Does my organization need to have 501(c)(3) status to apply?
To be considered for Foundation funding, an organization must be a 501(c)(3) OR fiscally sponsored by a 501(c)(3).

For how many years must my organization’s operating budget exceed $250,000 in order to be eligible?
In order to meet our eligibility criteria, your organization’s last completed fiscal year and current fiscal year must show operating revenue and expenses that exceed $250,000. Operating revenue and expense projections for the fiscal year of your proposed activity must also exceed $250,000.

What if my organization is not required to have an annual audit?
If your organization is not required to have audited financial statements, you can submit an Independent Accountants’ Review (IAR) or your organization’s most recent 990. If your organization is not required to have an IAR or 990, you must submit professionally generated financial statements.

Fiscally Sponsored Organizations

Are there any special requirements for fiscally sponsored organizations?
Organizations using fiscal sponsors should maintain their own professionally generated financial records or have their fiscal agent maintain financial records for them. Fiscally sponsored organizations must also have their own Board of Directors or Advisory Board.

If my organization is sponsored by a fiscal agent, whose information should be presented in the LOI, Intent to Apply, and/or Application?
Fiscally sponsored organizations should include their own financial, board, and contact information on the LOI, Intent to Apply, and/or Application. The fiscal sponsor’s name should be entered where noted. Organizations without their own EIN should enter the EIN of their fiscal agent. If awarded a grant, grant contracts will be signed by the fiscal agent and grant checks will be made out to the fiscal agent, with copies of both sent to the applicant organization.

Timing & Cycles

When should my organization apply?
For project support, Gilman prefers to fund in advance of the project, so your request should be submitted with enough time to receive funding prior to the start of the proposed activity.

For general operating support, we recommend that organizations with a fiscal year end date of 12/31 apply in Cycle 1, organizations with a fiscal year end date of 6/30 apply in Cycle 2 or 3, and organizations with a fiscal year end date that falls between 6/30 and 11/30 apply in Cycle 3. You can find more information about timing on our Dates and Deadlines page.

My LOI or application was declined. How soon can I submit a new one?
An organization may submit one LOI or application per calendar year. If you would like advice about submitting a new LOI or application, please contact the program officer noted in your declination email.

How often can my organization receive funding from Gilman?
Organizations are eligible for funding once per calendar year and once within their own fiscal year.

Funding Priorities

Is my organization a good fit for the Howard Gilman Foundation?
Gilman’s priority at this time is to fund dance, music, theatre, and multidisciplinary professional performing arts organizations. Gilman also supports service organizations that support these disciplines. If you have questions about whether your organization might fit within our priorities, please email Conrhonda E. Baker at cbaker@howardgilmanfoundation.org.

Does Gilman fund arts education?
Gilman does not support in-school educational activity or arts education programming at this time.

Does Gilman fund pre-professional or professional training programs?
Gilman may fund professional development efforts for working artists but does not support pre-professional or professional skills-based training, tuition-based training, or degree-granting programs at this time.

Request Amounts and Types of Funding

Should my organization apply for general operating support or project support?
You are welcome to apply for whichever type of support best furthers the mission of your organization. Project support requests should be for distinct work within specific timeframes, and they may cross fiscal years. Note that projects are not funded retroactively. General operating support requests are for core programming and operations and should encompass the majority of one fiscal year.

How much should my organization apply for?
When considering applying for funding, please note that the majority of our grants range between $10,000 and $250,000. There is no set formula for determining a request amount; rather, we ask that you consider your organization’s needs in the context of your overall financial health. Note that the request amount presented in your Letter of Inquiry, Intent to Apply, or Application is not considered final. If invited to complete a full Application, Gilman staff may ask you to amend the amount of your request. Request amounts are never an indication of potential funding at that specific level. All award decisions are recommended by the staff and approved by our Board of Trustees.

My organization would like to be considered for a capital, cash reserve, or multi-year grant. How do we apply for this type of request?
Requests for capital projects, cash reserves, or multi-year funding are provided on a case-by-case basis and are typically determined over the course of the application review process. Interested organizations should discuss this with their Program Officer or contact Conrhonda E. Baker.

New Applicants vs. Current Grantees

Is my organization a New Applicant or a Current Grantee?
Current Grantees are organizations that have been awarded Howard Gilman Foundation Cycle 1, 2, or 3 grants in the last calendar year. New Applicants are organizations that are one or more of the following:
have never applied before,
were declined after submitting an LOI or an application,
received one-time initiative funding or regranting funds from an HGF-funded regranting partner, or
have NOT been awarded a Foundation Cycle 1, 2, or 3 grant in the last calendar year.

Do I need to fill out an LOI or ITA in order to apply or reapply?
To simplify the process for 2022, we have removed the step of submitting a Letter of Intend for all new applicants and an Intent to Apply for all current grantees. Instead we will just accept applications. If you are a new applicant, you should register an account in the new grants management system, Fluxx. Current grantees (a current grantee is defined as an organization that was awarded a Cycle 1, 2, or 3 grant during the last calendar year) should update their organizational profile and contacts in Fluxx prior to applying. You can find more information about the application process on our Funding Process page.

Is my organization still a New Applicant even if it was previously invited to apply?
If your organization applied for funding but was NOT awarded funding, it is still considered a New Applicant.

Application Forms and Questions

The first step of submitting an LOI, Intent to Apply, and/or Application is to register an account in the application portal. For a step-by-step guide to completing registration, click here.

How does the Application differ from the LOI and the Intent to Apply?
The Application features many of the same questions as the LOI and the Intent to Apply. Please note that all of the answers you provide in your LOI or your Intent to Apply will automatically transfer to your Application where you are welcome to edit and update any answers you wish; we appreciate information that is as current as possible. There are also several additional questions on the Application that are not found on the LOI or Intent to Apply. As they become available, PDFs of the LOI, the Intent to Apply, and the Applications are listed on our Funding Process page.

How long should the answers be for the LOI, Intent to Apply, and/or Application?
We provide suggested answer lengths (ranging from a few sentences to a few paragraphs) for all of the narrative questions on the LOI, Intent to Apply, and Application. Please keep these suggested lengths in mind as you craft your answers; we would prefer that you adhere to our suggested lengths than try to reach the maximum character count.

Funding Decisions

The decision notification date has passed, and my organization hasn’t yet received an email. What should I do?
All official decision notifications are emailed through Gilman’s online grants management system. These emails are sent to the Grant Contact that your organization chose for its LOI, Intent to Apply, and/or Application. If your organization’s Grant Contact has not received an email and the notification date has passed, it is likely that the email went to a junk or spam folder. Please have your Grant Contact log on to the online system and click “Contact Email History” near the top of the Applicant Dashboard page. This option will provide a list of all emails that have been sent from this system. To ensure that your organization receives all future emails, it is helpful to white-list the address do-not-reply.grants07-us-east-1@fluxx.io via amazonses.com.

My organization was not funded or was not funded at a level awarded to comparable organizations. Why not?
All applications are reviewed annually through a rigorous, multi-step process that looks holistically at field-wide challenges, the competitive application pool, and the unique needs of individual organizations. Gilman’s funding recommendations are made based on the results of that comprehensive evaluation process. Our funding is not uniform across budget sizes or disciplines or made according to other prescriptive rules.


Where do I submit my organization’s Final Report?
Reporting questions are included in the following year’s application for funding. There is no need to submit a separate report. If your organization chooses not to reapply for funding in the following calendar year, please contact your Program Officer for next steps.

Meetings and Invitations

How can we invite Gilman staff and board members to upcoming performances and events?
If you are a Current Grantee, we are happy to provide you with a contact sheet that lists the most up-to-date contact information for Gilman staff and board members. If you need a copy of this contact list, please contact Conrhonda E. Baker at cbaker@howardgilmanfoundation.org. Please feel free to add the staff to your mailing lists and send event or opening invitations to the members of our Board.

All applicants will be asked to list upcoming performance dates in your LOI, Intent to Apply, and Application. Invitations to specific performances or events can be sent via hard copy to the Gilman’s office address or via email to the Program Officer listed in your advancement email.

How can we request an in-person meeting?
Staff prefers to have in-person meetings during the application review period. Staff members will reach out to your organization’s grant contact to set up a time to discuss a pending Application. Current grantees are encouraged to keep Gilmn staff abreast of other organizational updates via email over the course of the year.

Updating Organization Contacts

How do I update my organization contacts?
If your new contact will be logging into our Fluxx grant portal, reviewing or submitting grant materials, and receiving future email notifications, have the new contact click the “Create an Account Now” button from the button right corner of the main login screen. They will create and submit a new registration in the system, which grants management will be notified of, allowing us to connect them to your organization’s record. 

If you only want new contacts to get future grant or other notifications and they won’t be logging into Fluxx, then please log into your Fluxx account, click “People” from the left side menu and click the “Create New User” button on the bottom right of the screen. You can add the contact information for them (so they can receive notifications) without giving them a login for the system.

To download a step-by-step guide to registering users and updating contacts, click here.