Pro Bono Design Handbook for Nonprofits

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Pro Bono Design Handbook for NONPROFITS a publication of Public Architecture

a resource for nonproďŹ ts interested in connecting with the 1+ program’s network of designers offering pro bono design services.


THE 1% HAS A NEW NAME. IT’S NOW 1+ 1% was just the beginning. Now more than a decade later, architects and designers routinely donate far beyond that minimum time. Leveraging our growth, The 1% is now known as 1+.


The 1+ program of Public Architecture provides an international network of architecture and design firms contributing pro bono services to nonprofit organizations with design service needs. Whether you are already participating in the 1+ program or just beginning to think about your organization’s design needs, this handbook will guide you through the matching process, from taking stock of your resources to finding and partnering with a design firm. Design can increase your organization’s capacity to serve its mission. How can it do this? And how can you get the most out of the 1+? By educating nonprofits on the design process and their role as client, this handbook will give you the tools to ensure the success of your pro bono project. WHAT IS PRO BONO DESIGN? The 1+ defines pro bono service as professional services rendered in the public interest without expectation of a fee or with a significant reduction in fees (refer to glossary, pro bono compensation structures). Pro bono service can take many forms; it is any contribution of designers’ knowledge, skills, judgment, and/or creativity that services the public good. The 1+ primarily serves 501(c)(3) nonprofit organizations. These organizations have been relieved of their tax burden in recognition of the societal benefit they provide, making them appropriate pro bono clients.

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ASSESS

MATCH

ENGAGE


“Perkins+Will taught us how space can reflect the core values of an organization. They conducted interactive exercises with the staff, including a questionnaire, several focus groups, and open discussions in order to better understand everyone’s perspectives on their ideal work space.” Ruth Barrett-Rendler, Deputy Director of the Center for Victims of Torture, St. Paul, MN

Perkins+Will + The Center for Victims of Torture, The CVT Headquarters, St. Paul, MN © Brandon Stengel


1 ASSESS RESOURCES + GOALS



Design projects benefit when the client performs an internal assessment of their resources to understand how their strengths can benefit the design process. Those resources range from staff capacity to manage the project internally to fundraising in the capital campaign to support the construction process. Before contacting a firm, perform the following activities to drive energy and resources towards your project. Well-organized nonprofits exhibit a commitment to their project’s success and are more likely to attract interest from designers.

Establish a committee of stakeholders to gather ideas, prioritize goals, and strategize on fundraising. This will likely include board members, community leaders, and senior staff. Ensure their input on the future direction of your organization is heard.

1 Assess

TAKE STOCK OF RESOURCES

Identify key decision-makers within your organization

Appraise fundraising opportunities Assessing sources for present and future funding should happen early in the process to determine a workable scope and phasing plan for the project. Design can aid with fundraising through the production of capital campaign materials, such as architectural renderings that show what your new facility could look like, or a facility needs assessment to better define the scope of work that needs to be done.

Cultivate connections Reach out to your broader network of donors, clients, and volunteers as you develop a vision for your new space. They may have useful input on the design or be able to point to additional pro bono and in-kind resources. For the Hands on Atlanta headquarters in Atlanta, in-kind donations poured in from supporters of the organization, from cubicles to office furniture and even electronics, and ultimately informed much of the design. Open up your organization to these types of opportunities.

Identify opportunities and challenges Look at the particulars of your organization. Are there specific attributes of your organization, its mission, and its clients that create any notable opportunities or constraints for the design improvements under consideration? Does your clientele have accessibility issues? Are there unique cultural needs among your community that will impact the design of the space?

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Desired outcomes The 1+ program has identified some of the project types most needed by nonprofit organizations. These project types were developed to build nonprofits’ capacity: • Facility needs assessment • Capital campaign materials • Building & space identification • Brand development • Sustainability plan and certification

A designer can help determine your design goals, but knowing your organization’s long term plans in advance will help move the process forward. Envision how your organization will evolve and grow, regardless of whether the goal is a new facility, a landscaped space, or interior design. The vision for your design project relies on clearly articulated goals and desired outcomes.

1 Assess

PROJECT GOALS

• Accessibility • Landscape • New Building • Facilities renovation • Interiors

See the glossary for a detailed description of these project types.

Organizational precedents Seek out other organizations that have pursued a similar project. Ask them what pitfalls they encountered along the way and what preparatory steps helped streamline their process. The 1+ has a vast network of nonprofits that are pursuing or have completed pro bono projects. Click EXPLORE in the main navigation menu of TheOnePlus. org home page, search for projects you like, and use MY MESSAGES to contact the nonprofit to discuss and learn from their process.

What spaces inspire you? Identifying inspiring spaces is a valuable tool for determining design goals. Start collecting images of spaces and places that you find compelling. This can include samples of materials, colors that capture your imagination, or other spaces you find attractive and function well. Magazines such as Architect, Landscape Architecture, Interior Design, Dwell, and Metropolis are among numerous design magazines and other publications that feature well-designed projects at a variety of scales, budgets and project types.

Timeline Establishing a timeline early in the process will help make partnering with a 1+ firm more efficient and ultimately help to keep the project on budget. When a project team is confronted with an unrealistic timeline, it can put your project behind schedule and cause a domino effect of overages from staff overtime to increased cost of materials and deliveries. A schedule provides a concrete metric against which you can track the progress of the project. It will also assist designers in budgeting their time accordingly.

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“Immediately after opening, we noticed the space was conducting a different level of energy in both the clients and the staff. On top of more imbued energy, our new space can welcome well over 100 drop-in clients per day. Previously, we were limited to fifty. It is a true transformation.” Kathy Ketchum, Chief Administrative Officer, Los Angeles Gay & Lesbian Center, Los Angeles, CA

HOK + Los Angeles Gay & Lesbian Center, Youth Center on Highland © Jesse Finley Reed


2 MATCH REGISTER + REQUEST SERVICES



Join the 1+

The 1+ program is made up of thousands of architects, engineers and designers across the country and beyond, whose combined pro bono service pledges were valued at more than $55 million annually in 2016. These professionals are here to serve your design needs, whether that means redesigning a space to anticipate your organization’s growth, creating a better work or client environment, or strengthening the brand identity by integrating your organization’s messaging into a space. The registration process is easy. If you haven’t already, join now!

Create a project

To participate, nonprofits must have 501(c)(3) status or a fiscal sponsor, and be based in the US. This does not exclude nonprofits from having projects located outside the country. If your nonprofit is eligible, go to the 1+ homepage and register by clicking JOIN in the main navigation menu. Fill out the questionnaire with your organization’s contact information. Include relevant information about your mission, partners, funders, and tax status. Upload an image or logo that represents your organization. Once this information is entered, select CREATE NEW ACCOUNT at the bottom of the page.

2 Match

JOIN THE 1+ PROGRAM

After registering with the 1+, you will receive a confirmation email and a link to set your password. You may then log in with your new credentials. The next step is to click CREATE PROJECT to post your design service need on the website. Fill out the project profile with information about your community, your goals, the project funding and in-kind donations available, as well as the project timeline. Be specific about your design service needs, describing the scope of work and scale of the project. Accept the Hold Harmless agreement, then upload images that ‘sell’ your project, such as photos of your project’s existing condition. Click to SAVE the project at the bottom of the page. Review the project profile and click ACTIVATE & POST PROJECT to submit the project to Public Architecture for publishing. To add more details or change the project description now or at a later time, simply EDIT the project profile and click SAVE again. The 1+ program will send you an email to let you know when your project is approved and visible to firms seeking nonprofit projects.

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Nonprofits may post more than one service request to the website. Some nonprofits that are embarking on large building campaigns find it easier and quicker to match with a designer if they limit the service request to preliminary design services such as a facility needs assessment and capital campaign renderings. If you match with a designer and determine that the project will benefit from additional design resources, either of you either of you may click FIND ADDITIONAL DESIGNER on the project’s page to search for another designer and invite them to join the project team. Once this scope of work is complete, the project partners can agree to continue to work together or the nonprofit can create another project on the 1+, requesting services for the next phase of work in the design process. See Client Role for more information about phasing.


MATCHING PROCESS

Explore designers Log in and click EXPLORE in the main navigation menu. Click DESIGNERS to view the list of all participating firms, and use the filters to tailor the list to your needs such as location and experience. Visit their 1+ profiles and websites, and establish a shortlist of qualified firms. The 1+ invites you to meet 1+ designers who are also members of the industry’s leading professional associations. Go to EXPLORE and select DESIGNERS, filtering by the AIA, ASID and IIDA. Professional associations lighten the burden of vetting firms by guaranteeing a base level of professional engagement and quality.

The 1+ matching service reports over 1000 nonprofit projects in all stages - from nonprofits seeking design partners to matched and completed projects. If your organization is ready to begin the matching process, with your project approved by Public Architecture, click EXPLORE and start searching for firms.

Assess suitability Research the design disciplines represented in the firms. Review their portfolio and the project types represented. Does your project require architecture, landscape architecture, engineering services, or another design service? Does the firm have experience in the service area of your organization? Note which firms’ service offerings match your design goals. Based on your design goals and the services required for your project, begin to assess the suitability of the firms. By asking the questions below, you can begin to assemble a list of firms that have the skills and capacity appropriate to take your project to completion. • Has the firm completed projects of a similar scope or size before? • Do they have experience with your project type? For example, if your organization is a healthcare provider, does the firm have healthcare facility experience? • Are you more inclined to go with a small firm or large firm? Does the firm need to be local?

Connect with a designer Once you have a short list of firms, it is time to request design services. Log in into your 1+ account, click EXPLORE, and navigate to the first firm on your list. Select CONNECT on the profile page of the firm you wish to contact. The 1+ system automatically generates and an inquiry email to the firm, which you may edit and send. Nonprofits can inquire with three firms at any time. Firms can also send you inquiries to offer their services on your project. With the first inquiry sent to a designer, the system automatically changes the match status to EXPRESSED INTEREST. Inquiries expire after one month when no response is received. If the designer responds positively to the inquiry, the project status becomes BOTH INTERESTED. At this stage, we advise the firm and nonprofit to arrange a meeting to discuss the project in depth and determine if the partnership could be a good fit. Nonprofits may send reminders as deadlines approach by choosing SEND REMINDER on MY MATCHING page. See Meet Firm Candidates for tips to think about when first talking with designers.


The final matching stage is to confirm the partnership. This should happen only after an agreement to work together is made between your nonprofit and the firm. To confirm a match, log in to TheOnePlus.org. Under the project listing, click CONFIRM next to the firm’s name. The system changes the project status to INPROGRESS. This action removes the project from the matching pool and it is no longer visible to other firms on the 1+ website. If the match does not work out for whatever reason, you can re-start the matching process by clicking DEACTIVATE PROJECT on the project page, which will remove all matches and allow you to edit and re-post the project.

2 Match

Confirm the match

Add additional designers If you and the designer feel the project will benefit from additional design resources, either of you may click FIND ADDITIONAL DESIGNER on the project’s page to search for another design firm and invite them to join the project team. You may invite designers from any design service category to join the project. Interdisciplinary teams are welcomed and encouraged. 1+ design services are categorized by the following disciplines: Architecture Interior Design Landscape Architecture Engineering Urban Design & Planning Sustainability & More

Public Architecture support Public Architecture staff reviews every nonprofit registration and project posted to the 1+, and is available to answer questions. We provide feedback as needed to improve and clarify the project before it is visible to firm participants and goes live on the 1+ website for matching. Have questions along the way? Send an email to info@TheOnePlus.org.

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Ask to set up an in-person meeting with the contact person at the potential partnering firms. If that isn’t feasible, request a portfolio of their work, a list of qualifications, and references. Share your project goals, talk to their past clients and visit their completed projects in your area. Learn as much as possible about the firms in order to make an informed decision about their suitability for your project.

2 Match

MEET DESIGN CANDIDATES

Interview your top contenders

Review your impressions

Successful partnering on a project is a two-way process. The matching system is more efficient when both the designer and nonprofit participants are proactive communicators. The following section is meant to help nonprofits prepare to talk to candidate design partners.

Before choosing a firm, review your impressions. A good working relationship and compatible communication style are just as important as the firm’s strength and design talent. Mutual trust and understanding is paramount. Ask yourself the following questions: • Does the design team understand and support your organization’s mission? • Are your schedules compatible? • Do you understand the designer’s process? • Do you have the same expectations for the scope of work? • Is there a mutual understanding about the pro bono fee structure? • Has the firm completed other pro bono projects, and if so, how were those projects integrated into the office? • Is there a liaison or point person at the firm? Is that person excited about your project?

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PUBLIC ARCHITECTURE

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Budgeting Identify available funding sources and create a project budget with your organization’s key stakeholders. Work with the designer to assess budget feasibility. It is important to consider life cycle costs to calculate and analyze expected future operating and maintenance costs. The Nonprofit Finance Fund and other likeminded organizations can provide excellent third party advice on how to finance capital projects. Your board should play a key role in all financial decisions.

2 Match

THE CLIENT ROLE

Pro bono compensation The following section identifies important variables for nonprofits to consider when beginning any design project. Setting your expectations for each of these variables before you meet with a designer will advance the conversation and reflect positively on your organization as a potential new client.

Even if the work is being done gratis, you should expect to receive invoices from your designer, noting time spent working on the project and the value of their donation. Acknowledging the value of services quantifies the firm’s investment in the project and can be used to solicit other large donations for construction.

Liability Given that the design firm you’re working with is contributing their time pro bono, they may seek to mitigate some of their liability exposure as part of your contract. Liability concerns should be fully vetted by your organization’s board and legal counsel.

Sign a contract A formal agreement between the two parties is recommended. The document serves as an opportunity to ensure that you and the partner firm envision the same project, requirements and expectations. Contracts should also be reviewed by your organization’s legal counsel.

Phasing Depending on the fundraising situation, consider dividing the project into phases of work to make achieving the overall goals more feasible. This may also improve your chances for a successful match, as smaller projects are easier for firms to take on with less resources and staff capacity.

Decision making and collaboration Set a clear method for decision-making by establishing primary contacts within your organization and the design firm. A designer will depend on timely communication regarding your design preferences, functional requirements, and budget. It is important that internal decisions are made promptly to minimize impact on the schedule and budget.

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Let Public Architecture know when your project is complete by choosing PROJECT COMPLETED on the project page and filling out the survey when prompted . This provides us with important metrics to evaluate and promote the success of the program. We like to feature successfully completed pro bono projects on our blog, in case studies, and resources such as this handbook. Feel free to email info@TheOnePlus.org and tell us more about your completed project and experience in the program.


“It’s important to say, ‘What Heartland Habitat for Humanity does, it does so well.’ The collaboration became a question of what unique problems can we solve. All along, I was amazed by their open-minded staff, from the field supervisors, to the project managers, and the director.” Josh Shelton, AIA, Principal of el dorado inc, Kansas City, KS

el dorado inc. + Heartland Habitat for Humanity, Kansas City, KS © Heartland Habitat for Humanity


3 ENGAGE COLLABORATE + COMMUNICATE



Recognize the firm Treat the design firm like you would treat any donor at a comparable level. Recognize their contribution publicly and invite them to your organization’s programs and events. Although it’s obvious, be sure to say ‘thank you’ for their help.

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COMMUNITY BUILDING

Community outreach Show the positive change brought by the project to donors and the community at large. Invite community members to watch and participate as the project develops. This can be done through programming and events on site.

Community engagement throughout all phases of the design will help make the process a good experience for everyone, from the designers to your staff, stakeholders, neighbors, and clients. Documenting and publicizing the project’s progress and its completion is a good way to honor and promote the collaboration. Community pride in the project can go a long way after the project is complete.

Media campaign There are numerous ways for the project and your organization to receive media coverage. Below are some common methods: • Develop a brief, informal script that describes your collaboration with the designer. Make it available for staff to promote the project with donors and stakeholders. • Display presentation boards detailing the project’s concept and progress. • Start a project blog or track your progress on Facebook or Twitter. This provides a living record of the project’s completion. • Pitch your project to local media as a story.

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1+ Case Study Series The 1+ Case Studies are an on-going series of case studies that features projects by AIA, IIDA, and ASID members who are making pro bono service an integral part of design practice. The 1+ Case Studies and other digital publications of Public Architecture may be found online at issuu.com/publicarchitecture.

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RESOURCES

EXPLORE 1+ Click EXPLORE to search through the members and projects posted on the website. Click on a project to see the description and details.

The 1+ program is a critical component of Public Architecture’s advocacy and outreach campaigns. We conduct case studies on a regular basis to distill best practices and have a number of other project resources to further assist nonprofit clients committed to social change and their designers.

1+ strategic alliances Through Public Architecture’s industry partnerships with the AIA, IIDA and ASID, we challenge architects and interior designers to integrate pro bono service into their practice. Professional associations lighten the burden of vetting architecture and design firms by assuring a base level of professional engagement and quality. We also ask mutual alliances, like the EPA and Habitat for Humanity, to join us in this growing movement. Find these members by using the filters on the EXPLORE page.

Firm and nonprofit surveys The 1+ annual survey is the first and most comprehensive quantitative survey to measure pro bono practice in the architecture and design professions. Since 2006, the annual survey collects data from architecture and design firms nationwide—from single person offices to the largest US firms. Firm Surveys may be found online at issuu.com/publicarchitecture.

The Public Dialog The Public Dialog is a blog by Public Architecture that seeks to advance our understanding of design thinking as tool for social change. How can designers effectively work for underserved communities? What is the impact of the built environment on our lives? What is the role and value of pro bono service for the design profession? How do we measure design’s effectiveness?

Social media Connect with us @pubarch!

Public Architecture uses resource publications to share best practices and advocate for social impact design. They include The Power of Pro Bono, a book published by Metropolis in 2010 that profiles 40 pro bono projects from across the United States. Additionally, Public Architecture offers a library of free downloadable resources including this guide as well as Design for Reuse Primer, Sustainability for Nonprofits, and numerous more.

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More resources produced by Public Architecture


Organized alphabetically, this glossary is an introduction to design language for nonprofits, as they participate in the 1+ program and move forward with their design projects. It provides terminology specific to the 1+ matching process, as well as the design process, and partnering on a pro bono project with a firm.

Contingency plan: A plan devised for a specific situation when a project’s budget exceeds its predicted expectations. Contingency plans are often devised by governments or businesses who want to be prepared for anything that could happen. Copyright: the legal right of creative artists or publishers to control the use and reproduction of their original works.

Pro bono design services: 1+ specializes in offering design services that build nonprofits’ capacity to serve. 1+ design services are categorized by the following six disciplines: Architecture: Architects are licensed professionals that plan, design, and oversee the construction of buildings and surrounding spaces.

Cost overrun: “cost increase,” or “budget overrun” is an unexpected cost incurred in excess of a budgeted amount, due to cost underestimation.

Engineering: The most common engineering disciplines in 1+ are civil and structural engineers, licensed professionals who provide services for the structure of buildings, parks, and public works.

Functional requirements: the function of a building can be described as encompassing all criteria of the use, perception and enjoyment of a building—not only practically, but also aesthetically, psychologically and culturally.

Interior Design: Interior designers design the interiors of buildings, including space planning, programming, furnishings, and fixtures and, in some cases, the location or relocation of walls and other structures.

Indemnification: an agreement between two parties not to hold one of them liable for future legal action or fines.

Landscape Architecture: Landscape architects are licensed professionals who provide the analysis, planning, design, management, and stewardship of natural and built outdoor environments.

Liability exposure: vulnerable to claims of consequential responsibility; anything for which a company is legally bound or obligated, as to make good any loss or damage that occurs in a transaction. Life cycle cost: sum of all recurring and one-time (non-recurring) costs over the full life span or a specified period of a good, service, structure, or system. Pro bono compensation structures: Each firm’s system for tracking and invoicing services contributed on pro bono projects is different. These are some the most common approaches to pro bono compensation: • Free services • Free services with zeroed out invoice • Nominal fee invoice • Reduced fee • Reimbursable expenses are paid but time spent on the project is free • Phasing pay structure is different costs for each phase of design

Sustainability & More: 1+ welcomes architect and design experts in sustainability and other allied professionals from mechanical engineering, lighting design, acoustical engineering and architectural photography, just to name a few. Seek “Sustainability & More” services to certify your building ENERGY STAR—a partnership of the EPA and Public Architecture. Urban Design & Planning: Urban designers and planners address large, systematic urban and planning issues.

Pro bono project types: The following pro bono project types were identified and informed by a survey of the first 150 firms to pledge their time through the 1+ program. This task was enabled by the aid of the Taproot Foundation, which similarly confers an array of “Service Grants” to build nonprofits’ capacity.


Glossary

Accessibility & code compliance: Ensure that your office space doesn’t restrict your pool of potential clients and staff by bringing up it to code, encouraging accessibility and universal access, and ensuring you have a healthy work environment that doesn’t adversely impact the environment. Building & space identification: Partner with an architecture firm to visit and analyze potential spaces, to help you select a new space that fits your needs and plans for growth. A firm can also assess the feasibility of sharing space with other nonprofits or entities, and the benefits of leasing versus purchasing.

New building: A new structure or a substantial addition/remodel to an existing structure where the remodel combined with any additions to an existing structure affects more than 50% of the exterior walls or floorplan.

Pro bono program: ‘Program’ in the nonprofit world means something entirely different in the building industry. In the building industry, program is the scope of work and needs, whereas in the nonprofit world, program is the activity that advances the organization’s mission. Combining those definitions, one gets ‘Pro bono program’, meaning the scope of work needed to advance the mission of the organization.

Capital campaign materials: Work with a design firm to produce graphic renderings that envision your completed project to raise funds for a new facility or renovation. Funders are more likely to sponsor projects that they can visualize and get excited about.

Reimbursable expense: An expense that can be reimbursed, or paid back.

Facilities renovation: Work with a 1+ firm to design the renovation of your existing space, site or facility. A firm can also make recommendations for general contractors and assist you throughout the construction process.

Sustainable design: Every building project, big or small, should consider developing a green strategy scaled to cost, capacity and need. Sustainability is not abstract; it means increased efficiencies, life cycle cost savings, and the creation of spaces that your organization can be proud of. More information can be found in the 1+ resource, “Sustainability for Nonprofits.”

Facility needs assessment: Work with an architecture, landscape architecture or engineering firm to assess how your facility accommodates your staff, programs, culture, resources, and anticipated growth.

Interior design & brand integration: Work with a designer to integrate an organization’s brand and logo into its interior and exterior spaces to effectively conveying your mission through your physical space.

Termination: to break the term of an agreement or contract Universal design: Accessibility is just as important and necessary as sustainability. The concept of universal design refers to facility designs that accommodate the widest range of potential users. This does not necessarily refer to providing access to people with impairments, but offers the design challenge of creating spaces that allow for the full spectrum of the human condition, from young to old, short to tall. Waiver of claims: A form and agreement that one signs to surrender their right to file a suit or express certain demands outline therein. For example, a waiver of claims (or claims waiver) may be signed by a client to relinquish their right to sue.

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Healthy & sustainable environments: Architecture and design firms can help you address issues such as ergonomics, energy efficiency, and overall sustainability to ensure you have a healthy work environment that doesn’t adversely impact the environment. The 1+ now offers pro bono engineering and architecture services for ENERGY STAR certification of nonprofit and government agency buildings. See Sustainability & More.

Scope of services: the chronological division of work to be performed under a contract or subcontract in the completion of a project.


“Our main purpose has been to educate audiences about ranching and our ecological approach, but people have also been interested in coming out just to see how the building functions. This has become a great opportunity for DWF.” Robert J. Potts, President & CEO, Dixon Water Foundation, Decatur, TX

LAKE | FLATO ARCHITECTS + The Dixon Water Foundation, The Betty and Clint Josey Pavilion, Decatur, TX © Dror Baldinger


Credits Pro Bono Design Handbook is a publication of Public Architecture Editor Amy Ress Assistant Editor Alison Malouf Thanks to Public Architecture staff and volunteers who contributed to the first edition of this publication. Designed by Kay Cheng. Thanks to 1+ firm and nonprofit contributors HOK, Los Angeles Gay & Lesbian Center, Center for Victims of Torture, Perkins + Will, el dorado inc, Heartland Habitat for Humanity, Dixon Water Foundation, Lake | Flato On the cover HOK + Los Angeles Gay & Lesbian Center, Youth Center on Highland © Susan Goldman Public Architecture is a national 501(c)(3) nonprofit based in San Francisco. It engages architecture firms, nonprofits, and manufacturers to commit to design for the public good through its nationally recognized 1+ program; it acts to bring about positive community change through public-interest design initiatives and pro bono design service grants; and it shares the potential of design to change the world through advocacy and outreach. The first edition of this publication was made possible by a major grant from the National Endowment for the Arts, www.nea.gov. This guide is licensed by Public Architecture under a Creative Commons Attribution-NoncommercialShare Alike 3.0 United States License: www.creativecommons.org/licenses/by-nc-sa/3.0/us First Edition, 2010 Second Edition, 2016



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