Allowable PR Items in LSTA Projects

2009-02-26T14:21:50Z

If you are writing a Library Services & Technology Act (LSTA) grant, here are some tips for what is appropriate versus is not allowed for Public Relations and Promotional Materials:

PUBLIC RELATIONS:
Typically, allowable public relations costs are specific expenses involved in a project to inform the public or the press about specific LSTA grant projects. Public relations costs, such as brochures and bookmarks, charged to an LSTA project to carry out that SPECIFIC project would be allowable.

However, a general message such as "libraries are good places and have great stuff" would be considered NOT allowable.

As a further example, it would NOT be an allowable cost on an LSTA project to hire a photographer to take photographs of library patrons for a press release highlighting the importance of libraries. However, using a photographer to take photographs to let users know about the availability of an LSTA-funded service in furtherance of a specific LSTA-funded projects would likely be allowable.

LSTA costs may be used to promote the project, not the library.

PROMOTIONAL MATERIALS: Educational and Informational vs. Promotional and Entertainment

OMB Circulars A-21, A-87, and A-122 do NOT allow costs of promotional items and memorabilia including models, gifts, and souvenirs to be applied as allowable costs to LSTA grant awards.

Following is a listing of promotional items that are carefully reviewed on a case-by-case basis before their cost is approved out of LSTA award funds: bookmarks, postcards, T-shirts, mugs, books, bags, CDs, calculators, banks, jump ropes, ties, scarves, bibs, safety plugs, hats, rubber stamps, sidewalk chalk, jigsaw puzzles, patches, flying disks, paint sheets, plastic bags, trading cards, stretch band watches, gel bracelets, posters, door hangers, magnetic bookmarks, pennants, megaphones, figurines, banners, book packs, mini-pad holders, and message magnets. Please note that the foregoing list is illustrative; its inclusion in this Guideline does not imply that these items are per se allowable. Each item is carefully scrutinized in the context of its specific corresponding project.

As stated above, the OMB Circulars prohibit these items from being used as gifts, models, or souvenirs. The purchase of these items with LSTA funds is rarely an allowable cost unless sub-grant recipients have a clearly demonstrable and legitimate purpose for the purchase and distribution of these items that is directly related to the LSTA grant project.

A general guiding question often used is whether a prudent person would determine that the items are directly related to the LSTA grant project, and a factor may be whether the items are more educational and informational in nature than promotional. Since often these items are more promotional in nature, and therefore are an unallowable cost, many libraries partner with businesses and other organizations to cover the costs of promotional materials.

Education and informational would generally be allowed. Promotional and entertainment would generally not be allowed.

Best wishes for a successful LSTA grant application!