Preparing Your Application
This guide aims to give your organisation the best chance of preparing a successful CBF grant application. It covers the various stages involved in preparing your application (preparation & planning; writing; submitting) as well as providing some advice on managing and reporting on the grant once received (grant management & implementation; reporting & evaluation).
Preparation & planning
- Read the grant guidelines and criteria thoroughly.
- Make sure your organisation is eligible to apply. Understand what is required.
- Take note of what is likely to be funded, the maximum amount you can apply for, what the committee looks for in an application and the priorities of the grant category (if applicable).
- Contact the CBF if you have any questions.
- Clarify the purpose of your grant application and write a short mission statement. You may wish to prepare a project brief which could include: grant purpose, aims and objectives, key personnel involved, budget, timeline, conditions of grant, grant reporting requirements, evaluation, etc.
- Identify the people responsible for writing the application, managing the grant/project and the grant reporting on the expended grant funds. Consider recruiting a steering committee or reference group to oversee management of the project/grant funds. You should ensure that your application is supported by your management committee.
- It may be useful to know what grants were funded in previous rounds. You can find this information on the Past Grant Allocations page and in the CBF Annual Report.
- Ensure you understand the terms and conditions of the grant - including any promotional or reporting requirements - before you apply.
- Check that the grant reporting requirements have been met for any CBF grants you've previously received.
- Generally speaking, the time spent in producing an application and the level of detail involved depends on the amount requested and the complexity of the grant purpose. For instance, the CBF would expect more planning and detail in a grant application for a $10,000 regional conference than for a $2,000 Community Access Network grant.
Writing an application
- Use the right application form, available on the CBF website. Be aware that application forms and guidelines change from round to round. You should be able to answer most questions in the space provided on the application form but if there is insufficient space write "refer to attached" and provide the details as an attachment.
- Allow plenty of time to complete the application.
- Address the grant guidelines. Take particular note of what the committee look for in an application and any priorities.
- Keep the writing style clear and concise.
- Consider asking other people to read your application before submitting. (Are there any errors? Does it make sense?)
- Make sure the budget is accurate and realistic. Match the budget to the grant.
- Applications that are well formatted and easy to read are more likely to be successful. Grant Advisory Committee members volunteer their time and will often review applications after hours and on weekends. In general applications that are poorly presented and are difficult to read will have a lower priority.
Submitting an application
- A check list of the required attachments is at the bottom of the front page of every CBF application form. Make sure all the required attachments are sent with the application - we can't process your application without the right material. If something is not available at the time of application, write a covering letter explaining when it will be available and that you will send it later. Remember to send it when it is available.
- Make sure the application is signed.
- Keep a full copy of the application for your own records.
- Do not staple or bind applications and supporting documentation. Similarly do not insert your application into plastic protectors or folders.
- Post your application, ensuring it will arrive by the due date. Faxed applications are not accepted. We recommend that you use Express Post as this will not only expedite delivery but provide you with a record (via the reference number sticker you remove) that allows you to track mail if it goes astray.
Grant Management & Implementation
- Good management is important. Be prepared to demonstrate that your organisation has the management skills and experience to deliver what you propose.
- Make sure your organisation has good systems and processes to enable effective management of the grant and provide clear financial reporting.
- Try to involve your local community with the project as much as possible.
Grant Reporting & Evaluation
- Grant reports include a financial acquittal of the funds and provide an opportunity to tell the Foundation how the grant was used and what the outcomes / benefits were. They are a vital link in the chain of accountability providing evidence to funding sources that their support was worthwhile and should be continued.
- Complete a grant report form and provide it by the due date. Provide an Auditor's Financial Certificate (if required) by the due date. Refer to the CBF's Grant Reporting Requirements for further information.
- Whilst not essential, the CBF appreciates the inclusion of photos, press clippings, testimonials etc with the report as evidence of the outcome of the grant.
- Promote grant outcomes to and encourage feedback from your management committee, broadcasters, members, audience, local community, local MP, etc.
- Evaluate the management and outcomes of the grant at a station level. Was it successful? Are there better ways of doing it? Should we apply again? (if an ongoing grant)?
Getting advice
CBF staff are happy to assist you. If you have any questions about the guidelines, application forms, or reporting requirements, or you'd like some advice or feedback on your application please contact the CBF. Our office is open from 9:00am to 5:00pm, Monday to Friday. Alternatively, you can email queries to grants@cbf.com.au.
Your feedback is welcomed
We would be interested in any comments or suggestions you have about the CBF grants process. Please give us your feedback online.
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