> **DEMOCRACY COMMISSION SMALL GRANTS**

Public Affairs Section

U.S. Embassy Belgrade

**APPLICATION GUIDELINES**

**I. Grant Applicant**

Name of the organization, address, phone/fax number/e-mail address, name
and title of director and other significant staff members, particularly
those who will be involved in the project.

Applicants should also attach a CV, resume or personal history of the
people who will be engaged in the project. No one CV should exceed one
page.

**II. Background on Applicant**

When was the organization founded, what are its principle activities,
significant achievements, etc.? A copy of the registration papers of the
organization as issued by host country authorities should be attached.

**III. Program Description/Purpose**

What does the applicant propose to do? The proposal should contain
sufficient information that anyone not familiar with it would understand
exactly what the applicant wants to do and why. The more specific,
detailed, and clear the program description, the better. Remember that
the Democracy Commission will only award funds to the best proposals,
those that can clearly show [how]{.underline} the proposed project will
help the development of democratic, free market society in the host
country.

**IV. Project Justification**

This is a very important aspect of the proposal and applicants should
pay particular attention to it. What is the importance of the project?
Why should it be funded? Who will be affected by this project? What
difference does it make for your country? Remember that the Democracy
Commission will only support those projects that will make an important
contribution.

Applicants may also attach letters of endorsement attesting to the
seriousness of the proposal.

**V. Project Sustainability**

Describe the expected long-term effects of the project. If the project
is intended to continue after the funding from the Democracy Commission
ends, the proposal must also contain a very thorough explanation how the
organization will fund the activity in the future. If a convincing
explanation is not included, this will disqualify the project from
consideration for Democracy Commission support.

VI. **Proposed Program dates**

When will the project be carried out, if it is funded? Be realistic
about dates. Remember that, even if approved, funds from the Democracy
Commission may not be available for as long as two or three months from
the time the application is submitted. (For example, if the applicant
submits the proposal in September, but states that the project must
begin in September, the Commission may reject the proposal as
unrealistic on this basis alone.)

**VII. Detailed Budget, including supporting narrative**

In order to be sure that the Commission understands why there is a need
for money, the applicant should prepare [a line-by-line list of
expenses]{.underline} that will be generated by this project. The budget
should be prepared in a logical manner and offer enough detail that a
reviewer will be able to understand exactly what the figures mean and
how that figure was determined.

ALL PROJECT EXPENSES SHOULD BE CALCULATED IN ADVANCE AND BE REALISTIC.
THE DEMOCRACY COMMISSION MEMBERS WILL NOT AUTHORIZE ANY FUNDS IF THERE
IS ANY QUESTION ABOUT THE BUDGET.

The budget narrative should follow the actual budget presentation itself
and describe in some detail the costs presented in the budget. In other
words, the narrative explains, line by line, what the numbers mean and
how they were determined. (For example, Travel: \$3,000.\" Explanation:
Two day conference in (location) for 30 participants with a 2X\$50
travel grant to each participant for room, board and transportation
costs.)

If the proposal seeks funding to purchase a service or equipment, the
application must include three pro-forma estimates from the service or
equipment vendor. Simply listing Computer and printer: \$4,000\" is not
sufficient. The Commission will want to know what kind of computer, what
kind of printer and how much three different vendors will charge for
this equipment.

BUDGET GUIDELINES

[Program expenses]{.underline} should cover all costs for the project
activities. They may include all honoraria to specialists or associates;
travel/per diem/lodging expenses for trips; and all expenses for
seminars or conferences (speakers' fee, preparation of materials and
room rental).

[Fees]{.underline} could be paid only to the people who will spend a
majority of their time on the project and have signed contracts. The
fees should be calculated on the total number of hours worked for the
duration of the project. Fee levels should be reasonable and no higher
than other local salaries, and should include all local taxes.

[Equipment]{.underline} means computer, copying machine, printer or
other technical devices necessary for the fulfillment of the project
(for example, the purchase of a computer for organizing a conference is
not a justified expense).

[Administrative expenses]{.underline} include communication expenses
(phone, fax, e-mail, postage); bank taxes; copying and print services;
office materials (paper, toner, envelopes, etc.).

[Bank charges]{.underline} should be pre-calculated and included in the
budget. The use of "[miscellaneous expenses"]{.underline} as a budget
item is unacceptable.

[Cocktail parties and meals]{.underline} not integral to a program event
are not acceptable grant expenses. An effort should be made to secure
funding from other sources for food costs.

[Entertainment costs]{.underline} (amusement, diversion, social
activities, ceremonials, alcoholic beverages, cocktail parties) are not
allowable expenses.

PLEASE NOTE THAT THE BUDGET ITEMS CANNOT BE CHANGED DURING THE
FULFILLMENT OF THE PROJECT.

**VIII. Reporting Requirements**

If you receive funding from the Democracy Commission, you will be
required to submit a detailed program and financial report on the
outcomes of the project. Please describe when you will submit the report
on the outcomes and who will prepare the financial report (e.g. an
accountant).

**IX. Other sources of support for this project, including the in-kind
contribution of the applying organization**

Please describe the possibilities for co-funding of the project by other
organization.

Please describe the in-kind contribution of your organization - it can
be voluntary work, use of premises, vehicles, classroom supplies,
equipment or payment of a program event from your own funds (e.g. rental
of a hall, printing of announcements, meals, travel, etc.).

Please state which other organizations you have applied to for funding
with the same project, and the status of those applications.

PLEASE DO NOT SEND IN THE APPLICATION BEFORE YOU:

\* Read once again the Democracy Commission Guidelines that describe the
Small Grant Program. Make sure you understand those guidelines and that
your proposal fits the purposes it discusses.

\* Carefully review the application to make sure it is complete and free
of errors.

\* Ask someone who does not know anything about your project to read
your proposal to determine if it is understandable. Remember that the
members of the Democracy Commission will not know anything about your
proposal until they read it. If they cannot understand it simply by
reading what you have written, it will not be approved.

\* Ask someone with experience applying for grants to look at the
application and provide advice on improving it.

\* Make sure the application is neatly typed and easy to read **in
English**. Perfect English is not required but the proposal must be
understandable to an English speaker.

Applications which do not include the required information or do not
comply with the requirements of the Program guidelines, will not be
reviewed.

SEND THE COMPLETED APPLICATION FORM TO:

Democracy Commission

Public Affairs Office

United States Embassy

Kneza Milosa 50

11000 Belgrade

In case of any questions please contact Public Affairs Office, U.S.
Embassy Belgrade, phone: 011/306-4773, e-mail: demcomSerbia@state.gov