower than your NICRA, if needed. Do not use an expired NICRA.
o Enter the name of the federal agency that your organization negotiated the rate with.
o It is rare for GAP applicants to have a NICRA. It is most often relevant to colleges and
universities. GAP applicants may not use a Research indirect cost rate.
o Recommended applicants must provide a copy of their NICRA.
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Organizations without a federally negotiated Indirect Cost Rate Agreement (NICRA):
• Option 1: Include reasonable “Overhead and Administrative Costs” as a line item under
the “Direct Costs: Other” section and leave the Indirect Costs section blank.
o Use this option if your organization can easily document the discrete, specific
expenses. Do not double count costs already included separately in your budget.
o The amount must be reasonable and consistent with best practices in financial
management. Do not simply use a percentage of your project budget. You must be
able to document the actual costs included in the line item.
•

Option 2: Enter a de minimis indirect cost rate of up to 15% of your modified total direct
costs in the Indirect Costs section.

Budget Subtab: Project Income
The NEA cannot support more than 50% of a project’s costs; each applicant must contribute at
least half the total project cost from nonfederal sources. For example, for a request of $10,000,
the total project costs must be at least $20,000 and you must provide at least $10,000 toward
the project from nonfederal sources as the cost share.
Cost share funds may be all cash or a combination of cash and in-kind contributions as detailed
below. If you include IN-KIND contributions in your cost share, you must also include them as
direct costs to balance your budget. Cost share funds do not need to be secured at the time of
application. Asterisk (*) those funds that are committed or secured.

APPLICANT CASH

Applicant Cash refers to cash contributions, grants, and revenues that will pay for your share of
the costs for this project. Identify sources.
Enter a Description and Dollar Amount for each cash source.
Description (100 char max)

$ Amount

Total Cash

$

Allowable sources of Cash funds include your own organization’s resources such as grants from
private foundations, corporate donations, individual donations, and ticket sales, among others.
• Include goods, facilities, or services contributed by your own organization.
•

Federal funds cannot be used as cost share for NEA awards. Do not include any other NEA
or other federal awards, in your cost share.

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o You may include grants from your state arts agency, regional arts organization, or local
arts agency as part of your cost share, as long as those grants do not include
subawarded federal funds or funds used as cost share for a federal award. You can
check with the funder to confirm the source of the funding.
•

Applicants with a current federally-negotiated indirect cost rate may use unrecovered
indirect costs as part of the cash cost share. Unrecovered indirect costs generally are used
only by large organizations such as colleges and universities.

THIRD-PARTY IN-KIND CONTRIBUTIONS

In-kind contributions are third-party donations of goods, facilities, or services used to meet the
cost share requirement for an NEA award (2 CFR 200.1). The use and value of such third-party
contributions must be properly documented.
Enter a Description and Dollar Amount for each in-kind source.
Description (100 char max)

$ Amount

Total In-Kind

$

All third-party contributions must be necessary and reasonable for the project, and for
allowable costs.
Do not include goods, facilities, or services contributed by your own organization as these are
considered part of your own organization’s cash cost share.
To qualify as cost share resources, expenses associated with in-kind donations must be clearly
identified as direct costs in the project budget to ensure allowability.

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Part 2 Instructions

Additional Items & Items to Upload Tabs
These tabs request application materials specific to the discipline to which you are applying.
Only submit material specifically requested below, unsolicited or incorrect material will not be
reviewed by panelists, this includes items such as letters of support from members of congress,
work samples that exceed the stated limits, and items that are not in the correct format. Do not
use these sections to add more information for other areas of the application.

Additional Items Tab
Three fields: 3,000-character limit each, including spaces
Enter N/A in any of the three fields you do not use.
Use only as much space as is needed to respond to the items requested. Do not submit general
statements of support unrelated to the project, PDF versions of the items below, or unsolicited
information.
[See DISCIPLINE SPECIFIC document]

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Items to Upload Tab
Work Samples*
Work samples are required. They are a critical part of your application and considered carefully
during application review. Work samples should demonstrate the artistic excellence and artistic
merit of your project. Panelists will spend up to 20 minutes per application reviewing work
samples. They should be recent, concise, of high quality, and directly relate to the proposed
project. Too many samples can be counterproductive, be selective in what you choose to
submit.
WORK SAMPLE SUBMISSION:
See the information starting on pg. XX for guidance on what to submit and allowable limits for
each type of sample.
Upload separate PDFs based on work sample type:
1. AUDIO, VIDEO, & WEBSITE Links: Upload one (1) PDF with clickable links to ALL audio
clips, video clips, and/or website work samples on an external hosting site (e.g., Vimeo,
YouTube, etc.). Do not submit links on separate PDFs.
o We recommend that videos be closed or open captioned.
 YouTube captioning resources
 Vimeo captioning resources
o It is the applicant’s responsibility to ensure links are active at the time of application
and for at least 6 months following the date of funding notification.
 February 2026 applicants: links should remain active through May 2027.
 July 2026 applicants: links should remain active through October 2027.
2. IMAGES: Upload one (1) PDF with images, separate from your links. Images may be on
separate pages but should not be uploaded as multiple PDFs.
3. DOCUMENTS: Upload each document as an individual PDF, unless otherwise specified
below.
DO NOT SUBMIT:
• Files in a format other than PDF (e.g., Word, Excel, PowerPoint, aac, avi, mov, mp3, mp4,
mpa, mpeg, wav, wma, wmv).
•

Links to sites that require work samples to be downloaded (e.g., Dropbox, Google Drive),
or sites that require a user account.

•

Items that we do not request or that exceed the stated limits.

There can be a delay between the upload of your work samples and seeing them in the AP.
Do not immediately assume that your upload failed; wait and try again. Close to the deadline,
upload time may be longer due to high traffic, do not wait until the night of the deadline to
begin uploading. The total space available for work samples is 250MB.

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TECHNICAL GUIDANCE: AP FILE UPLOAD & DESCRIPTIONS
File Naming: Files may fail to upload if the file name:
• Exceeds 100 characters.
• Begins with a space, period, hyphen, or underline.
• Contains these characters: #%&{}\<>*?/$!‘“:+`=|"@
AP UPLOAD BOX: For each item, provide the following information:
TITLE:
Documents: State the title of the work, organization name, or artist represented, and the
type, e.g., script excerpt, teacher’s guide, etc.
PDFs with links/images: Summarize the content, for example “Image Work Samples.”
FILE TYPE: Select “PDF” file type.
DESCRIPTION: 500-character limit, including spaces
Documents: Provide a brief description including how the document relates to the proposed
project, and creative credits if relevant (Artist, Designer, Author, Playwright, Composer,
Librettist, Lyricist, etc.,)
• For books and manuscripts excerpts or catalogues: Titles and authors.
•

For journals: Volume and issue numbers.

PDFs with links/images:
1. Provide a brief overview of the samples in the upload description box, for example
“Work samples for proposed artists, Jane Doe and Company ABC.”
2. In each PDF document, include the following with each link or image, as relevant:
o Creative credits: Company, Ensemble, Artist, Director, Designer, Author, Playwright,
Composer, Librettist, Lyricist, Choreographer, Key Performers, etc.,
o Title of work/activity.
o Date work created and performed, exhibited, or published.
o For visual art images: dimensions of the artwork, and the medium.
o For audio and video: length of the sample.
o For compilations: provide time stamps for the beginning and end of each work.
o For websites: specify what section or area of the website should be reviewed.
o A brief description, including how the work sample relates to the proposed project.
o Cueing details, passwords, or other navigation information.
Work Sample Types & Limits
[See DISCIPLINE SPECIFIC document]

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Part 2 Instructions

Organization & Project Data Tab
The NEA collects basic information about all applicants and their projects to comply with
government reporting requirements and develop statistical information about the
organizations and projects it funds. Your responses will not be shared with panelists or used as
a factor in the review of your application.
APPLICANT ORGANIZATION DESCRIPTION*: Select a description that best describes your
organization:
• Artists' Community, Arts
• Historical Society/
• Performance Facility
Institute, or Camp
Commission
• Performing Group
• Arts Center
• Humanities Council /
• Presenter / Cultural
Agency
• Arts Council / Agency
Series Organization
• Arts Service Organization • Independent Press
• Religious Organization
•
Library
• College / University
• School District
• Literary Magazine
• Community Service
• School of the Arts
Organization
• Media-Film
• Social Service
• Design Organization
• Media-Internet
Organization
• Fair / Festival
• Media-Radio
• Tribal Community
• Foundation
• Media-Television
• Union / Professional
Association
• Gallery / Exhibition Space • Museum-Art
• None of the Above
• Government
• Museum-Other
PREPAREDNESS PLANS*: Does your organization have a disaster preparedness plan (i.e., plans
to handle disasters and emergencies such as floods, hurricanes, and pandemics)?
Choose: Yes or No
PROJECT ACTIVITY TYPE*: Select the option that best describes your proposed project:
• Apprenticeship/Mentorship
• Arts & Health Includes creative arts therapies and other arts and health programs.
• Arts Instruction Lessons, classes, and other means to teach knowledge of and/or skills in
the arts
• Artwork Creation
• Audience Services (e.g., ticket subsidies)
• Broadcasting via TV, cable, radio, the Web, or other digital networks
• Building Public Awareness Activities designed to increase public understanding of the arts
or to build public support for the arts
• Building International Understanding Includes activities that either bring international art
and/or artists to the U.S. or bring American art and/or artists to other nations
• Concert/Performance/Reading Includes production development
• Curriculum Development/ Implementation Design, implementation, distribution of
instructional materials, methods, evaluation criteria, goals, objectives, etc.
• Distribution of Art (e.g., films, books, prints; do not include broadcasting)
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•
•
•
•
•
•
•
•
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•
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Part 2 Instructions

Equipment Purchase/Lease/Rental
Exhibition Visual arts, media arts, design, and exhibition development
Fair/Festival
Identification/Documentation (e.g., for archival or educational purposes)
Marketing
Presenting/Touring
Professional Development/Training Activities enhancing career advancement
Professional Support: Administrative Includes consultant fees
Professional Support: Artistic (e.g., artists' fees, payments for artistic services)
Publication (e.g., books, journals, newsletters, manuals)
Recording/Filming/Taping (e.g., to extend the audience for a performance through
film/tape audio/video; do not include archival projects)
Repair/Restoration/Conservation
Research/Planning Program evaluation, strategic planning, and establishing partnerships
Residency - School Artist activities in an educational setting
Residency - Other Artist activities in a non-school setting
Seminar/Conference
Student Assessment Measurement of student progress toward learning objectives. Not to
be used for program evaluation.
Subgranting Local Arts Agencies only
Technical Assistance with technical/administrative functions
Web Site/Internet Development Creation or expansion of Web sites, mobile and tablet
applications, the development of digital art collections, interactive services delivered via
the Internet, etc.
Writing About Art/Criticism
None of the above

PROPOSED BENEFICIARIES OF PROJECT (OPTIONAL): Select all groups of people that your
project intends to serve directly.
AGE RANGES (Optional, choose all that apply):
• No specific age group
• Children/Youth (0-17 years)
• Young Adults (18-24 years)

•
•

Adults (25-64 years)
Older Adults (65+ years)

UNDERSERVED GROUPS/COMMUNITIES (Optional, choose all that apply): If your project
intends to serve underserved groups/communities, select the factors that limit their
opportunities to benefit from arts programming:
• Geography
• Economic Status
• Ethnicity
• Disability

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Part 2 Instructions

Step 3: Submit the Grant Application Form
We urge you to complete and submit the Grant Application Form and upload materials
outside of the hours of heaviest usage, which are generally 8:00 pm to 11:59 pm, Eastern
Time, on the day of the deadline. Staff will not be available to help you after 5:30 pm, Eastern
Time.
Submit your materials prior to the deadline to give yourself ample time to resolve any
problems. You take a significant risk by waiting until the day of the deadline to submit.
Before submitting, double check each section to confirm that it’s complete, and that no
information was lost when cutting and pasting.
Step 1: Validate
• To submit your application, you must provide a response to every item denoted with an
asterisk (*).
• Click the “Validate” link found at the top right corner of the page to search for errors.
o Each tab with no errors will have a check mark by it.
o To clear validation messages, press the Esc key.
• This feature does not check that your application is complete. Review the application
instructions to be sure you have submitted each required item.
Step 2: Click Save and Submit
• The “Submit” button is only visible when you are on the Organization & Project Data tab.
• If you do not click the "Submit" button, your application will not be received.
• After submitting your application, you may log back into the AP and make changes until
the system closes at 11:59 pm, Eastern Time, on the day of the deadline. Click “Save” and
“Submit” again to save any edits.
Step 3: Confirm Submission
• Ensure that your application was received by logging in to the AP. On the first screen it will
say “Submitted” if your application has been received. If your application has not yet been
received, it will say “In Progress.” Maintain documentation of your successful submission
by taking a screenshot.
• Use the “Print” function in the upper right corner to create a printable version of your
application. Save a final copy for your records by choosing “Save as PDF” from your print
dialogue box.
ALN No. 45.024
OMB No. 3135-0112 Expires TBD

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