Communicating About Your Grant
The Communications Department of The William and Flora Hewlett Foundation welcomes you as one of our grantee partners. We know that you may develop and share news and information about your work over the course of the grant. We are happy to help you best characterize your organization’s relationship with the Foundation.
One of the goals of the Foundation is to communicate to key audiences about the Foundation’s goals and strategies. We are also very interested in supporting the effectiveness of your work through good communications. Thus, we encourage you to be as strategic as possible about your communications.
One approach to communications planning that many grantees use is a free, online tool called the Smart Chart, developed by the communications firm, Spitfire Strategies. The Smart Chart can serve as a guide to designing effective communications strategies. This tool helps nonprofits think through audiences, messages, and communications activities for each of their objectives. A template and directions for using the Smart Chart are available at www.smartchart.org.
If you are in the process of building your strategy, we can, from time to time, advise you on strategy or help you think through how to get consulting support where appropriate within the terms of the grant.
Media and Other Policy Guidelines
Our grantees often have questions about how to work with the media and other audiences, and especially about how to portray the Foundation’s support. The following are several suggestions addressing the most common issues posed by grantees and some specific procedures we ask you to follow.
Developing your media activities: If you will be conducting communications activities in which the Foundation is mentioned prominently, please notify the Foundation’s Communications staff at least five business days in advance of the communications activities and provide us with copies of materials that will be distributed, if possible. This will permit us to respond effectively to any inquiries directed to the Foundation that may derive from such activities.
Announcing your grant to key audiences via the media (as opposed to paid advertisements): When it serves an organization’s charitable goals and strategies, general operating support grantees are welcome to acknowledge the Foundation’s support by including a reference to the Foundation on a list of funding sources. For example, it would be fine for a general operating support grantee to include the Hewlett Foundation in a list of other foundations that provide the organization with funding. Project support grantees are welcome to acknowledge the Foundation’s support in a list of funding sources if they clearly indicate that the Foundation has provided the grantee with support for a specific program or project and the program or project is identified.
As noted in the Grant Agreement, we require prior approval of any other public acknowledgement of your grant and all uses of the Foundation’s logo to ensure that the Foundation and its grant programs are portrayed accurately. Please provide any such planned announcement to us at least five business days before its intended release so that we may have time to review it.
If you would like to include a description of the Foundation in your intended release, we advise using the following paragraph:
About The William and Flora Hewlett Foundation
The William and Flora Hewlett Foundation has been making grants since 1967 to help solve social and environmental problems at home and around the world. The Foundation concentrates its resources on activities in education, the environment, global development and population, performing arts, and philanthropy, and makes grants to support disadvantaged communities in the San Francisco Bay Area.
Paid advertisements: As required by the conditions stated in the Grant Agreement, any paid advertisement that mentions the Foundation or is produced using Foundation funds must be forwarded to the Foundation’s Communications Department, preferably with the primary program officer copied, for review and approval at least five business days before the proposed advertisement is scheduled to appear.
All other uses of the Foundation’s name: As provided in the Grant Agreement, you may not use The William and Flora Hewlett Foundation’s name, including in the title of your program, without prior approval from the primary grants officer and the Foundation’s Communications Department.
Other: If you are supported by multiple organizations, individuals, or a combination thereof, we can work with you to create language that best describes your project’s funding.
Gifts and Awards: Although we welcome formal acknowledgment of the Foundation’s support when it serves an organization’s goals and strategies, we ask that grantees not present awards to the Foundation or to the Foundation’s staff as a way of recognizing that support. As an institution, our policy and preference is for our program partners to be the recipients of awards, rather than the Foundation. Please let the Foundation’s Communications staff know of any planned formal acknowledgment of the Foundation’s grantmaking.
Once again, we welcome and look forward to working with you.
The William and Flora Hewlett Foundation