Grants -Quotes/Budgets

Chrissy D · Joined: 12 Jan 2006 Posts: 1053 Location: Queensland

I am applying for my first grant and the grant requires 2 quotes from two different businesses regarding similar information. E.g. to get invitations printed I would need quotes from two different printing companies about the same information.

Anywho, I was originally going to provide quotes for the art materials I want funding for (the grant I am applying for does not require quotes for ALL the expenditure items) but found that as I was thinking about getting a quote for the materials I need, I thought I don't really know what I will need. How can you really know what you need until you develop your concept more and then start sketching out ideas etc? I have a general idea...but what if I change me mind?

I spoke to a contact person from the funding body and they said if drastic changes are made from the quote if the funds are approved, than a verification for change is required.

I think it is ridiculous to get a quote for such precise things. Confused

I thought just an estimate would be required. Evil or Very Mad

So for instance I guess I would have to get costs for; 1 x 50x60cm canvas, 2x 100x100cm canvases, 5 20x30cm canvases, 10x 75ml tubes of paint, 1x 100ml bottle of varnish, 1x size 3 talkon brush etc etc. You get the picture.

For those of you who have applied for a grant before, what was your experience with needing to obtain quotes. And what did you do if you hadn't thought about all the things you think you will want funded for your exhibition. e.g. did you leave out a really important cost or something you didn't think to get funded than realised you should have asked for it etc.

Was there anything you put on your budget that you didn't end up purchasing and what was the outcome of that with the funding body? Or vice versa asking for more money or changing an item in your budget?

Did you ask for 100% funding and did you get it? Or did you get some 'in-kind' support or partially fund it yourself? Did you get another grant?

AvG · Joined: 17 Sep 2005 Posts: 1912

When in doubt "Art Materials $ X" (X being whatever amount you think will cover your costs) instead of 1 x 100cm canvas $y, 1 50cm canvas $z etc. etc. Just look at how few lines you get on the budget form and you can see that itemising to such detail is not expected.

If you put 'art materials $1000' and then you only spend $200 that is where issues arise.

Chrissy D · Joined: 12 Jan 2006 Posts: 1053 Location: Queensland

But thats the thing...I thought Art Materials = $X would be sufficient. But if you have to get a quote to demonstrate where the funding money is going than you have to provide the amount with the itemised list? Confused

thecatsgrin · Joined: 18 Apr 2009 Posts: 2181 Location: Gippsland

I attended a grant writing workshop on Monday.
What I understood was that you put in costs to the best of your abilities regarding materials, advertising, transport etc, not an itemised list in each category, as Amanda said, x$$$ for materials, x$$$ for printed advertising, x$$$$ artist wages etc....
NAVA has a list of estimated costs for artist wages, and other info... http://www.visualarts.net.au/nava/about
There are other websites with more information aswell, we were given almost 2 pages of useful contacts...
I was also told that it is unlikely that the grant givers , approve printed advertising costs, personal transport and catering!!
These were put under the category of expectations to be self funded, or in kind, or sponsored....
Getting quotes for items of need, just helps you to be better prepared for what you will need, and lessens the chance of a budget explosion, it doesnt work in anyones favour if you estimate printing to cost $300 and in reality it blows out to $600... it also shows you are serious about doing the project.
By covering all bases with quotes, it reduces the likely hood of listing $1000 art supplies and actually using only $200...
I was told also to not overlook important things like venue costs and insurance.
I think to apply and get accepted, you really need to have it planned out to a 't', and be fully aware of everything and everyone you will need to achieve your goal, and have the concept fully planned, I was told there is the expectation of minor changes, as that is the nature of art, it begins as a concept and occasionally evolves into something else, but within reason.
I would begin with the main idea, then break it down into esential items of need, ones that you can do yourself, then ones that you may be able to get donated or lent, or sponsored for...

Good luck! Very Happy

Chrissy D · Joined: 12 Jan 2006 Posts: 1053 Location: Queensland

Now when I was approaching organisations for quotes I did not mention it was for a grant as I did not want them to think "oh well this is a waste of my time" and not do it...But as it turns out, some businesses I contacted via email never responded anyway with a quote.

So do you tell them its for a grant application or keep that bit to yourself?

I also had someone else say they wouldn't quote me because the event was too far in advance, even though we both acknowledged prices can change (hence QUOTE is just that, not an exact costing and they using state they are subject to change or only valid 30 days etc). So what would you do if your key supplier would not quote you? Get a quote from a similar provider of the product or service?

thecatsgrin · Joined: 18 Apr 2009 Posts: 2181 Location: Gippsland

I would definately look around, personally I think anyone experienced enough at what they do in business has a reasonable idea on how much a product or job will cost to do, even with future price fluctuations.

In past business life, I did shop fitting designs, I was able to give a rough quote on the spot, with allowance for price fluctuations, material availability etc.... If the potential customer was still keen on an exact quote I would go home, draw up a plan for them to see with a detailed list of expences..... So I feel anyone not prepared to give you a quote of any kind, is not someone who would put 100% into your needs, as they cant put any effort into getting business for themselves....

Try else where... dont give up!
What were you trying to get quotes on?

Chrissy D · Joined: 12 Jan 2006 Posts: 1053 Location: Queensland

I contacted a few printing places for invites....which you either filled in an online form or had to contact them...only 1 replied

The other were online art supplies. Which I used their online cart, so I got all the info I needed. I just emailed them that info as an attachment and asked for them to 'cut-and-paste' the info in a letterhead for an "official" quote. No replies, so I just used the shopping cart info as my quote. Sounds dodgy but what else could I do when I needed a quote.

The other was for the venue catering which I actually spoke to the person, but they couldn't quote me because it was so far in advance.

Grrr!

Stefan Maguran · Posted: Tue Jan 05, 2010 10:19 pm Post subject: Re - Grants -Quotes/Budgets

My wife was rushing to get the kids from after school care just after arriving in Australia and one driver told her:
Relax, love this is Australia!

Chrissy D · Joined: 12 Jan 2006 Posts: 1053 Location: Queensland

LOL I could say the same about the Cairns attitude. Very different from Brisbane. More 'relaxed'