Guidelines for Application

Application Procedures

Proposals should be addressed to Fred Bay, President and CEO, and submitted by mail to The Bay and Paul Foundations, 17 West 94th Street, 1st Floor, New York, NY 10025. Proposals submitted should be postmarked by the following deadlines (or the next business day if the date falls on a weekend or holiday) in order to be reviewed for scheduled board meetings: March 1 for the May meeting, September 1 for the November meeting, and December 1 for the February meeting.

Please note that requests for support in our Collections Care category are considered annually at our spring Board meeting. Proposals in this category will be accepted beginning January 1 up until the proposal postmark deadline date of March 1 of the same calendar year. We will not process proposals received outside of these dates and are not able to retain them.

We do not accept proposals by fax or email and strongly prefer that applicants use regular postal service delivery as opposed to alternative delivery services. Also, please note that will will not go to the post office to retrieve undelivered mail requiring a signature, such as certified mail.

Please prepare applications with a concern for the environment. We ask that you submit only one copy of the proposal and limit the amount of supporting materials. We prefer not to receive, and we do not retain, plastic binders or packaging.

Proposals are reviewed by a committee of Board and staff preliminary to setting the grants agenda for consideration by the full Board. *NEW* Please note that as of December 1, 2011, requests for support must be submitted using the NY/NJ Common Application Form. You can find the Common Application Form, as well as the NY/NJ Common Report Form used for reporting, linked below at the bottom of this page.

Fiscal Sponsorship: We do not accept fiscal agency arrangements, only fiscal sponsorship. Organizations serving in the fiscal sponsorship capacity will have to complete and submit along with the request for support, a Fiscal Sponsor Contract. Please see the link, "Fiscal Sponsor Contract" at the bottom of this page.

Proposals are reviewed for appropriateness within our grant-making guidelines, for completeness and with a view to our budget allocations by funding category. Our typical first-time grants range from $3,000 to $10,000. There is a Board enunciated preference to limit grant payments to no more than three years in a five-year period for any one organization or for a continuing project.

As part of our review process, we may request a meeting or site visit. These most often occur at our initiative and only after having received a written proposal. We caution that site visits should not be interpreted as an indication of likely support.

We do not make grants to individuals (other than our Biodiversity Leadership Awards). With rare exceptions, the Foundation does not accept proposals or provide funding for endowments, building campaigns, building construction or maintenance, sectarian religious programs, books or studies, individual scholarships or fellowships, loans, travel, film, television or video productions, programs consisting primarily of conferences, for annual fund appeals, or to other than publicly recognized charities. First-time grants for K-12 arts-in-education programs and K-12 science and math programs are currently geographically restricted to the New York City metropolitan area.

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