Writing a proposal is very much like writing a grant. The first step to proposal writing, like in grant writing, is to have a well written artist statement (1/2 page version, 1 page version, and a 2 page version- the real long unedited one!!). This will help you to focus on the writing of your proposal narrative. Be careful not to over use "art speak" terms/language and write for an audience who has never interacted with/ seen your work. In other words, keep it simple, clear, and straight forward. The committee reviewing your proposal needs to understand the proposal the first time they read it.
The second step is to have good documentation/support materials of your work. Slides/photographs/video documentation need to be done well (hire a professional - it is worth the investment). Make sure they actually want these materials!! Do not send them if the proposal says not to send them. If they do want support materials, include articles and reviews of your work (this info can also help in the writing of your artist statement/ proposal). Project your slides to make sure they project well. Check the viewing order of the visual support materials you are submitting carefully (slides/photos etc..). Make sure the viewing order makes visual sense to viewers. For example, if you are submitting a diptych- submit a slide of the entire diptych first, followed by the details of the piece (this goes for 3-D/ installation as well). Slides need to be properly labeled as well (see our section on Documentation and Support Materials). You should also label all the materials you submit with your name and address (you can use blank slide labels for this purpose). Make sure that you indicate the sections in the support materials you want the the reviewers to read (highlight the area in the review you are mentioned, use post it notes to indicate the pages in a catalog you are featured, etc.).
As for new media - i.e. CDs (images) and DVDs- not all places have the technology to view these- call before hand to see if they accept such media. Most places can review music/sound CDs.
Check to see if you need to submit a budget. If you do need to submit one make sure it is a realistic one and not "padded" (make a lists of things you'll need and their price- that way when you look for in kind donations you will have a better idea of what you need). The question of paying yourself is a hard one. If you are going to provide a stipend/payment for your time- make sure it is realistic. There are several ways to think about this. 1) a flat rate stipend for the project. 2)an hourly rate times the hours you will work on the project 3) inkind donation of your time (you will still have to put a number on it). 4. a combination of being paid and donating your time.
Most places will not pay a large amount in salary but often will pay a percentage.
Always have two copies of the proposal guidelines/form on hand (or make copies). Use one of the forms as your working document (i.e. write notes/questions directly on this copy). Follow the directions/guidelines CLOSELY. Start the proposal well ahead of the deadline and have one to two people proof read your proposal!! Again do not send extra materials that aren't asked for. Do not make lots of calls to the organization about the proposal- be organized with all your questions to be asked in one or two phone calls. Always include a S.A.S.E. (a self addressed stamped envelope) for the return of your materials.
MAKE SURE YOU TYPE YOUR PROPOSAL AND THAT IT IS TYPED IN AN EASY TO READ FONT/TYPE FACE
DON'T WAIT TO THE LAST MINUTE TO WRITE YOUR PROPOSAL
(reviewers can tell if you have done this)
Make sure what you are proposing you can actually do - do not send in an unrealistic proposal (make sure your work will actually fit into the gallery/site, there are no unaddressed safety concerns, etc.
