Excellence in the Arts

Application Procedures

Please Note: We have updated our application procedures. Please read the instructions below carefully. Also, we have modified our application process for organizations requesting grants of $5,000 or less. The new process is detailed in a separate section below.

Your application to the Foundation should be initiated with a telephone call or email to the Executive Director to discuss the proposed project

For first time applicants, the Executive Director may wish to schedule a site visit.

For particularly large requests ($25,000 or more), it is recommended that the initial call be made well in advance of application. In these cases, a short (1-2 page) project description may be requested prior to submission of a full application.

A post-grant final report for your most recent Roberts Foundation grant must be on file before we will consider another proposal.

Please submit your application via email by 5:00 p.m. on the deadline date. Your email must include the following attachments in PDF form and named as specified below:

  1. Your Organization Name Cover letter (on organization letterhead with organization’s address)
  2. Your Organization Name Narrative (see required content below)
  3. Your Organization Name Last Year Operational budget: showing budget and final figures for the last completed fiscal year
  4. Your Organization Name Current Operational budget: showing operational budget and year-to-date figures for the current fiscal year
  5. Your Organization Name Financial Statement: most recent annual financial statement (audited, if available) or your most recent 990. If your organization submits only the 990 postcard filing to the IRS, please complete and submit the first page of the 990 with your application.
  6. Your Organization Name Balance Sheet: a current balance sheet for the organization (within three months)
  7. Your Organization Name board list: a list of officers and Board members with titles and addresses
  8. Your Organization Name 501(c)(3) designation letter
  9. Your Organization Name annual report (If your organization does not publish an annual report, you may omit this attachment.)
  10. Your Organization Name Executive summary of current strategic plan if not previously submitted or if changed since last submission

Incomplete applications will be returned. If you experience any problems emailing these documents you may copy them to a CD or flash drive and hand deliver it to our street address or mail to our P.O. Box. Any materials mailed to our P.O. Box must be postmarked by the deadline date.

Content of Your Application

Your cover letter should summarize the request, state the amount requested and when it will be needed. This should be signed (scanned or electronic signature) by the Executive Director or Board President and printed on your letterhead.

Your narrative should be as complete, specific, and concise as possible – not to exceed 5 pages. It should include:

  • A brief description of your organization, including its history, mission, current activities, population the organization serves, and governance (including frequency of board meetings and record of attendance).
  • A description of the proposed project and the amount of funding desired.
  • A project budget, including all sources of income and expense.
  • What is your organization’s definition of artistic excellence? How does this project align with that definition and how does it advance your mission?
  • Describe the demographics of the audience to be served. How will your audience and the community benefit from this project?
  • Provide details such as date, time, place, number of participants or attendees, ticket prices and plan to market them, etc.
  • How will Roberts funding be used to ensure the project’s artistic excellence? How will The Roberts Foundation be recognized?
  • A description of how the project will be evaluated.
  • A list of sources and amounts of grants being sought for the same project. Identify their status.

Each required attachment should be saved as a PDF and named as specified above.


For Organizations Requesting $5,000 or Less

If your organization has received a grant from The Roberts Foundation within the past five years and is requesting $5,000 or less, you may follow our new abbreviated application process. The new process requires fewer attachments and a shortened narrative.

  1. Your Organization Name Cover letter (on organization letterhead with organization’s address) singed by your Executive Director or Board President
  2. Your Organization Name Narrative (see required content below)
  3. Your Organization Name Project Budget
  4. Your Organization Name Operational budget for the year in which the project will occur
  5. Your Organization Name Balance Sheet: a current balance sheet for the organization (within three months)
  6. Executive summary of current strategic plan if not previously submitted or if changed since last submission
  7. Optional: Your organization’s annual report and/or most recent audited financial statements

Content of Your Application

Your cover letter should summarize the request, state the amount requested and when it will be needed. This should be signed (scanned or electronic signature) by the Executive Director or Board President and printed on your letterhead.

Your narrative should be as complete, specific, and concise as possible – not to exceed 3 pages. It should include:

  • Mission/Vision statement
  • Detail any changes to your board, leadership, organizational structure, strategic direction, financial condition or mission since your last application to The Roberts Foundation.
  • Description of proposed project
  • Description of how the project aligns with your definition of artistic excellence and how it advances your mission
  • Description of the expected size and demographics of the audience to be served. How will your project benefits the audience and the community?
  • What is the admission charge for the proposed program
  • Briefly describe how the project will be evaluated
  • How will Roberts funding be used to ensure the project’s artistic excellence? How will The Roberts Foundation be recognized?

Each required attachment should be saved as a PDF and named as specified above.

Final reports for your most recent grant must be received before any new applications will be considered.


For ALL Applicants

Please note: The Foundation carefully examines the financial health and management of the organization in considering its decision. Please include any comments or clarifications about your financial status in your narrative.

Application Checklist

Did You?

  • Double-check that a final report on your organization’s last grant was submitted?
  • Double-check that the program will not be underway within 90 days of the application due date?
  • Discuss the proposal with the Foundation’s executive director?
  • Have the cover letter signed by the Executive Director or Board President?
  • Properly name and save your attachments as PDFs?
  • Attach all the required documents?

Questions should be directed to Lisa Curran.