Funding and Grants

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Applying for and receiving event funding or grants can help financially and assist with promotion of your event.

Many local bodies and central government agencies manage grant schemes or funds that can provide financial support for events that drive measurable community benefits and meet designated criteria. Some corporates and non-governmental agencies also run funding schemes and many event organisers also use crowdfunding to generate the finances they need to be successful. 

In some cases, funding may be provided to support the full event, while in others it may only be used to cover one aspect of an event.

TIPS

Applying for funding

In preparation of your funding application(s), and to improve your chances of success: 

  • Complete a review of the deadline and sitting dates for potential funders to make sure your event activity aligns with the funding round.   
  • Review and understand the funder, fund criteria and eligibility, and goals and objectives for the funding you are applying for.  
  • Where possible, discuss your event with the funder and ask relevant questions about the funding available.   
  • Make the application concise and clear, explaining how your event meets the criteria and how the funding would benefit more than just the event. Keep your answers succinct, stick to any word limits, and check you have included all the required information. 
  • Check your spelling and grammar and ensure your formatting follows the application guidelines – it is standard practice to include macrons over relevant Māori vowels.  
  • Ensure your event aligns with the guidelines for the funding available once you have reviewed the funding round criteria.  
  • Apply for funding as early as possible, even if event elements are still under development, as this allows funders time to ask questions. If changes to your event occur that may affect funding, your funding application can be amended.   
  • Your event budget should be as accurate as possible to indicate what funding is required for the event to be financially viable and how the funding would be spent. Learn more about [Budgeting].  
  • Secure quotes to submit alongside your budget when putting in funding applications as this helps to demonstrate that the prices included in the budget are legitimate.  
  • Include supporting documents where possible (letters of support, past achievements etc).
Multiple funding applications 

It is likely that you’ll complete more than one funding application. To save time and avoid recreating the wheel for each application: 

  • Keep a calendar of upcoming application dates to ensure you have plenty of time to prepare and avoid missing any deadlines. 
  • Keep a record of previous applications for reference, or a Word template of an application so you don’t have to write each one from scratch. Keep in mind you will still need to tailor each application so it’s relevant to the provider. 
  • Keep relevant documents in an electronic folder for quick reference: financial or legal information, an event plan, references and letters of support etc. 
  • Keep trying! If you are unsuccessful, seek feedback where possible and learn from this in preparation for other applications. 
Funding management 

Once funding is approved and obtained: 

  • Ensure there is a contract between the funder and the event stating the terms and conditions of the funding.   
  • Acquire logos for acknowledgement on promotional material (depending on the agreement between the event and the funder). 
  • During your events process, collect any data, feedback or documentation that will be required in post-event accountability reporting. 
Post-event accountability reporting  
  • Accountability forms, reporting systems and requirements vary depending on the funder and should be outlined in the funding contract. 
  • If your event is required to provide data from attendees to determine satisfaction and/or economic impact, prepare a survey, ready for use during or after the event. Learn more about Evaluating Your Event. 
  • Collate all receipts, invoices and post-event reports to ensure all accountability documents align.  
  • Most funders require a financial report at the conclusion of an event. Keep your budget management up to date throughout the event as major changes in spending may not go down well.  
  • To assist funders with their funding reporting, confirm accountability deadlines and ensure all documentation is completed on time.

USEFUL LINKS

Hamilton & Waikato District Funding 

Council Grants and Funding 

Nationwide Funding

Crowdfunding 

HAVE YOU CONSIDERED?

  • What event funding and grants are you eligible to apply for?  
  • What sponsorship does the event require in addition to the funding? Learn more about Sponsorship.