In a recent Ask Me Anything session, Al Carver-Kubik and Stephanie Shapiro from Environment and Culture Partners shared their insider perspectives on what makes grant applications succeed. Here are their top 7 tips for cultural heritage institutions seeking funding for sustainability, preservation, and capital projects.
Meet the Experts
Stephanie Shapiro
Stephanie is the Co-founder and Managing Director of Environment and Culture Partners. With a background in strategic thinking and change management, Stephanie oversees ECP’s operations and portfolio of projects including the Frankenthaler Climate Initiative and Climate Resilience Resource for Cultural Heritage. She has represented U.S. cultural institutions at international climate conferences including COP25 and COP27, and holds an MA in Museum Studies from The George Washington University.
Al Carver-Kubik
Al is the Program Officer of Grants & Research at Environment & Culture Partners where he oversees grant programs supporting environmentally sustainable solutions in the cultural sector. A former Senior Program Officer at the National Endowment for the Humanities, Al coordinated the Sustaining Cultural Heritage Collections grant program and has worked extensively in preservation research and education. He holds an MA in Photographic Preservation and Collections Management from Toronto Metropolitan University.
Tip 1: Contact Program Officers Early and Often
The Insight
Grant officers are your allies, not gatekeepers. Reach out as early as possible to discuss your project and understand how it aligns with the grant program.
“You will not exhaust us, we will not get fed up. Consider the program officer as a resource! It’s our job and personally, it’s one of my favorite parts.”
— Al Carver-Kubik
Action Item:
Schedule a consultation before you start writing, if possible. Program officers will help you understand scope, eligibility, and how to position your project for success.
Tip 2: Collaborate Within Your Organization
The Insight
Grant reviewers can immediately tell when only your development team wrote the application without input from facilities, conservation, or operations staff.
“We can tell if just a development officer has written an application without consulting the facilities team and vice versa. It’s imperative that organizations collaborate within.”
— Stephanie Shapiro
Action Item:
Involve facilities, conservation, and operations teams from day one—especially for sustainability and capital project applications. Make sure everyone who will implement the project contributes to the narrative.
Tip 3: Submit Draft Applications When Possible
The Insight
Many grant programs offer the opportunity to submit drafts for feedback. Take advantage of this—even rough drafts receive valuable guidance.
“If the grantor offers the opportunity to submit a draft application, I highly recommend doing so. The draft does not have to be complete… Program officers will read your draft and provide guidance.”
— Al Carver-Kubik
Action Item:
Don’t wait for perfection. Submit your draft even if it’s rough. The feedback you receive will strengthen your final application significantly.
Tip 4: Think Like a Reviewer
The Insight
Grant reviewers need to clearly understand your project’s need, scope, implementation plan, and impact. If they have questions, your application has gaps.
“It’s most helpful to have the grant writer think like the reviewer and identify what information is most helpful to understand the need and impact of the project. Being as concise and clear as possible is also helpful.”
— Stephanie Shapiro
Action Item:
Before submitting, read your application as if you know nothing about your institution. Would a reviewer understand exactly what you’re doing, why, how, and who’s responsible? If not, add clarity.
Tip 5: Avoid These Common Mistakes
The Insight
Simple oversights can disqualify otherwise strong applications. These common errors are surprisingly basic.
“Common mistakes include not completing all the required sections of the application or including required documents. Another mistake is not providing adequate information on the project. Another problem often seen are applications that are out of scope of the grant program.”
— Al Carver-Kubik
Action Item:
Use a checklist:
✓ All required sections completed,
✓ All required documents attached,
✓ Project aligns with grant scope,
✓ Adequate detail on who, what, when, how.
Have someone else review before submission.
Tip 6: Know Where to Look
The Insight
Grant opportunities exist at federal, state, municipal, and private foundation levels. Knowing where to look expands your options.
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Grant Databases |
Private Foundations |
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Federal Agencies |
Local Programs |
Action Item:
Create a tracking system for grant deadlines across multiple sources. Many organizations successfully combine multiple funding sources for large projects.
Tip 7: Follow Up After Rejection
The Insight
A rejection isn’t the end of the conversation. Reaching out to understand why can position you for success in the next cycle.
“I always think it’s a good idea to reach out to the funder, or if possible to schedule a meeting prior to a subsequent grant cycle.”
— Stephanie Shapiro
Action Item:
After a rejection, contact the program officer to discuss feedback. Ask what would strengthen a future application. This shows commitment and helps you improve.
About This Resource
These insights come from a live Ask Me Anything session hosted by Conserv with Al Carver-Kubik and Stephanie Shapiro from Environment & Culture Partners. Al formerly served as Senior Program Officer at the National Endowment for the Humanities, coordinating the Sustaining Cultural Heritage Collections grant program. Stephanie co-founded ECP and oversees major initiatives including the Frankenthaler Climate Initiative.
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