Bowls Queensland. Grant Writing. Guide

Transcription

1 Bowls Queensland Grant Writing Guide

2 Contents Introduction... 2 What Is A Grant?... 2 Why Apply For A Grant?... 3 Sources of Grants... 3 How Do We Apply?... 4 Elements Of A Good Grant Proposal... 5 Grant Writing Timeline... 7 Key Points/Buzz Words... 9 Page 1 September 2010

3 Introduction Grant writing is a topic that many people find complicated and confusing, but the reality is most people already know more about it than they think they do. As charity continues to grow, so too does the number of grant funders and grant seekers. Consequently funders may request more complex or in depth information within their application process. Successful grant writing involves solid advance planning and preparation. It takes time to coordinate your planning and research, organise, write and package your proposal, submit your proposal to the funder, and follow-up. However, there are many consistencies across various grants which has led to the development of somewhat generic application processes. This guide will help you identify these elements and help you in creating professional and ultimately successful grant proposal. What is a Grant? Grants are funds disbursed by one party, often a Government Department or a private Corporation to a recipient which is often (but not always) a not for profit organisation, educational institution, business or individual. Most grants are made to fund a specific project such as erecting of shades, purchasing computer equipment, and require some level of compliance and reporting. The grant writing process involves an applicant submitting a proposal (or submission) to a potential funder, either on the applicant's own initiative or in response to a Request for Proposal from the funder. Sometimes grant funders require grant seekers to have some form of tax-exempt status, be a registered nonprofit organisation or a local government. Page 2 September 2010

4 Why Apply for a Grant? Look around your club. Not just outside, but inside as well. You can find lots of areas in which funding can be utilised. Shades New/Upgrade Greens Synthetic Greens Lights Water Tanks and Pumps Kitchen Facilities Extensions Audio and Visual Equipment White Goods Computer Equipment IT Training for staff/volunteers Air Conditioning Seating Disabled Facilities BBQ Now look at your clubs strategic plan. Is there anything in there that will require financial assistance to achieve? Event Advertising Event Sponsorship # Team Sponsorship # Club Sponsorship # Junior Bowls Programs # Some funders offer sponsorship instead of/as well as grants. You can apply for a grant to assist in almost anything. Just remember to check each grants guidelines to see if your proposed project is eligible. If it s not, keep looking. Just because one grant won t cover it, doesn t mean that another won t. Remember there are a huge array of grants out there. Page 3 September 2010

5 Sources of Grants There are so many grants on offer that it is a difficult task to keep track off them all. Funding on offer can come from the government (national, state and local) to supermarket chains trying to give back to the community. The main state government grants which Bowls Queensland are aware of are: Queensland Government Department of Communities, Sport and Recreation Minor Facilities Program Major Facilities Program Club Development Program Local Sport & Recreation Program Queensland Government - Department of Employment, Economic Development & Innovation (Office of Liquor & Gaming Regulation) Reef Hotel Casino Community Benefit Fund Breakwater Island Casino Community Benefit Fund Jupiters Casino Community Benefit Fund Gambling Community Benefit Fund A number of different grant sources are relevant to your bowls club. The most common grant agencies include government, charitable trusts and foundations, and corporate foundations. Government Bowls club related projects can be funded at the local and state government levels. Local government mainly help groups at club level while state government grants and subsidies are available for local and state sport and recreation organisations. Before creating your proposal, your club should contact the appropriate state and Page 4 September 2010

6 local government agencies, to establish whether support for your proposal likely. Some government grants require matching contributions from your club when receiving the grant (e.g.: for a $20,000 grant the organisation may have to commit $20,000 of their own capital to the project) so ensure you check all conditions. Although government is a significant contributor of grants to sport and recreation organisations, there are also other sources. While we generally find that the state government offer larger amounts, don t forget to contact your local council office. Many councils offer smaller grants and clubs have been successful in obtaining grants for junior bowls and office equipment. Even if they don t have any grants advertised, consider contacting them for sponsorship of an upcoming event. Remember when contacting your council, stress the benefits your club offers to the greater community. Charitable Trusts and Foundations Most charitable trusts and foundations also provide financial assistance but only to those sport and recreation organisations that can offer the trust or foundation a tax deduction and which help disadvantaged groups (e.g. sporting organisations for people with a disability). Most local libraries are likely to contain directories of philanthropic trusts. Alternatively, the Australian Directory of Philanthropy is available from Philanthropy Australia Inc on (03) or pa@philanthropy.org.au or Checking in a directory should be the first step in determining whether there is a match between the interests of your club and the funding agency. How Do We Apply? Many government grants now require the application process to be completed online. This online process creates an easy step by step guide, with the website also offering tips and a Learn How to Complete The Application Form section. Page 5 September 2010

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8 Elements of a Good Grant Proposal A good proposal will include the following: Contact Details Executive Summary Statement of Need Project Description Budget Organisational Information Conclusion Evaluation/Outcomes Contact Details Provides the grant maker with the contact information for all key personnel should they need to make contact with further enquiries. Executive Summary This is the introduction to the proposal, a place to state your case clearly and strongly and summarise the rest of the proposal. It should summarise the statement of need, project description, budget and organisational information. It is an overall statement of your case and summary of the entire proposal. This is the key opportunity to sell your proposal. Organisational information Include a brief history of your club or district; outline the governance structures that oversee it, and list the main activities, audiences, and services. If there is a history of previous successful grant applications and deliveries - include it here (draw attention to your past good work). If there is minimal history then try to draw on the experience your key personnel have had elsewhere. Statement of Need Explain why the money for your project is necessary, this is the chance to place the project into context. It may be helpful to draw on research to help paint the picture of the particular need being Page 7 September 2010

9 addressed, but make sure that it does not become too wordy and that it only contextualises the project without overwhelming it. Project Description This is the place for the project in detail. If the Executive Summary and Statement of Need are convincing, this is where the reader will explore how the proposal comes into effect. It needs to be logical and well thought out. Explain the Goals, Objectives, and Performance Indicators 1) what you are going to achieve, 2) how you are going to do it, and 3) how you are going to evaluate it. Budget Grant makers are in some ways like any other successful business - they have people that understand money - and more importantly, they understand value for money. Furthermore, they want their money to achieve the best results. So here is where they are looking for evidence of good fiscal policy and practice. The Budget is where to demonstrate that, should they give you the grant; their money will be in safe hands. Show enough detail to demonstrate understanding of the costs and that they will be delivered according to budget. Include copies of the latest annual report and a copy of the audited financial statements. Conclusion This is a summary of all of the above. Keep it neat and tidy - but ensure to include reference to all the main points from the other sections. This is the chance to build the final picture of the submission for the reader. Do not add in new information that is not supported elsewhere and try to keep it brief and to the point. Leave the reader with a guaranteed knowledge about what you want their money for and how well you will use it. Evaluation/Outcomes This section of the grant proposal is an opportunity to show how you are going to evaluate the success of your program. Who is accountable for the use of the funds? Is there an advisory board/committee? Will there be an outside evaluator? Set Page 8 September 2010

10 achievable and measurable goals and benchmarks to indicate your success. After developing the grant application, it must then be marketed to the appropriate bodies. Personal communication with the funding organisation may help with this process. Discussing the priorities of the granting agency, the types of projects previously funded, and asking how the sport and recreation organisation's application can be improved, are all ways of getting the granting agency involved and increasing awareness about the intended project. However, don t overdo it. There is a fine line between an enthusiastic applicant and an annoying nuisance! Organisations that are successful in attracting grants usually: prepare a yearly calendar of closing dates for all funding sources request application forms well before the closing date prepare the application well in advance pay careful attention to the details required and presentation quality clearly outline the goals and objectives of the project describe why the project is needed and support this with facts and figures detail the methods used to conduct the project indicate the expected outcomes of the project consult advisory officers in relevant trusts and departments where appropriate submit applications well before the closing date Grant Writing Timeline It is important to allow yourself enough time to prepare your proposal, especially if it is your first one. The following timeline is just a guide and should be referred to as such, it also assumes you Page 9 September 2010

11 have determined a specific project for which you will be using the grant for. Week One: Make sure you know the ins and outs of your chosen project before you begin to write your proposal. Allow for a week to gather the relevant information about the project from all the people involved. Weeks Two and Three: Research! Conduct thorough research about all the current grants available and select the one that is the best fit for your project and your club/district. This is a crucial stage in your grant writing process. Take the time to make sure you have it correct. If you don t do the research you will select the wrong grant for your proposal and will not succeed. Week Four: Complete your research. Check to see if anyone within your club/district or anyone from Bowls Queensland has any connection with the funder (networks) that will help get your proposal through. Contact Bowls Queensland for a letter of support. Weeks Five and Six: Write your proposal and share it with as many people as you can. Take feedback onboard as needed and make revisions. Week Seven: Make final edits to your proposal, and then mail it to the funder well before the deadline. Week Eight: Relax and wait Week Nine: Make a follow-up phone call to ensure your proposal was received. Weeks Ten onwards: Wait for news on your proposal; celebrate your success once the good news arrives! Page 10 September 2010

12 Key Points/Buzz Words: To help make your grant application successful, make sure that you are constantly highlighting what your club is doing to become more involved with the local community. Mention the physical links with the community your club has established. Things to point out include: Community Open days School Programs Involvement with Active After School Communities Disability bowls programs Local Residents bowls days Local Business corporate bowls programs Use of your facility by community groups REMEMBER: ENSURE YOU READ ALL GUIDELINES AND CONDITIONS BEFORE STARTING YOUR APPLICATION. EACH GRANT IS DIFFERENT AND THEREFORE THE APPLICATION PROCESS MAY VARY. Please don t hesitate to contact the Bowls Queensland Development Team if you have any questions or require a Letter of Support. Good Luck! Page 11 September 2010

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