Agenda
When
Session
What
Session One:
Introductions
[30min]
- What brings you to this workshop?
- Expectations?
- Previous experience
- Question
- Objectives
Session two:
Grant Writing Basics
- Project Planning
- Essential ingredients
- Exercise
- Essential ingredients of a good grant
- What are donors looking for?
- Common mistakes
- Questions
Session three:
Budgeting
- Allocating resources
- Writing budget sections
- Sample
- What to do about overheads
- Monitoring and evaluation
- Resources
11:10
11:40
1:00
LUNCH [40m]
1.40
Session four:
Finding the right grant
[40min]
- Key sources of grant funding
- Features of grants programs
- Finding grant opportunities, including: Examples of funding sources
- Choosing the right grant: Eligibility criteria
- Group Exercise
- Other approaches/assistance
Session five:
10 tips for better
applications
[35min]
- Hand out and discuss “10 tips for better applications” flyer
- Questions
- Feedback / discussion by participants.
Closing
[20min]
Closing, evaluation round, thankyous
2:00
3:40
Humanitarian Crisis Hub
January 2013

What brings you here today

Expectations

Previous grant writing experience

Question: If I was a donor - why
should I fund your organisation?
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Grant writing is a key resource – many large
NGOs have full time grant writers on their
permanent staff
Finding a grant can be like searching for a
job – use your networks, be patient and
consider every opportunity
Donors want to fund your projects ... make
sure you give them everything they ask for

Your organisation should already have:
◦ A vision/mission statement
◦ Stated goals of the organisation

To achieve these goals you may one or a
number of programmes that are:
◦ Proposed, in-progress, completed or underway

Each programme may have multiple projects
◦ Each discrete project aligns with programme aims;
goal/s; organisational mission/vision

At this stage you are likely applying for
project funding
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Specific
Measurable
Achievable
Realistic
Time-bound
Programme: Regional Protection and Livelihood Programme
Project Title
Objective
Protection capacity
training project
To strengthen the capacity of community to
address protection issues through the delivery of
20 training sessions for 25 participants (per
session) in 4 locations by Nov 2013
Small scale
livelihoods project
a) Run 1 train the trainer livelihood program for 6
community leaders by March 2013; b) To provide
seeds/tools to trained community leaders to
facilitate 2 training sessions with 10 local
community members (per session) by Dec 2013
Advocacy project
To develop a protection advocacy handbook in
conjunction with local authorities that is translated
into two local languages by July 2013
Adapted from Danish Refugee Council, DANIDA funded
programme

Your project must have:
◦ A clear narrative (explanation)
◦ Justification : why this project needs to be funded
and why it is best done by your organisation
◦ Timeframe for expected outputs
◦ All expected inputs (human resources, in-kind
support etc) needed to achieve the stated outputs
◦ Budget*
◦ A proposal for monitoring/evaluation*
* Will be discussed later in workshop

You have 15 minutes to draft a project*
◦
◦
◦
◦
◦
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Give the project a name
Consider the project’s objective
What will you need to run the project
How long will it take
Explain how your project is competitive over others
You do not at this stage need to think of budget
or monitoring/evaluation
Then we will assess the project from the
perspective of a donor or grant assessor
[* alternatively use an existing project]

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In addition to the project donors will also be
assessing your organisation; its reputation
and track-record
Applications that do not meet all the selection
criteria will be rejected without consideration
High quality applications that address the
selection criteria, meet funding guidelines
and include requested supplementary
material have the best chance of success


Application does not highlight your past
success and future potential
Application rejected outright as ineligible:
◦ Project does not meet donor criteria and/or align
with donor objectives and guidelines
◦ Application not delivered on time
◦ Incomplete application - needed to attach annual
reports, constitution, budgets, TFN/ABN and
registration (if needed)


Too ambitious
An obvious cut & paste from another
application


Read all material properly
Know the donor/funding body
◦ If you don’t know enough – learn about them


Make your application specific to the donor
Increase your competitiveness
◦ Consider partnerships
◦ Showcase your organisation’s work & potential
◦ Highlight what you can offer over others

Know the donor/funding body
◦ If you don’t know enough – learn about them
◦ Should I call or approach a donor?
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The budget is the back-bone to your
application
Those assessing applications will quickly
notice if your budget is fair and accurate ...
this will impress upon them your
organisation’s credibility
When scoring or assessing applications a
certain percentage will be allocated to the
budget so follow these tips to make it perfect
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It is vital that proposed activities, timeline
and budget align
This way your budget matches what you
intend to deliver
Some donors will have specific rules, for eg:
◦ Procurement of items may require quote(s)
◦ May/may not allow for running costs and capital
expenditure
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You can group items under sub-headings
Include in-kind contributions
◦ Cost of volunteer hours
◦ Donations of service/support

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Recognise other funding bodies/financial
inputs
Explanatory notes are a good way to explain
budget lines
Do all your sums add up?
Sample Budget – Advocacy Project
Income
Expenditure
Donations
$525.00
Administration
$500.00
In-kind support
(includes volunteer
hours, training room
& trainer)
$1,000.00
Printing of training
materials/advertising
$1,000.00
Funding from
another donor
$1,000.00
Catering
$2,000.00
Transport costs for
participants and
accommodation
$1,500.00
Total expenditure
$5,000.00
Total income
$2,525.00
Shortfall requested from donor: $2,475.00

Don’t leave any questions unanswered:
◦ Include a footnote/explanatory note as to why
transport and accommodation costs are needed
◦ For e.g. “2-day training so participants require
overnight accommodation”

For big costs like catering you may need 3
quotes to show value for money

Show all other funding sources and explain
whether they are confirmed or in process

Overhead costs are the everyday expenses of
running an organisation

Rules vary on how to budget for overheads so
check funding guidelines carefully

Capital expenditure are big items like
computers, building costs etc
◦ Sometimes you can budget for a part of these costs
if they will be used for the proposed project
◦ You cannot ask different donors to pay for the
same costs
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Also known as ‘accountability reports’
Demonstrate project delivery
Ranges from a full audit/external evaluation
(for large grants) to a short report or letter
Let the donor know:
◦ Any publicity/media or even your own photos (even
better if linked to your website)
◦ Attendance figures
◦ Feedback from attendees

From a one-off event or project, show any
sustainability or ongoing benefit of funding
Humanitarian Accountability Project
http://www.hapinternational.org/resources/default
.aspx

International Council of Voluntary Agencies
http://www.icva.ch/

ACFID Code of Conduct
http://www.acfid.asn.au/code-of-conduct

AusAID Office of Development Effectiveness
http://www.ode.ausaid.gov.au/

Adapted from a presentation by
David Orbach
Grants & Tender Coordinator
Spectrum Migrant Resource Centre (MRC)

•
•
Key sources of grant funding
Features of grants programs
Finding grant opportunities, including:
•
•
Examples of funding sources
Choosing the right grant
•
Eligibility criteria and auspicing
•
Group exercise
•
Other approaches/assistance
Government
Corporate
Private Foundations
•
•
•
•
•
•
Applications may be invited or submitted without
request
Specific program aims, priorities and target
group
Usually individuals cannot apply
Funding is limited per project
Not everyone who applies will get funding
• Eligibility requirements
• Selection criteria
Applicants develop their own activities and
suggest outcomes to be achieved
Newsletters/Mailing Lists
•
•
•
•
•
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Local council – mailing lists and via
http://www.mav.asn.au/policy-services/socialcommunity/multicultural/Pages/default.aspx
Office of Multicultural Affairs and Citizenship (formerly
Victorian Multicultural Commission) www.multicultural.vic.gov.au
Diversity News - diversity@health.vic.gov.au
Refugee Council of Australia - www.refugeecouncil.org.au
VicHealth - www.vichealth.vic.gov.au
EasyGrants newsletter
http://www.ourcommunity.com.au/funding/grant_main.jsp
• Victorian Office of Multicultural Affairs and
Citizenship
• Festivals/events (check in Feb 2013), inter-faith,
strengthening communities, etc
• Local councils – multiple categories, such as
community, social support, art, etc
• Generally one funding round per year
• Example: City of Hume Community Grants
• Human Rights Innovation Fund – Amnesty
International (4 rounds per year)
• EastWeb Fund – targets refugee, asylum seeker,
indigenous communities www.eastweb.org.au
Possible Funding for Community Groups
• Spectrum Seeds for Growth
• Benefits newly arrived refugee and migrant
communities in Melbourne's north and western
suburbs
• See COMMUNITIES section spectrumvic.org.au
• Australian Ethical Super Grants
www.australianethical.com.au/community
• DIAC – Multicultural Arts & Festivals Grants and
Diversity & Social Cohesion Program
http://www.immi.gov.au/living-inaustralia/delivering-assistance/governmentprograms/dscp/
• Sidney Myer Fund
Identifying an appropriate opportunity – key questions
to ask when looking at a grant!
•
How much funding is available for projects?
•
When are applications due; do you have the time to
apply?
•
What is the aim and priorities of the funding program?
•
What projects and organisations have previously been
funded?
•
What won’t be funded?
•
Are you eligible?
Other issues to consider
•
Experience in delivering similar projects previously
•
Capacity to complete application requirements
•
Ability to be accountable for grant funds received
and reporting on outcomes
•
•
Reputation and credibility is important
Be thorough in looking through the guidelines and
application form
Don’t be afraid to contact the funding
body with questions

Common issues effecting a group’s eligibility:

Location – by local area, region, state

Legal status - incorporated/unincorporated
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Tax status – endorsed as Deductible Gift Recipient,
income tax exempt
Organisational status, eg. Not-for-profit group
Other – public liability insurance, Australian Business
Number
If your group does not meet the criteria, auspicing
might be an option for your organisation
•
•
An agreement where one (lead) organisation
agrees to apply for funding on behalf of a second
organisation
If application successful, the lead organisation
receives, holds and manages the funding
•
Understand your rights and responsibilities
•
Be clear about the project you want to fund
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Note: not all funding bodies allow auspicing
arrangements – check guidelines!
Further resources and detail at PILCH website www.pilch.org.au/community_org
Using the funding guidelines provided, find and briefly
record the following information:

Maximum amount of funding offered to projects

Due date for applications

Aims of the funding program

Who is eligible? Is auspicing allowed?

What won't they fund?
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What are the key selection criteria?

What needs to be submitted and how?
Report back to the group about what you found
If you can't get funding immediately, in-kind
support from MP's offices & community
organisations another avenue for support
• Visit your local Member of Parliament’s electorate
office and ask if they can help with providing a
meeting space, photocopying, assisting with
mailouts, etc.
• Check with Migrant Resource Centres in your area
• Your local Council will also know which
organisations can help you
• Consider partnerships (eg. AFL Multicultural
Round with local clubs
http://aflcommunityclub.com.au/index.php?id=6
05)
Australian Council for International Development
http://www.acfid.asn.au/
 Refugee Council of Australia
http://www.refugeecouncil.org.au/
 Victorian Government Online (see State Funding &
Grants)
http://www.vic.gov.au/governmenteconomy/budgets-funding-rebates.html
 Grants Link http://grants.myregion.gov.au/ and
 http://www.dpcd.vic.gov.au/home/grants
 Philanthropy Australia
http://www.philanthropy.org.au/
 Our community
http://www.ourcommunity.com.au/

10 tips for better applications & Report Back
Evaluation and Future workshops
Good luck with your
future grant writing!
Any queries contact:
Melissa Phillips
phim@unimelb.edu.au
Image: freedigitalphotos.net