The Art of the Ask: Grants & Sponsorships Shelagh Paterson & Sophia Apostol

1. The Art of the Ask: Grants & Sponsorships Shelagh Paterson & Sophia Apostol OLA Super Conference 2015

2. The Art of the Ask: Grants Shelagh Paterson Executive Director, OLA

3. What Grants Are Out There? Sampling (more possibilities at the end as a take-away): Grants Ontario: i.e. Enabling Change Fund, Cultural Development Fund, …. Canada Council for the Arts: author visits Ministry of Education: i.e. Parents Reaching Out Grants Federal: (staffing) Youth Internship Program, Young Canada Works……

4. Preparation • Use your networks – ask others about grants they apply for. • Do you have a potential partner? • Create key messaging about your organization and project objectives that can be ‘dropped’ into applications. (use your strat plan) • Use the language of the grant application • Assign a project lead.

5. Is it worth it? Does the purpose and specifications of the grant: Fit with your organizational priorities? Fit with your timelines? Match the scope of your organization? Do you have the proper amount of time to apply for the grant?

6. Build Relationships Thoroughly review the application Prepare questions in advance for the grant officer and meet with the grant officer before proceeding. Adhere to the submission criteria (be clear and succinct and provide only what has been asked for) Draft partner letters Be prepared to not have the proposal be approved the first time Follow up with the grant officer once the application has been approved or declined.

7. Grant Checklist • Does the grant opportunity fit with the priorities of your organization? • Does the time-line fit? • Have you consulted with the grant officer? • Do you have the time and resources to comply with the reporting requirements? • Do you have clear messages describing your organization and projects? • Have you used the language of the grant application? • Have you succinctly and clearly completed the application? • Do you have a project lead?

8. Grant Opportunities Provincial: Grants Ontario i.e. Enabling Change Fund, Ontario 400th Celebrations Program, Cultural Development Fund, Ontario Arts Council,Ontario Cultural Attractions Fund (events) i.e. Education: Parents Reaching Out Grants

9. Grant Opportunities Federal: Canadian Heritage Funding and Assistance Programs Canada Council for the Arts: Travel Grants for Authors (example) Federal: (staffing) Youth Internship Program, Young Canada Works, Canada Summer Jobs

10. Grant Opportunities Other: Ontario Trillium Foundation Canada Post Foundation Indigo Love of Reading Aviva Community Fund Ontario Media Development Corporation

11. Grant Opportunities Cont., • RBC Community and Sustainability Funding • Community based supports: Lions Club, Rotary Club, Kiwanis Club, Chamber of Commerce.

12. The Art of the Ask: Sponsorships Sophia Apostol Director of Sales, Canada, YBP Library Services OCULA President

13. Show of hands... • If a vendor’s fiscal year begins on July 1st, when do they begin their conference planning? • January • March • July

14. Show of hands... 2. If your library spends a lot with a vendor, then the vendor really should sponsor your events: • Yes • No

15. Show of hands... • I feel really awkward about asking for money and I’m so glad you’re going to show me how: • Yes • No

16. The Steps • Gather the Intel • Craft the Ask • Thanks!!! Repeat

17. Timing is everything!

18. Timing is everything! • when is the sponsor’s FY start? • when do they do their sponsorship budget planning? Remember: different companies have different FYs Missed the deadline? • Ask to be put on the list for the next planning cycle. • Be sure to contact the sponsor during their next planning cycle!! • Is there any swag available instead of $$?

19. Think about... • ...what makes you want to give money to a charity? • ...what makes you want to buy a product? • ...how do you decide where to put your own money? • ...asking for several smaller sponsorships from several vendors rather than one huge sponsorship from one vendor

20. Q’s the Sponsor asks themselves • is this opportunity related to my business? • if not related, are my customers at the event? • what’s the visibility like? • how will I benefit? • how will the company benefit? • will this deepen my relationships with my customers? • what’s the minimum I can sponsor? • will this be a lot of work for me? • will I also be exhibiting at the conference? • what will the money be used for? Why should I invest my limited funds?

21. Don’t assume... • ...that larger vendors have more money to give you • ...that because your library spends a lot with the vendor that they’re obligated to sponsor • ...vendors are the only sponsors (*hint: library directors can often find a few hundred dollars, and what about local businesses?) • ...that sponsors are rolling in dough • ...that sponsors can *find* money if you’re asking after they’ve already done their budgeting for the year

22. What to include • where/when? • what’s the focus? • how many attendees? • from what library sector? • highlights from last year • how does this conference relate to the sponsor’s business offering? • what sponsorship options are available? • money? gifts in kind? participation? • what did the sponsor do last year? WHAT’S THE BENEFIT TO THE SPONSOR?!?

23. Money vs. Gifts in Kind $$$ • $$$ • coffee • hosted bar • meal • specific session • wireless access • name badges high-visibility is key GIK • pens • highlighters • paper pads • notebooks • USB keys all things swag

24. Quid Pro Quo Increasingly, vendor sponsors are looking for opportunities to interact with the attendees at your event via: • a place to lay out some marketing literature • opportunity to participate in a round-table • leading a session • pitching a product/service

25. Examples: Access

26. Examples: Access

27. Examples: Access

28. Examples: Access

29. Give Thanks Don’t forget to thank the sponsor!!! ...send a handwritten note ...send a pic ...send event feedback highlighting how great it was This keeps you top-of-mind for next year, and the year after that.

30. Thank you!!! Question time...