International Communities programme Stage one application form and guide

Welcome to International Communities
This application form and guide is for organisations across the UK that want to apply for a grant from the International Communities programme. The guidance will help you understand the application process and give you key information about the programme. Before you start filling in the form, you should read this guidance carefully and also read our International Communities questions and answers at: www.biglotteryfund.org.uk/international_communities

Contacting us

If you have questions about how to apply please visit the International Communities pages of our website, www.biglotteryfund.org.uk, which has questions and answers about the programme. You can also contact us on: Telephone: 0845 4 10 20 30 Email: enquiries.international@biglotteryfund.org.uk If you have a hearing impairment you can contact us using a text phone on 0845 6 02 16 59. We can supply this publication in other formats, such as large print or audiotape. We will also try to help with other communication needs, such as sign language or a community language, Braille and Welsh. Just let us know how we can help you when you contact us.

Submitting your application

You can send us a stage one application form at any time before the end of March 2014. Post your application to: International Communities – Stage one Big Lottery Fund Apex House 3 Embassy Drive Edgbaston Birmingham B15 1TR or email your application to: internationalcommunities@biglotteryfund.org.uk If you email your application, please put the name of your organisation in the subject field of your email. You must also post all of Section 4: Finishing your application form to us as we need original signatures. This includes the checklist and beneficiary monitoring section. Please allow 10 working days for us to acknowledge that we have received your application.

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International Communities programme Stage one application form and guide Stock code: BIG-ICP ISSN 1744-4756(Print) ISSN 1744-4764(Online) Photography Written by Further copies available from: Phone: 01686 611 700 Textphone: 01686 610 205 Email: general.enquiries@biglotteryfund.org.uk Our website www.biglotteryfund.org.uk Accessibility Please contact us to discuss any specific communications needs you may have. Our equality principles Promoting accessibility; valuing cultural diversity; promoting participation; promoting equality of opportunity; promoting inclusive communities; reducing disadvantage and exclusion. Please visit our website for more information. We care about the environment The Big Lottery Fund seeks to minimise its negative environmental impact and only uses proper sustainable resources. Our mission We are committed to bringing real improvements to communities and the lives of people most in need. Our values We have identified seven values that underpin our work: fairness; accessibility; strategic focus; involving people; innovation; enabling; additional to government. The Big Lottery Fund is committed to valuing diversity and promoting equality of opportunity, both as a grantmaker and employer. The Big Lottery Fund will aim to adopt an inclusive approach to ensure grant applicants and recipients, stakeholders, job applicants and employees are treated fairly. © Big Lottery Fund, September 2010

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Contents
International Communities at a glance Part one: About International Communities What we will fund What we will not fund International Communities programme outcomes International Communities cross-cutting themes How much will we fund? Development funding Part two: Applying for funding to International Communities Applying for existing projects What happens at stage one? What happens if you are invited to stage two? What happens if we award you a grant? Part three: International Communities application form Appendix A: More about cross-cutting themes Appendix B: What will we pay for? Appendix C: Property declaration Appendix D: Business plan requirements Appendix E: Standard terms and conditions of grant Appendix F: Guidance for partnerships 3 4 4 4 5 6 6 7 8 8 8 8 9 11 32 33 35 36 37 46

About the Big Lottery Fund

The Big Lottery Fund distributes up to half of the money that the National Lottery raises for good causes. Our mission is to bring real improvements to communities and the lives of people most in need. We want Lottery money to be used to make big changes for communities through the fair and open funding of people, projects and programmes, with a particular emphasis on tackling need for those most disadvantaged. International Communities is just one of our grants programmes. If you are a UK-based organisation seeking funds for other projects in the UK, you can find out about our other programmes by visiting www. biglotteryfund.org.uk or you can telephone the Big Advice Line on 0845 4 10 20 30 (or textphone 0845 602 1659 for those with a hearing impairment). There are other organisations that give Lottery grants as well as the Big Lottery Fund. You can find out about these by visiting www.lotterygoodcauses.org.uk or you can telephone the Lottery Funding helpline on 0845 275 0000 (textphone 0845 275 0022).

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International Communities at a glance
International Communities funds projects that tackle the causes of poverty and deprivation and bring about a long-term difference to lives of some of the most disadvantaged people in the world. The application process for International Communities is open and competitive and will involve two stages. This application form and guide is for stage one, at which point we will expect your project to be well researched and planned. If you are invited to stage two, you will be expected to submit a detailed business plan with fully developed and accurate final costs. We have produced this checklist to help you decide whether to apply: Yes 1. Are you a UK-based non-governmental organisation (NGO) or voluntary and community sector (VCS) organisation? 2. Will you work with at least one independent overseas partner organisation or group to run your project? 3. Will your project be working in Africa, Asia, Central and South America, the Caribbean or Eastern Europe? 4. Will your project focus on improving the primary education, health, use of natural resources, human rights, or livelihoods of the most disadvantaged people? 5. Will your project actively involve the people who are intended to benefit; helping them to influence their future; build their capacity to improve their lives and work with others to achieve common goals? 6. Do you need between £50,000 and £500,000 from BIG, including no more than £50,000 for capital expenditure including VAT? 7. Will your project last from two to five years? If you can answer yes to all these questions then International Communities may be the right programme for you. To find out more, read the guidance and application form in full. If you cannot confidently answer yes to all of these questions then your project does not meet our basic requirements for funding and you will not be considered for a grant from this programme. We receive many more good applications to this programme than we are able to fund, and this means that even with a good project proposal you may not be invited to stage two. We advise you to always look for other sources of funding for projects and to be cautious about raising people’s expectations before you have been offered a grant. For advice on other sources of funding you can go to the following websites: ●● British Overseas NGOs for Development - www.bond.org.uk ●● Network of International Development Organisations in Scotland – www.nidos.org.uk ●● Directory of Social Change – www.dsc.org.uk ●● National Council for Voluntary Organisations - www.ncvo-vol.org.uk We regularly review our funding programmes in response to feedback from our customers and changing funding needs. This may mean changes to elements of our assessment, procedures, decision-making policies or priorities. Any such changes will be communicated through the programme pages on our website www.biglotteryfund.org.uk/international_communities No

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Part one: About International Communities
International Communities makes grants to projects that tackle the causes of poverty and deprivation and bring about a long-term difference to the lives of some of the most disadvantaged people in the world. The programme will make grants of between £50,000 and £500,000 for projects lasting from two to five years. The programme will open to applications until 31 March 2014, with final grants awarded by 31 March 2015. This deadline is a year before the programme closes as it can take up to 12 months to work together; ●● to ensure your project is robust; ●● to offer development support where required; ●● and to give it the best chance of success. Between launch and 31 March 2012 we will have a programme budget of up to £25 million. We will announce the level of funding available for grants between 1 April 2012 and 31 March 2015 when BIG’s overall programme funding for that period has been finalised. candidate countries (Albania, Bosnia and Herzegovina, Serbia, Montenegro and Kosovo) in the regions stated above according to the membership status of the country on the date you submit your application. We will not fund projects in European Union member countries and acceding countries.

What we will not fund

What we will fund

International Communities will only fund UK-based non-governmental organisations (NGOs) and other voluntary and community sector (VCS) organisations that are working with local partners overseas to run a project. By voluntary and community sector we mean registered charities, charitable or not-for-profit organisations and organisations set up as social enterprises (businesses where any profits are mainly re-invested for community benefit). We will only fund projects in the following regions: ●● Africa ●● Asia (including the Pacific and Central Asian countries) and the Middle East ●● Central and South America ●● the Caribbean ●● Eastern Europe (including the Russian Federation and the Caucasus, excluding members of the European Union and acceding countries). You can apply for projects based in European Union candidate countries (Croatia, the Former Yugoslav Republic of Macedonia, and Turkey) and potential

XX While we welcome applications from faith-based organisations, we do not fund religious activities. XX We will not fund needs analysis for projects, as this should already have been carried out before a stage one application is submitted. XX We will not fund projects which include beneficiaries from the UK. XX We do not make grants to organisations that are working with overseas branches that are not wholly independent of the UK branch unless you are working with another independent local partner to run the project. XX Under this programme we will not fund individuals, sole traders, statutory organisations, profitmaking organisations or organisations that are applying on behalf of another. XX We will not fund general business investment schemes offering grants or loans, or general business and employment services, where these do not form part of a project that is responding to a clearly defined need in a disadvantaged community. XX We will not fund organisations in poor financial health.

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3. 2. This outcome may include a wide range of projects. Improved ability for the most disadvantaged people to exercise their human rights. Priority will be given to projects that focus upon: ●● an improved environment in which to exercise their civil and political rights ●● the enabling of human rights defenders to campaign peacefully for civil and political rights. This should be evident across your application. If you would like to offer grants or loans as part of your project you should note that: ●● the amount for such grants or loans must not be more than 20 per cent of the total value of your grant (excluding any development funding) ●● you will have to demonstrate that you have sufficiently robust systems to manage the scheme ●● you will need to sign an external delegation agreement. Your project must meet one or more of these programme outcomes for your application to have a chance of being successful. both rural and urban. 6 5. Priority will be given to projects that focus upon: ●● improved access to safe water and sanitation ●● more sustainable use of land. which is an extra set of terms and conditions specifically relating to grants and loans schemes.International Communities programme outcomes We want our grants to make a difference. Below we list the five outcomes that we want International Communities to achieve. This list of activities is not exhaustive and we would expect livelihood projects to target communities in need with a broad and sustainable project that is based upon sound research. To be considered for funding under this outcome you must demonstrate how your approach will ensure the sustainable development of the project by preparing for and responding to environmental shocks and stresses and likely climate change. for example: ●● projects that provide better access to finance and saving schemes for individuals and groups wishing to improve their financial security or develop small scale enterprises ●● access to training and skills in business or business areas to assist small scale entrepreneurs in communities with the running or development of their businesses ●● support communities to gain better access to employment through training and support services ●● support individuals or groups of local businesses in communities with the marketing and distribution of their products ●● advocacy and lobbying of financial institutions and government institutions to make financial and business support more accessible to disadvantaged groups and enabling a business environment that contains fewer barriers for disadvantaged communities ●● supporting existing financial lending structures in order to make these sustainable and accessible to local communities who are most disadvantaged. Improved access to and use of natural resources to benefit the most disadvantaged people. to reduce poverty in a sustainable way. Improved primary education for the most disadvantaged boys and girls. We call these changes ‘outcomes’. 1. We will aks you to describe the difference your project will make. Improved health for the most disadvantaged people Under this outcome we will only fund projects focusing on: ●● improved mother and child health ●● improved reproductive health ●● improved measures to prevent HIV/AIDS and mitigate its impact ●● improved measures to prevent and control major local diseases ●● improved mental health. . Improved livelihoods for the most disadvantaged people by enabling communities in need. 4.

000 for projects that last between two and five years. How much will we fund? We will only make grants of between £50. management and implementation of your project: ●● diversity. particularly gender and disability. we will expect projects to have proof of tenure and relevant planning permission. ideally at several levels from the community up to high-level public policy influencing ●● capacity building where projects consider opportunities to build the capability of people and organisations so that good practice and effective ways of working are sustained ●● building alliances. You can apply for both revenue and capital costs. Although this isn’t a requirement. collaboration and networking with other projects and organisations to share learning within the country of operation and in the UK. The combined total of the capital and revenue funding you apply for must not be more than £500. these must not be a major element of your project. Please see Appendix B: What will we pay for? for details of eligible and ineligible expenditure. If you are successful at stage one. We can fund all or some of your project costs.000 should include all relevant costs such as VAT. so that projects promote greater equality and access to services for the most marginalised beneficiaries ●● participation so that communities are actively involved in identifying need then designing and managing responses to it with an active voice in how projects develop ●● influencing opinion with a focus on advocacy. While we can support some capital costs for smallscale building. which you can find in Appendix C: Property declaration Please note that if you are planning building works. you will need to complete our International Communities capital checklist.000 and £500. Please see Appendix A: International Communities crosscutting themes for further guidance. so we will only award up to £50. Capital funding This programme is mainly for the revenue costs of projects.000 towards capital costs. 7 .International Communities cross-cutting themes To maximise the strategic impact of our funding we expect you to demonstrate in your application form that you have appropriately considered all of the following cross-cutting themes in the design. we may also offer you development funding.000. This £50. refurbishment or items of equipment. When we evaluated our previous international grant programmes we found that projects which take these issues strongly into account are more effective in meeting project and programme outcomes and activities have a better chance of being sustained in the longer-term. we encourage you to get some of your funding from other sources if you can as this helps to show a wider range of support for your project and may help it to be more sustainable. Revenue funding We will provide revenue funding towards the operating costs of your project. If you are applying for a grant that includes land and buildings capital expenditure.

It is not intended for helping you to develop your partner organisations. This is designed to support you. Funding can be made available for you to procure up to 10 days of support from relevant external consultants to focus on the following areas: ●● managing partnerships and accountability ●● managing finances ●● monitoring and evaluation ●● planning and managing projects. If we offer you development funding. additional funds for organisational support. it will not be compulsory for you to accept it nor will it guarantee that your application will be successful at stage two. Stage two application preparation As part of your stage one application. Please see Appendix D: Business plan requirements for further information on what we expect to see in your business plan. the UKbased organisation. If we agree during the course of our discussions that the delivery of the project and the achievement of its outcomes could benefit from this kind of support then we will recommend that you receive this funding alongside an invitation to stage two if you are successful. who are invited to stage two. You will need to seek our approval before signing a contract with them. you can apply for funding of up to £10. 8 If you are successful you will be responsible for procuring relevant consultants but we will work with you to identify these and ensure that they can appropriately respond to the requirements we have discussed. Organisational support We may offer some applicants. We will ask you to indicate which. This could include costs such as traveling to meet with partners and costs of staff or consultancy time.000 to contribute towards the cost of preparing your detailed business plan and stage two application form.Development funding There are two types of development funding available at stage one and you should carefully consider if you need either or both of these. This will form the basis of a discussion with you during the assessment process. We will not award grants for needs analysis or early project planning. . as we expect you to have done this before you send us your stage one application form. as our experience has identified some areas of project delivery that can commonly give rise to issues which affect the achievement of project outcomes. of these areas of support you would benefit from in the application form. if any.

If we decide not to fund your project we will tell you why and also offer feedback on your application. you will have 10 working days to sign and return the development grant agreement to us. If we can. If we decide to invite you to stage two you will have six months. If the programme is oversubscribed then a scoring exercise may be undertaken following the completeness and eligibility check. our decision-making committee will decide which projects will be invited to stage two. to send us the missing information.Part two: Applying for funding to International Communities You can only apply for one grant from International Communities at a time. We will expect such applications to extend previous work that has been proven to be successful. Once the assessment is complete. will have to include evidence that you have evaluated your project and acted on what you have found. XX How well you can deliver the project and achieve your project outcomes. We advise you to apply as soon as possible as it can take up to 12 months from submitting a stage one application to being awarded a grant. we will also use the information in your application form to decide whether or not to award it. we will need to discuss what you will want to achieve with this funding in more detail and agree what you propose to do. If it will take longer we will tell you the new timescales. We will aim to notify you of our decision within three months of us receiving your stage two application form and business plan. Please note that stage two remains competitive which means that even with a good proposal. If we award you development funding. based on what make a good project. we will carry out a detailed assessment and grade your application against the following criteria: XX How well your project outcomes meet an identified need and achieve the programme outcomes you have applied under. we will write to you giving 10 working days. or ask for more information. We will send you the stage two application form and guidance on how to complete your business plan. Before you receive this. you are not guaranteed to be offered funding even if you have received development funding from us. whether or not this has been previously funded by us. if successful. Until you have received a final decision on an application you should not send us another. Only the strongest applications will proceed to full assessment. to complete a stage two application form and prepare a detailed a business plan. from the date we notify you. 9 . What happens if you are invited to stage two? What happens at stage one? When we receive your stage one application form we will check that you have sent us everything we asked for. We will then write to you with our decision and. You can submit them at any time before your six month deadline. It will usually take us three months from when we receive your stage one application to assess it and make a decision. If you have not. Applications will be considered on their individual merits and you should include all relevant information in every application that you submit to us. we will check to see if you have addressed the reasons why you were unsuccessful. If you apply for any of the development funding available to you. you may apply at any time following the start of the final year of your existing grant. If you were not successful and you apply again for the same project. Applications will be numerically scored and ranked in comparison with other application. from the date of the letter. We will also check that we can fund your organisation and project. During our assessment we may telephone or visit you. tell you whether you have been awarded a development funding. Applying for existing projects If you are applying for a grant to develop the work of a project started by an existing grant from us. Any application to develop the work of an existing project.

We therefore strongly encourage you to develop self-evaluation plans and identify opportunities for reflecting on and sharing learning in addition to routinely collecting information that satisfies our monitoring requirements. Monitoring your project We will expect you to monitor your activities and progress towards your outcomes during the life of the grant. and what to do with the findings. You should work with people involved in your project (including beneficiaries) to identify the key questions you would like to explore during the life of your project. projects that we fund will be asked to provide us with the following information throughout the length of the grant: XX In the first six months of your project we will ask you to tell us what monitoring systems you have in place and whether or not these are in line with what you described in your application. to identify good practice. Typically. we may ask you for extra information on particular areas.biglotteryfund. please see our ‘Understanding self-evaluation’ guidance which is available on our website www. and to analyse how certain outcomes are being achieved. Later in the life of your grant. Starting your project If we award you a grant you will have to start the project and make a payment claim within six months of accepting our offer letter. what difference our money has made and ensure that it is being well spent. Evaluating your project If we award you a grant. Self-evaluation is something that you are in charge of and can carry out in a variety of ways.uk You may want your project staff to carry out selfevaluation activities or you may want to get support and advice from other agencies or consultants. You need to be sure that you can do this. You should fully develop and implement your evaluation plans at the very start of the project. Reporting to BIG If you are successful in securing a grant. We will also arrange a grant set-up meeting with successful applicants to discuss our processes and expectations in more detail. When we review your progress. XX A mid-year progress check for each year of the project where we will ask you to report on . it forms an important part of project planning and management. As the UKbased grant holder. we will ask you to send us information on a regular basis so that we can find out about your project’s progress. or in what areas it faces challenges. Your monitoring plans will also need to be agreed by us. It is therefore important that your main contact has a good understanding of how your project is progressing. At stage two we will ask you to propose a system or framework that you would like to use for monitoring. Information you collect as part of your selfevaluation processes will assist you in telling us and 10 other interested parties how your project is progressing. We have enclosed a copy of our terms and conditions at Appendix E: Standard terms and conditions of grant. how to investigate them.org. It is important for your organisation to understand why certain approaches do or do not work. is well-managed and meets its outcomes. As such. we encourage applicants to set aside between 5-10 per cent of their total project cost for monitoring and evaluation activities. you will have to accept our terms and conditions as you will be responsible for ensuring that the project is accurately budgeted in accordance with our guidance. we want to be confident that your project makes a difference and identifies opportunities for improvement. you will also be able to provide more convincing evidence to potential funders about the success of your project. We are happy for you to budget for this within your grant application under ‘Monitoring and evaluation’. For more information about approaches to self-evaluation. as long as your plans are in proportion to the size of your project. Please read these to make sure you will be able to accept them as they cannot be changed. We also encourage you to monitor the performance of your project overall. Typically. and how you have adapted it to changing circumstances.What happens if we award you a grant? If you have been successful at stage two we will send you an offer letter which you will have to send back to us within 10 working days.

and a reduction in quality of services or activities for those most in need. Independent referee If you are a voluntary or community organisation we may contact you to ask for details of a UK-based independent referee. to look at your systems for managing and monitoring your project. rules. leads to an increase in cost of services or activities. someone indepndent of your organisation but knows its work well. as part of this process. Good governance Governance means the way your organisation is set up and run. XX We may visit your UK office. both in the country where you are working and in the UK. when doing this we would make sure that confidentiality is not compromised. The Big Lottery Fund does not tolerate corruption under any circumstances. Corruption through bribery. give details of activities that have taken place and provide a brief update on spend against funds received. XX At the end of your project we will ask you to report on your progress in the final year and to report on the overall success of the project. plans.uk. Grant holders and their overseas partners are expected to have clear disclosure of information. documents and management arrangements you have for the way you administer and control your organisation.progress against each of your outcomes. processes and actions in order to mitigate against the use of funds for corruption. XX At the end of each year we will ask you to complete a more detailed report covering progress and a more thorough account of your project budget to date. for reporting to us in a timely manner. You will need to ensure that your project partners understand our specific reporting requirements and ensure that you and your partners have budgeted for enough resources. challenges and pick up any key issues detailed within your most recent report. We have published a ‘Good governance guide’ which is available on our website www. or the project incountry. If we need an independent referee. XX At various points throughout we may contact you to discuss project progress. 11 . However. We would expect you to be able to report to us drawing on your own monitoring and evaluation activities. Please contact us at the earliest possible opportunity to discuss this if you have any concerns about BIG publishing your project. Our standard reporting requirements should not be the primary driver of your project monitoring and evaluation plans. we will explain our requirements when we contact you.biglotteryfund. policies. It is about the procedures. including its finances and delivery of what it has been set up to achieve.org. we may want to publicise your project. The guide also introduces you to our risk analysis process. extortion or intimidation. Public announcement and acknowledgement We are required to tell the wider public about the grants we make and.

company or other reference or registration numbers below.Part three: International Communities application form Section 1: Organisation details 1. 1. 12 . limited company or an Industrial and Provident.2 Organisation address What is your organisation’s registered address? Postcode Phone number one (or textphone) Email address (if applicable) Phone number two (or textphone) if applicable Fax number (if applicable) Web address (if applicable) 1. b) Are you a non-governmental (NGO) or voluntary and community sector (VCS) organisation? Yes No If you don’t meet this requirement we can’t fund your project. your constitution. as shown in your governing document? If your organisation is also known by another title please put this in brackets. For example: “Bryan Action International Trust” (known as ‘BAIT’). No – Enclose a copy of your governing document with your application (for example. You can write up to 80 characters. set of rules or trust deed).3 Organisation type Yes No a) Are you a UK-based organisation? If you don’t meet this requirement we can’t fund your project.1 Organisation name What is the full legal name of your organisation. Friendly or Mutual Society? Yes – Give your charity. c) Are you a registered charity.

Unique Reference Number of the current or previous grant with the bank account you intend to use. internet and other withdrawals must be signed or authorised by at least two people who are not related to each other and do not live at the same address. you must select one of the other options. 13 . b) Please tick one of the boxes below and enclose the relevant information with your application. Enclose three consecutively numbered pages of a bank or building society statement that includes your organisation name. for example ‘Bryan Action International Trust (BIG)’. as they may have some legal responsibility if we award you a grant. The separate and designated account must bear the legal name of your organisation and state BIG in brackets. You can write up to 500 characters (about 80 words) 1. Your organisation has a turnover of more than £10 million.Charity number Company number HMRC Charitable status number Other (please specify) d) Are you an independent organisation or a branch of a larger organisation? Independent organisation Branch of larger organisation – Tell us the name of the larger organisation and whether they know about this application. Do you meet this requirement? Yes No but we will put this in place if we are awarded a grant. If we award you a grant and your organisation is not a registered charity you will need to set up a separate bank or building society account for the sole purpose of receiving and administering Big Lottery Fund grants. as shown in your governing document. Cheques. We will return any documents you send within 10 working days. Enclose a banker’s reference (you may incur a fee for this. Your organisation has a turnover of less than £10 million. The bank or building society statements must be original or authenticated by your bank or building society with a stamp and signature as a ‘Certified true copy of the original’. account number and sort code. which we are unable to reimburse).4 Bank or building society account All organisations that receive a grant from us must have a UK-based bank or building society account in the name of the organisation. If we have not seen your bank statements for two years. Your organisation is a current or former BIG grant holder and you would like to use the same bank account. These must be no more than three months old.

gov. If this is the case. They must be a representative of the UK-based organisation who is able to talk about the project in detail and provide further information if we ask for it. we realise that this can be difficult if your organisation’s financial year-end coincides with the period in which you are sending us your application.uk 1. send us your previous accounts and a copy of your most recent management accounts.charity-commission. This person will need to be available for us to talk to during the assessment period. We would expect you to comply with the Statement of Recommended Practice (SORP) for accounting and reporting. They must be signed and dated by your chair. Title Mr Mrs Ms Miss Surname Forenames (in full) Position or job title Address for correspondence Postcode Phone number one (or textphone) Email address (if applicable) Phone number two (or textphone) if applicable Fax number (if applicable) Web address (if applicable) 14 . signed by your treasurer/finance director. However. A 12-month projection because your organisation been running for less than 15 months. We will also ask you to provide us with estimates of your income and spending for at least the first year of the grant. Tick one box to confirm what you are sending: Information from the latest accounts approved by your organisation. The accounts you send us should not be more than 12 months old. secretary or treasurer and by your auditor or independent examiner where appropriate. For more information about ‘SORP’ visit www. If you are a new organisation that has been running for less than 15 months you may send us a signed and dated draft of your annual accounts or your last 12 months’ management accounts.5 Your organisation’s accounts You must send us a copy of your most recent approved accounts with your application (or projections if you’ve been running for less than 15 months).1.6 Main contact Fill in the following details about the person in your organisation who will be the main contact for your application.

This might include textphone. 15 . sign language. audiotape. please tell us why. Braille or a community language. large print. Tell us about any particular communication needs your main contact has.2.If the address for correspondence is different from the organisation’s registered address in question 1.

You can write up to 2.1 Project name Give us a name for your project. scale and who will benefit. write 100%. unique and something we could use to publicise your project. You can write up to 40 characters including spaces.Section 2: About your project 2.2 Project summary Describe your project. 2. telling us about its main purpose. Try to make it short.3 Project location Where will your project activities take place? Tell us in which countries your project will happen and in which districts or regions.000 characters (about 300 words). If the project is only going to be delivered in one place. If your project is delivered through outreach work or covers a wide area. Location Example: Ethiopia                                                                                 District/region Harari                                                                                 Percentage per location* 25%                                                                                 16 . tell us where the project will be based. 2. Estimate the percentage of the grant that will be used to deliver the project in each location.

17 . project partners and other stakeholders. You can write up to 2.4 Project need a) What are the issues your project will address? You can write up to 2.2. b) What have you done to research the need for your project and what were the findings? This might include discussions with local governmental or non-governmental organisations.000 characters (about 300 words).000 characters (about 300 words).

d) How will your project complement existing services? Tell us about any relevant services in the project location and how you will work with them to address the needs you have identified.000 characters (about 300 words). You can write up to 2. 18 .000 characters (about 300 words).c) How does any consultation with your project beneficiaries support the need for your project? We are particularly interested in consultation you have undertaken over the last two years. You can write up to 2.

4.2.6 Aims and outcomes a) What is the aim of your project? This should sum up the overall purpose of your project in one sentence and reflect the need you have identified. 2. 19 .000 characters (about 300 words). 3. 1. By outcomes we mean the changes your project will bring about. You can write up to 250 characters (about 50 words). Improved ability for the most disadvantaged people to exercise their human rights. Improved health for the most disadvantaged people. You can write up to 250 characters (about 50 words) for each outcome. 2. Improved livelihoods for the most disadvantaged people. Improved access to and use of natural resources to benefit the most disadvantaged people. c) State up to four outcomes that you expect to achieve by the end of your project.5 Project beneficiaries What are the key beneficiaries groups you will target with this project? Tell us about any specific needs that they have and how this project will address them. Improved primary school education for the most disadvantaged girls and boys. You can write up to 2. b) Which of the five International Communities programme outcomes are you applying under? Your project can meet one or more of these.

3. 1. and their children’s.org.biglotteryfund. young carers and their siblings leading to better chances in life Example 2 Beneficiary parents and guardians have increased income which improves theirs.000 characters (about 300 words) for each outcome. services or tasks and how these will bring about the project outcomes. orphans. 2.Here are some project outcome examples: Example 1 Increase in primary school enrolment rates of street children. 20 . quality of life Example 3 Increased community understanding towards people living with HIV/AIDS increases beneficiaries’ ability to participate in society Further guidance on outcomes is available on our website www. You can write up to 2.uk d) What will you do? Describe the main activities.

You can write up to 2. e) How will you monitor your progress towards the achievement of your outcomes? You can write up to 2. f) How will your project outcomes bring about the programme outcomes you have applied under? You may find it useful to refer to our detailed programme outcomes guidance on page 5.4. 21 .000 characters (about 300 words).000 characters (about 300 words).

If you wish to work with an overseas branch of your organisation. They must be based in the country where the project will be carried out. we would normally only expect your main delivery partner to be governmental in exceptional circumstances. such as the absence of NGOs or any other appropriate organisation.000 characters (about 300 words). You can write up 3. a) Who are your partners and what services will they offer? Describe their roles and relevant experience. We define project partners as organisations which are accountable to you for funds you have given them for project activities. If you are invited to make a second stage application we will expect you to assess the suitability of your partners and also develop a partnership agreement which sets out each partner’s roles and responsibilities. If they are not independent. We will expect you to have begun considering the content of partnership agreements with all partners at stage one.1 Partnership working We expect you to work with one or more partner organisations to carry out the project. 22 . we expect the branch to be fully independent.Section 3: Delivering your project 3. b) How will you know how well your partners are delivering the project? Tell us about the plans you have in place to manage the delivery of your project activities. You can write up 2. you will need to work with at least one other local independent organisation. By independent we mean not under the control of the UK organisation. Please see Appendix F: Guidance for partnerships for additional information on our requirements. Although engagement with local and national government would be encouraged. Your project partners could be local community-based organisations (CBOs) or non-governmental organisations (NGOs).000 characters (about 400 words).

You can write up to 1. and what appropriate measures have been incorporated into your project as a result.c) What are the risks and challenges you foresee in delivering your project? Tell us about how these will be managed by you and your partners.500 characters (about 200 words) for each.2 Cross-cutting themes How will your project address each of the cross-cutting themes? Tell us what consideration has been given to each cross-cutting theme.000 characters (about 300 words). You may find it useful to refer to Appendix A: International Communities cross-cutting themes. 3. a) Diversity b) Participation 23 . You can write up to 2.

3 Equal opportunities We want projects to be open to the widest range of people as possible. use your project services or get involved? You can write up to 2.c) Influencing opinion d) Capacity building e) Building alliances. So you need to have thought about how you’ll address any difficulties people may have finding out about or getting involved in your project. 24 . There’s more information about how to identify and address these issues in our ‘Equality Matters’ guide which you can get from our website www.000 characters (about 300 words). collaboration and networking 3.org.uk How will you make sure that everyone who could benefit from your project will know about it.biglotteryfund.

We recognise that your partners may not yet have these policies but we expect you to work with you partners to ensure our minimum requirements are met. If you are invited to make a stage two application.5 Project budget You must provide a project budget showing what the grant will pay so that we can see what costs your project will include. At this stage. if appropriate. young people or vulnerable adults ●● provide child protection and health and safety training or guidance for staff and volunteers ●● carry out a risk assessment ●● secure extra insurance cover. Does your organisation meet these requirements? Yes No but we will put this place in time for a stage two application.biglotteryfund. wherever possible this should include checking criminal records and taking up references ●● set appropriate ratios of staff or volunteers to children. As a minimum we expect you to: ●● have safeguarding policies in place that are appropriate to your organisation’s work and the project you are asking us to fund ●● review your safeguarding policies at least every year ●● complete a rigorous recruitment and selection process for staff and volunteers who work with children. which we may inspect at any time. We can’t increase your grant once it has been awarded and if you don’t accurately calculate the true cost of delivering a project it could affect your ability to deliver the outcomes for your beneficiaries. you should consider carefully how much your project will cost in total.uk 25 . Please refer to Appendix B: What will we pay for? for detailed guidance on eligible and ineligible expenditure. It is important that you know the total cost of delivering this project and apply for an appropriate amount of money. Your budget should not include development funding. we understand that the budget may change when you present the project plans in more detail. 3. you will only be able to increase the project costs you state in your stage one application by up to 10 per cent of the grant and you should not exceed the £500.000 maximum grant amount for this programme.org. However. For help in completing your budget and in working out your overheads please refer to ‘Applying for your project overheads’ on our website www. However. young people or vulnerable adults. we expect your costs to be estimates based on comparative information. and how much you need to ask us to fund.3. It is your responsibility to ensure that you and your project partners have appropriate safeguarding policies and procedures in place. young people and vulnerable adults We need to be sure the children.4 Safeguarding children. young people and vulnerable adults you work with will be safe.

NI and pensions)                                                                                                                                                 Freelance fees                                                                                                                                                 Recruitment                                                                                                                                                 Training                                                                                                                                                 Travel and other expenses                                                                                                                                                 Accommodation and utilities                                                                                                                                                 Marketing and communications                                                                                                                                                 Monitoring and evaluation                                                                                                                                                 Professional and legal fees                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 Total revenue costs                                                                                                                                                 Microfinance -This cannot make up more than 20% of your total grant request. Total for microfinance Capital                                                 Total capital costs                                                                                                                                 Overheads                                                                 Total overheads                                                                                                                                                                 Total project costs                                                                                                 . Total project costs (including VAT) Total for VAT recoverable Funding from Amount requested from total (B) other sources from Big Lottery project (A) Year 1 Year 2 Year 3 Year 4 Year 5 £ (C) Fund (A-B-C) £ £ £ Revenue Salaries (incl. You should not include any development funding you are applying for.26                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 a) Complete the following table to show us how much the project will cost and what you’ll spend the grant on.

000 characters (about 300 words).5a . what exchange rates you are using.b) How have you worked out your costs? Tell us about any assumptions and include any information on how you have accounted for inflation. Not secured Secured Amount per year Source of funding Year 1 £ Year 2 £ Year 3 £ Year 4 £ Year 5 £ Total £ In kind 27                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 Total                                                                                 *This amount should be the same as the total in column C of question 3.                 3. how much it is and whether you have secured it yet. Include any funding for in-kind support from organisations in your partnership. You can write up to 2. how recent your estimates are and whether you have obtained any quotations.6 Project funding a) How much funding are you asking for from the Big Lottery Fund? Tell us how much you need from us in each year. b) How much funding will come from other sources? Tell us where it will come from.5a. Grant amount requested from Big Lottery Fund (£) Year 1 Revenue Microfinance Capital Overheads Total                                                                                                                                                                                                                                                                                                                 Year 2                 Year 3                 Year 4                 Year 5                 Total*                 * The total amounts should be the same as the totals in the final column of question 3.

8 Value Added Tax (VAT) For UK-based costs.000 characters (about 300 words). Is your organisation registered for VAT? Yes No If yes.7 Free reserves Our decision-making committee may take into account the level of reserves your organisation holds that are not restricted.                 Have you got in touch with either your local VAT office or a VAT expert to find out how much VAT you can recover on the cost of your project. a) Based on your most recent annual accounts what amount does your organisation currently hold in free reserves? £ b) What percentage of your organisation’s annual expenditure does this represent.                 28 . You can write up to 2. based on your most recent annual accounts?    %              c) Summarise your organisation’s reserves policy and how you have operated it over the past three years. we will only pay VAT if you cannot claim it back from HM Revenue and Customs. We call these your ‘free reserves’. 3. what is your VAT number. and do your budget costs reflect this? Yes No If ‘No’ tell us what you have done to make sure that you will incur no extra costs as the result of irrecoverable VAT.000 characters (about 300 words). designated or set aside for a specific purpose. as we cannot increase our grant at a later date. We may ask your organisation to make a contribution towards the project cost from your free reserves if we think it is appropriate for you to do so. You can write up to 2.3.

You should express these prorata for posts that will work part-time on this project. We expect to be able to see the figures you have set out here reflected in the relevant budget lines of your project budget. Note that significant changes to these costs at stage two will be queried as part of any assessment. We expect any new posts funded by our grant to externally advertised and recruited. Job title Number required Which organiSummary of what this person sation will this will do on the project. will be worked on this project per week? Total cost Voluntary. You should not include contributions to staff posts not directly involved in the project as these should form part of your overhead calculations. 29 . pension or redundancy contributions. on average.9 Staff posts and volunteers                                                 a) How many staff will be employed to work on your project? b) How many staff positions will be paid for by this grant? c) How many volunteers will work on this project? d) Complete the table below to provide a breakdown of the staff and volunteers that you intend to work on this project. to the salaried or project consultant? for these posts?                                                                                                                                                 How much of this are you expecting to come from our grant?                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 For salaried posts you should include all relevant costs where applicable. For example: National Insurance. will they be based? New or existing post?                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 How many hours.3. You person work can write up to 250 for and where characters (about 40 words).

you may be awarded an application preparation development grant of up to £10. This is intended to support your organisation to better plan. d) If you are invited to stage two would you be interested in receiving funding for organisational support? Yes – your assessing officer will discuss this with you in more detail No – skip to Section 4: Finishing your application form e) In which of the following areas would you like additional support? You can tick more than one box. a) If you are invited to submit to stage two would you be interested in receiving funding for stage two application preparation? Yes No – skip to Section 4: Finishing you application form b) Why do you need a development grant and how you will use it? Tell us how you worked out your costs.000 characters (about 300 words).10 Development funding If your project is successful at stage one and we decide to invite you to submit a stage two application. You can write up to 2. You should refer to Appendix B: What will we pay for? for more information on eligible and ineligible expenditure.000 to cover costs incurred in preparing a full stage two application. publicity or consultation costs and be as accurate as you can. manage and deliver your project outcomes. professional fees.                 c) How much development funding will you need from us and what for? You should use budget headings such as staff costs. Managing partnerships and accountability Managing finances Monitoring and evaluation 30 Planning and managing projects . Budget heading                                                                                                 Amount requested                                                                                                                 Total development grant requested Through this programme we may also offer some applicants. who are invited to stage two. travel and subsistence.3. with additional funding for organisational development support.

We might use the data you provide for research purposes. We recognise the need to maintain the confidentiality of vulnerable groups and their details will not be made public in any way. which may keep a record of that information. external evaluators and other organisations or groups involved in delivering the project. administering the programme. These organisations may include accountants. Personal information that you provide may be disclosed to a credit reference or fraud prevention agency. Data Protection We will use the information you give us during assessment and during the life of your grant (if awarded) to administer and analyse grants and for our own research purposes. If you think that information you are providing may be exempt from release if requested. although we may choose to consult with you first. 31 . We might use personal information provided by you in order to conduct appropriate identity checks. We may give copies of all or some of this information to individuals and organisations we consult when assessing applications. This includes information received from third parties. you should let us know when you apply. If information is requested under the Freedom of Information Act we will release it. subject to exemptions. government departments. Freedom of Information Act The Freedom of Information Act 2000 gives members of the public the right to request any information that we hold. contractors and people making a complaint. We have a duty to protect public funds and for that reason we may also share information with other Lottery distributors. such as.Section 4: Finishing your application form Data Protection and Freedom of Information Your signatures on this form will be taken as confirmation of your understanding of our obligations under the Data Protection Act 1998 and the Freedom of Information Act 2000 and your acceptance that we will not be liable for any loss or damage to you pursuant to our fulfilment of our obligations under the relevant law. although not limited to grant applicants. monitoring grants and evaluating funding processes and impacts. except as required by law. organisations providing matched funding or for the prevention and detection of crime. grant holders. We may share information with organisations and individuals with a legitimate interest in Lottery applications and grants or specific funding programmes.

and our overseas partners. plans. accurate and adopted or approved by our organisation. We have not altered or deleted the original wording and structure of this application form as it was originally provided or added to it in any way. We confirm that this application and the proposed project within it has been authorised by the management committee. We understand that you require each signatory to this form to provide their full name. this could make our application invalid and we will be liable to repay any funds. processes and actions in order to mitigate against the use of funds for corruption. We certify that the information given in this application is true and confirm that the enclosures are current. We confirm that we will co-operate with any evaluation related activities which are required of us by the Big Lottery Fund and further confirm that the Big Lottery Fund may use any part of our application for evaluation or research purposes. We understand that the Big Lottery Fund may commission an evaluation of the programme.Declaration Organisation name We confirm that we are duly authorised to sign this declaration on behalf of the applicant organisation in question 1. We understand that any offer of grant will be subject to terms and conditions and we confirm that the organisation has the power to accept this grant if the application is successful and to repay it if the grant conditions are not met. rules. other governing body or board. 32 . are expected to have clear disclosure of information. home address and date of birth for fraud prevention and detection purposes. or if we knowingly withhold any information. We confirm our organisation has the legal power to set up and deliver the project described in this application form. We understand that. if we make any seriously misleading statements (whether deliberate or accidental) at any stage during the application process.1. We understand that that Big Lottery Fund will not tolerate corruption under any circumstances and that we.

4. surveys or product testing and we can pass your details to organisations that do this work for us.6) I understand that you may contact me during assessment and I confirm that I am authorised by the organisation for this purpose and that you may rely on any further information supplied to you by me. If you do not agree to this. 33 . leave the box blank.1 Signatory one (This must be the main contact named in question 1. leave the box blank. forms and guidance by taking part in market research. Check this box if you would like to help us improve our customer service. Title Mr Mrs Ms Miss Surname Forenames (in full) Position Date of Birth Signature Date On behalf of (organisation name) Home address Postcode Check this box if you would like to receive information about the Big Lottery Fund and the other Lottery good causes. If you do not agree to this.

Title Mr Mrs Ms Miss Surname Forenames (in full) Position Date of Birth Home address including postcode Address for correspondence. chief executive or person of similar authority in your organisation. 34 . If you are a company (including charities that are also companies). leave the box blank. surveys or product testing and we can pass your details to organisations that do this work for us. two directors or a director and the company secretary must sign this form. forms and guidance by taking part in market research.4. Check this box if you would like to help us improve our customer service. If you do not agree to this.2 Signatory two This should be the chair. If you do not agree to this. leave the box blank. including postcode Telephone number 1 (or textphone) Email (if applicable) Signature Telephone number 2 (or textphone) Date On behalf of (organisation name) Check this box if you would like to receive information about the Big Lottery Fund and the other Lottery good causes.

forms and guidance by taking part in market research. If you do not agree to this. if not already signatory two. including postcode Telephone number 1 (or textphone) Email (if applicable) Signature Telephone number 2 (or textphone) Date On behalf of (organisation name) Check this box if you would like to receive information about the Big Lottery Fund and the other Lottery good causes. leave the box blank. If you do not agree to this.Signatory three (companies only) This should be another director or the company secretary. leave the box blank. 35 . Title Mr Mrs Ms Miss Surname Forenames (in full) Position Date of Birth Home address including postcode Address for correspondence. surveys or product testing and we can pass your details to organisations that do this work for us. Check this box if you would like to help us improve our customer service.

You are sending us your most recent annual accounts (or management accounts and financial projections if you are a new organisation).8 4. volunteers and consultants who will work on the project.3b 1.Checklist Tick the boxes to confirm that: You have provided us with your charity.4 1. You have completed the beneficiary monitoring form. For capital projects you are sending us a completed property declaration for construction and refurbishment less than £50.1 4. You understand that we will not review any additional documents that you send us which we have not requested.000. You are sending us the relevant bank details information. You have included the requested details of members of staff. You are including any requested additional documents (if applicable). company or other registration numbers or you are sending us a copy of your governing document. If you are emailing us your application form you have also posted a hard copy of the signed declaration.5 3. The main contact has signed the declaration. Your chair or person of similar authority has signed the declaration (or if you are a company.2 Appendix C Section 4: Declaration Section 4: Beneficiary monitoring N/A N/A 36 . either two directors or a director and the company secretary have signed the declaration). Reference 1.

transgendered or bisexual people No Yes 37 . If you select ‘No’ this tells us that your project is open to all people in that category. people of a specific gender? No Yes If yes. so that we can check that we are giving out Lottery money fairly. Sexual orientation Is your project directed at. This helps us find out the types of projects that apply to us. Age Is your project directed at. or of particular relevance to. which gender? Male Female 2. 0-4 years 25-34 years 5-9 years 35-44 years 10-14 years 45-54 years 15-19 years 55-64 years 20-24 years 65+ years 3. or of particular relevance to. lesbians.Beneficiary monitoring Tell us who will mostly benefit from your project. Faith Is your project of particular relevance to people of a specific faith? No Yes If yes. or of particular relevance to people from a specific age group? No Yes If yes. which age ranges? Tick all that are relevant. 1. We won’t use what you put in this part of the form to assess your application. which faith? Tick one box only. Buddhist Christian Hindu Jewish Muslim Sikh Other 5. gay men. Gender Is your project directed at. Disability Is your project directed or of particular relevance to disabled people? No Yes 4.

particularly gender and disability considerations. publications. and ensure that the benefits of the project are shared fairly. disability. household. therefore. Projects must particularly demonstrate that diversity issues. Influencing opinion can involve raising awareness of rights and equality issues at the individual. religion or sexual orientation. We feel there is added value to be gained from our funding through the wider sharing of lessons learned. have been taken in to account at all stages of project delivery. and show how participation throughout the length of the project will give communities an active voice in how it develops. We want to make sure that all the projects we fund will help to achieve greater equality for the poorest and most marginalised people. 38 . Projects must show how communities have taken part in identifying need and designing responses to it. Where applicants identify equality as an issue we expect to see projects address this. It may also involve influencing attitudes and practices among decision-makers. civil society. Effective communication channels between grass roots and policy makers are. we will seek to fund projects that have appropriately considered all of the following cross-cutting themes in the design. Local involvement will increase the chance of making a long-term difference. so that good practice and effective ways of working are sustained. through workshops. networking and other forms of dissemination. This recognises that changes in people’s lives and life chances are influenced by the wider way in which society is organised and the role played by the state. Influencing opinion There should be a focus on advocacy. We also expect projects to actively encourage access by all members of the community. Capacity building Diversity Proposals must consider the opportunities for building the capacity of people and organisations. community. development education. collaboration and networking Participation Proposals should demonstrate ways of sharing learning beyond project sites. evaluation. fundamental to influencing sustainable changes to the lives of the most disadvantaged. Building alliances. management and implementation of your project. Therefore. whether it be gender. events. government or international level. ideally at several levels from the community up to high-level public policy influencing. The degree to which the capacity of local communities and the organisations working with them is developed over the life of the project is normally key to determining whether the benefits of a project will be long lasting.Appendix A: International Communities cross-cutting themes We have learnt that projects which take the issues addressed by these cross-cutting themes strongly into account are more effective in meeting project and programme outcomes and activities have a better chance of being sustained in the longerterm. Participatory approaches must involve disadvantaged groups and decision-makers at a variety of levels. both in the country of operation and in the UK. We hope others will benefit from learning about what has worked effectively and not so well in the projects we fund and that this in turn will lead to wider take-up of good practice.

or include or exclude some items. equipment. Direct revenue and capital costs By direct revenue and capital costs we mean the costs of employees. telephone bills and stationery ●● rent. You should. space or activity used only in the project. ●● travel outside the UK (that is. Eligible revenue expenditure includes: ●● salaries of project workers. including any extra costs. travel to visit your project overseas or travel within the country where the project is based) ●● website connection ●● website content design and development (including the use of consultants or designers) ●● software ●● professional and legal fees associated with revenue expenditure on the project ●● provision for legal costs you may incur for executing a legal opinion. including any extra costs. lighting. refurbishment. As a non-statutory authority applicant. The following lists give you an idea of the type of spending that we can and cannot pay for.000 (excluding development funding). including travel. whether in cash or in kind ●● personal equipment and items that only benefit an individual and are not needed to deliver the project outcomes ●● funds to build up a reserve or surplus. before we make you a grant ●● any costs which someone else is paying for. such as pensions. These can include revenue and capital costs and overheads. such as pensions. They are not exhaustive and when we assess your application we may want to discuss this in detail. modernisation or conversion) required for delivering the project ●● improvements to land and other forms of landscaping ●● improvements to access (except when the project is only to meet the requirements of the Disability Discrimination Act) ●● purchase of single items of equipment with a depreciable value. maintenance and insurance for office space and buildings only used for this project ●● venue hire ●● purchase of single items of equipment or materials with a value below £1. accommodation. If you are successful at stage one. Ineligible revenue includes: ●● costs incurred or expenditure committed.Appendix B: What will we pay for? We will pay for all the eligible costs of the project you want us to fund up to £500. whether distributable or not ●● general maintenance and repairs ●● loan repayments ●● contributions to general appeals ●● recoverable VAT. National Insurance and redundancy (if applicable) for the project ●● sessional workers – those who work as and when required to run activities or to carry out community development or outreach work that will increase long-term community use of an amenity ●● recruitment of staff who will work on the project ●● expenses of project staff and volunteers. Eligible capital expenditure includes: ●● buying freehold or leasehold land and buildings ●● small-scale building works (construction.000. volunteers. new build. however. extension. we may also offer you development funding. heating. you should make provision within your budget for this – we would suggest that it would be reasonable to include an estimate of up £500 plus VAT for such a legal opinion.000 that do not have a depreciable value ●● routine repairs and maintenance for project equipment and vehicles ●● training of staff and volunteers working on the project ●● monitoring and evaluation of the project ●● fundraising for the project for the duration of the grant and for its continuation ●● marketing and publicity for the project 39 . National Insurance and redundancy (if applicable) for the project ●● salaries of management staff who only supervise project staff. or with a value over £1. get advice as to the estimated costs for a legal opinion from your own solicitors.

equipment. heating. but also support your other work. this project. ●● Ineligible capital expenditure includes: ●● costs incurred or spending committed. before we make you a grant ●● any costs which someone else is paying for. heating. IT and other staff supporting the project (for example. Overheads By overheads. Eligible overheads include: ●● salaries of human resources. fixed or loose equipment or office equipment which is not essential to the project. finance. legal (including costs for providing legal documents) and statutory fees associated with capital spending on the project. working on the project. lighting. You should explain how you have calculated your overheads on your application form.necessary for running the project ●● the purchase of vehicles necessary for delivering the project ●● professional. whether in cash or in kind ●● any costs not associated with the running of. maintenance and insurance for office space your project requires or shares with other projects ●● rent. volunteers. maintenance and insurance for office space used by staff who run your project ●● professional fees associated with strategic planning 40 . lighting. whether in cash or in-kind ●● general improvements to public areas unless they are essential to the project ●● personal equipment not essential to delivering the project ●● maintenance equipment. ●● training staff ●● networking and attendance at conferences or partnership work that benefits the project you want us to fund. running payroll and servicing computers used by the project) ●● salaries of staff. including managers. space and services that partly support the project you want us to fund. but not exclusively ●● salaries of senior management overseeing the project ●● meetings of the trustees or management committee ●● audit and other legal fees associated with running your organisation ●● rent. We can make a contribution towards your overheads. we mean the costs of employees. or supporting the running of. Ineligible overheads include: ●● costs incurred or expenditure committed before we make you a grant ●● any costs which someone else is paying for.

Please provide: ●● a description of the building work and your users’ accommodation requirements ●● a description of the options you considered for delivering the land and buildings part of the project and the reasons you chose this option ●● details of how the building will accommodate people with disabilities ●● evidence that you have received more than one quote for the work. I have investigated whether we are required to comply with any local building regulations/planning permission and we are able to do so.Appendix C: Property declaration Name of applicant                                 Declaration of tenure Country in which land or property is based We confirm that we/our (delete which does not apply) overseas partner has tenure of the land and buildings. matters specific to the country where you are working). Any taxes/VAT for which we are liable are included in our budget. I have investigated whether our organisation will be liable. Tick the boxes to confirm that: I have investigated whether our organisation will be liable for taxes/VAT for this building project and can confirm that we are not liable. Any building professionals we have employed have appropriate qualifications. We/they (delete which does not apply) own the freehold OR have a leasehold interest with at least five years to run from the project start date. Please enclose additional information if there are other relevant issues you would like to raise relating to your property project (for example. Have you provided any additional information with your application form? Yes No If ‘Yes’ please list them here: I certify that the information on this form is correct: Signature of Chair or Chief Executive Date 41 . Where the land and buildings are held on lease the landlord has given permission for the work.

Key details that support your business plan such as options appraisals. including income and expenditure requirements and any assumptions made. including the services. Monitoring and evaluation Risk analysis Executive summary How the project will be monitored and evaluated. management. Please do not send a business plan with your application. partnership and volunteer resources you will need and how the project will be managed. Marketing and communications strategy The methods that will be used to publicise your achievements and who the target audience is. the organisations and people you work with and details of other similar projects you have run.Appendix D: Business plan requirements If you are invited to stage two we will send detailed guidance on what we require in a business plan. A summary of the most important features of your project. Our business plan requirements are summarised below. activities or facilities it will provide and a project plan or timetable.000 to help develop it. objectives and legal status. Project costs A detailed breakdown of the capital and revenue costs for the project. including the need that your project aims to address. Organisation summary An outline of your organisation’s aims. Project delivery Detailed information about the project. Financial appraisal An explanation of all the financial implications of the project. including staff costs and consultancy costs. the outcomes and benefits of your project and how your project will achieve this. You may have enough resources and expertise within your organisation to produce the business plan but you can ask for up to £10. Strategic context The aims and objectives of your project. This should also include a detailed fundraising plan. A full assessment of the risks associated with the project and any threats to it and an explanation as to what systems will be put in place to manage risk in general throughout the life of the project. supervision. partnership funding or in-kind donations and an explanation of what you . Project resources A description of the staff. You must send us a detailed business plan for your project with your stage two application form. Other sources of funding and in-kind contributions 42 A description of any co-funding. feasibility studies and marketing research. Supporting information Project background An explanation of how the project has been developed so far and any relevant studies or research that has been carried out. will do if you fail to secure any additional funding required. This summary is just for information at this stage.

2. 2. accounts and members of our governing body or our public annual reports. We will follow race. within the scope of our governing documents. delivery. organisation.9 We will tell you promptly about any changes to information we have provided and will make 2. if we are a statutory public presentations about the project. the unspent amount to you. aims. we will return the unspent amount to trust for you at all times. the project as soon as practical and no later 43 . 2. people whose salaries are funded by the grant If you approve our business plan we will start change. structure. 2.5 We will tell you of any offer of funding for this together with any other conditions we have agreed. The project sure that the information you hold is always 2. If the start of the project is delayed.7 We will acknowledge the grant publicly as fair and open manner without distinction as to appropriate and as practical. and/or as varied by the Grant Agreement. 1. gender or disability. The “project” means the project that you are giving us the grant for as set out in our application form and any supporting documents.1 We will get your written agreement before true and up to date. 2. or in written or spoken executive team. making any change to the project or to its name. than six months from the date of your letter confirming this. we will meet the requirements of the Data Protection Act 1998. and in your branding and publicity guidelines at all compliance with relevant legislation. “You” and “your” means the Big Lottery Fund and includes your employees and those acting for you. and we will repay any you promptly.4 We will ensure that at all times while the Grant publicity and marketing to promote the award Agreement is in force we are correctly of the grant as you see fit.8 We hereby consent to any publicity about the in force. includes and incorporates these standard terms and conditions and the grant offer letter 2. including any press or media related activities. In general 1. religion. times. If the grant part-funds the grant (including any unused grant) to you project. 1.10 In our management of all personal information duration or ownership.6 If we spend less than the whole grant on the We will hold any unused part of the grant on project. receive a copy of these terms and conditions while the Grant Agreement remains 2. outcomes.3 We will make sure that all current and future including job advertisements. We will tell you 2. We agree to do constituted and regulated and that the receipt whatever you reasonably require in order to of the grant and the delivery of the project are assist with any form of publicity and marketing. signed. We will acknowledge your support in any published documents that refer to the project. project from anyone else at any time during the project.3 We agree to make satisfactory progress with the project and complete it on time or within a reasonable period if you have not set a time limit. 1. age. and if asked by you we will provide a legal opinion from our solicitors confirming this. we will return the appropriate share of immediately upon demand. we will write to you giving reasons for the delay and asking for an extension.2 We will submit a business plan to you to review immediately if any of our key contacts or within six months of being invited to stage two. which we have accepted and the date of the Grant Agreement.2 During the period of the grant we will act in a 2. You can carry out any forms of 1.1 We will use the grant exclusively for the project. grant and the project as you may from time to time require.Appendix E: Standard terms and conditions of grant Definitions “We” and “our” refer to the organisation receiving the grant bound by these terms and conditions.4 We will not use the grant to pay for any spending commitments we have made before The “Grant Agreement”.

2 We agree to repay you immediately any VAT we recover whether by set-off. trustees. 2.1 We acknowledge that the grant is not consideration for any taxable supply for VAT purposes by us to you.12 If our project involves work with children. payments to members and members of our governing body. HM Revenue & Customs or any other regulatory body. or merging or amalgamating with. or those acting for you or to the National Audit Office. or ●● Transferring our assets to. 3. 2. care for or otherwise have significant direct contact with vulnerable people with the Criminal Records Bureau. We will have and carry out an appropriate written policy and set of procedures in place at all times to safeguard vulnerable people. Our organisation 3. including a company set up by us. 2.2 We will write to you as soon as possible if any legal claims are made or threatened against us and/or which would adversely affect the project during the period of the grant (including any claims made against members of our governing body or staff concerning the organisation). (unless we are a statutory organisation) concerning our aims. This includes employee and public liability insurance and insurance that covers the full replacement value of any assets you have funded. 3.5 We will let you know if our governing body falls below three members and will increase it to at least three as soon as possible. we will register with the Charity Commission or the Scottish Charity Regulator if our income goes over their minimum exemption figure. 4. we will take all reasonable steps to ensure their safety. 4.11 We agree to meet all laws regulating the way we operate. 3. We will obtain the written agreement from the legal carer or guardian before having any direct contact with any vulnerable person. 3. the work we carry out. We understand your obligation does not extend to paying us any amounts in respect of VAT in addition to the grant and that the grant made by you is inclusive of VAT.4 We will be available for meetings with you and allow full and free access to our records however and wherever held and to any of our offices or buildings to you. will supply copies of confirmation to you.3 We will tell you in writing as soon as possible of any investigation concerning our organisation.1 We will get your written agreement before: ●● Changing our governing document. employees or volunteers carried out by the Police. credit or repayment to the extent that any such VAT cost is included in the grant. the sharing out of our assets (whether our organisation is dissolved or not). 2.2. any other body. volunteers.14 We will maintain adequate insurance at all times and if asked. 44 . We will obtain all approvals and licences required by law or by you. to help us comply with all relevant laws and good practice throughout the period of the Grant Agreement. the Office of the Scottish Charity Regulator. VAT 4.13 If we are a charity.15 You have the right to reproduce any of our application or subsequent information supplied by us to you for any purpose as you see fit without any right of a claim by us in respect of copyright. directors. the staff we employ or the goods we buy. trustees or contractors who will supervise. or the admission of any new members. We will ensure that we have an equal opportunities policy in place at all times. young people or vulnerable adults (“vulnerable people”). which will include procedures to check backgrounds and disclosures of all employees. Charity Commission. 3.

We understand that if we are a statutory body. 4. we agree to refund immediately all of the VAT we recover to you. Our annual report and accounts 5. 5.4 We will keep proper and up to date records relating to VAT.1 We will acknowledge your grant in our annual reports and accounts covering the period of the project. 6. 5.6 If you have funded a proportion of the VAT costs for the project. we are not required to send you our accounts.4 We will tell you immediately in writing of anything that significantly delays. and we will make such records available for you to look at and give you copies when requested. or.5 If you have funded all of the VAT costs for our project. If we have more than one grant from you. the number of jobs created by the project. 6. You may use this information to monitor the project and evaluate your grants programmes. including summary profit and loss accounts and management accounts. 6. We will identify unspent funds and assets in respect of the grant separately in our accounting records. the number of users and other beneficiaries and such other information as you may require from time to time.2 We will send you any further information you may ask for about the project or about our organisation. Monitoring 6. signed and audited as required by the appropriate regulations.2 We will show your grant and related expenditure as a restricted fund under the description “Big Lottery Fund Grant” in our organisations annual accounts. threatens or makes unlikely the project’s completion.3 We will fill in a final report on the project using the form you send us.1 We will monitor the progress of the project and complete regular reports as you require using the forms you send us. We will make these financial records available to you to look at and give you copies. and its activities. 5. if you require to see them. send you our accounts. 6. which show how the grant has been used. 5. We understand that the grant is finished only after we have completed this report to your satisfaction and you have received annual accounts for the full period.3 We will send you a copy of our annual accounts as soon as they have been approved in accordance with our governing document and in any event within ten months of the end of the financial year for each year in which grant payments are made.5 We will report regularly and fully to all members of our governing body on the financial position of our organisation and will put in place procedures to avoid any conflict of interest arising in the provision of goods and services or the employment of staff required to deliver the project. 4. we agree to refund immediately the same proportion of the VAT recovered to you. we will record each grant separately in the notes to the accounts. 45 .4. as a statutory authority.3 We will notify you immediately if any irrecoverable VAT claimed under the grant becomes recoverable.5 We will tell you immediately if there is to be any variation to or decrease in the project outcomes. However. personnel and payroll records and invoices. we will include a note to the accounts identifying each restricted fund separately.4 We will keep proper and up to date accounts and records for at least seven years after the termination of our grant. If we have more than one restricted fund. cannot show restricted funds in our accounts.000. The accounts will be signed by a member of our management committee and externally audited or independently examined by a suitably qualified person if our annual income is over £10. 5. we will 6. 4.

We understand and accept that if you provide the consent it may be subject to conditions requiring us to repay or to share any money we receive. destroyed or stolen. Grants for salaries 7. Grants for assets and services 8. we will advertise the vacancy externally. end dates.5 We will keep all assets funded by the grant safely and in good repair and will make sure we have adequate insurance cover for all of them. a list of the publications where we placed the advertisements and a copy of the letter of appointment and send them to you if you ask for them. whichever is the shorter. which will be in accordance with all current best practice and will acknowledge that you are the funder of the post. such as income tax and National Insurance contributions. If there are good reasons why we cannot tender.1 If any part of the grant is to buy or build.000 we will keep all receipts and invoices for you to look at.6 We understand that you will monitor assets bought with the grant for a period of up to ten years after the grant has ended for assets bought for over £50. we will put out the order to competitive tender.4 We will maintain all main financial records including personnel and payroll records for staff funded by you for seven years after the grant has ended. Any loss resulting from payments made for assets before delivery will be our responsibility. This applies to any re-advertisement. will take precedence.7. 8. We will pay attention to equalities in the recruitment and selection process and the need to ensure an appropriate balance of staff in our organisation. which for the avoidance of doubt. 8. assignment. 7. sale.000. If the asset is damaged. costing up to and including £10. and. 8. We will 8. We must send you a copy of the text of every advertisement within a reasonable time before such advertising. than £10. their salaries and their start. If we have an internal recruitment policy in place.2 If the grant is for a salary of a new post. We will complete all statutory returns for employees and make all relevant payments to cover their pensions and salary deductions.000 unless varied by any capital conditions. we must tell you in writing and we must repair or replace it. If we buy a vehicle we will send you a copy of the registration documents no later than three months after you have sent us the money for the vehicle.1 We will ensure that we have proper employment policies and procedures in place at all times. 7. 7. using appropriate media (including media that could attract disadvantaged groups). we will get your agreement beforehand.000 the period will be five years or the length or the Grant Agreement.2 If any part of the grant is used to buy any other capital items or a series of related capital items or services or a series of services costing more 46 . 8. such as equipment or other items which have an economic life of five years or more and vehicles. you may waive the right to enforce this condition at your discretion but this waiver will be in writing.3 If any part of the grant is to buy a capital item or series of capital items. 8.3 You will not pay grants for salaries until we have supplied you with the names of the staff to be employed. If the assets were bought for less than £50.4 If any part of the grant is used directly or indirectly to purchase or develop any intellectual property rights then we will take all necessary steps to protect such rights and we agree that we will not exploit such rights without your prior written consent. We must keep the job description. We understand that public bodies must meet the relevant UK and European procurement legislation together with the provisions of the World Trade Organisation General Procurement Agreement. if appropriate. materials transfer or other transfer rights. refurbish. extend or alter buildings or land then we will comply with the terms of the standard capital grant conditions attached to the grant offer letter or any other conditions which you have required of us. Exploitation includes use for any commercial purpose or any licence.

but not only. 10. follow your branding and publicity guidelines at which we will complete on a form provided by all times.14. payment for the second and clause 2. agreement novated to you (or a new organisation) if any of the events listed under 9. with any project delivery partner which we have named in the application form. 10.6 We will ensure that project delivery partners an end of year report on the previous year. in a form satisfactory to you.6 occurs.5 You will normally make payments for up to clauses 12. three months spending in advance as long as we complete a satisfactory payment plan 10.3 A project delivery agreement will be signed before we pay any grant funds to any project delivery partner and it will include all reasonable and adequate terms and conditions to safeguard the grant and all relevant obligations from this grant agreement.5 or 12.supply you with information that you ask for and will allow you to inspect the assets for that period. you within three months of the end of the grant year. 9. otherwise it will automatically lapse. 9.6 occurs. you may ask for this and may postpone payment of the grant until you feel that the terms are met or until you receive the material you want.2 You will pay the grant by bank transfer (BACS) into a UK-based bank account or building society account in our name. 9.7 You have the right to have any project delivery may be suspended. written notice of the project start date.3 You will not be liable for any losses or costs (including.1 We will enter into a signed project delivery agreement. grant payments 10. we understand and accept that if you provide the consent it may require that the sale is at full market value and/or subject to conditions requiring us to repay all or part of the money we receive. 10. We will not use ATM’s or debit cards to make cash withdrawals or payments from this account. 10.6 If you are not satisfied that we have met all the terms of our Grant Agreement. We must take up the first instalment of the grant within 6 months of the date of the grant offer letter.5 We will ensure that project delivery partners 9. we will provide an annual statement that the assets are still held and insured by us. 10. Even though we may enter into such a project delivery agreement. These terms and conditions must include provisions for project delivery partners to repay grant funds if any of the events listed in clauses 12. Project Partners 9. As our grant has come from public funds. Payment of grant 9.4 If you pay the grant in instalments over two or maintain adequate insurance cover in line with more years. unless you agree in writing to an extension. give away or borrow against the assets without first receiving your written consent. We will not sell. following years will depend on your approval of 10.8 You also have the right (under the Contracts before the project starts and we have given (Rights of Third Parties) Act 1999) to enforce 47 . we understand we remain accountable for delivering the project and for keeping all of the grant terms and conditions.1 We will open a separate and designated bank or building society account for the sole purpose of receiving and administering the grant if you ask us to do so and will provide you with the bank or building society statements when asked. bank charges) if you do not make grant payments on the agreed date.2 We will arrange visits for your staff to the project or to any project delivery partner on request. If we do not do this.4 We will ensure that project delivery partners are bound by the requirements covering assets set out in clause 9 ‘Grants for Assets and Servic 10. or you need extra information or documents.7 During this period. 8.5 or 12. which requires the signatures of at least two authorised people for every withdrawal.

to our detriment or to the detriment spent of our organisation or the project or to the detri●● the expiry of the maximum period required ment of your reputation. 12. HM Revenue and Customs or project delivery). breach of them continues (this includes any Charity Commission. on your website. whether deliberate Agreement remain in force for whichever of or accidental. XX At any stage of the application process or during 12. The project delivery agreement must contain a provision that these rights may not be altered or extinguished without your written consent. opportunities in our own employment practices 12.2 We accept that you may share information and the delivery of and access to our services. continue or withdraw all or 12. Length of Grant Agreement ing for us gave you any significantly misleading 11. We understand that XX We receive duplicate funding from any other 12. We understand that you accept no liability for any consequences. XX If you have reasonable grounds to believe that it that comes about from a suspension even if the is necessary to protect public money. XX We or any other person or organisation operat11. we will repay this money immediately or significantly incorrectly or misleadingly. about our grant with any parties of your choice XX There is a significant change of purpose. the Office of the Scottish outstanding reporting on grant expenditure or Charity Regulator.XX We fail to meet any of these terms and conditions. directly or ●● as long as any part of the grant remains unindirectly. 10. under the grant for asset monitoring ●● as long as we do not carry out any of the terms XX Our organisation.4 You may suspend payment of the grant if you part of the grant.3 You will not increase the grant if we spend the period of the Grant Agreement we do not more than the agreed budget. ●● for one year following the payment of the last XX Members of our governing body. ownas well as with members of the public who make ership or recipient. other regulatory body. let you have information that would affect your decision to award. unless you agree otherwise in writing.1 You can only guarantee future instalments of the source for the same or any part of the project. in any of the following circumstances if: . Details of the project so that you judge that the grant is unlikely to may be broadcast on television. volunteers or instalment of the grant staff act at any time during the project dishonestly or negligently or in any way. in newspapers and through other media. during the application process. 48 any of our rights under the project delivery agreement.5 You may withhold or demand repayment of all organisation will have to stop operating. grant as long as funds from the National Lottery XX We do not take positive steps to ensure equal are available and you continue to operate. want to investigate any matters concerning the grant (or any other grants you have given to us). whether direct or indirect. fulfil the purpose for which you made it. 12. either during the project or a request for information under the Freedom of within a reasonable period after its completion. or these is the longest time: during the period of the Grant Agreement. investigation finds no cause for concern.6 You may withhold or demand repayment of all or any of the grant if it is likely that our 12. Information Act 2000. may or part of the grant at your absolute discretion. or the terms and conditions attached to any other grants from you for which a Grant Agreement is still in force. XX We are or become legally ineligible to hold the grant. to you. employees or volunteers are subject to and conditions of the Grant Agreement or any an investigation or formal enquiry by the Police.1 These terms and conditions and the Grant or inaccurate information.9 If we recover money from a project delivery XX We completed the application form dishonestly partner. members of our governing body.

in Scotland.9 We will ensure that no other organisation or individual acquires any third party rights under this Grant Agreement. 12.8 We may not transfer any part of the grant or this Grant Agreement or any rights under it to another organisation or individual. then we will repay the entire grant immediately. or guarantee a Trust Deed to our creditors. permitting us to work with another organisation in delivering the project. XX If you have reasonable grounds to believe that it is necessary to protect public money. 12. 49 . unless we have entered into an agreement which must have been authorised by you in writing.1 You have the right to impose additional terms and conditions on the grant either in the offer letter and/or if: XX We are in breach of the Grant Agreement. or is likely to be put into administration or receivership or liquidation. 13.7 We acknowledge that the grant comes from public funds and we will not use the grant in a way that constitutes unapprovable State aid. volunteers or staff or any person or organisation closely involved in carrying out the project act in a way that may have a detrimental effect on the project or on your reputation as a distributor of public money or as a Government sponsored body. or we are about to make an arrangement with. XX You withdraw any part of the funding for the project. XX You judge that members of our governing body.be dissolved or become insolvent. our organisation’s estate is sequestrated. or. 12. Additional conditions 13. In the event that it is deemed to be unapprovable State aid. XX You believe such conditions are necessary or desirable to make sure that the project is delivered as set out in our application or following any agreed changes.

This organisation must accept our terms and conditions of grant and will be accountable to us for how all the money is spent.Appendix F: Guidance for partnerships About partnerships Partnerships enable organisations to pursue a common vision and work together to achieve more than they could by working on their own. as your overseas partners will be delivering the project in an overseas country. For this programme we do not need a partnership agreement to be sent with the application but if we award a grant we must approve it before the project can start. If a partnership agreement is already in place we will need to check that it meets our requirements and we may require some changes. We recommend that partnerships seek their own legal advice. ours will always take precedence. The lead organisation must meet our eligibility requirements for this programme. monitoring and any other information we require and deliver the project on time and within budget. If an open tender process is not appropriate we need to know why. who will be legally responsible for successful delivery of the project on time and within budget. Partnership agreements One of our standard terms and conditions of grant is that the organisation we enter into a grant agreement with cannot subcontract any of the project to other organisations without our agreement in writing beforehand. However. The partnership agreement must cover a period that is at least as long as our grant agreement with the lead organisation. So if we award a grant. This will help identify what needs to be included in the partnership agreement to enable the lead organisation to meet all our terms and conditions. The partnership agreement must also state that if there is any conflict between the interpretation of our terms and conditions of grant and any others. . A ‘lead organisation’ should submit the application to us on behalf of the partnership. If other organisations in the partnership will provide goods or services needed for the project. Our contract will be with the UK grant holder. To be eligible to apply for funding from International Communities you must work with at least one independent overseas partner organisation or group to run your project. before the project can start we must approve a partnership agreement between the UK organisation and the overseas partners involved in the project. We expect the lead organisation to follow its agreed procedures for obtaining goods and services. so that we may consider if this is the best way to run the project. our terms and conditions of grant. However. and how this will help you achieve your outcomes. a formal partnership agreement will be a requirement of the grant. we cannot provide detailed guidance. In all cases the partnership agreement must ensure that the lead organisation can meet all our terms and conditions of grant. you will need to provide clear evidence and justification of the need for the partnership. If we decide to fund the project we will enter into a legally binding grant agreement with the lead organisation. provide us with all the financial. You can find more information on what should be included in your partnership agreement in this guide. follow our National Lottery branding guidelines. This should be the organisation that will manage the project. then the lead organisation should explain how they have been chosen. show value for money and meet any relevant European laws. as they can be effective in meeting a need or tackling a problem. To help clarify what needs to be included in a partnership agreement we suggest that the lead organisation goes through our standard terms and conditions of grant and decides which ones are relevant to each of the partners involved in delivering the project. In all cases the partnership agreement must refer to. although organisations that are not eligible can usually be involved in the partnership. or include. 50 What should a partnership agreement include? Since a wide range of partnership arrangements exist and every project will be different. Applications from UK partnerships We also welcome applications from partnerships between UK organisations (in addition to working with at least one overseas partner).

Monitoring and reporting Explain how monitoring information will be provided by the partner organisations throughout the period of the grant agreement to enable the lead organisation to complete regular progress reports for us. Roles and responsibilities Explain the main roles and responsibilities of each organisation in the partnership. Administration. Changes to the agreement Explain how changes to the agreement or disputes will be managed and resolved. Remember that a disagreement between the partners might mean that the lead organisation will not be able to meet our grant terms and conditions. Duration of the agreement This should include the provision for the lead organisation to terminate the agreement if for any reason we need to suspend or terminate our grant. The lead organisation must keep records of all project expenditure and be able to provide evidence of spending to us if we ask for it. Communication Make clear how often the project will be discussed by the partnership and by what methods. how often. how often they will happen and what records will be kept. equal opportunities and the protection of children. young people and vulnerable adults. Signed declaration All partners must sign the agreement. Include a statement that the lead organisation will be solely responsible to us to deliver the project in accordance with our terms and conditions. Policies and procedures Include all that are required by law or relevant to the project. Include details of key contacts. including use of the National Lottery ‘Crossed Fingers’ logo in the UK. Financial and contractual arrangements As the partner organisation will supply goods or services as part of the project then include details of what will be delivered. such as health and safety. Who the lead organisation is Make clear that the organisation that submits the application to us is the lead organisation for the purposes of any grant we award. This responsibility lies with the lead organisation. for example. Branding This must be in accordance with our guidelines. Make clear which tasks and services each partner will be responsible for delivering. 51 .All the organisations in the partnership should also study our terms and conditions of grant carefully and agree what their responsibilities are and how they will carry them out. Details of each partner organisation State the names and addresses of all the organisations that are signing up to the agreement. meetings and record keeping Explain who is responsible for setting up meetings. Make it clear who will be responsible for promoting the project through the media and who will handle enquiries. what the method of payment will be and when payments will be made. telephone or email. We cannot be responsible for payments to partner organisations. We expect partnership agreements will cover the following points: Purpose or aim of the partnership Also explain how the aim of the partnership links with the aim of the project. face-to-face meetings. Approach to sustainability Explain how the benefits of the partnership will be sustained. Include a statement that the lead organisation will be responsible for all funds received from us and will not be liable to make payments to a partner organisation until they have received our grant payments.

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