GUIDELINES & APPLICATION INSTRUCTIONS

APPLICATION DEADLINE: FEBRUARY 1, 2012
PROGRAMMING DATES: SEPTEMBER 2012—JUNE 2013
APPROXIMATELY 75 ORGANIZATIONS WILL BE SELECTED

The Big Read is a program of the National Endowment for the Arts in partnership with Arts Midwest designed to revitalize the role of literature in American culture and to encourage citizens to read for pleasure and enlightenment. The Big Read provides organizations with grants and comprehensive resources that support their efforts to read and discuss a single book or the work of a poet.

To learn more about The Big Read, including current programming, visit www.NEABigRead.org.

PROGRAM DESCRIPTION

The Big Read supports organizations across the country in developing community-wide reading programs that include innovative, diverse activities such as author readings, book discussions, art exhibits, lectures, film series, music or dance events, theatrical performances, panel discussions, and other events and activities related to their chosen book or poet which encourage reading and participation by diverse audiences and lapsed or reluctant readers.

Organizations selected to participate receive a grant, access to online training resources and opportunities, and educational and promotional materials designed to support widespread community involvement.

Grant size

Organizations may apply for grants ranging from $2,500 to $20,000. Organizations should consider the following when determining their grant request:

Community population— the suggested grant range for applicants from a small community with fewer than 50,000 residents is $2,500–$7,500; the suggested grant range for applicants from larger cities and towns is $7,500–$20,000.
Number of activities planned—applicants demonstrating innovative and detailed plans to host more than the minimum required activities (see Event plans) should consider requesting grants at the upper end of the grant range.

Grants must be matched at least 1 to 1 with nonfederal funds. Grant funds may be used for such expenses as book purchases, speaker fees and travel, salaries, advertising, and venue rental. Please see the Program Budget Instructions below for more information.

Reading choices

Applicants must choose one of the following selections. Previous grantees must select a different reading choice from their previous programming.

Book titles

In the Time of the Butterflies by Julia Alvarez
Bless Me, Ultima by Rudolfo Anaya
Fahrenheit 451 by Ray Bradbury
My Ántonia by Willa Cather
Love Medicine by Louise Erdrich
The Great Gatsby by F. Scott Fitzgerald
A Lesson Before Dying by Ernest J. Gaines
The Maltese Falcon by Dashiell Hammett
A Farewell to Arms by Ernest Hemingway
Sun, Stone, and Shadows: 20 Great Mexican Short Stories edited by Jorge F. Hernández
Their Eyes Were Watching God by Zora Neale Hurston
Washington Square by Henry James
To Kill a Mockingbird by Harper Lee
A Wizard of Earthsea by Ursula K. LeGuin
The Call of the Wild by Jack London
The Thief and the Dogs by Naguib Mahfouz
The Heart Is a Lonely Hunter by Carson McCullers
The Things They Carried by Tim O’Brien
The Shawl by Cynthia Ozick
The Stories and Poetry of Edgar Allan Poe
Housekeeping by Marilynne Robinson
The Grapes of Wrath by John Steinbeck
The Joy Luck Club by Amy Tan
The Death of Ivan Ilyich by Leo Tolstoy
The Adventures of Tom Sawyer by Mark Twain
The Age of Innocence by Edith Wharton
The Bridge of San Luis Rey and Our Town by Thornton Wilder*
Old School by Tobias Wolff

*Applicants choosing Thornton Wilder’s The Bridge of San Luis Rey may include in their application plans for a production of, or programming around, Our Town. The Big Read educational materials address both the novel and the play.

Poets

Emily Dickinson
Robinson Jeffers
Henry Wadsworth Longfellow

Poems to consider for programming are included in the Reader's and Teacher's Guides for each poet which are available on The Big Read website: www.NEABigRead.org/books

Educational and promotional materials

One of the major benefits of The Big Read is high-quality educational and promotional materials provided at no cost to grantees. The Big Read educational materials are accessible on www.NEABigRead.org, as well as provided in limited print quantities to grantees.

The following educational and promotional materials are provided:

Reader's Guides: 16-page booklets containing an introduction to the featured book or poet, historical context, background of the writer, information about related works, and discussion questions.
Spanish translations of Reader's Guides: Available for In the Time of the Butterflies; Bless Me, Ultima; Fahrenheit 451; The Maltese Falcon; Sun, Stone, and Shadows: 20 Great Mexican Short Stories; To Kill a Mockingbird; The Call of the Wild; The Stories and Poems of Edgar Allan Poe; The Grapes of Wrath; and The Adventures of Tom Sawyer.
Teacher's Guides: 20-page booklets containing lesson plans and other teacher resources for high schools or middle schools that can be used in the classroom and/or by the school library media specialist.
Audio Guides: 30-minute programs featuring interviews with notable literary and public figures about the book for radio and classroom use; for the poetry selections, 20-minute programs contain readings of poems.
Banners, posters, and bookmarks for promotional and marketing purposes.
Website: Participating community organizations also contribute to www.NEABigRead.org.

PROGRAM REQUIREMENTS

A Successful Big Read
The ideal Big Read program lasts approximately one month. A successful Big Read will reach lapsed and/or reluctant readers, especially middle and high school students and young adults (ages 18-24), and have a wide range of imaginative activities. Successful applicants' programming will occur in various venues to encourage participation by diverse audiences and reluctant readers.

Programming Dates: September 1, 2012 to June 30, 2013

Event plans
Activities should include:

A kick-off event to launch the program locally.
At least one keynote session on the selected book or poet (e.g., lecture by key biographer, panel discussion, or author reading).
A minimum of two special events involving other forms of artistic programming (e.g., art exhibits related to the themes of the book or poet; music or dance events; film series including adaptations of the book; or theatrical readings).
A minimum of 10 discussions on the book or poet in varied locations that attract diverse audiences.

Programming partnerships
Successful Big Read programs involve a variety of partnerships with diverse organizations to broaden audience outreach and deepen participation, especially reaching lapsed and/or reluctant readers.

Community partnerships
Applicant organizations must partner with a library (if the applicant itself is not a library). Partnerships are also encouraged with such community organizations as bookstores, museums, arts organizations, local businesses, chambers of commerce, community service organizations, community centers, youth groups, senior centers, correctional institutions, neighborhood associations, community colleges, universities, social service organizations, and military installations.
Middle and high school partnerships
Applicant organizations should partner with local middle and/or high schools, working with school leaders, such as teachers, school librarians, English department chairs, principals, superintendents, or curriculum specialists. Partner schools should be capable of integrating The Big Read materials in classrooms and/or involving students in school-based Big Read activities. Applicant organizations should also develop program plans to involve students in community-based programming.
Promotional partnerships and efforts
In order to ensure strong community participation in Big Read activities, organizations should actively promote their Big Read programming and generate media involvement through partnerships with local TV, radio, print, and social media outlets and through other public relations efforts.

Additional grant requirements
All Big Read organizations must:

Call their program The Big Read.
Match the grant at least 1 to 1 with nonfederal funds. For example, if an organization receives a $5,000 Big Read grant, the total eligible project costs must be at least $10,000 and the organization must provide at least $5,000 toward the project from nonfederal sources.
Participate in a two day online orientation in early June, 2012.
Use and distribute the printed and online educational materials.
Comply with all crediting requirements. This includes consistent crediting of The Big Read, the National Endowment for the Arts, Arts Midwest, and any additional sponsors.
Comply with all reporting and evaluation requirements. Organizations will be required to submit event listings before and during their community read activities, and to submit a final report with statistics and a narrative about their programming following its conclusion. [Download a sample final report - pdf]
Work closely with the National Endowment for the Arts and Arts Midwest.
Comply with all federal granting regulations, including providing organizational audit information if required by federal law.
As necessary, seek legal permissions for activities and promotional materials.

ELIGIBILITY CRITERIA

Applicant organizations must:

Be a 501(c)(3) nonprofit organization; a division of state, local, or tribal government; or a tax-exempt public library. Eligible applicants include such organizations as literary centers, libraries, museums, colleges and universities, art centers, historical societies, arts councils, tribal governments, humanities councils, literary festivals, and arts organizations.
Partner with a library (if the applicant organization itself is not a library).
Select one of the 31 available reading choices.

Note: K–12 schools and school districts, whether public or private, are not eligible applicants, but are strongly encouraged to partner with other eligible applicants.

SELECTION PROCESS & CRITERIA

Approximately 75 organizations from across the country will be selected by a panel of experts to participate in The Big Read. Organizations will not be awarded more than one grant. Selections and grant awards will be based on the artistic excellence and merit of the program. Specifically, applications will be evaluated based on the following selection criteria:

Overall strength of literary programming, number and types of diverse and imaginative events, and their potential to reach lapsed and/or reluctant readers.
Number and depth of partnerships with community organizations, such as libraries, bookstores, museums, arts organizations, local businesses, chambers of commerce, community service organizations, community centers, youth groups, senior centers, correctional institutions, neighborhood associations, community colleges, universities, social service organizations, and military installations, with the intention of reaching widespread audiences.
Engagement with middle and/or high schools, school libraries, or school districts in integrating Big Read program activities and materials.
Active promotion of Big Read programming and evidence of media involvement through partnerships with local TV, radio, print, and social media outlets and through other public relations efforts.
Capacity to manage and implement the proposed Big Read programming, provide the required financial match, distribute program materials, and effectively use grant funds.

SELECTION TIMELINE

Application deadline	February 1, 2012
Notification of selected communities	April 2012
Program activity	September 1, 2012 - June 30, 2013

APPLICATION REQUIREMENTS

Complete and submit online eGrant application at http://artsmidwestbigread.eGrant.net. Specific instructions for using eGrant are available online.
Send additional materials as outlined below.
Pages beyond the requested length will not be distributed to the panel for review.

Application requirements submitted through eGrant
(Note: these application requirements have changed from previous application deadlines. Please read thoroughly.)

Narrative:

Describe your programming plans, including the number, locations, and types of activities. (2100 character limit)
Describe the intended audience for your events. Include how your organization will broaden its outreach and deepen participation in your events by reaching out to certain audiences. Discuss how you will identify lapsed and/or reluctant readers, and your specific plans to reach them with programming. (2100 character limit)
Describe your library partnership (if applicable) and your partnerships with community organizations. (2100 character limit)
Describe your partnerships with middle and/or high schools, school libraries, or school districts. Include any information about targeting non-classroom events or activities at middle and/or high school-aged students. (2100 character limit)
Describe how you will promote your Big Read programming and any partnerships with specific media outlets. (2100 character limit)
Explain how you will use and distribute the printed and online educational materials and, should you choose to purchase them, copies of the selected book. (2100 character limit)

Organizational description:
Provide your mission and principal activities, and describe the community you serve. Describe any past programming that demonstrates your ability to develop and manage a successful Big Read program. (4300 character limit)

Letter of commitment:
Include a one-page letter explaining how The Big Read fits into your organizational or artistic mission and how it will build on existing programming not related to The Big Read. Create document in Word on organizational letterhead, using 11-point type, single-spaced, 1” margins, and upload into eGrant.

Staffing roles and participation description:
Discuss how staff and/or volunteers from your organization and proposed partner organizations will be involved in planning and implementing proposed Big Read programs. (4300 character limit)

Letter of support:
Include a one-page letter of support for participation in this program from the partner library, if the applicant is not a library. If the applicant is a library, please submit a letter from a key partner organization. Create document in Word on organizational letterhead, using 11-point type, single-spaced, 1” margins, and upload into eGrant.

Two-page program budget:
Use the Program Budget Instructions below and the budget form provided in eGrant and upload into eGrant. Represent all anticipated expenses and revenue necessary to fully implement the program plans proposed, including planning, programming, and reporting.

Additional materials submitted through eGrant or by hard copy mail

Proof of your organization’s FEDERAL tax-exempt status, consisting of either:

Copy of your organization’s federal tax-exempt ruling under Section 501(c)(3) of the Internal Revenue Code; or
Documentation indicating that your organization is a division of state, local, or tribal government.
State sales tax-exemption certificates and copies of ordinances or bylaws are not qualified documents.
For assistance in identifying the correct documentation, please call Arts Midwest or check with your finance department.

A certification page downloaded from eGrant. Please sign and either a) mail hard copy or b) scan and upload to eGrant.

If mailing hard copies of additional materials:

Do not use staples or place your materials in binders or folders.
Collate your materials in the order requested.
Note: additional materials must be received prior to the February 1 deadline.

If submitting additional materials electronically through eGrant:

Upload proof of status, including all pages as one document.
Sign your certification page and scan and upload to eGrant in the field provided.

APPLICATION DEADLINE

All eGrant applications must be submitted electronically to Arts Midwest on or before 4:00 p.m. CST on February 1, 2012.

Additional materials, mailed as hard copies, must be received in the mail by Arts Midwest on or before 4:00 p.m. CST on February 1, 2012. This is not a postmark deadline.

If sending hard copy additional materials, please mail to:

The Big Read
Arts Midwest
2908 Hennepin Avenue, Suite 200
Minneapolis, MN 55408
612.238.8010

QUESTIONS

If you have any questions regarding the guidelines, application process, or need technical assistance during the application process, please call Arts Midwest program staff at 612.238.8010 or e-mail TheBigRead@artsmidwest.org.

PROGRAM BUDGET INSTRUCTIONS 2012-2013

To complete your Program Budget, please be sure to include all expenses and revenues associated with your Big Read. You may direct questions to Big Read program staff at 612.238.8010 or TheBigRead@artsmidwest.org.

EXPENSES:

Include those that have been specifically identified with your program.
There is a 1 to 1 matching requirement for The Big Read grant awards. For example, if you receive a $5,000 grant, your total program expenses must be at least $10,000 and you must provide at least $5,000 toward the project from nonfederal sources, including additional grants, in kind contributions, or cash contributions.
Note: Total revenues must be equal to or greater than total expenses

Salaries and Wages cover compensation for personnel who are paid on a salary basis. Include staff who are donating their time. Think about the realistic amount of time to complete the project from planning and programming to reporting. (Funds for contractual personnel and compensation for artists who are paid on a fee basis should be included under "Program Expenses" on the Budget form.) Indicate the title and/or type of personnel, the number of personnel, the annual or average salary range, and the percentage of time that was devoted to the project.

Example:

Title and/or type of personnel	# of personnel	Annual or average salary range at % of time devoted to this program	Total Amount
Executive director	1	$40,000 per yr. @ 10%	$4,000
Program officer	1	$25,000 per yr. @ 25%	$6,250
Marketing and outreach staff	2	$20,000 per yr. @ 40%	$16,000
Support staff	2	$15,000 per yr. @ 25%	$7,500
Fringe benefits	6	$25,000 @ 10%	$15,000

Travel covers the cost for participating speakers, performers, artists, etc. to attend an event (e.g. airfare or mileage). Food is an allowable expense for speakers as part of travel costs only.

Example:

Type of Expense	# of Items	Details	Total Amount
Airfare	1	Flight for speaker @ $400 round trip	$400
Mileage	1	200 miles at $0.55/mile	$110
Per diem	2	Food @ $37.00 per day	$74
Other (include detail)	2	Hotel $200/night + ground transport	$461

Program Expenses include book purchases, consultant and speaker fees, contractual services, access accommodations (e.g., audio description, sign-language interpretation, closed or open captioning, large-print brochures/labeling), telephone, photocopying, postage, supplies and materials, publication distribution, transportation of items other than personnel, rental of space or equipment, marketing, and other program-specific costs. Do not include fund raising, hospitality activities (e.g., receptions, refreshments, meals, etc.), concessions (e.g., food, T-shirts for resale), gifts for project participants, prizes, contingencies, miscellaneous, or costs incurred outside of the official period of support. Note: sub-granting federal funds is unallowable.

Example:

Type of Expense	No. of Items	Details	Total Amount
Speakers fees	2	$500 per person	$1,000
Access accommodations	3	printing, interpretation, recording	$950
Big Read title (English)	2,500	$3.09 per book	$7,725
Big Read title (Spanish)	1,000	$4.03 per book	$4,030
Marketing (design, printing, postage, etc.)	3	Print run, newspaper ad	$3,573
Venue rental	4 sites	$375 per site rental	$1,500
Rental of audio/visual equipment	2	$447.50	$895
Program supplies	3	Name badges for event, art supplies	$1,412
Telephone, internet, photocopying	-	Usage during Big Read planning, programming	$2,573
Volunteers	3	$15/hour, 10 hours each	$450

REVENUES:

Grantees must obtain at least half the total cost of their program from nonfederal sources. For example, if you receive a $5,000 grant, your total program costs must be at least $10,000 and you must provide at least $5,000 toward the program from nonfederal sources.
These matching funds may be grants or contributions, earned revenue, and/or third party in-kind contributions as detailed below. Be as specific as possible.

Grants & contributions refer to your total Big Read request and any other grants or contributions awarded. Federal funds (direct or indirect) may not be used to match this grant. Please do not include other Federal grants or Federal funds sub-granted through your State Arts Agency, Regional Arts Organization, or State Department of Education.

Example:

Funding Source	Detail	Total Amount
The Big Read	12-13 request	$5,000
Corporation	Community grant	$6,000
Individual donor	Cash donation	$1,000

Grantee Program Contributions refer to any support attributed to the grantee organization (e.g. salaries and wages).

Example:

Funding Source	Detail	Total Amount
Grantee organization	Salaries and wages, administration, venue rental	$30,750

Third Party In-Kind Contributions are items and services donated from partner organizations (e.g. donated space, supplies, volunteer services, etc.). To qualify as matching resources, these same items also must be listed in the program budget as expenses. The dollar value of these non-cash donations should be calculated at their verifiable fair-market value. Identify sources. Reminder: Proper documentation must be maintained for all items noted as "in-kind."

Example:

Funding Source	Detail	Total Amount
Partner library	Venue rental	$4,000
Speaker name	Speaker fees	$6,250
Local newspaper	Marketing materials	$9,500
Local radio station	Air time on T.V. or radio	$1,000

Earned Revenue (e.g. ticket sales).

Example:

Funding Source	Detail	Total Amount
High school theater dept.	Ticket sales	$300
Keynote event	Entry fee to hear speaker for 200 attendees	$5,000

Remember: Total revenues must be equal to or greater than total expenses.