CB NZ Club BuilderOperating systems for volunteer run clubs

Working form

Grant Application Template

Turn a defined club project into a clear, evidence-based application.

Start the applicationWork through the questions

This worksheet produces

  • Applicant legal name
  • Project title
  • Amount requested
  • Project summary
  • Need and evidence
  • Who benefits
  • Budget and quotes

Not sure what to write?

Do not guess or enter “no idea”. Use the guided planner. It breaks each application field into smaller, plain-English questions, builds draft answers and transfers them back into this form.

Open the guided grant planner

Fill, save locally and print

Answers save automatically in this browser.

Use a short, specific title that says what will be delivered. Avoid vague titles such as “Club Funding 2026”.

See a useful example

Junior Equipment and Access Project

Not sure? Build the project title and summary

Enter the exact amount requested from this funder, not necessarily the total project cost. State whether the figure includes GST.

See a useful example

$8,450 including GST toward the quoted shared equipment items.

Not sure? Work out the request amount

Answer five things: what you will deliver, why it is needed, where and when it will happen, who will deliver it, and what funding will pay for.

See a good example

Our club will purchase shared junior safety and training equipment for the 2026 season. The equipment will be used at two weekly training sessions and community have-a-go days from October to March. It will replace damaged gear, allow more participants to train safely and reduce the need for families to purchase their own equipment. The total project cost is $11,200 and we are requesting $8,450 toward the eligible equipment items.

Not sure? Build this answer step by step

Use evidence, not just opinion. Relevant proof may include waiting lists, participation numbers, photos, incident records, member surveys, school enquiries, damaged asset records or access barriers.

See a good example

Junior registrations increased from 38 to 61 over two seasons, but the club has only one complete set of shared safety gear. Coaches currently rotate equipment between groups, which reduces training time and limits the number of participants who can take part safely. The committee’s asset check also identified damaged helmets and worn protective equipment that should be replaced before the next season.

Not sure? Identify the need and evidence

Be specific. Include direct participants and, where relevant, families, coaches, schools or the wider community. Explain the practical benefit rather than saying only that the project is “good for the club”.

See a good example

The project will directly support approximately 70 children aged 6 to 14 from the local area, including new participants attending school and community introduction sessions. Shared equipment will reduce the cost barrier for families and allow children to try the sport before purchasing personal gear. Eight volunteer coaches will also benefit from having consistent, safe equipment available for planned sessions.

Not sure? Map the people and benefits

The figures must reconcile. Separate the total project cost from this grant request and show which costs are funded elsewhere. Do not describe unconfirmed quotes as confirmed.

See a good example

Total project cost: $11,200 including GST. Supplier A equipment quote dated 2 July 2026: $8,450. Storage and transport: $1,250. Volunteer training: $1,500. Amount requested: $8,450 for equipment. The club will contribute $1,250 from reserves and has a pending $1,500 local sponsorship request.

Not sure? Build the budget position

Funders need confidence that the club can deliver. Use dates, named roles and clear milestones rather than saying the project will happen “as soon as possible”.

See a useful example

Committee approval in August, supplier order by 5 September, equipment received and checked by 30 September, volunteer induction in early October and programme launch on 17 October. The programme lead owns delivery and the treasurer controls purchasing.

Not sure? Build a simple delivery plan

Choose the two to five risks that could genuinely affect the project. For each risk, state what the club will do to prevent it or reduce its impact.

See a good example

Supplier delay: orders will be placed within five working days of funding approval and an alternative supplier has been identified. Cost increase: quotes will be reconfirmed before purchase and the club has approved a 10% contingency. Equipment control: all items will be recorded in the asset register and issued through named team managers.

Not sure? Work through the project risks

Commit only to reporting and recognition the club can actually deliver. Check the funder’s acquittal and logo requirements before submitting.

See a useful example

The treasurer will retain invoices and bank evidence. The programme lead will record attendance, photos and participant feedback. The funder will be acknowledged on the website, at launch day and in the final impact report.

Not sure? Define the reporting evidence

Do not write “approved by committee” without a record. The application, amount and authority should be traceable to signed or confirmed minutes.

See a good example

Approved at the committee meeting held 8 July 2026. Motion: that the club apply for up to $8,450 for the Junior Equipment and Access Project and authorise the Treasurer to submit and sign the application. Costs will be recorded in the Junior Programme cost centre. Minutes reference: 2026-07, item 6.

Not sure? Prepare the approval wording
Open guided planner

This static form saves answers in your browser only. Connect to a form handler or database if you need central submission.