Opportunity Information: Apply for PAS 004 FY2024
The U.S. Embassy in Prague, through its Public Diplomacy Section (PDS), is offering a cooperative agreement to support a travelling outdoor exhibition program that moves through towns and cities across the Czech Republic, with an emphasis on locations outside Prague. The main purpose is public outreach: the exhibits should help Czech audiences better understand the cultural, historic, and strategic ties between the United States and the Czech Republic, strengthen awareness of the bilateral partnership, and improve perceptions of the United States as a reliable strategic partner. The intended audiences include both adults and students nationwide.
The core of the project is a set of outdoor exhibit stands that the Embassy already owns and will lend to the selected grantee. The set includes eight double-sided stands, which together display 16 A0-sized panels. The exhibit is expected to rotate to a new host location roughly every 4 to 6 weeks, meaning the grantee must plan a repeating cycle of site coordination, installation, promotion, and takedown across multiple municipalities. While the Embassy will supply and help shape the exhibit content (themes, photos, artwork, and text), the implementing partner is responsible for execution and must work closely with PDS throughout. The Embassy retains approval authority over the final design and materials and will be substantially involved in theme selection, content choices, approvals, and coordination of locations, dates, and related events, which is why the award is structured as a cooperative agreement rather than a more hands-off grant.
The selected organization (or individual, where eligible) will be expected to manage the full operational workload. This includes graphic design, translation if needed, and printing of the A0 panels on durable, high-quality aluminum. The grantee must also handle transportation, installation, and ongoing monitoring of the exhibit stands while on display. The physical requirements are significant: each assembled stand is about 200 cm tall by 108 cm wide and weighs approximately 128 kg, with the heaviest single component around 30 kg, so applicants need realistic logistics, staffing, and equipment plans. In addition, the grantee must secure and manage municipal permits and coordinate with local authorities to use public spaces such as squares or parks. For each new location, the program should include a kickoff event, with responsibilities covering event setup (for example, microphone, speaker, lectern if needed), outreach and advertising such as media advisories, and modest refreshments. When the exhibit is not deployed, the grantee must store the stands and panels in a secure, covered storage location.
Funding is capped at USD 20,000 total, with one award expected. The project period can be up to 24 months, though a 12-month period is preferred, and the anticipated start date is February 2024 (subject to available funding). Eligible applicants include a wide range of entities, including state/county/city governments, public and private higher education institutions, and nonprofits (both 501(c)(3) and non-501(c)(3)). The activity category is arts-related under CFDA 19.040, funded through FY2024 Smith-Mundt Public Diplomacy funds.
Applications must be submitted in English, with budgets in U.S. dollars, and must follow strict formatting rules (page numbering; 8.5 x 11 format; Word documents single-spaced in 12-point Calibri with at least 1-inch margins). Required components include the federal forms (SF-424 or SF-424-I, SF-424A, and SF-424B when applicable), a summary cover sheet, and a project proposal of no more than six pages that clearly explains the need, goals, measurable objectives, activities, methods/design (a logic model where appropriate), timeline with dates/locations, staffing plan, partners/sub-awards, monitoring and evaluation approach, and sustainability beyond the grant period. Applicants must also submit a detailed budget justification narrative and attachments such as one-page CVs for key personnel, letters of support from partners, a NICRA document if indirect costs are requested under an approved rate, and any official permission letters required for planned activities. Submission is electronic via email to grantsprague@state.gov with the subject line "Travelling Exhibits Proposal." The stated deadline is January 10, 2024 (with the listing also showing an original closing date of January 11, 2024), so applicants should treat January 10 as the safe cutoff.
Proposals are scored by an Embassy review committee using defined criteria: quality and feasibility (20 points), organizational capacity and grants management capability (20), planning and likelihood of achieving objectives (15), monitoring and evaluation strength (15), budget realism and justification (10), sustainability (10), and support for equity and underserved communities (10). In selecting a project, the Embassy also considers geographic and demographic reach across the Czech Republic. Proposals that align with Embassy strategic goals and include an American speaker, artist, performer, author, or similar U.S. participant receive preference, reinforcing that this is meant to be both an educational exhibit program and a broader public diplomacy effort with visible community engagement in multiple regions.Apply for PAS 004 FY2024
- The U.S. Mission to the Czech Republic in the arts sector is offering a public funding opportunity titled "U.S. Embassy Prague: American Center Travelling Outdoor Exhibit" and is now available to receive applicants.
- Interested and eligible applicants and submit their applications by referencing the CFDA number(s): 19.040.
- This funding opportunity was created on 2023-12-08.
- Applicants must submit their applications by 2024-01-11. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- Each selected applicant is eligible to receive up to $20,000.00 in funding.
- The number of recipients for this funding is limited to 1 candidate(s).
- Eligible applicants include: State governments, County governments, City or township governments, Public and State controlled institutions of higher education, Nonprofits having a 501 (c) (3) status with the IRS, other than institutions of higher education, Nonprofits that do not have a 501 (c) (3) status with the IRS, other than institutions of higher education, Private institutions of higher education.
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Frequently Asked Questions (FAQs)
What is this funding opportunity for?
This cooperative agreement supports a travelling outdoor exhibition program that moves through towns and cities across the Czech Republic, with an emphasis on locations outside Prague. The goal is public outreach through an exhibit that helps Czech audiences better understand the cultural, historic, and strategic ties between the United States and the Czech Republic, strengthens awareness of the bilateral partnership, and improves perceptions of the United States as a reliable strategic partner.
Who is offering the award?
The U.S. Embassy in Prague, through its Public Diplomacy Section (PDS), is offering the award.
Is this a grant or a cooperative agreement?
It is structured as a cooperative agreement. The Embassy will be substantially involved in theme selection, content choices, approvals, and coordination of locations, dates, and related events. The Embassy also retains approval authority over the final design and materials.
What types of applicants are eligible?
Eligible applicants include state/county/city governments, public and private higher education institutions, and nonprofits (both 501(c)(3) and non-501(c)(3)). The opportunity also notes eligibility for individuals where eligible.
How much funding is available?
Funding is capped at USD 20,000 total. One award is expected.
How long is the project period?
The project period can be up to 24 months, though a 12-month period is preferred.
When is the anticipated start date?
The anticipated start date is February 2024, subject to available funding.
Where should the exhibition take place?
The program is intended to travel through towns and cities across the Czech Republic, with an emphasis on locations outside Prague. The Embassy also considers geographic and demographic reach when selecting a project.
Who are the intended audiences?
The intended audiences include both adults and students nationwide in the Czech Republic.
What is the core format of the exhibition?
The core of the project is a set of outdoor exhibit stands owned by the Embassy and lent to the selected grantee. The set includes eight double-sided stands displaying a total of 16 A0-sized panels.
How often should the exhibit move to a new location?
The exhibit is expected to rotate to a new host location roughly every 4 to 6 weeks. This requires a repeating cycle of coordination with sites, installation, promotion, and takedown across multiple municipalities.
What does the Embassy provide versus what the grantee must do?
The Embassy will supply and help shape exhibit content (themes, photos, artwork, and text) and will work closely with the implementing partner throughout. The grantee is responsible for execution, including design production work, printing, logistics, installation, monitoring, permits, local coordination, events, promotion, storage, and day-to-day delivery.
Does the Embassy have to approve the exhibit design and materials?
Yes. The Embassy retains approval authority over the final design and materials and will be substantially involved in content and theme selection and approvals.
What operational tasks is the grantee expected to manage?
The selected grantee is expected to manage the full operational workload, including:
- Graphic design
- Translation if needed
- Printing A0 panels on durable, high-quality aluminum
- Transportation of exhibit stands and panels between locations
- Installation and takedown at each host site
- Ongoing monitoring of the exhibit while on display
- Securing and managing municipal permits
- Coordinating with local authorities for public spaces (squares, parks, etc.)
- Planning and delivering a kickoff event at each new location
- Outreach and advertising (including media advisories)
- Providing modest refreshments for events
- Secure, covered storage when the exhibit is not deployed
What are the physical and logistical requirements for the exhibit stands?
The physical requirements are significant. Each assembled stand is approximately 200 cm tall by 108 cm wide and weighs about 128 kg. The heaviest single component is around 30 kg. Applicants are expected to propose realistic logistics, staffing, and equipment plans to safely transport, assemble, and manage the exhibit across multiple sites.
What kind of public spaces can be used as host locations?
The opportunity references public spaces such as squares or parks. The grantee must coordinate with local authorities and secure any required municipal permits for each location.
Are events required at each location?
Yes. For each new location, the program should include a kickoff event. The grantee is responsible for event setup needs (for example, microphone, speaker, lectern if needed), outreach and advertising such as media advisories, and modest refreshments.
What happens when the exhibit is not on display?
The grantee must store the stands and panels in a secure, covered storage location when the exhibit is not deployed.
Is there any preference for including U.S. participants?
Yes. Proposals that align with Embassy strategic goals and include an American speaker, artist, performer, author, or similar U.S. participant receive preference.
What is the activity category and program reference?
The activity category is arts-related under CFDA 19.040, funded through FY2024 Smith-Mundt Public Diplomacy funds.
In what language must the application be submitted?
Applications must be submitted in English.
What currency should be used for the budget?
Budgets must be in U.S. dollars (USD).
What formatting rules apply to the application package?
The application must follow strict formatting rules, including page numbering and 8.5 x 11 format. Word documents must be single-spaced in 12-point Calibri with at least 1-inch margins.
What forms and documents are required?
Required components include:
- Federal forms: SF-424 or SF-424-I, SF-424A, and SF-424B (when applicable)
- A summary cover sheet
- A project proposal (no more than six pages)
- A detailed budget justification narrative
- Attachments such as one-page CVs for key personnel
- Letters of support from partners
- NICRA documentation if requesting indirect costs under an approved rate
- Any official permission letters required for planned activities
What must be included in the project proposal narrative (up to six pages)?
The proposal should clearly explain the need, goals, measurable objectives, activities, methods/design (including a logic model where appropriate), timeline with dates and locations, staffing plan, partners and any sub-awards, the monitoring and evaluation approach, and sustainability beyond the grant period.
Where and how do applicants submit the application?
Submission is electronic via email to grantsprague@state.gov using the subject line "Travelling Exhibits Proposal."
What is the application deadline?
The stated deadline is January 10, 2024. The listing also shows an original closing date of January 11, 2024, but applicants should treat January 10 as the safe cutoff.
How will proposals be evaluated?
Proposals are scored by an Embassy review committee using defined criteria:
- Quality and feasibility (20 points)
- Organizational capacity and grants management capability (20 points)
- Planning and likelihood of achieving objectives (15 points)
- Monitoring and evaluation strength (15 points)
- Budget realism and justification (10 points)
- Sustainability (10 points)
- Support for equity and underserved communities (10 points)
Does geographic and demographic reach affect selection?
Yes. In selecting a project, the Embassy considers geographic and demographic reach across the Czech Republic, supporting the emphasis on engagement beyond Prague.
What does "monitoring and evaluation" mean in this opportunity?
Applicants are expected to describe a monitoring and evaluation approach in the proposal narrative. The evaluation criteria also assign points to the strength of monitoring and evaluation (15 points), so the plan should be specific and tied to measurable objectives.
Are indirect costs allowed?
Indirect costs may be requested if the applicant has an approved indirect cost rate, and the application includes a NICRA document when indirect costs are requested under an approved rate.
What is expected regarding permits and permissions?
The grantee must secure and manage municipal permits and coordinate with local authorities to use public spaces. The application should include any official permission letters required for planned activities as attachments.
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