Grant Funding Tips
Before you start applying for a grant application we’ve pulled together some tips that might help:
Do your research
Take some time to check out the funding priorities of each funder (most funders list this information on their website) and see if you are eligible, as different organisations fund different types of projects and locations. Make sure to understand what each grant provider is looking for and tailor your application to align with their goals. Funding clinics are held throughout the year which give people the opportunity to meet funders and learn what other projects or initiatives people are working towards. These dates are set at the start of the year and promoted by the funders - Central Lakes Trust, Otago Community Trust, Community Trust South, Department of Internal Affairs, Queenstown Lakes District Council, Central Otago District Council, Aotearoa Gaming Trust, Sport Central, Otago Regional Council. You can check the Central Lakes Trust website for upcoming dates.
Talk to the funders
It's important to build a relationship with your funders. Before you apply for funding, find out who the advisor is who will be dealing with your application. They are there to help, answer any questions you might have and also to help steer your application in the right way. So give them a call and try and meet face-to-face if you can so that you can explain your project and application. It's best to get their input before you spend a lot of time on an application that may not fit their criteria plus they often will be able to suggest other funders that can help as well.
Have a project plan
Funding should not be the first step of your project or initiative. A well-thought-out project plan will help you in the application process. You can view a project plan template here.
Follow guidelines closely and make sure you answer all of the questions
Each grant has its own set of guidelines and criteria and not all application forms are the same so make sure you pay attention to detail and carefully read the form. If there is anything you don't understand, reach out and ask the funder- they are there to help. Make sure you stick to word limits and supply all of the documentation requested and answer every question on the application form. It’s not a good idea to put “see attached” – decision makers are busy and may not have time to go searching for the answer to the question to enable them to make a funding decision. If a funder states not to include additional information, then don’t – it’s likely it won’t get read – you’ve just wasted your precious time. On the other hand, if a funder invites additional information or supporting documents, by all means include it – it all helps to tell your story.
Don't assume that funders will have copies of your documents from previous applications. Make sure all the information you provide is up-to-date, honest, and accurate. Funders often have to read many applications so keep your answers succinct and avoid jargon or longwinded explanations.
Think about the documentation you might need
Be prepared and look at the application form so you know what is needed before you start and you have everything ready. Some common documents you'll need to include are:
Entity registration (if applicable). If you are applying on behalf of a group, this could be a charity or incorporated society registration.
Proof of bank account and GST number, if you are registered.
A budget and funding plan.
Supporting documents. These can include letters of support from the community, studies you might have already undertaken, strategic plans, financial reports or any other information that will support your application.
Having a funding kit with the above information makes it easier and quicker to find and easy to pass onto the next person that might be completing applications for your organisation.
Get support letters
If applicable, include letters of support from relevant stakeholders or partners. These letters can provide credibility to your project or work and can show it has community support.
Demonstrate need and impact
Show a clear need for the project/work and how it will benefit the community. Clearly outline your purpose and objectives and ensure you are not duplicating any existing services. Make sure you include data and evidence to illustrate the difference you expect to make through your work or project and highlight how you have consulted with the community. Also, think about how you will measure and report on the impact of your project.
Collaboration
Think about whether there’s another group you could partner with to make an even bigger impact. With funding getting tighter from some sources, showing that you’re collaborating with others to achieve your outcomes will be seen in a positive light and the sharing of skills often lightens the load, making events or initiatives more achievable as well as more impactful.
Provide a detailed budget
Include an accurate and realistic budget that outlines how the funds will be used along with quotes if relevant. Remember to add contributions such as in-kind donations and volunteer hours as these will help to show the true scope of the project. Provide a detailed funding plan as funders will want to see how you plan to cover costs to ensure what you are planning can successfully go ahead. Funders don't generally fully fund so if you are unsure what to request feel free to ask the funders for help. Be honest and upfront in your application and make sure you have been accountable for any funding you have already received. Tell them if you are applying elsewhere, funders talk with each other so don't try to hide anything. Also, think about when you need the funds, most funders don't fund retrospectively so ensure you are allowing enough time for the funding process.
Showcase your capability
Highlight your organisation’s experience, skills, and past successes. Demonstrating your capability and track record can build confidence in your ability to manage the grant effectively and give funders confidence you can complete the work you have described in your application.
Proofread and edit
Treat your grant application as you would a job application. Carefully review your application for errors as a professional application reflects your attention to detail and commitment. Is there someone with funding experience who can read through your application before you apply?
Meet deadlines and look at your timelines
Submit your application well before the deadline to avoid any last-minute issues. Some funding applications can take weeks to pull together so make sure you apply with plenty of time before the deadline and read through the entire form before you begin so you’re not caught out by any unexpected requirements at the last minute. Late submissions are often not considered, so aim to finish and submit your application with plenty of time to spare. If you submit your application right on the deadline, there is no opportunity for changes, clarification or improvements. If you don’t have the time or skills to complete your application you could consider getting an organisation that can help you such as Leafcutter Business Support. Fundsorter also helps charities find and apply for grant funding opportunities that are strategically aligned and meet their needs. This subscription service (from $30 a month) launches in March 2025 and you can sign up to get notified here.
Don't forget to say thank you
This is an essential part of building strong partnerships with funders. It shows funders their contributions are valued and appreciated as well as opening doors for ongoing funding. Some ways in which you can show your appreciation to funders is on signage, your website or newsletter if you have one, tagging via social media and thanking them at events. You could also invite them along to your event so that they can see the impact of their grant. They may have flags or banners that they would like displayed at your event too. Reach out to funders for their logos and check if they have any requirements or restrictions on how you use them.
Complete an evaluation
Most funders will have an evaluation template that has to be completed after your project. These vary between organisations and it may be a simple form to outline whether you achieved your objectives and how the money donated was spent. Other organisations require more detailed information including receipts. Ensure that the evaluation form is completed by the date requested with all the information that they require. It is often useful to include photographs and testimonials or any other feedback that you have on your event.
If you need more information or help with the grant process feel free to contact hello@huddl.nz for additional advice.
