1. Read the materials in the grant package and finalize plans for a great project.

2. Sign the grant contracts. Have your authorizing official sign the grant contracts. Keep a copy for your file and return one to the grantor.

3. Make a separate file for each grant and label it with the name and grant number of your project. Put a copy of the grant application , contract, and reporting forms in the file.

4. Review your contract and final report form. Are there special provisions for which you need to plan? Is there any information requested that you should plan to collect?

5. Check your mailbox regularly. Keep a copy of all correspondence about the grant between you and the grantor in the folder.

6. Keep the grantor informed. Let the grantor know if you change your address, get a new project director, or if your authorizing official changes.

7. Have grant changes approved. Make sure the grantor approves any changes before they happen.

8. Keep a ledger of income and expenses related to your project. Keep receipts in a folder. Make sure you maintain the account according to generally accepted accounting practices.

9. Keep you project file up to date. As your grant progresses, collect programs, press releases, press clipping, attendance figures, and other information in your file. Remember to acknowledge the grantor in all of your printed material about the project.

10. Mark final report due dates on your calendar. Send your final report on time. Taking time to prepare a thorough, clearly-written final report show that you organization can carry out successful projects. It also helps you review your organization's activities and 0plan future activities.

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Selecting and Working with Artists and Consultants

Ask the Commission staff for recommendations of artists or consultants for your program. Also look for artists through local colleges, arts organizations, galleries, and juried exhibitions.

Carefully check the references of any artist or consultant you are considering. Contact other organizations they have worked for and find out if there were any problems. Artists and consultants will be representing your organization to the public and issues of reputation and character should be considered along with skills and experience.

Maintain control of the project. Avoid allowing a consultant to plan the project and write all funding proposals. Even if yours is a small volunteer-based organization, maintain control from the planning stage onward. The consultant works for you.

Interview artists carefully before you contract with them. Find out what kinds of groups they are comfortable working with and what settings they work best in. Ask what they hope to gain from the experience of working with your program, then consider the communication styles and skills of various artists and match them to the needs of your group.

Whenever possible, employ local or regional artists. Artists who have a vested interest in the community will often go the extra mile to ensure a program's success.

Have clear, written agreements with all artists and consultants. Be specific about the job description, to whom the person reports, and how often, all tasks to be accomplished, workshop or performance dates, deadlines, procedures for requesting or purchasing supplies, and payment amounts and schedules. Require that any modifications to the agreement be put in writing and approved by the organization and the contracting artist or consultant.

Take appropriate action. If terms of the written agreement are violated, move quickly to take appropriate action that will lead to compliance.

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