4Culture Grants + Calls

Manage Your Grant

Congratulations on a great application! Yours is one of over 500 projects we fund each year. Here’s how you can help us keep your grant on track.

1 Get Started

1 Get Started

The grant process starts when your program manager notifies you via e-mail that your grant has been approved by the 4Culture Board of Directors.

In order to receive your grant funds, you must sign a Contract with 4Culture, which will spell out a Scope of Services —the public benefits that you described in your application. Questions about this process? Let us know.

Once finalized, we’ll send your contract electronically—keep an eye out for an email stating that your contract is ready. This email will contain a link that allows you to read and digitally sign your contract. You will not be able to make changes, but if you see an error contact your program manager.

After you have returned any requested forms and electronically signed your contract, we will sign the contract on our end. When we sign, we will also automatically e-mail a signed PDF copy of your contract to keep for your permanent records, as well as place a copy in our grant portal that you can view or download at any time.

2 Required Documents

2 Required Documents

If you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

When submitting a Payment Request you will have to demonstrate that you have the met public benefit requirements as specified in your contract.

Collections Care

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

You may submit a request for payment once you have completed the Public Benefits as outlined in your contract.

A completed 4Culture reimbursement request must be submitted through apply.4culture.org and must include:
  • Final narrative report documenting completed project activities to 4Culture (as outlined in the contract). This report should include information about outreach efforts used to publicize the project and a brief project overview for possible publication and posting on the 4Culture website or in its newsletters.
  • A final project budget, including all in-kind contributions.
  • Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
  • 5 digital images documenting the project activities. Each image must be under 2 megabytes.
  • A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file. This document must be submitted as a Word or PDF file.
    Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Contact Chieko Phillips at chieko.phillips@4culture.org.

Cultural Facilities

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

On the payment request form, there is space to provide a brief description of the facility work you accomplished that reflects the receipts you will attach, and the status of the project. Provide dates that the work was performed. If this is a final payment request, let us know the “public benefit” that the project will help you provide. That information is the only narrative report you’ll provide.

Have questions? Chieko Phillips at chieko.phillips@4culture.org.

You must upload these required attachments for a Cultural Facilities invoice:
  • Receipt(s) for all work performed that equal or exceed the total amount you are requesting.
  • For a final payment request: The overall cost/timeline of the whole project, and one or two digital images of the facility construction.
  • Any other specific documentation identified in your contract’s Scope.

Cultural Equipment

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

Provide a brief description of the equipment purchased and how you are using it under the “public benefit” section of the invoice form and provide dates that the items were acquired. That information is the only narrative report you’ll provide.

Have questions? Contact Melissa Newbill at melissa.newbill@4culture.org.

You must upload these required attachments for a Cultural Equipment invoice:
  • Receipt(s) for all items purchased and any installation or related costs that equal or exceed the total amount you are requesting
  • One or two photographs of the equipment purchased

Landmarks Capital

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

For Landmarks Capital projects, 4Culture will provide a temporary construction banner for your project site, crediting 4Culture as a funder. You are required to hang the banner in a visible outdoor location during the active phase of your construction project.

When you submit a payment request, you’ll also provide a brief description of the work done and the dates that the work took place. You must upload copies of paid invoices or receipts for all work done.

Have questions? Contact Dana Phelan at dana.phelan@4culture.org.

In order to receive your final payment and close out your contract you must upload attachments for all deliverables noted in the Scope of Service and Public Benefit sections in your agreement, including:
  • Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
  • Project documentation including nine (9) digital images showing before, during, and after the completion of your project. These photos should show how the project progressed and include workers on the job.
  • Any additional requirements identified in your contract’s specific Scope of Service

Open 4Culture

Open 4Culture can submit payment requests for partial payments. Follow these steps to submit partial and final payment requests.

Have questions? Contact Melissa Newbill at melissa.newbill@4culture.org.

Partial Payment

[50% of Grant Award Funds] For planning costs, service fees, and direct project expenses.

  • Select “Partial” under Type of Payment Request
  • Amount of Payment Requested should be 50% of your total grant funds
  • Service Dates should be the contract start date to today’s date.
  • Skip attendance, venue/city information, and all items under “Required Attachments”
  • Under Progress Report/Evaluation indicate general work-to-date on your project. This can be brief. Indicate any changes or updates with the project
Final Payment

[Final 50% of Grant Award Funds]: Completion of Public Benefit (See Public Benefit as stated in your contract) and submission of required evaluation and final documents.

  • Select “Final” under Type of Payment Request.
  • Amount of Payment Requested should be 50% of your total grant funds;
  • Service Dates should indicate dates of your public benefit event(s).
  • Payments will not be made until after these dates;
  • Estimate the attendance of your public benefit event(s);
  • Indicate the venue(s) and city(s) of your public benefit event(s);
  • Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public during the contract period/year as outlined in your contract’s Scope of Service (approximately 300 words).
  • Under “Required Attachments”
  • Skip Final Budget and Purchase receipts
  • Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
  • Upload photographs documenting your project, including photo credits

Projects

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

Art Projects

Art projects can submit payment requests for partial payments. Follow these steps to submit partial and final payment requests.

Have questions? Contact Heather Dwyer at heather.dwyer@4culture.org (Individuals) or Doreen Mitchum at doreen.mitchum@4culture.org (Groups).

Partial Payment

[50% of Grant Award Funds] For planning costs, service fees, and direct project expenses.

  • Select “Partial” under Type of Payment Request
  • Amount of Payment Requested should be 50% of your total grant funds
  • Service Dates should be June 1, 2016 to today’s date (e.g. 6/1/16 – 8/5/16)
  • Skip attendance, venue/city information, and all items under “Required Attachments”
  • Under Progress Report/Evaluation indicate general work-to-date on your project. This can be brief. Indicate any changes or updates with the project
Final Payment

[Final 50% of Grant Award Funds]: Completion of Public Benefit (See Public Benefit as stated in your contract) and submission of required evaluation and final documents.

  • Select “Final” under Type of Payment Request.
  • Amount of Payment Requested should be 50% of your total grant funds;
  • Service Dates should indicate dates of your public benefit event(s).
  • Payments will not be made until after these dates;
  • Estimate the attendance of your public benefit event(s);
  • Indicate the venue(s) and city(s) of your public benefit event(s);
  • Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public during the contract period/year as outlined in your contract’s Scope of Service (approximately 300 words).
  • Under “Required Attachments”
  • Skip Final Budget and Purchase receipts
  • Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
  • Upload photographs documenting your project, including photo credits
Heritage Projects
You may submit a request for payment once you have completed the Public Benefits as outlined in your contract. A completed 4Culture reimbursement request must be submitted through apply.4culture.org and must include:
  • Final narrative report documenting completed project activities to 4Culture (as outlined in the contract). This report should include information about outreach efforts used to publicize the project and a brief project overview for possible publication and posting on the 4Culture website or in its newsletters.
  • The final project budget, including all in-kind contributions.
  • Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
  • 5 digital images documenting the project activities. Each image must be under 2 megabytes.
  • A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file.
    Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Chieko Phillips at chieko.phillips@4culture.org.

Preservation Special Projects

You may submit a request for either a partial payment or final payment, depending on your contract’s Scope of Service. Check your project’s scope and gather the information required under each phase of work, before submitting a payment request for that phase.

When you submit a payment request, you’ll also need to provide a brief description of the work done, the dates that the work took place and number of people involved in the project. You will then attach any additional items required within your scope to that request.

Have questions? Contact Brandi Link at brandi.link@4culture.org.

In order to receive your final payment and close out your contract you must submit all the information required in the Scope of Service section of your contract, including:

  • Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
  • Digital images documenting your project, including photo credits & permission to publish.
  • Any additional requirements identified in your contract’s Scope of Service.

Tech-Specific

For all programs, if you have not previously submitted your W-9 Form and/or were asked to provide a Certificate of Liability naming 4Culture as additional insured (which should have been done at the time you signed your contract), you must do so before we can make a payment.

You may submit a request for a partial payment, 50% of your total grant, Phase I of your contract for project planning and development. Refer to your Scope of Service for each Phase Payment of your contract.

Have questions? Contact Charlie Rathbun at charlie.rathbun@4culture.org.

In order to receive the final 50% payment of your grant and close out your contract, you must upload these required attachments for a Site Specific invoice:
  • Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
  • Final Public Benefit evaluation
  • Project documentation in the form of digital images of your event and/or 1-3 copies of any materials produced, such as CDs, DVDs, books etc.

Touring Arts Roster Incentive Program

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

The 4Culture Touring Arts Roster Incentive Program cannot submit payment requests for partial payments. Follow these steps to submit the final (and only) payment request.

Have questions? Contact Doreen Mitchum at doreen.mitchum@4culture.org.

Final Payment

[Final Reimbursement Award Funds]: Completion of Public Benefit event and submission of required evaluation and final documents.

  • Select “Final” under Type of Payment Request.
  • Amount of Payment Requested should be 50% of your total grant funds;
  • Service Dates should indicate dates of your public benefit event(s).
  • Payments will not be made until after these dates;
  • Estimate the attendance of your public benefit event(s);
  • Indicate the venue(s) and city(s) of your public benefit event(s);
  • Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public.
  • Skip Final Budget and Purchase receipts
  • Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
  • Upload photographs documenting your project, including photo credits

Sustained Support

For all programs, if you have not previously submitted your W-9 Form (which should have been done at the time you signed your contract), you must do so before we can make a payment.

Art Sustained Support

You applied to Sustained Support as an organization and were chosen based on your organization’s qualifications, but in order for 4Culture to give you your award, you must choose a project(s) to which this award will be applied in your payment request. This is one or more events or activities that are (a) accessible to King County residents, (b) happens within the calendar year, and (c) has total expenses that are equal to or greater than the amount of your award. You cannot claim your award until the selected project(s) are complete; if you need your award as soon as possible, choose a project(s) that happens as early in the year as possible. When making your payment request, be sure to include beginning and ending dates of the selected project(s).

Have questions? Contact Bret Fetzer at bret.fetzer@4culture.org.

Filling out your Arts Sustained Support invoice:

Under Payment Request:

  • Type of Payment Requested is ‘Final’. Arts Sustained Support does not allow partial payments.
  • ‘Amount of Payment Requested’ should be the total amount of your Sustained Support award.

Under Public Benefit:

  • Under ‘Service Dates’, list both the titles of the event(s) and the beginning and ending dates of that event(s).
  • Fill in the ‘Total Visitors/Attendance’ of your events(s) and the ‘Venues & Cities’ in which your event(s) took place.
  • Under ‘Evaluation’, discuss the Public Benefit your organization provides for King County residents. As when you filled out the Contract Information Form, ‘Public Benefit’ refers not to the general good done by your organization, but to the free and discounted services you offer (discounted tickets, free or pay-what-you-can performances, scholarships, workshops, etc.) that make it easier for King County residents (in particular disadvantaged communities) to access your work. Discuss the Public Benefit your organization offers throughout the year – this does not need to be limited to your Scope of Service.
  • Then, finally, upload the following attachments: A Final Project Budget; examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement; and any photos you may have from the event(s) of your Scope of Service.
Heritage Sustained Support
You may submit a request for payment once you have completed the Public Benefits as outlined in your contract. A completed 4Culture reimbursement request must be submitted through apply.4culture. org and must include:
  • A final report that details how you completed the public benefits outlined in your contract.
  • Updated financial reporting, as reflected in the 990 section of your organization profile at apply.4culture.org.
  • Examples of public 4Culture acknowledgement
  • 5 digital images documenting the project activities. Each image must be under 2 megabytes.
  • A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file.
    Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Contact Chieko Phillips at chieko.phillips@4culture.org.

Preservation Sustained Support

Preservation Sustained Support payments are made at the end of each year. Please submit a 4Culture invoice for the full amount of your award in December. When you submit your invoice, you’ll provide a brief written evaluation describing the specific services and benefits provided to the public during the year, as outlined in your contract’s Scope of Service.

Have questions? Contact Dana Phelan at dana.phelan@4culture.org.

In order to receive your payment and close out your contract you must upload attachments for all deliverables noted in the Scope of Service and Public Benefit sections in your agreement, including:
  • 5-8 digital images documenting your activities, including photo credits, permission to publish, and captions.
  • Examples of acknowledgement of 4Culture support, including any marketing or program materials with the 4Culture logo.
  • Any additional requirements identified in your contract’s Scope of Service
  • In addition, organizations should make sure that your IRS 990 Actuals are up-to-date in your account profile, for your most recently completed fiscal year. Municipalities should upload a one-page budget showing all preservation-related income and expenses for the year.

3 Get Your Funds

3 Get Your Funds

After signing by 4Culture, your contract will be available in our grant portal for you to request payment. After logging in, go to the “Getting Paid” menu to view a list of your contracts. “Request Payment” links will be available for any unpaid grant.

4Culture provides funding on a reimbursement basis, which means we provide funding for completed work. However, for most programs you may submit a request for either a partial payment or final payment depending on the Scope of Services you negotiated at the start of the contracting process. Check your contract’s Scope—you must follow the payment schedule outlined there.

If you cannot complete your public benefit by the date your contract closes, please contact your program manager for a possible contract extension. If you do not contact us prior to the contract expiring, the grant may be cancelled.

When you submit your Payment Request, our program managers are automatically notified. They will review the information you provided as well as any attachments and approve the payment. If we have questions or if any required information is missing, we’ll contact you.

We will normally send you a check or transfer the funds via ETF within about 14 days. If payments are to be sent via ETF, your program manager may contact you for bank information.

4 Make the Most of Your Grant

4 Make the Most of Your Grant

We are proud of the work you do and want to help you get the word out about it! We know marketing can be overwhelming, so here are some ways we can help:

Social Media

We have more than 10,000 followers across all of our social media platforms, so this is a great way for us to help promote your work.

What we need from you:

  • Images, and any video, audio, or other media for your project.
  • Links to information about your project.
  • Handles for any social media accounts you manage.
  • Your friends and followers! Follow us on our platforms, like and share posts where we mention you, and encourage your followers to do the same.

Find us on social media:

Press Releases and Media

If you plan to write and send out a press release, please let us know ahead of time so that we can work together to maximize reach.

4Culture News

Let us know if you are interested in writing a guest blog post—we love featuring different voices and perspectives. Make sure to contact us about it early! We may also be able to feature your post in our monthly enewsletter, depending on space availability.

What we need from you:

  • A description of your project, no more than 2—3 paragraphs.
  • Any and all event details: when, where, cost, etc.
  • 2—3 images; 300 dpi, jpg preferred.

5 Support 4Culture

5 Support 4Culture

Love the funding and resources 4Culture provides? Tell people! We encourage you to contact your elected County leaders to let them know about your grant award and to ask them to attend your programs. They truly appreciate knowing about the great things you are doing to serve the public in their districts and will often help publicize your organization in their own newsletters. Send a note of thanks to the King County Executive and Council members. Remind them that support of cultural workers like you is critical!