Virginia Commission for the Arts

Operating Support Small: Small Arts Organizations | OSS

Operating Support Small: Small Arts Organizations | OSS

Operating Support Small: Small Arts Organizations | OSS

This grant program makes general operating support of $2,500 available to small, nonprofit arts organizations (with annual cash income of less than $150,000*), that have arts as the core of their mission, and provide public access to ongoing arts programs.    

Purpose

To invest in arts organizations to advance their artistic excellence, operational excellence, and community engagement within their missions. The VCA serves as a partner by providing operating funds to continue, strengthen, and expand arts experiences that benefit Virginians.

Description

This grant program makes general operating support of $2,500 available to small, nonprofit arts organizations (with annual cash income of less than $150,000), that have arts as the core of their mission, and provide public access to ongoing arts programs.

Eligible Applicants

  • Meets the basic eligibility requirements as listed on page 9 of the Guidelines for Funding
  • Virginia organizations whose primary purpose is the arts (units of government, organizations using a fiscal agent, and educational institutions and their private companion foundations are noteligible for OSS)
  • Is exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code
  • Is incorporated in Virginia for at least one year prior to application
  • Has its headquarters and home season in Virginia
  • Has completed two (2) years of programming at the time of application
  • Presents at least three (3) different programs or services for the public each year
  • Had a previous year’s unrestricted operating income of at least $10,000, but no greater than $150,000
  • Presents activities in ADA-compliant facilities, including wheelchair access to restrooms
  • Is governed by a Board that meets regularly
  • Must not be under current debarment or suspension from federal funding
  • Has no past due Final Reports to the VCA at the time of application
NOTE

Organizations applying for OSS may not apply for Community Impact Grants

Additional Requirements

Avocational Organizations

Priority in this funding program will be given to organizations that pay artists. Avocational organizations may be funded in this program if they provide specific services or programs that would otherwise not be available in that particular geographic area. Avocational organizations may apply in the other grant programs of the Commission.

Festivals

A Partnership-funded festival must:

    • be a separately incorporated Virginia organization with a year-round administrative staff
    • maintain a primary purpose in the arts
    • maintain a year-round presence in the community
    • spend the majority of its budget on arts activities
    • last longer than three consecutive days
    • hire professional artists
    • include education and outreach programs as part of the festival
NOTE

Other festivals may apply for Community Impact Grants and Virginia Touring Grants, if applicable.

Educational Organizations

Organizations that exist primarily to provide arts education must meet the following criteria:

    • maintain a diversified funding base, beyond tuition and ticket sales for public performances, that shows widespread community support
    • employ teaching artists who are professionals or former professionals in their fields
    • offer classes aimed at acquiring skills at ever-increasing levels of difficulty
    • offer classes focused on development of skills rather than rehearsals for a performance
    • offer scholarships for low-income students with an active effort to recruit students from diverse segments of the community
    • present regular opportunities for students to perform or exhibit for the public

Vocal, Dance, and Musical Ensembles

Vocal, dance, and musical ensembles that perform primarily pop, Broadway, or barbershop music, or that focus primarily on competitions are not eligible for General Operating Support but may be eligible to apply for Community or Education Impact Grants, if applicable.

Eligible Expenses

Funding from OSS Grants may be used to support most aspects of an arts organization’s annual operating expenses (not including capital expenses), such as:

  • Artist fees
  • Administrative costs, personnel (salaries, benefits…)
  • Contractual services
  • Accessibility services
  • Facilities operations (utilities, rent, routine maintenance…)
  • Marketing or publicity of events/activities
  • Professional development (workshops, seminars, conferences, excluding credit-earning post-secondary coursework)
  • Supplies and materials
  • Technical costs
  • Travel (domestic) and other operational expenses necessary to deliver arts programs and services

Required Attachments

The following forms are provided by the Commission via upload in the online grant application:

  • Signed Certification of Assurances
  • Virginia W-9 Form

Applicants must generate and upload the following support documents:

  • List of staff (paid or volunteer) and their roles
  • List of Board members highlighting officers and including members’ affiliations
  • IRS 501(c)(3) Determination Letter
  • Profit & Loss Statement / audit from the most recently completed fiscal or calendar year
  • Balance Sheet from December 31, 2023
  • Current year (projected) budget

Application Deadline

March 1, 2024, by 5:00 p.m. EST, for expenses occurring between July 1, 2024 – June 30, 2025.

The Commission awards all Operating Support for Small Organization (OSS) grants for a one-year period. Each grantee is required to submit an application annually.

Reporting Requirements

If the grant is awarded, the organization must submit a partial year-end Report on June 1 and October 1. Failure to submit the Final Reports by the deadline will impact future funding. If an organization undergoes a substantive change in its mission, program, artistic leadership, or management during the grant period, the Commission must be notified immediately. If, in the opinion of the Commission, such changes alter the purpose for which the grant was awarded, the Commission may require the organization to submit justification for continuing to receive the grant fund.

Amount of Assistance

Awards of $2,500.  

Criteria for Evaluating Applications

Commission staff reviews submitted applications for eligibility, completeness, and accuracy.

Review Criteria for OSS

  1. Applicants must complete and submit the online application to the Commission by the
  2. The Commission staff reviews each application for completeness and eligibility. Incomplete or ineligible applications will not be reviewed, will be returned to the applicant with an explanation, and will not be funded.
  3. The Commission staff makes recommendations for each
  4. The Commission Board reviews the staff recommendations and takes final action on the
  5. Applicants are notified of Commission action by email following vote at the Commission Board meeting and pending enactment of the fiscal year budget per the General Assembly.
  6. The Commission will pay the grant amount in full by mid-August. The Commission reserves the right to use an alternative payment schedule in special circumstances.
  7. OSS Final Report Part I (narrative) is due June 1, 2024; OSS Final Report Part II (financials) is due no later than October 1, 2024. Failure to submit a Final Report by the deadline will impact future funding.
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