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POST-CONFERENCE WORKSHOP

Intro to Grant Writing
Jessica Boyer, Director of the Library, Mount St. Mary’s University

ABSTR ACT: This workshop covered essential skills in crafting com-
pelling grant proposals. Attendees learned to decode grant lingo, 
develop realistic budgets, write persuasive narratives, and overcome 
common application pitfalls. Practical examples from successful appli-
cations were shared, and interactive exercises fostered a collaborative 
learning environment. This workshop equipped attendees with the 
knowledge to navigate the grant writing process and secure project 
funding confidently.

INTRODUCTION

In recent years, many of our institutions and libraries have faced 
continual financial challenges, and many libraries have confronted 
significant staffing and budget cuts. One factor that may alleviate 
some financial pressure from our libraries is grant funding. Though 
it is important to stress that grants cannot be a substitution for 
sustained funding and stability, they can provide one-time funding 
for special initiatives, programs, and events. This workshop was 
designed to introduce Atla members to grant writing so they may 
more confidently and successfully pursue grant funding opportuni-
ties for their libraries.

Seven attendees, whose home institutions spanned the globe, 
participated in this workshop. Given the international perspec-
tives of the group, the presenter attempted to make the workshop 
as applicable to all attendees as possible. Thus, less emphasis was 
placed on U.S.-specific opportunities, such as grants from U.S. federal 
agencies such as the Institute of Museum and Library Services or 
the National Endowment for the Humanities. Instead, the workshop 
focused on funding opportunities from professional organizations 
such as Atla. The running activities throughout the workshop focused 
on aiding attendees in developing a complete draft application for 
the Atla Library Impact Grant. Additionally, the presenter opened 
the workshop by acknowledging that she is not a professional grant 



42 2    ATL A 2024 PROCEEDINGS

writer. However, she has had much success obtaining grants for 
her library, and she provided an overview of her experiences while 
acknowledging her limitations.

WORKSHOP

Locating Opportunities
The workshop opened by discussing the different types of funders, 
including government (federal, state, and local), private foundations, 
professional associations, and corporations. We also discussed various 
places to look for funding opportunity announcements. In addition 
to subscribing to email announcements from regular funders, the 
presenter recommended the Library Grants blog maintained by 
Stephanie Gerding (http://librarygrants.blogspot.com/). Attendees 
should check if their institution or local public library subscribes 
to a database of grantors and opportunities, such as GrantScape.

After locating an opportunity, the discussion turned to tips 
for deciding whether or not a grant fits their library and project. 
Attendees were encouraged to first read through the qualifications 
and confirm if the grantor funds private or public institutions of 
higher education, evaluate if the library’s project aligns well with 
the grantor’s funding priorities, and determine if there were any 
financial restrictions, such as the grantor only funding a portion of 
the total project costs. Attendees were encouraged to review recent 
press releases on the grantor’s website for examples of what the 
grantor recently funded. The discussion concluded by acknowledg-
ing the time commitment in writing and submitting a grant applica-
tion. The group discussed ways to evaluate the potential return on 
investment for completing a grant application. Factors included how 
soon the application deadline is approaching, the grantor’s funding 
ratio, the length and complexity of the application, and how well the 
applicant’s project aligns with the grant opportunity.

Budgeting
While there are many approaches to grant writing, the presenter 
recommends budgeting first. She has found that budgeting first 
allows the applicant to determine early on if their numbers make 
sense for both the project and the opportunity. The applicant does not 

http://librarygrants.blogspot.com/


Post-Conference Workshop    423

waste time drafting a narrative if the budget numbers do not work. 
Additionally, when seeking approval to apply for a grant from insti-
tutional leaders, they often want you to show them the budget first.

The presenter provided an overview of common budget catego-
ries such as materials/supplies, equipment, salaries, consultants or 
contracted work, and travel expenses. She also provided a basic 
overview of direct versus indirect costs, with examples. While indirect 
costs are only common to U.S. governmental grants, the presenter 
wanted attendees to be familiar with this procedure. 

The facilitator also discussed ways to craft a compelling budget 
justification. The group discussed getting quotes from vendors, 
providing screenshots from vendor websites, and citing credible 
sources that provide pricing estimates. Finally, the group discussed 
common budget hangups, such as the potential tax implications for 
awarding stipends, factoring multi-year grant budgets from projects 
that exceed 12 months in length, and navigating grants that require 
cost sharing.

Approvals
Another important aspect we discussed was the necessity of seeking 
institutional approvals before submitting a grant application. Each 
institution typically has a policy or procedure regarding accepting 
funding from an outside organization. Therefore, attendees must 
engage with their institutional leadership before applying for a grant. 
This ensures the institutional acceptance of the grant, if awarded, 
and the support for the project that the funding backed.

Narratives
The facilitator underscored the importance of crafting a compel-
ling and persuasive grant narrative. Narratives, often structured as 
answers to the grantor’s questions outlined in the funding opportu-
nity, are a key tool for effectively communicating the project’s value 
and impact. The facilitator provided examples of common questions 
and the strategies she has used to answer each question type, sup-
ported by examples from successful grant narratives. 

Why do you need funding for this project?



424    ATL A 2024 PROCEEDINGS

The answer to this question is very situational. It may include a 
variety of factors, such as staffing limitations, a lack of institutional 
resources, or the implementation of an innovative idea that is 
outside the scope of the library’s regular budget. One strategy is to 
outline the full scope of the project plan. Acknowledge what steps 
you have completed already with your limited resources, and then 
explain why external funding is needed to complete the next steps 
and bring the project to fruition.

Why does this project matter? What are the implications beyond the institution?

Quantitative data can be a helpful tool in projecting the potential 
impact of a project. What internal library data have you been col-
lecting that could be helpful? For example, can you quantify how 
often researchers have used a specific special collections resource? 
External data sources can also be beneficial. Surveys such as those 
from ATS and IPEDs can be used to benchmark or demonstrate cur-
rent trends in the field, and WorldCat.org can be used to provide 
an estimate of the uniqueness of specific holdings. Acknowledging 
if your library is open to the public or other groups outside your 
institution can also demonstrate a broader impact.

How can the grantor trust you to be a good steward?

Grantors want to know that you will be a good steward of the 
funds provided to you. Answers to this question should describe 
your qualifications. Attendees were encouraged to list their degrees, 
relevant coursework, and work experience. Attendees were encour-
aged to acknowledge that while their institutional resources are 
limited, they are competent professionals with appropriate experi-
ence and training.

Depending on the nature of the actual work to be undertaken in 
the project, attendees may consider inviting others to join the proj-
ect team. These team members may include a more senior member 
of library staff to serve as an advisor. It may also include relevant 
campus experts. For example, a grant focused on space planning 
might include the institution’s facilities director on the project team. 
Or a grant focused on a specific collection might include a discipline 
faculty member whose research aligns with the collection’s focus. 

http://WorldCat.org


Post-Conference Workshop    425

Supplemental Materials
The facilitator discussed how supplemental materials beyond the 
grant budget and narratives might be added to an application. 
Specific supplemental materials might be required for some oppor-
tunities per the opportunity guidelines. Additional materials may 
be optional but helpful for other opportunities if they strengthen 
the application. Examples of supplemental materials might include 
a brief resume for the project leader and a letter of support from 
an institutional leader. This letter can demonstrate the institution’s 
commitment to the project and speak to the institution’s intention of 
being a good steward of the funding. The facilitator also noted the 
common phrase that a photo is worth a thousand words. She pro-
vided examples of recently using photographs in grant applications 
to demonstrate need and illustrate the situations she described in 
the narrative. Relevant documentation or outcomes from previous 
projects can also be helpful supplemental materials. Examples of 
such documentation may include a report of a prior consultant or 
an environmental monitoring of a special collection area.

Getting the News…
That you were not awarded the grant. Attendees were encouraged 
to ask the grantor for feedback on their applications. Many are 
willing to share an application’s strengths and weaknesses. Based 
on this feedback, applicants may consider revising and resubmit-
ting the application during a future funding cycle. The facilitator 
also acknowledged that various factors might not be awarded and 
provided examples of grant applications she submitted that were 
not awarded for factors outside the strength of her project and 
application that were beyond her control.

That you got the grant! After being awarded a grant, the facilitator 
provided steps to take, including celebrating your success. Attendees 
were then encouraged to share the news with relevant stakeholders, 
including library and institutional leadership, their marketing office, 
and accounting. Many grantors will require the institution to write a 
press release or publicly acknowledge the award. Attendees should 
then implement the grant project according to relevant guidelines 
and their project plan, saving their receipts and completing report-
ing as required by the grantor.



426    ATL A 2024 PROCEEDINGS

ATLA GRANT OPPORTUNITIES

The workshop also included a presentation by Alexis Weiss, Atla 
Member Engagement and Education Librarian. Alexis provided a 
thorough overview of Atla’s many grant opportunities, including 
Consultation Grant, Digitization Grant, Open Educational Resources 
Grant, and Library Impact Grants. She provided examples of suc-
cessful projects and common application pitfalls to avoid. Attendees 
are encouraged to visit Atla’s website (https://www.atla.com/member-
benefits/) for a full explanation of each opportunity and to apply. 
Questions regarding Atla’s grant opportunities may be submitted 
to the Membership and Engagement team by emailing connect@
atla.com.

CONCLUSION

This workshop provided attendees with knowledge and strategies 
for pursuing grant applications. The facilitator hopes this session 
will increase the number of members awarded grant funding and 
that future Atla conferences will include presentations by members 
on their grant-funded projects.

https://www.atla.com/member-benefits/
https://www.atla.com/member-benefits/
mailto:connect@atla.com
mailto:connect@atla.com

