Grant Funding Guide

Section One

Introduction and Tips

Securing funding remains a perpetual challenge for film archives and cultural institutions. The
purpose of this guide is to outline the grant funding process with respect to film archives. The
guide is intended to be used as a general reference, and provides links for further research.
Section One presents information on locating, managing, and evaluating grant projects. Section
Two explores grant funding for film restoration projects and highlights two institutions which
support this kind of funding. Section Three provides tips for writing a winning grant application
and managing grants. Lastly, Section Four offers a case example of how a grant might be used
for film restoration. Readers should consider where they are in the grant funding process and
look to the appropriate section of this guide for reference.

Finding the Right Grant

The first step in searching for a grant is to identify the funding needs of the organization
(Instrumentl, 2023). This will help determine what kinds of grants are available and limit the pool
of possible funding sources. The second step is to develop a list of these sources (Instrumentl,
2023). Grants are often awarded by government agencies and foundations, whether at the local,
regional, or national level. In order to choose an appropriate grant funding institution, it is
important to consider how that institution’s values and goals align with those of the organization
receiving funding (Instrumentl, 2023). Moreover, any previous connections with the institution
can offer insights into a potential future relationship.

Managing a Grant Funded Project

Several best practices must be followed to effectively manage a grant funded project. The first is
to identify clearly the requirements of the grant. This makes it possible to develop a plan with
realistic goals and metrics, and to create a schedule for reporting on the status of the project
(Instrumentl, 2023). Organizations should also establish a budgeting procedure for distributing
the grant, in order to “appropriately allocate funds and expenditures” (Instrumentl, 2023). Finally,
fiscal monitoring should take place through the duration of the project to ensure that funds are
not misused, whether through overspending or improper allocation (Instrumentl, 2023).

Evaluating a Grant Project

Evaluating a grant project is important because agencies and foundations “have a legitimate
interest in knowing whether their money accomplishes the purposes of the projects they fund”
(St. Olaf College, n.d.). To effectively evaluate project impact and outcome, organizations can
employ two general approaches: a formative evaluation, which happens during the project and
can be repeated, and a summative evaluation, which evaluates the outcomes achieved at the
end of the project (St. Olaf College, n.d.). Regardless of the approach, organizations should first
work to develop a project evaluation plan. The plan should identify intended outcomes as clearly
as possible, employing measurable criteria for success (St. Olaf College, n.d.). The plan should
also call for specific quantitative and/or qualitative evaluation tools, for example, interviews,
focus groups, meeting notes, or case studies (St. Olaf College, n.d.). The process of collecting
information and summarizing results should be outlined, and ultimately delegated to individuals
or groups within the organization (St. Olaf College, n.d.).

Links to Relevant Resources

https://nycarchivists.org/Grant-Funding-Resources

https://www2.archivists.org/groups/regional-archival-associations-consortium-raac/state-and-
federal-grant-resources#.V4eG7PkrKmx

https://www2.archivists.org/statements/issue-brief-federal-grant-funding-for-archives

https://www2.archivists.org/groups/saa-foundation-board-of-directors/society-of-american-
archivists-foundation-grant-application-process-and-guidelines

https://www.instrumentl.com/blog/how-to-manage-grants#toc-5

https://wp.stolaf.edu/iea/resources-for-faculty-and-staff/grant-project-evaluation/

Section Two

Grant Funding Organizations for Film Restoration

Not all grant funding organizations are equal. The structure, history, and goals of an
organization must be considered before applying for funding. This is especially true for archives
seeking to complete film restoration projects. Film restoration “involves research, followed by
the retrieval, repair, and preservation of elements of a film work for the purpose of saving that
work” (Charter of Film Restoration, 2010). The importance of this process rests in a fundamental
goal of film restoration: “to safeguard [films] no less as works of art than as historical evidence”
(Charter of Film Restoration, 2010). As different organizations may offer dramatically different
levels of support for film restoration, identifying the appropriate grant source for an archive is
critical. Below are two examples of organizations which have been historically important in
supporting film restoration efforts.

Hollywood Foreign Press Association

http://www.hfpa.org/

The Hollywood Foreign Press Association (HFPA) was first conceived in the early 1940s, when
“a handful of Los Angeles-based overseas journalists banded together to share contacts,
information, and material” (Golden Globe Awards, n.d.-a). At the time, foreign markets were not
considered important within the film industry, and HFPA was so small that members “held
informal gatherings in private homes” (Golden Globe Awards, n.d.-a). However, the organization
quickly grew, launching its first major event – a luncheon honoring Harry M. Warner, president
of Warner Bros. – in December 1947 (Golden Globe Awards, n.d.-a). Through the years the
HFPA established itself as a media heavyweight with popular programs like the World Favorites
awards and, ultimately, the Golden Globes (Golden Globe Awards, n.d.-a). Today the HFPA
represents “some 55 countries with a combined readership of more than 250 million” (Golden
Globe Awards, n.d.-a).

Every year the HFPA awards funding through multiple grants. For example, the organization
offers an HFPA Film School Fellowship Grant, a One-Time Grant, and a Press Freedom and
Journalism Grant. A General Financial Grant is awarded to “cultural organizations, training
institutions, and other nonprofit entities that offer exemplary programs” such as film
retrospectives and exhibitions (Golden Globes Awards, n.d.-c). And HFPA supports film
restoration through its Film Restoration Grant. To apply for this grant, organizations must submit
an application form including an annual financial statement, a current 501c3 letter, a list of
Board of Directors, and at least three proposed titles for restoration (Golden Globe Awards, n.d.-
b). In addition, the application requires a “proposal narrative” including a one sentence overview
of the project, a detailed description of the proposed restorations, a description of the
organization, a description of how the grant will be acknowledged, and a line-item budget for
each restoration (Golden Globe Awards, n.d.-b). The grant does not identify a funding or term
limit. In 2022, the HFPA announced “over $4.5 million in grant awards for 2022-23” (Zee, 2022).

National Film Preservation Foundation

https://www.filmpreservation.org/

In 1992, the National Film Preservation Board began research into the state of film preservation.
The Board’s report, issued a year later, found that “motion pictures were disintegrating faster
than archives could save them” (National Film Preservation Foundation [NFPF], n.d.). As a
result Congress called for an action plan addressing the preservation issue. With the
collaboration of “film industry representatives, technical experts, archivists, and scholars,” the
National Film Preservation Board developed a new report, Redefining Film Preservation: A
National Plan (1994), and in 1996 the National Film Preservation Foundation (NFPF) was
created (NFPF, n.d.). An “independent federally chartered grant-giving public charity,” the NFPF
operates under a board of twelve directors appointed by the Librarian of Congress (NFPF, n.d.).
The main objective of the NFPF is “saving American films that would be unlikely to survive
without public support” (NFPF, n.d.).

The NFPF has supported film preservation in all 50 states through grants to archives, libraries,
universities, and other institutions (NFPF, n.d.). Several types of grants are available through
NFPF. The most common is the Basic Preservation Grant. Matching Grants are offered for
“more extensive projects” overseen by experienced preservationists (NFPF, n.d.). The Avant-
Garde Masters Grant, supported by The Film Foundation, aims at the preservation of American
avant-garde films (NFPF, n.d.). To apply for the Basic Preservation Grant, organizations must
identify materials to be preserved, register with the NFPF, and submit a proposal. The proposal
describes the significance of the project and film(s), along with a cost estimate of preservation
work, accessibility plans, and other key details (NFPF, n.d.). The Basic Preservation Grant
ranges from $1000 to $20,000 USD and the current project term is August 2023 to October
2024 (NFPF, n.d.).

Section Three
Tips for Writing a Successful Grant Application & Tips for Managing a Grant

Among a sea of applicants, making a grant proposal stand out requires implementing a number
of best practices. This begins at the research stage, while reviewing grant requirements. Once a
grant is selected, the proposal must be developed through an effective use of language, style,
and format. All of these are essential ingredients to a winning proposal.

Approaching the Grant

Once a potential grant has been identified, the first step in the application process is carefully
reading the grant guidelines. Every grant and grant-giving institution will have different
requirements, and “failure to address each grant application requirement will likely result in the
rejection of your application” (Staines, 2010, p. 31). The application should be compared to the
project proposal repeatedly, because “you may find that your proposal does not meet specific
requirements or that you need to provide additional information” (Staines, 2010, p. 31).

The best way to approach a grant application is by finding out as much about the grant as
possible. Informational workshops can be an excellent research tool for grant seekers (Staines,
2010, p. 31). Workshops allow applicants a chance to ask questions and meet personally with
individuals responsible for administering the grant (Staines, 2010, p. 31). Another option is to
“visit your federal, state, or relevant government representative in his or her home office”
(Staines, 2010, p. 32). This will not only give grant seekers better insight into the application
process, but can serve as an important networking opportunity.

Language and Style

When writing a grant application, use language that is “simple and direct, with short, active
sentences, short paragraphs and good headings” (Carpenter, 2008, p. 177). This conveys a
tone of professionalism and expertise, and contributes to a cleaner overall presentation. On the
other hand, avoid “run-on sentences, typos, use of different fonts, use of line and text-spacing
variations, inconsistent use of margins, and similar treatments,” which will be detrimental to the
proposal’s organization and presentation (Staines, 2010, p. 47). Following these conventions
ensures that the goals and objectives of the application are clear.
In general, a good proposal should “communicate your need in the least number of words
possible in order to keep the reviewer’s time to a minimum” (Staines, 2010, p. 48). Reviewers,
who have to read many submissions and may only skim over proposals, are more likely to grasp
the key points of a proposal with straightforward language (Carpenter, 2008. p. 177). And while
it is important to include enough detail to demonstrate understanding of the project
requirements, writing too much text “usually ends up reading like you are begging the funders
for money” (Staines, 2010, p. 48).

Example of effective use of language and style in Minnesota Historical Society’s 2002 grant
application to the National Film Preservation Foundation:

The Minnesota Historical Society acquired this film in 1986 from Bernard Kemper’s
granddaughter, Jackie Lindberg. She signed a donor agreement giving us permission to
use the original film in any way we see fit. There is only one print and she gave that to
us. A VHS copy has been made for public viewing in the Library, and the original is
stored in our archival storage area where the environment is maintained at 63 degrees F
and 37% RH.

We are requesting that the laboratory prepare and duplicate this film. According to the
lab technician, the film needs a day’s work for repair of splices and torn perforations
before copying. Then it can be wet-gate printed onto a 16mm dupe negative from which
a 16mm black and white answer print will be made. In addition, a BetaSP video master
will be made so that we can make additional public reference copies. The Minnesota
Historical Society will make a VHS copy for the library of the East Otter Tail County
History Museum in Perham, Minnesota. The laboratory cost estimate is attached.
(Minnesota Historical Society, 2002, p. 1).

Format

Formatting depends in part on specific grant requirements. The institution providing the grant
may offer guidelines covering “section headings, number of pages, point size for the type,
mandatory accompanying documentation and number of copies required for submission”
(Carpenter, 2008, p. 179). However, there are also best practices that all grant proposals should
follow. Headings should be bolded and easy to understand, while body text should consist of
succinct paragraphs. Use a standard font like Arial, Calibri, or Times New Roman, with a
standard font size (11 or 12) in order to “maximise clarity and readability” (Carpenter, 2008, p.
211). Most importantly, maintain the same formatting consistently throughout the proposal.

Example format from New Mexico State Records Center and Archives’s 2002 grant application
to the National Film Preservation Foundation:

2. Physical Film Description. The source material for the preservation of Dawson, N.M.
is two reels of acetate, standard 8mm, silent, black-and-white reversal original. These
reels were assembled by Mr. Loy from six original camera rolls. Reel one measures 155
 ft., reel two 94 ft. The film was acquired in 1991 by gift of Dr. William G. Loy, son of
Hubert and Charlotte Loy. (New Mexico State Records Center and Archives, 2002, p. 2).

Overall Advice

There are several components of winning grant proposals that have not been mentioned. It is
essential to develop a realistic timeline of activities, for example, “to show others how you are
going to use their funds judiciously” (Staines, 2010, p. 34). And alongside a realistic timeline,
applicants should develop a realistic budget, one that “will enable the goals and objectives of
the grant to be met” (Staines, 2010, p. 35). However, the tips above highlight the features of any
good grant proposal – effective organization, communication, and consistency.

Links to Relevant Resources

https://www.instrumentl.com/blog/grant-writing-best-practices

Winning Grants: Step by Step, Third Edition

https://www-sciencedirect-com.ezproxy1.lib.asu.edu/science/article/pii/B9781843343806500109
Go Get That Grant! : A Practical Guide for Libraries and Nonprofit
Organizations

Section Four
Project Example

Be creative in your thinking for this section.

This section includes a case example for multiple events related to a restored film. It serves as a
practical application to the guide.

The section includes the following:

Identify a film archive and select ONE film from that archive.
Define why the film was selected for restoration.
Use this section to outline an event plan for a film screening with a post-talk about the
restoration and a coordinated museum exhibition that relates to the film. The museum exhibition
will draw from the museum;s permanent collections. The case example services to illustrate
how grants may include extended programming that can be tied to a film restoration project.
This case example reflects on the period post-restoration and how to expand access to the film.
The case example outlines the objective and benefit of a public screening and exhibition as
extended educational programming.

Sample topic for the Case Example:

Here is a topic for a case example - this is not an example of the written proposal to be included
in the assignment rather an inspiration to the type of project for consideration. You are expected
to come up with a program idea, like the one listed below, and draft the program idea into a
coherent proposal to complete this section of the assignment.

Sample Program Idea

The film The Grapes of Wrath is held by the UCLA Film and Television Archive and would be an
interesting selection for this (imagined) restoration project. The film is set during the Great
Depression. The film, based on the novel by John Steinbeck, focuses on the Joad famil and the
hardship they encounter trying to escape Oklahoma during the Dust Bowl. The proposal outlines
a joint UCLA and MoMA film screenings to take place on the east coast and west coast, in NYC
and Los Angeles at the completion of the film restoration. Both UCLA and MoMA could arrange
for film screenings followed by a talkback. Talkbacks would focus on the importance of the film,
the importance of film restoration, and introduce elements of the topic of the film and relevance
to today’s world. In addition, to coincide with the film screening, MoMA would arrange an
exhibition of Dorothea Lange’s photographs. Lange, a documentary photographer, captured
striking images of the rural poverty and plight of farmers and the poor during the 1930s – similar
to the characters depicted in the film (and the novel).

Minimum 300 words

Introduction. The restoration of Z, called “the best film of 1969” by Roger Ebert, deserves to be
celebrated. The Costa-Gavras directed political thriller is currently held by the University of
California, Los Angeles (UCLA) Film and Television Archive. To promote a better appreciation
for Z and its important historical message, this proposal suggests UCLA combine efforts with
the Museum of Modern Art (MoMA) to put on a dual film screening and art exhibition.

Film Significance. Z is a thinly veiled political history of Greece during the 1960s. The film
depicts a group of leftists attempting to give a demonstration on nuclear disarmament and the
assassination of the group’s leader by government-backed anticommunists. In its broad
contours – as a drama about the oppression of left-wing dissidents by a militarized police state –
Z captures the tragedy of the 20th century. Garnering multiple awards, including the Academy
Award for Best Foreign Language Film and the Cannes Film Festival Jury Prize, Z has been
acclaimed by critics and still resonates with audiences today (MUBI, n.d.).

Film Screening. The screening of Z, featuring the new restoration, would take place at both
UCLA and MoMA simultaneously. In addition to an in-person event, the screening can be
broadcast online for audiences around the world to watch in real time. The film could also be
made available to view after the screening, through UCLA’s Virtual Screening Room and
MoMA’s Virtual Cinema.

Post-talk. After the film screening, there will be a post-talk about the significance of the film and
its restoration. This can include a discussion of the film’s roots in the assassination of Greek
politician Grigoris Lambrakis, a look at the global political climate of the 1960s, and a
conversation about why the film is relevant today. The post-talk can also touch on director
Costa-Gavras and his filmography, as well as the influence of Z on later films. If possible, the
post-talk might involve a contemporary director of political films (like Oliver Stone) in
conversation with a historian.

Museum Exhibition. In tandem with a film screening, the MoMA can put on an exhibition from
its extensive collection of 1960s radical political art. This could include the subversive pop art of
Marisol Escobar, the anti-colonial works of Malangatana Valente Ngwenya, and the

https://post.moma.org/theme/art-and-the-political/?fwp_decade=1960s

Objectives and Benefits.

References

Carpenter, J. (2008). Library project funding : A guide to planning and writing proposals.
Chandos Publishing.

Charter of Film Restoration. (2010). Journal of Film Preservation, 83, 37-39.

Golden Globe Awards. (n.d.-a). About the HFPA. https://www.goldenglobes.com/about-hfpa-0

Golden Globe Awards. (n.d.-b). Film Restoration Grant application information.

https://www.goldenglobes.com/restoration-grant-application-information

Golden Globe Awards. (n.d.-c). General Financial Grants application information.

https://www.goldenglobes.com/grant-general

Instrumentl. (2023, April 11). Grant writing best practices: The ultimate list of 2023 tips.
https://www.instrumentl.com/blog/grant-writing-best-practices

National Film Preservation Foundation. (n.d.-a). About the NFPF.

https://www.filmpreservation.org/about/about-the-nfpf
National Film Preservation Foundation. (n.d.-b). Basic Preservation Grants.
https://www.filmpreservation.org/nfpf-grants/basic-preservation-grants

National Film Preservation Foundation. (n.d.-c). Overview. https://www.filmpreservation.org/nfpf-

grants/overview

National Film Preservation Foundation. (n.d.-d). Why the NFPF was created.
https://www.filmpreservation.org/about/why-the-nfpf-was-created

Staines, G. M. (2010). Go get that grant! A practical guide for libraries and nonprofit
organizations. Scarecrow Press.

St. Olaf College. (n.d.). Grant project evaluation. https://wp.stolaf.edu/iea/resources-for-faculty-

and-staff/grant-project-evaluation/

Zee, M. (2022, July 26). HFPA awards $4.5 million in philanthropic grants for 2022-23. Variety.
https://variety.com/2022/film/news/hfpa-golden-globes-grants-1235326150/