Advanced Grant-Writing, Prospecting & Stewardship

Georgia Coastal Protection League
Sea Turtle Rescue Program
(c) 2012 Robert Hopkins Pfaff

Research Results Summary Statement:
1. The successful, local organization, with an environmental/conservation mission, has
nurtured long-term relationships with national, “invitation-only” private and corporate
foundations - otherwise unfocused on Georgia or the environment.
2. In 2011, The Loggerhead Sea Turtle secured $258,000 (12%) in government grants and
$556,605 (26%) in other grants, major gifts and special events. Of its 17 $1,000+
grantors, 76% (13) do not accept unsolicited proposals, 33% (9) do not target the
environment and 59% (10) do not specify Florida.
3. This analysis included a general review of grants to animal welfare, endangered species
programs/exhibitions and aquariums from 2009-2011.
4. Of the 2,668 grants awarded, only 729 (27%) came from private or corporate
foundations that accept unsolicited proposals.
5. Fifty-eight per cent of private, family foundations concurred: “It is very important that
someone I know and respect is closely involved or has asked me to support the project.“
5/24/2012(c) 2012 Robert Hopkins Pfaff

II. Suggested Grant Program Strategies
1) Elevate & Leverage Organization‟s National Profile
1) Pursue and secure significant federal grant award
2) Leverage into major national foundation gifts
3) Explore smaller, local foundation awards
4) Secure corporate grants and sponsorships
5) Explore introductions to donor-advised funds
2) Invest in Relationship Mapping to Open Doors
1) Invest in relationship mapping
2) Develop moves-management plans to cultivate national prospects
3) Leverage major, foundation awards into other gifts
4) Continue to pursue significant federal funding opportunities

1) Researching & Prioritizing Viable Leads
I. Primary Strategies
1. Map major donor and board relationships
2. Glean prospects from the donor lists of organizations with similar missions
3. Network at fundraising and other events, hosted by other organizations
4. Engage the philanthropic community w/ active professional memberships
5. Develop major partnerships - become a project lead or subcontractor
6. Balance grant progress and priorities (see example)
II. Secondary Strategies
1. Foundation collection and other online systems
2. Subscribe to local newspapers

2) Developing & Implementing Cultivation Plans
I. Primary Strategies
1) Compile a list of 50-100 of most viable prospects (and best contacts)
2) Cultivate support of best contacts and internal advocates
3) Enlist Board of Directors, Development Committee or Grants Committee
4) Implement moves-management roadmaps to each prospect
5) Meet with prospect to discuss application, if possible
6) Submit „blessed‟ application for major grant award
II. Secondary Strategies
1) Travel to Washington, D.C. - Meet with FWS and other potential funders
2) Network to CCF invitation-only donor designated funds
3) Networking up the philanthropic ladder
4) Recruit and leverage corporate leaders

6) Example: Balancing Progress & Priorities
Internal Monitoring Report 10/01/2013

1) Convincing Prospects with Distinctive Proposals
I. General Best Practices
1. Start the grantwriting process ASAP!
2. Learn pitch your project to grantors with various interests
3. Make smart use of statistics (see example)
4. Case Statement: Clear, Credible & Compelling (see example)
5. Develop strategic project plans (see GFL handout)
6. Construct „big picture‟ budgets (see example)
7. Base request amount on need/average – not maximum
8. Cite your references (MLA Handbook 7th Edition)
9. Become fluent with organizational/project finances
10. Submit application 3-7 days before deadline
11. Develop individual cultivation plans for each prospect (prepoposal
contacts)

Georgia Animal Welfare League – Case Statement
Services 2004 2005 2006 2007 2008 AAGR 2009Goals
Adoptions 1,100 2,865 1,884 2,204 2,675 41% 3,776
Spay/Neuters 535 622 698 753 802 11% 888
Low-Income Vet Clinic 2,456 3,233 2,988 3,899 5,200 22% 6,343
Euthanasia 124 156 99 57 36 -22% 28
TOTALS 4,215 6,876 5,669 6,913 8,713 23% 11,034
• In September 2005, The League‟s volunteers rushed to New Orleans and rescued 1,510
lost pets. We reunited 561 (37%) of these animals with their human companions. Local
families adopted the remaining Katrina evacuees, increasing adoption rates by 160%.
• In 2006, The League leveraged this new public support into major, continuous funding
sources. From 2004-2008, the League sustained an 112% increase in overall
services, excluding euthanasias. From 2004-2008, The Society decreased euthanasias by
70%.
• In 2007, the deployment of local military personnel to Iraq surged, accounting for 194
surrendered pets. In 2009, The Society expects to serve 11,000 families and
animals, based on our new funding resources and our 23% five-year growth rate.

Expense Request Match Total Match Source Quote Description
Admin. $20,000 $20,000 $40,000 Human Turtle
Races FR Special
Event
8.3% indirect costs. Three-year
average of historical indirect
cost rate plus 4% inflation rate
Veterinary
Costs
$250,000 $100,000 $350,000 Yertle the Turtle
Foundation
Check received 4/15/12.
Quote Source: Sea Island Vet.
Clinic
Supplies $30,000 $20,000 $50,000 Inkind donation
from Surgical
Supply
$2,500 surplus from 2011
program operations
Transport. $0 $10,000 $10,000 Dept. Natural
Resources
20,000 miles /50 cents per
mile. Quote Source: DNR.
Misc. $20,000 $10,000 $30,000 Phi Kappa Phi
Pledge Carwash
Based on last years actual plus
10% expansion goal.
Turtle
Troops
$0 $10,000 $10,000 DNR-trained
Volunteers
Volunteers search for wounded
turtles/nests. 1,000 hrs. @
$10. Source: 2011 time sheets.
TOTALS $320,000 $170,000 $490,000 1,000 turtles served. Avg.
$320 requested per rescue.

Excerpt from $750,000 USDA Community Foods Project
CFDA #10.225: Growing Food Locally
“For the purpose of this proposal, the farmers reside in Beaufort
County, typified by those living in Census Tracts 1, 11 and 21. In these
tracts, a combined 86% of the total population is described as rural.
Of the 26,279 people living there, an average 51% of the population is
African-American, with a per capita income of $11,326; and more than
45% are listed as „not in the work force.‟ The target populations
receiving food assistance live in Beaufort, Jasper , Hampton and
Colleton counties (hereafter referred to as „surrounding areas‟). Of
these 82,680 people, the average income is $10,466 with 73.5% listed
as rural, and 52.7% are „not in the work force.‟ Please see Appendix A:
Target Communities Census Tract Maps.”

2) Customize Strategies to Different Grantmakers
1. Federal Demonstration Grants
1) How to Ensure Adequate Lead Time (3-6 Months)
a) Search grants.gov (and other resources) on a regular basis
b) Save time by knowing the basics of Boolean search protocols.
c) Sign up for grant email alerts for timely information (RFPs, changes)
d) Evaluate aptitude for success (cost vs. benefits)
2) How To Construct The Strongest Proposal
a) Research your topic thoroughly (see online resources)
b) Recruit strategic partners and advocates, with influence and expertise
c) Compile strategic project plan
d) Construct „big picture‟ budget
e) Then compile grant and budget narratives
f) Distribute rough draft to partners for mock review
g) Collect the strongest letters of support
h) Recruit an expert to write Evaluation section

1. Federal Demonstration Grants
4) How To Prepare for the Deadline
a) Register and secure DUNS number, CCR, AOR in timely manner
b) Learn electronic submission system requirements
c) Understand how these proposals are reviewed
d) Check for SPOT (State Point of Contact) requirements
e) What is an approved indirect cost rate?
5) How to Leverage the Grant Award
a) Express gratitude to everyone involved in the process
b) Contact prospects and existing donors with great news
c) Complete and submit all reports on time
d) Send out newsflashes, etc…
Remember – bureaucrats are people too!

2. Private Foundation Grants
1) Research board members
2) Research IRS 990s for three-five years (Foundation Directory Online)
3) Compile and document moves-management plan (see handout)
4) Leverage Influence of Best Contacts and Internal Advocates
5) Prepare 15-second „elevator‟ speech for preproposal contacts
6) Assign deadlines to foundations w/o deadlines (summer)
7) Save time and effort with query letters/emails
8) Secure maximum lead time - obtain application package ASAP
9) Request feedback on declined proposals – and future prospects
10) Do not give up after one-two rejections!

3. Corporate Grants: “Enlightened Self-Interest”
”When I asked a corporate Vice President „What is the biggest
mistake in proposals from the nonprofit world?‟ he said, „The
Vocabulary.‟ When I asked him to explain, he said that „nonprofits
should never use the word „gift.‟ He suggested to me that they use
the word „invest‟ instead.”
1) Highlight employee involvement and benefits
2) Focus proposal on economic ROI (e.g. impact on tourism).
3) Remember your vendors – in particular your bankers!
4) Solicit at right time each year: November - January
5) Request specific amount, with optional giving levels and benefits
6) Network with local Chamber of Commerce

4. Community Foundations
“17.5 % of wealthy households gave through donor-
advised funds at a community foundation, financial
institution or through another organization.”
1) Build strong relationships with program officers
2) Submit applications to open grants programs
3) Network to designated fund donors
4) Become involved - open houses and other events
5) Subscribe to email and mailing lists
6) Inform staff contact of projects and funding goals

1) External: Innovative & Personalized Communications
1. Implement consistent calendar of “point-of-entry” events
2. Implement grant acknowledgment protocols (see sample)
3. Engage donors in cyclical strategic/development planning process
4. Episodic and innovative communications (Newsflashes vs. Newsletters)
5. Host free donor appreciation (and prospecting) luncheon
6. Report on unique impact of gift, with before and after photos
7. Attend all possible donor related events
8. Submit professional, timely reports
2) Internal: Promote Superior Results w/ Integration
1. Collaborate on solicitation/cultivation plans with major gifts officer
2. Coordinate communications with marketing/PR officer
3. Anticipate shifting needs and trends with finance personnel
4. Solicit periodic needs assessments from programs

Gift Range CEO Letter CEO Phone Chair Phone CEO Tour CEO /Chair Lunch Gift
$1,000+ X
$2,500+ X X
$5,000+ X X
$10,000+ X X X
$25,000+ X X X X
$50,000+ X X X X
$100,000
+
X X X X X

Sea Turtle Rescue Program:
The Sample Grants Plan

I. Prospecting Results
Federal Grant Opportunities
CFDA Title Closes Comments
15.657 Endangered Species –
Recovery Implementation
7/31/2012 Contact Regional Recovery Coordinator ASAP
None Southeast Region Flex
Funds
Ongoing Closed for the year. Contact Georgia
Ecological Services Field Office in Atlanta.
47.074 Collections in Support of
Biological Research
7/27/2012 Improvements to collections significant to
the NSF/BIO community. Includes
aquariums.
11.469 FY 2012 - 2013 Broad
Agency Announcement
(BAA)
9/30/2013 Education and outreach, innovative projects
not addressed through discretionary
programs.
15.668 Wildlife Without Borders
– Critically Endangered
Animal Conservation
Fund
5/1/2012 Funding partially for veterinary rescue. Close
for this year, but place on grants calendar.

I. Prospecting Results
Federal Grant Opportunities
CFDA Title Closes Comments
15.231 Youth Environmental
Education Opportunities
9/14/2012 Provide youth the opportunity to connect with
the natural world (outdoor and in classroom)
45.301 Museums for America Closed Funds for ongoing museum programs,
exhibitions, research, planning, collections
management, etc….
45.303 Conservation Project
Support
10/11/11 To help museums identify conservation needs
and priorities and perform activities to ensure
the safekeeping of their collections.
45.312 National Leadership
Grants
2/01/2012 To enhance the quality of library and museum
services nationwide and to provide coordination
between libraries and museums.

II. Prospecting Strategies
1. Review attached starter prospect list
2. Expand on starter lists with prospecting best practices
3. Create moves-management plan for each grantmaker
4. Initiate process early, document steps, leverage advocates and contacts
III. Cultivation & Stewardship Strategies
1. Compile 50-100 prospect list with best contacts
2. Implement moves-management plan for each prospect:
a) Create Sea Turtle Rescue FB page – friend national donors/prospects
b) Host a sea turtle release party (or open house) for local donors/prospects
c) Make an assertive, organized attempt to invite major prospects
d) Email video of release party to absent/national prospects
e) Engage national/local prospects (e.g. online tracking of turtles)
f) Travel and meet with $25K+ prospects
g) Submit tailored, timely applications - blessed by prospects
h) Convene donors/prospect at Donor Appreciation Luncheon
i) Involve donors/prospects in strategic planning process

IV. Acknowledgment & Stewardship Strategies
1) Letters and/or phone calls from CEO or Board Chair
2) Select donors with children to receive stuffed turtle dolls…share this turtle‟s
story with a child in your life?
3) Name turtles after donor – send email progress “newsflashes”
4) Encourage them to track the turtle online – or send progress reports
5) Invite to donor (prospecting) appreciation luncheon
6) Engage prospects/donors in sea turtle hospital planning efforts
7) Integrate these strategies with marketing/pr etc…
8) Adopt-a-Turtle program with global online tracking.

1. Complete donor prospecting with relationship maps
2. Compile 50-100 government and foundation prospects
3. Secure and leverage federal funding first
4. Implement individual roadmaps with move-management
5. Submit applications with blessing of staff, advocates and/or contacts
6. Implement acknowledgment and stewardship strategies
7. Incorporate donor/prospect feedback into strategic/development plan
V. The Grants Plan Review

1 South Carolina Community Profiles S.C. Census Tract Data & Maps
2 Charleston County Public Library Online Dozens of Helpful Research Tools
3 Federal Register Daily Updates on Federal Grants
4 Catalog of Federal Domestic Assistance Federal Grants Clearinghouse
5 Grants for Environment & Animal Welfare Foundation Collection Digital Version
6 S.C. Marine Turtle Conservation Program Academic Articles on Local Sea Turtles
7 Federal Business Opportunities RFPs for Government Contracts
8 National Center for Charitable Statistics Free 990s Nonprofits & Foundations
9 FWS – South Carolina Services Field Office State Discretionary Funds Resource
10 NFWF – Sea Turtle Grants Sea Turtle Conservation Grants
11 Seaturtle.org Daily, local turtle census updates
12 Grants.gov Federal Grants Clearinghouse

VII. Other Resources
Bauer, David G. The 'How To' Grants Manual: Successful
Grantseeking Techniques for Obtaining Public and Private Grants
(American Council on Education Series on Higher Education)
Modern Language Association. (MLA) Handbook for Writers of
Research Papers 7th Edition
Strunk, White & Angell. The Elements of Style (4th Edition).

Thanks y’all!
Any Questions?

Advanced Grant-Writing, Prospecting & Stewardship

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