The Woman S Club of Evanston

The Woman’s Club of Evanston

Giving Statement, Grant/Funding and Service Opportunity Application

2017-2018

Background

The Woman’s Club of Evanston (WCE) is a philanthropic and community service organization with over 125 years of history of giving time and energy to organizations that make a difference in our community. Annually, our organization donates thousands of volunteer hours of direct service to the community and raises between $125,000 - $150,000 for charitable causes.

Summary

Each year nonprofit 501(c)(3) organizations in Evanston and surrounding communities are invited to submit funding applications to The Woman’s Club of Evanston. The WCE’s Contributions Committee carefully reviews all applications. A committee member may call or visit the requesting organization to clarify aspects of the application. Such a follow up call is not required but may assist in the evaluation of the application. Final approval of all recipients for funding or clubhouse usage is within the sole discretion of the WCE Board of Directors.

Funding Focus

Since 2000, the WCE has designated an annual funding focus. All applicants should clearly describe how their project fits within the chosen funding focus. For the 2017-2018 application cycle, the funding focus is as follows:

The Woman’s Club of Evanston seeks grant applications for programs in Evanston and the surrounding communities that invest in women and girls so they may thrive and reach their full potential

Types of Funding

The Woman’s Club of Evanston offers four types of support:

·Community Grants – Community grants typically range in size from $500 to $5,000 (the average grant amount is $1,250) and will be distributed in May 2018.

·WCE Revue Beneficiary for 2019 – The Revue (formerly known as Benefit Show), is a theatrical production. Dance and song parodies are typically satirical and humorous in nature and focused on current issues and news worthy events. The Revue is developed from June-January, rehearsed from January-March, and performed in March. Funds will be distributed in the summer of 2019. The Revue historically raises between $25,000 and $30,000.

·One-time Usage of the WCE Clubhouse – The WCE will donate use of the clubhouse to a designated not-for-profit organization for one date with all WCE usage fees waived, excluding the refundable damage deposit that will be the responsibility of the grant recipient. Further specifications for this grant can be found in the application at section IV.

Note: Revue beneficiary is chosen for the calendar year following the application year (for example – the beneficiary chosen in 2017-2018 will participate in the events and receive funding in 2019).

Evaluations and Follow-up

Small grant recipients will be asked to provide a one page report on their use of the WCE funds on or before May 1, 2019. The Revue beneficiary will be asked to submit periodic reports and make a presentation regarding its use of the funds at our annual Contributions to our Community Breakfast held in May the year following the event. More information regarding these reporting procedures will be given at the time the funds are distributed.

Calendar

·September, 2017Applications available online at

·November 16, 2017 Completed applications must be received. Hard copies (2) by 5pm CST

and electronic copy by 11:59pm CST

·April, 2018Funding recipients notified

·May 23, 2018 Contributions to our Community Breakfast: 2018 Small Grants are distributed. Recipients of the Clubhouse usage and the 2019 Revue are announced

·Summer, 2019 Funds are distributed to the 2019 WCE Revue beneficiary

Guidelines

501(c)(3) organizations in Evanston and surrounding communities may apply for funding. Organizations may request funding for either new or existing projects and must clearly explain how the project fits within the overall WCE funding focus. An original plus 1 copy of your completed application must be received at The Woman’s Club of Evanston, located at 1702 Chicago Avenue, Evanston, IL 60201 by 5pm CST on November 16, 2017in order to be considered for funding. Additionally, all applicants should email an electronic version of their application, preferably as a PDF, to no later than 11:59 pm CST on November 16, 2017.

Each applicant should fill out Sections I (Background Information), II (Funding Request) and III (Funding Request Narrative) of the application. Sections I-III when complete should not exceed six single spaced, typed pages (12-point Times New Roman or similar font).

Applicants wishing to be considered as the beneficiary for the Revue must also fill out Section IV. The section when complete should not exceed three single spaced typed pages (12-point Times New Roman or similar font).

Applicants who wish to be considered for a one-time use of the WCE Clubhouse, located at 1702 Chicago Avenue, Evanston, may do so by filling out Section VI of the application. This section, when complete, should not exceed two single spaced, typed pages (12-point Times New Roman or similar font).

Applicants who wish to be considered for Volunteer Service Opportunity projects to have WCE members work with their organization may do so by filling out Section V of the application. Consideration for Volunteer Service Opportunities is independent of the grant application process and the two types of support are NOT evaluated together,

Application Checklist

In order to be complete, each copy of the application, including the PDF copy which is to be submitted electronically, should include the following items:

All Applicants (not to exceed five single-spaced, typed pages, Times New Roman or similar 12 pt font)

☐Section I – Background Information

☐Section II – Funding Request

☐Section III – Funding Request Narrative

WCE Revue Beneficiary (not to exceed three single-spaced, typed pages, Times New Roman or similar 12 pt font)

☐Section IV – Application

One-Time Clubhouse Usage Beneficiary (not to exceed two single-spaced typed pages, Times New Roman or similar 12 pt font)

☐Section V – Application

Community Service Volunteer Requests (same formatting as above)

☐Section VI – Application

All Applicants – Background Materials

☐Overall budget for the organization

☐Project budget related to the grant request

☐Most recent annual report and audited financial statement (a single copy is sufficient)

☐List of committed and pending foundation grants for the year

☐Listing of Board of Directors’ names and professional affiliations

☐Proof of IRS 501(c)(3) tax-exempt status

☐Any additional information about your organization that would help committee members in their review of your application – brochures, newsletters, etc.

☐WCE Volunteer Service Opportunities form (optional)

Proposals must be completed and received by 5pm CST on November 16, 2017

☐An original plus 1 copy of your completed application, with the background materials requested, should be mailed to or delivered by 5pm:

The Woman’s Club of Evanston

1702 Chicago Avenue

Attn: Contributions Committee Chair

Evanston, Illinois 60201

☐In addition to 2 paper copies of your completed application, please send a PDF of your application to y 11:59pm CST.

Please email with any questions regarding the application process.

Thank you…we look forward to hearing from you!

The Woman’s Club of Evanston

Application for Funding

(Not to exceed five single-spaced, typed pages, Times New Roman or similar 12 pt font)

Deadline: November 16, 2017

I. Background Information

Organization Name:

Contact, Title:

Address:

City:Zip Code:

Telephone:FAX:

Email:Website:

Year Organization Incorporated:Total Organization Budget:

Other Support:

▪Has the organization received any prior funding from The Woman’s Club of Evanston?

No Yes

▪If yes, what year and what was the funding for (briefly)?

▪Are you seeking funds from other sources for the project outlined in this application?

NoYes

▪If yes, list each source and amount requested:

Staff Composition in Numbers

II. FUNDING REQUEST

The Woman’s Club of Evanston’s offers four types of funding opportunities. Please indicate ALL of the programs your organization will apply for in this application.

☐Community Grant: Distributed in May 2018. Grants average $1,250 and generally range from $500 to $5,000.

Grant amount requested: $

☐2019 WCE Revue Beneficiary: The WCE Revue (formerly the Benefit Show) is a variety show developed from June-January, rehearsed from January-March, and performed in March. Funds will be distributed in the summer 2018 and have historically totaled $25-30,000. Please see Section IV for a more detailed description of the WCE Revue

If checked, you must complete the additional questions in Section IV.

☐One-time Usage of the WCE Clubhouse: The donated use of the clubhouse will be for a single agreed upon date with all WCE usage fees waived, excluding the refundable damage deposit which will be the responsibility of the grant recipient. The award is non-transferable and is forfeited if not used. The event will be scheduled and contracted with the WCE for a mutually agreed upon date occurring within 12 months of date of notification of grant. Date restrictions are detailed in section V. Please note that catering, grounds crew, set-up, clean-up and other costs associated with holding the event are NOT included. Please see Section VI for a more complete description of the grant requirements.

If checked, you must complete the additional questions in Section V.

III. FUNDING REQUEST NARRATIVE

Organization mission, history, goals and objectives:

Description of current programs and activities:

Project/Program Title for this funding request:

Project/Program Summary for this funding request (2-3 sentences):

WCE Funding Focus:

How does the project/program fit within the WCE’s funding focus? What is the community challenge or opportunity you seek to address with your project/program? Why is this the right project/program to address this challenge or opportunity?

Goals and Objectives:

What are the overall goals of this project/program? What objectives do you plan to focus on in the year you may receive grant funding? How will meeting these objectives during the grant year help you meet the overall goals of the project/program?

Project/Program Details:

What is the time frame for using this funding for the project/program? What activities are planned?

Individuals Served:

How many people will be served by the proposed project/program? What are the demographics for the client base? (Please provide a percentage breakdown related to city of residence, gender, age, ethnic/cultural background, income level, etc.)

Have you seen any changes (increases or decreases) in the number of people seeking your services in the last 3 years?

Change in financial status:

Have there been any considerable changes in your annual funding sources over the past year or do you anticipate any in the coming two years?

Qualifications:

What resources, experience and/or expertise does your organization bring to the challenge or opportunity that your project/program seeks to address?

Evaluation:

How will you determine whether this project/program is a success? Please provide a measurable means with which to determine success of your program.

Sustainability:

How will the project/program be sustained?

Signature of Authorized Official (e.g., Board President, Executive Director):

Name and Title:

Date:

IV. 2019 WCE Revue Beneficiary Application

Specifications for WCE Revue:

The WCE Revue, a variety show, is written, directed and produced by the members and invited guests of the WCE. The Revue is developed from June-January. A “no cut” cast call is typically scheduled in November and the show is rehearsed from January-March. Technical and dress rehearsals are at the end of February culminating with performances the first two weekends in March. There are opportunities both on stage and off stage for interested participants. The WCE encourages the beneficiary to become involved in as many of these aspects of the Revue as possible. Support for the event is increased with participation and an engaged and involved beneficiary.

The selected beneficiary is expected to help fuel the success of this fundraiser by selling or causing to be sold at least 250 tickets (ticket cost is typically $34-40).

As a means of meeting the above goal, the beneficiary is encouraged, though not required, to consider taking responsibility for purchasing or selling the tickets for the opening night show. This could involve hosting your own fundraising event (a “fundraiser within a fundraiser” such as a pre-show cocktail hour and paddle raise during intermission) with your donors and sponsors in attendance during that particular show. This approach has been successful in means of meeting the beneficiary ticket sales goal and increasing the amount of the proceeds to the beneficiary. All monies raised in association with the Revue will be processed through the WCE prior to the net proceeds being distributed to the beneficiary.

Additionally, the selected beneficiary should expect to assist the WCE with marketing and promoting the Revue by publicizing the event on its website, in its newsletter and by other means of communication with its supporters.

The WCE may raise funds over and above ticket sales by developing sponsors and donors for the Revue. The WCE will manage any funds received as donations or from sponsors. The beneficiary is requested to assist with identifying potential donors and sponsors for the Revue.

Thank you and tax letters for donations and sponsors secured by the WCE for this event will be managed by the WCE. The WCE requests the beneficiary provides a detailed report of any donations it may receive directly as a result of its participation in this event. Work on sponsorships and donations begin in September. All sponsorships must be confirmed by mid-February.

The WCE budget and other financial information, its database and/or any information regarding non-beneficiary specific donors/sponsors or the WCE membership or show attendees is confidential. This information will not be shared with the beneficiary without advanced written approval of the WCE Board of Directors. The WCE has a long standing rule that the roster of members of The Woman’s Club of Evanston may not be used as a mailing list by any member or by anyone associated with the beneficiary.

If you are applying for consideration as the 2019 WCE Revue beneficiary, please complete the following (not to exceed three single-spaced typed pages, Times New Roman or similar 12 pt font):

A. What project/program do you plan to fund with the proceeds of the Revue?

B. What is the overall budget for the project/program you plan to fund with proceeds from the Revue?

1. If proceeds exceed the budget for your project, how would you utilize the excess funding?

C. Is your organization interested is using the opening night of the show as a “fundraiser within a fundraiser”? If yes, please explain.

D. What steps will your organization take to sell at least 250 tickets? Please provide a detailed explanation.

E. Do you have other fundraising events for your organization? If so, please list the events currently scheduled for 2018 and 2019. Provide the dates, a brief description of the type of event and your fundraising goal for each event. Use an additional page if necessary.

1.

2.

3.

4.

5.

F. To improve the success of the Revue and help insure that your donor base and supporters are enthusiastic about attending the show, would you be willing to replace an existing fundraiser with the WCE Revue in 2019 or assure that there is a timely and meaningful separation between the dates of the Revue your fundraisers?

Yes No

Please explain.

G. As the designated beneficiary, how would your organization help publicize and market the Revue? Please provide a detailed explanation.

H. Traditionally, staff or Board members of the selected beneficiary help with sets, props and/or costumes, as well as participate as cast members “on stage” and off stage as stage crew. While not required, do you have representatives from your organization that would be willing to participate in the show in some way? Please be specific.

We have read and agree to the above Specifications for the WCE Revue.

Signature of Authorized Official (e.g., Board President, Executive Director):

______

Name and Title:

Date:

V. Application for One-Time Usage of The Woman’s Club of Evanston’s Clubhouse

The Woman’s Club of Evanston donates the use of its Clubhouse on a single agreed upon date to the selected non-profit organization.

Specifications for Clubhouse Usage Grant: The recipient must execute a clubhouse usage agreement, provide a refundable security deposit and comply with all WCE guidelines for use of our historic clubhouse. The recipient may use the club to hold a benefit or for another purpose related to furthering the mission of their organization. The award is non-transferable and is forfeited if not used within one year from the date of the grant. The event must be scheduled and contracted with the WCE for a date occurring within 12 months of date of grant. The Clubhouse is not available for a Saturday evening event from April – October or during our Holiday Bazaar (late November) or the WCE Revue (typically the last week of February and first two weeks in March). Please note that catering, grounds crew, set-up, clean-up and other costs associated with holding the event are NOT included.

If you are applying for consideration for one-time usage of the WCE Clubhouse, please complete the following:

What type of event do you plan to hold at The Woman’s Club of Evanston?

Please provide an explanation of how the use of the WCE Clubhouse will further the mission of your organization.

Have you held events at our Clubhouse in the past? If so, when and for what types of events?

We have read and agree to the above specifications for the one-time usage of the WCE Clubhouse.

Signature of Authorized Official (e.g., Board President, Executive Director):

______

Name andTitle:

Date: