Hampshire County Council Grants

Culture and Community Activity Grants - application notes

To apply electronically, you must have a valid email address.

It is strongly recommended to create your answers in a Word document which will allow you to copy and paste the information into the online application form. The online application will time out after approximately 2 hours so please make sure you select the ‘save the application for later’ option. If the application times out and you have not saved it you will lose all the information entered. Once you have selected this save option you will be asked to confirm your email address before being logged out of your application and sent an e-mail with a link. This link will take you back to your saved application. Your application will be removed from the database after 30 days of the last save for later date (if you do not save your application within a 30 day period it will be removed).

Your organisation (Questions 1 – 6)

Question 1 Department/Grant Programme

Department: you should enter Culture, Communities and Business Services (CCBS)

Grant Programme: please select 'Culture and Community Activity Grant 2018/19' if your project is taking place between 1 April 2018 and 31 March 2019

Please select 'Over £1000 (Standard Form)' Applications submitted on the '£1000 or under (Shorter form)' will not include all the necessary information for assessment and will not be accepted. Applicants will be required to re-submit using the correct form before the application deadline.

Question 2 Contact details of your organisation

This is the main organisation that would be responsible for the grant.

Your Service/Project/Activity (Questions 7 – 10)

Question 7 Title of project or service

Please try to be as brief as possible.  E.g. name of your project – ‘Circus Festival’ or ‘Brook Meadow’

Question 8a Summary of your project

Please use this section to briefly describe what you would like to do.

Question 8b Details of your project

Please use this section to give us the full details of your planned cultural, community, recreational and/or community conservation project, programme, activity or event. Tell us what you intend to do.  Detail who you will engage, what kind of cultural, community or recreational activities the project will deliver and how these meet the scheme’s criteria.

We also want to know:

  • how you will target and engage both individuals and the wider community in your project.

  • if your project will be done on an individual/ company’s property, please detail this and confirm that you have their permission to do so.

  • describe briefly the organisation’s governance arrangements/management structure.

If you are applying for business sponsorship, in addition to the above, please confirm that your sponsors (listed in 13) are first time sponsors.

Question 8c Project outcomes

Describe what difference and impact your project, programme, activity or event will make to those accessing them or benefitting from them. This could be from audiences, participants, volunteers and the wider community. Consider this in terms of Hampshire County Council’s Serving Hampshire - Strategic Plan for 2017-2021. It forms the cornerstone of all strategies and plans across departments and service areas and features four key aims:

  • Hampshire maintains strong and sustainable economic growth and prosperity
  • People in Hampshire live safe, healthy and independent lives

  • People in Hampshire enjoy a rich and diverse environment

  • People in Hampshire enjoy being part of strong, inclusive communities

Include in this section how you can demonstrate the project or activity is of high quality and the tangible, measurable results you are aiming to achieve.

Please also give details of how your organisation will target or promote the service, project or activity to the residents of Hampshire.

Question 8d How you involved service users in the development of your project

Clearly describe how you engage and consult with your community on the project, programme, activity or event design and delivery and how you use this information. How have you identified the need? Please tell us how you involve the community with the decision making. Which local plans or strategies does your project, programme, activity or event tie in with? Include details of how you monitor and evaluate your activities. Here you can tell us about any local feedback you have received.

Question 9 Project dates and frequency

Give the estimated start and finish dates of the project. Please note that we do not fund retrospectively – your project must be going to take place after the corresponding decision day as stated on the criteria pages. Please also note here where your project will take place. Under frequency you can detail if your project is reoccurring (i.e. weekly, monthly) or a one-off project. Please tell us the number of people that are expected to directly benefit from your project.

Finance (Questions 11 – 15)

Question 11 Financial reserves

The reserves referred to in this section are free reserves (unrestricted and undesignated funds within your organisation) i.e. funds your organisation holds that are not required for the running of your organisation during this financial year i.e. savings. This information should tie in with your accounts.

Organisations will not normally be eligible for grants where they hold a high level of unallocated reserves, particularly in excess of one year’s running costs. In cases where reserves held are felt to be high or exceed one year’s running costs a reduced level of funding may be agreed. All charitable organisations are expected to have an agreed reserves policy that addresses their financial risk.

Organisations must submit their last audited/examined accounts or financial summary when applying to this scheme.

Question 12 Cost detail

Please provide a full breakdown of the project/programme/activity costs.

Question 13 Income

Give information on all sources of funding for this project, stating clearly whether funding has been confirmed or in progress and when the decision is expected. Do not include this application in this section. The information provided in this section will help to demonstrate how the organisation has actively sought funds from other sources. All applicants must have actively sought funds from other sources to be eligible.

If you are including ‘in-kind’ contributions, please ensure these match up against expenditure (i.e. include the cost of the ‘in-kind’ contribution in both expenditure and income sections so they can be easily identified).

Question 14a Project finance summary

A summary of the projects income and expenditure will be automatically calculated using your responses to questions 12 and 13 (online application form only).

Please detail how much you are requesting.

Question 14b How the project will be sustainable

Tell us how you plan to ensure the project/activity is sustainable following the funding period.  Tell us what systems, processes and strategies you have in place. Please confirm how any additional costs (maintenance, increase in utility bills, etc.) will be met by the organisation.

Question 14c What would happen if your application is only partially awarded or unsuccessful?

Please use this section to tell us the difference Hampshire County Council support would make to your project, programme, activity or event. The information provided in this section will help demonstrate how your organisation requires Hampshire County Council support to proceed at all or to the extent outlined in the application. This information should link to the finance information provided and your accounts.

Question 15 Other sources of funding

Provide information in this section of the funding bodies you have approached to support your proposed project. The information provided in this section will help to demonstrate how the organisation has actively sought funds from other sources (evidence may be requested). Applicants must have actively sought funding from other sources; this could include district, borough, town or parish council funding. Priority will be given to applications which have partner funding in place from other sources.

General information (Questions 16 – 20)

Question 16 Quality Mark

Please list any quality marks your organisation has attained or is currently working towards.  An organisation does not need to have a quality mark to receive a grant. We are aware that you can work towards high quality standards without such a mark, and that a quality mark may not be appropriate for your organisation.

Question 18 – Documentation

Please ensure you tick all appropriate boxes. As a minimum standard we would expect your organisation to meet the minimum legal requirements along with policies and procedures to cover your organisation’s projects/programmes. Generally we would expect organisations to have safeguarding policies, health and safety policy and a minimum of £5m cover for public liability and employers liability insurance.

Question 20 Equalities

Please answer all three parts as best you can. We are not looking for comprehensive policies – just some bullet points, for example: thorough training; information sessions, staff guidebook etc. In addition to information about your policies and procedures please outline how the aims of your project will contribute towards a, b, and c.

Examples of things which may be relevant to include are:

  • We have an equality and diversity policy. We ensure our staff receive equalities and diversity training. We actively encourage and support all sectors of the community including those having protected characteristics to take part in this project.

  • We have an open and transparent recruitment and promotion policy.

  • The organisation’s culture fully embraces diversity.

  • Our constitution/ this project focuses on fostering good community relations across all sectors of society by...

  • This project will advance equality of opportunity for everyone by…

Supplementary Questions

If you are currently operating at a deficit please state how your organisation is planning to address this, and in what timeframe.

Documentation to be submitted

All applicants must attach a copy of the organisation’s most recent accounts/financial summary and of their constitution/terms of reference to the application.

Depending on the nature of the project you may be asked to submit a copy of your policies, accounts, licenses or insurance documentation.  You only need to send the same document once over 12 month period. If you have sent us your documents in the last 12 months please tell us the grant reference number to which they were attached.

We would appreciate electronic document attachments. If, however, you only have a paper copy please write this in the documentation section and send a paper copy in to the Grants Officer to arrive by the application deadline.

Monitoring Information

This information will help us to plan and fund areas of work where there are significant gaps and needs. If you need to collect this information from your staff or service users then it is important that you give them a choice as to whether they choose to give this personal information.


Grant application form

Grant application form

The application form will open in a new window. There is a two hour time limit to complete or save your form. Additionally you can print or save your application immediately prior to submitting it.


CCBS Grants
Hampshire County Council
Office 2
Second Floor
Castle Hill
SO23 8UL

Telephone 01962 845390

Email ccbsgrants@hants.gov.uk