Grant Funding Guideline

This Guideline has been prepared by BikeNZ

Grant Funding Guide

 4 months out from event (at least)

1. Make a list of all expenses and identify expenses that might be funded by gaming trusts (see each Trust’s website on what they will or will not fund)

 

1. Obtain quotes (at least 2) for expenses that you will apply to Gaming Trusts.  To be valid for an application, quotes generally must be less than three months old (some Trust’s state a different time period, so check out each Trust’s application notes).  The quotes must be addressed to the applicant organisation and must clearly show the suppliers’ contact details. Trust’s generally cannot accept internet quotes, unless they are from a recognised and reputable supplier and include their full contact details.  Check with the Trust if you have any doubts about the validity of your quote.  Important: Tell the supplier the criteria you need in a quote (above) as this will save you having to go back to a supplier and ask them to modify a quote.

 

1. 3.    Establish what Trusts you might be able to apply to:  There are three ‘National’ Trusts (NZCT, Lion Foundation & Pub Charity) which have venues/gaming machines in most regions (not all regions).  There are also several regional Trusts spread through New Zealand.

 

 

 

Once you have established what Trusts are in your region you then need to establish what types of expenses each Trust will fund (these are generally listed on the Trust’s website) and what cut-off dates are when the applications have to be in (and when they will be considered).  Making a Table might make these tasks simpler (see Example below)

 

 

EXAMPLE

 

Trusts in my region	Expenses they will fund	Cut off date for application	Date that the application are considered
NZCT	Events costs in NZ, hire/lease of vehicles, uniforms, wages	15th of each month	30th of each month
Pub Charity	NZ travel, playing equipment, uniforms, venue hire	10 Sept,15 Oct14 Nov	17 Sept23 Oct21 Nov
Lion Foundation	Venue hire. Admin equipment, facilities costs	20th of each month	30th of each month
Local/Regional Trust 1	Events costs in NZ, hire/lease of vehicles, uniforms, wages	15th of each month	30th of each month
Local/Regional Trust 2	NZ travel, playing equipment, uniforms, venue hire	10 Sept,15 Oct14 Nov	17 Sept23 Oct21 Nov

 

 

The next step is to establish a strategy for applying to Trusts.  Generally you would start with the ‘National’ Trusts and then apply to Regional Trusts in the “2^nd Round”.  One strategy is to apply for Trusts for DIFFERENT expenses, as the same time.  Depending on the success of the Round 1 applications, you submit a 2^nd Round of Applications with different Trust’s for expenses that you haven’t received in Round 1 (see Example)

 

 

Making Applications – Round 1 (October)

 

The event will be held on 20 -24 December 2011.  The earliest you could apply for grants would be approximately 3 months (late September or October), as most Trust’s won’t accept quotes that are older than 3 months for applications

 

Trust	Expenses	Value	Application Cut-off date
NZCT	Portable toiletsMedical Services	$1,500 $2,000	15 October, 2011
Pub Charity	Venue hireTraffic Management Costs	$1,000 $3,000	15 October, 2011
Lion Foundation	Administration equipmentFencing	$1,000 $2,000	20 October, 2011

 

 

Once the applications have been considered you have received the following results;

 

a)     NZCT will fund Medical Services ($2,000)

b)    Pub Charity will fund Traffic Management Costs ($2,000)

c)     Lion Foundation:  funding has been declined

 

 

Making Applications – Round 2 (November)

 

Based on the outcomes of the applications for Round 1, you then submit applications with other Trust’s in your region FOR expenses that have not been funded in Round 1.

 

Trust	Expenses	Value	Application Cut-off date
Local/Regional Trust 1	Portable toiletsVenue hireTraffic Management costs*(this was the $1,000 that wasn’t funded by Pub Charity)	$1,500 $1,000 $1,000	15 November, 2011
Local/Regional Trust 2	Administration equipmentFencing	$1,000 $2,000	14 November, 2011

 

 

Depending on timing and outcomes there may be further opportunities to make other applications (Round 3), however it important to state that Trust’s WILL NOT fund events retrospectively so any applications must be received and considered by the Trust PRIOR to the start of an event.

HELPFUL HINTS

 

DONT give gaming Trusts any reason to decline your application or request you supply more/correct information,

• Ensure the application is filled out completely and all information is supplied (most Trusts have a checklist on their application forms)
• Ensure all quotes you receive are made out to your organisation and are on the supplier’s letterhead
• If your organisation is GST registered you application should be EXCLUSIVE of GST
• Ensure you include a signed copy of a resolution to apply for funding with each individual Trust (make sure you schedule this task on a timeline for a meeting of the Executive/Board).  Resolutions should be signed, have a date and details of the grant application (see Example below).

 

It was agreed at the committee meeting held on the 1st of August 2006 of the Hillside Cycling Club to apply to Pub Charity for a grant to cover the costs of a new computer valued at $2,100. 

 

I certify that this is a true and correct record of a resolution passed at that meeting.

 

Joe Bloggs (Club President)

 

 

DONT apply for the same expense with two or more Trusts.  All application forms will ask this and many Trusts will not continue with the application (even if you say yes and show appropriate information), as there is a chance your organisation could be ‘double dipping’ (either intentionally or unintentionally).

 

DONT apply for items that could personally benefit an individual or be removed from a organisation by an employee/volunteer (e.g. camera’s, laptops etc..).  Many Trusts will expressly not fund these items, and those Trusts that don’t expressly state they won’t, are increasingly unlikely to do so anyway.

 

DO include documentation that the event you are applying for has been ENDORSED by BikeNZ (the Trust should also have a document from BikeNZ that states the event is endorsed).

 

DO ensure you organisation has all the necessary documentations/status to be able to apply for grants.  Generally your organisation must be a non-profit body and registered as an Incorporated Society. It must also have either Charities Commission registration or for sports bodies, have an IRD income tax exemption as a body promoting amateur games and sports.

DO apply for expenses on a NEEDS basis.  As gaming funds decline, Trusts will prioritise applications and will more likely approve basic items that are required to participate in sport

 

DO supply a covering letter to support your application.  You cannot assume the Trust has any prior knowledge about your organisation or sport/event.  Also use emotive language about the importance of the grant and also use terminology like ‘investment’, so that Trusts get a real feel that their funds would be investing in the good work that your organisation is undertaking.

 

DO be timely with your paperwork (returns) to Trusts.  As soon as the grant has been ‘expensed’ submit the appropriate paperwork with all invoice/receipts.  Trusts do not like chasing organisations for paperwork and this may adversely your chances in the future.  Also include a brief report and photos (of the event) asTrusts like this material (as they can put images on their website etc…).