Tips for a strong grant application

 
 
 

Credit: Mountain Bikers of the Central Okanagan

 

Practical guidance for outdoor recreation organizations preparing grant applications

Securing funding can help outdoor recreation organizations improve access, strengthen stewardship, expand participation and deliver projects that benefit their communities.

A strong grant application clearly explains what you want to do, why it matters, who will benefit and how the project will be delivered. The following tips can help you prepare a more complete and convincing application.

Start with the grant guidelines

Before developing your application:

  • Review the funder’s priorities and assessment criteria.

  • Confirm that your organization and project are eligible.

  • Check the application deadline and project timeline.

  • Identify all required documents, approvals and supporting materials.

  • Make note of funding limits, matching requirements and eligible expenses.

Make sure your project aligns with the purpose of the grant. A good project may still be unsuccessful if it does not match the funder’s priorities.

Define the project clearly

Explain what you plan to do in plain language.

Your application should identify:

  • The project goal

  • The activities you will complete

  • The location and timeline

  • Who will be responsible for the work

  • The resources needed

  • The specific results you expect to achieve

Avoid broad statements. Be clear about what the funding will make possible.

Explain why the project is needed

Funders need to understand the issue or opportunity your project addresses.

Use evidence where possible, such as:

  • Community feedback

  • Participation or visitor information

  • Condition assessments

  • Safety or access concerns

  • Photographs and maps

  • Waitlists or demand for programs

  • Environmental or stewardship needs

  • Local economic or community benefits

Describe what will happen if the project does not proceed and why action is needed now.

Identify who will benefit

Clearly describe the people, organizations or communities the project will serve.

Consider including:

  • The number of people expected to benefit

  • The activities or user groups involved

  • The geographic area served

  • Barriers the project will help address

  • How the project supports inclusion or accessibility

  • How intended participants have helped shape the project

Be realistic about anticipated participation and avoid overstating the project’s reach.

Connect activities to outcomes

Explain the change your project will create, not only the work you will complete.

For example:

Activity: Repair two kilometres of trail.
Outcome: Safer and more sustainable access for visitors, with reduced erosion and environmental damage.

Activity: Deliver introductory paddling sessions.
Outcome: More people gain the skills and confidence to participate safely.

Choose simple indicators that will help demonstrate progress, such as:

  • Kilometres of trail improved

  • Number of participants

  • Volunteer hours contributed

  • Area of habitat restored

  • Number of signs or facilities installed

  • Changes in accessibility or safety

  • Participant feedback

Your outcomes should connect directly to the project’s goals and activities.

Show community support and partnerships

Partnerships can demonstrate that the project is well planned and supported.

Identify relevant involvement from:

  • First Nations

  • Local governments

  • Recreation organizations

  • Community groups

  • Land managers

  • Schools

  • Businesses

  • Conservation organizations

  • Technical specialists

Explain what each partner will contribute. This could include funding, volunteer time, expertise, equipment, approvals, promotion or long-term maintenance.

Include letters of support where they add useful information rather than simply endorsing the project.

Prepare a clear and realistic budget

The budget should match the activities described in the application.

For each expense:

  • Provide enough detail to explain the cost.

  • Use quotes or estimates where possible.

  • Confirm that the expense is eligible.

  • Identify other confirmed or anticipated funding.

  • Include donated materials and volunteer contributions if requested.

  • Check that all totals are accurate.

Avoid unexplained lump sums. A detailed and realistic budget gives funders confidence that the organization can deliver the project.

Address permissions, risks and long-term care

Funders may want to know that the project is ready to proceed.

Depending on the project, explain:

  • Who owns or manages the land

  • Which permits or approvals are required

  • Whether approvals have been confirmed

  • How safety and environmental risks will be managed

  • How the project will be maintained after the grant ends

  • Who will be responsible for ongoing costs

Do not describe approvals as confirmed unless they are in place.

Include useful supporting documents

Supporting materials can make the project easier to understand.

These may include:

  • Maps

  • Photographs

  • Site plans

  • Designs or drawings

  • Quotes

  • Letters of support

  • Landowner or land manager approval

  • Project schedules

  • Relevant policies or plans

Only include documents that strengthen the application and are relevant to the assessment criteria.

Review before submitting

Before submitting your application:

  • Confirm that every question has been answered.

  • Check that the budget and project description are consistent.

  • Remove repetition and unnecessary background.

  • Define acronyms and technical terms.

  • Ask someone unfamiliar with the project to review it.

  • Check spelling, dates, numbers and attachments.

  • Submit before the deadline.

A clear, specific and well-supported application makes it easier for reviewers to understand the value of your project.

Looking for funding?

Explore current grants and funding opportunities available to outdoor recreation organizations across B.C.

View grants and funding opportunities

Organizations may also be eligible to apply to the Outdoor Recreation Fund of BC, which supports community-led projects that improve recreation, stewardship and inclusive participation.

Explore the Outdoor Recreation Fund

Stay informed about funding opportunities

Subscribe to ORCBC’s newsletter for updates on grants, funding deadlines, webinars, public engagement opportunities and other resources for outdoor recreation organizations.

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Questions about grant applications?

For questions about the Outdoor Recreation Fund or preparing a funding application, contact:

Tomke Augustin
Grant Program Manager
grants@orcbc.ca

Tomke can answer questions about the Outdoor Recreation Fund’s eligibility requirements, guidelines and application process. To ensure fairness, ORCBC cannot review or provide feedback on draft applications.

Acknowledgement

This resource was adapted from Tips for Grant Applications, prepared by Kootenay Connex, and updated by ORCBC for outdoor recreation organizations.