Successful Bid Writing

Once your group or organisation is established, and you have the proper structures in place, you will be in a position to take your project further.Nearly all projects require money and at some stage, it is highly likely that your group will need to apply for funding from outside sources. Every funder has different criteria to follow and many application forms can seem very complicated, asking for all sorts of information, but for all funding bids there are certain things to bear in mind.

Firstly your group needs to check that the project, i.e. what you are planning to do, is legal and within the terms of your constitution. Within your group you need to identify a person who will drive the project forward and take the lead in the projects’ development. This person must be someone with plenty of time who is prepared to be fully committed to the cause. When you come to apply for funding, this person must be fully involved with the application process and be able to answer any possible questions that the funder may have.

You must be able to demonstrate that there is a definite need for the project and that you have the support of the community , which will probably involve some form of community consultation. Your group may decide to carry out a Planning for Real ® exercise, or you may put together some form of community survey or questionnaire.

Your group needs to carry out as much research into the proposed project as possible and be able to provide any relevant material. The amount of research that you do can be proportional to the rewards you may receive. For example, if a funder needs you to show that the proposed project will bring about environmental benefit to the community, you must find ways of proving that this will be the case.

It is worth considering whether or not you should have partners. Sometimes, a Partnership Bid can make a stronger case, especially if your organisation does not have charitable status. It is also worth considering whether you could co-opt someone onto your committee who may be able to strengthen your position, for example a local councillor.

Take as much advice as you can from, for example, your local Partnership, and make sure you inform any relevant statutory bodies about your intended project.

Prepare your project plan as thoroughly as you can before going ahead with any funding applications. Set a list of tasks and prioritise them, ideally allocating each task to an individual, and give each task a realistic deadline The sort of information that you should have to hand will include the following points.

1) Project title
This should be as clear and self explanatory as possible so any future funder will be able to tell instantly what your project is about.

2) Project summary
A summary of your proposed project which should take the form of a paragraph briefly outlining details of your group and its’ proposals.

3) Introduction to your group
Explain who you are. Who are the committee members? Give details of any particular skills your members may possess. Also, outline your group structure – are you a registered charity or a company limited by guarantee? Give the date that the group was formed.

4) Need for the project
Here , you must clearly explain the need for your project showing the results of any community consultation that you have carried out, and you must also be able to explain who will benefit from the project.

5) What the project will achieve
What does the group hope to achieve overall from this project.?

6)How the project will be carried out
Show how your group intend to carry out the work involved in setting up and running the project. Will you need to employ any professionals? This leads on to the next section…

7) How much will it cost
You should work out a breakdown of the costs involved, and you must be realistic, allowing for inflation over the life of the project. It is wise to seek professional advice here, as budgets and financial plans are a specialised area of expertise, not commonly possessed by community groups! Your figures must be accurate and you must be able to provide adequate cost breakdowns. It is not a good idea to pick a total sum and work backwards, adjusting the figures to suit the project along the way. It will look obvious if the figures are this convenient! Likewise, if you ask for too little money , it will give the impression that you are submitting your proposals before you have completed your research and planning.

8) Sustainibility
You must be able to show any potential funder how the project will continue to run and finance itself after this particular source of funding has been used up. This is often known as an exit strategy.

You can add strength to your proposed project proposal by cross referencing with National and Region wide strategies, for example by referring to Strategic policy Statements from the Council, the N.H.S., the Scottish Executive or Acts of Parliament. Include relevant “buzz words” – this shows you have done your research well.

Now that you have your project well and truly planned, you are in a position to find a suitable funder. For this you need to carry out research. Most of the larger funding bodies such as the National Lottery have web sites containing their most recent information. Look for a funder whose criteria match your project. Many funders change their criteria from year to year, so always make sure you are looking at their current guidelines. It is often a good idea to contact the funder by phone if you have any queries about your projects eligibility. Find out how long they will take to reach a decision, as some funding bodies only have two yearly deadlines and these may be out of your timescale.

Once you have found a suitable funder, it is time to complete their application form. If at all possible, type the form. Failing this, write clearly and in block capitals. If your form is difficult to read it will quite likely be rejected.

Always check to see what additional documentation is required and make sure it is all sent off at the same time as the completed form. Funders do not appreciate receiving your information bit by bit and it may well delay a decision. If sending a copy of your constitution, make sure it is signed and dated. The same is true for your Annual Accounts, and bear in mind most funders will ask for your most recent bank statement which must be the original.

All application forms vary with regard to their questions, but if you have prepared your plan well beforehand you should have all the information you may need at hand.

Once the form is completed make sure that you take several copies before submitting it. Your lead person should keep a copy as should any independent referee you have to nominate. Funders will sometimes call the “lead” person after the application has been received to discuss your proposals. They will usually make an appointment to call at a time convenient to you, so make sure that when they do, you have all the relevant information at hand and you do not have any distractions such as dogs barking or children crying in the background!

Once you have submitted the application form WAIT until you get a response. Although you will be obviously eager to know whether or not the bid has been successful, do not pester the funder with phone calls. Some bodies will acknowledge receipt of the application, but not all. If your group insists on an acknowledgement, you may include a stamped addressed postcard. Most funders have an agreed timescale for processing applications, and if you have not had a response at the end of this time, then it is acceptable to phone or e-mail and ask when you can expect a decision.

Hopefully, the outcome will be successful and result in your group receiving the funding required to move the project forward. However, not every application is successful, and, should your bid fail it can be very disappointing and hard to accept, especially when your group have put in so much time and effort. If your application is rejected try and find out why. Some funders will give an explanation as a matter of course, but with others you may need to ask for some kind of feedback. On a positive note, your group can use this information to improve and strengthen any further funding applications you may make.

Good Luck!