Completing Grant Applications

Before starting, ensure that your club fully understands the requirements of the grant.

This includes:
Eligibility criteria: review the grant guidelines to ensure your club qualifies.
Purpose of the grant: understand the grant provider’s purpose and priorities, as this will help you align your project with their goals.
Submission deadline: mark the deadline for submission and create a timeline to ensure all elements are completed on time.
Funding limits: know the maximum and minimum amounts available for funding.

Define the project or initiative: your committee must decide on the specific project or initiative that needs funding (eg. an event, a new program, or facility improvements).
Set clear objectives: establish specific, measurable goals for what you want to achieve with the grant funding.
Describe the need: make a case for why the project or initiative is necessary for your club, your members, and the community you serve.

Itemise expenses: break down the total cost of the project into categories (eg. equipment, supplies, venue hire, staffing, marketing, etc.).
Ensure realism: the budget should reflect realistic costs based on quotes or past expenses for similar projects.
Explain funding needs: specify the exact amount you are requesting from the grant and why it’s necessary to complete the project.

This is the core part of the grant proposal, where you will need to provide detailed information.

Some key sections typically include:
Introduction to the club: describe the club’s history, mission, and objectives. Explain the club’s role in the community and any past successes.
Project description: provide a detailed overview of the project you are seeking funding for.
This should include:
* What the project is?
* Who will benefit from it? (members, community, specific groups)
* Why it is important?
Goals and objectives: explain the specific goals of the project, both short-term and long-term.
* What will success look like? How will you measure it?
Timeline: provide a timeline for the project. Include start and end dates, and key milestones (eg. events, deliverables).
Impact: discuss the anticipated impact of the project. How will it benefit the club, the members, and possibly the broader community?
Sustainability: if applicable, explain how the project will be sustained after the funding ends, or if it’s a one-time event, how the benefits will continue to impact your club in the future.

Team qualifications: briefly outline the qualifications of the people who will carry out the project (eg. committee members, volunteers, or staff).
Partnerships or collaborations: if your club has partnerships or collaborations that will support the project, include them here (eg. local businesses, community organisations, or other clubs).
Track record: highlight previous successful projects, if any, to demonstrate your club’s ability to manage the funding and execute similar initiatives.

The grant proposal should be clear, concise, and professional.

Make sure to:
Follow instructions: adhere to the grant provider’s guidelines on formatting, length, and specific sections to include.
Use simple language: write in a straightforward, easy-to-understand way, avoiding jargon or overly technical terms.
Focus on outcomes: emphasise the impact and benefits of the project, aligning your club’s goals with the objectives of the grant provider.
Proofread: ensure the proposal is free from grammatical or typographical errors.

Often, grant providers will require additional documentation to back up your proposal.

These may include:
Club financial statements: recent financial reports or balance sheets to demonstrate your club’s financial health.
Letters of support: letters from other organisations, community leaders, or partners supporting your project.
Club constitution/bylaws: documentation of your club’s governance structure, if required.
Quotes or estimates: for any planned purchases or expenditures, include quotes or estimates to show accurate budgeting.

Before submitting:
Internal review: have committee members or other stakeholders review the proposal for clarity and completeness.
Compliance check: ensure your proposal meets all the grant provider’s requirements.
Final edits: make any necessary changes based on feedback from the review.

Once everything is in place:
Submit the proposal via the appropriate platform (email, online submission portal, etc.).
Ensure you meet the submission deadline and keep a copy of the proposal for your records.

After submission, be prepared to:
Respond to questions: the grant provider may ask for clarification or additional information. Be responsive and professional.
Track progress: if your proposal is successful, monitor the project and ensure you adhere to any reporting or financial requirements set by the grant provider.

Cover Page
Title of the project
Club name
Contact information

Executive Summary
Brief description of the project and funding request.

Club Overview
Club history, mission, and objectives.

Project Overview
Description of the project, goals, and timeline.

Budget
Detailed breakdown of expenses and funding request.

Impact
How the project will benefit the club and community.

Sustainability
How the project will be sustained long term.

Supporting Documents
Financial statements, letters of support, quotes, etc.