King Charles III Coronation Youth Fund application form and guidance
King Charles III Coronation Youth Fund (KCYF) is a funding programme for local organisations in need of grants to start or improve facilities or deliver specific services or activities to inspire young people aged 11-24.
The council wishes to use it to support the widest possible range of local organisations focussed on young people.
KCYF can be used to fund facility improvement and a range of activities, including sessional worker costs, one off events, rent and running costs for specific short-term projects.
You can apply for anything over £1,000. We do not anticipate awarding amounts over £50,000 to more than a couple of organisations in each financial year. The total budget is £1million over 2 years.
KCYF will have two funding windows per year. Applications need to be in by 31 May for a decision in September. The second application date will be September 30th for a decision in December.
Successful applicants will be eligible to receive one grant per financial year (April to March). Leisure, Sports & Culture, will keep records of who is in receipt of funding.
Organisations failing to deliver the service for which they were awarded a KCYF Grant will be required to repay the grant, or part of it, to the council.
If groups have problems delivering their funded services, it will be their responsibility to contact Leisure, Sport & Culture, in order to discuss and agree a solution. If, to the best of our knowledge, a service has not been provided, and we do not receive any reassuring monitoring information, we will reserve the right to reclaim the money.
To be considered for KCYF:
- Your organisation must exist as a not-for-profit voluntary or community organisation, club or association and have a constitution, or rules, or terms of reference.
- Your organisation must have a bank account in the organisation’s name that requires two unrelated people to sign cheques.
- Activities funded by KCYF must be provided in the borough and must directly benefit residents of Hammersmith & Fulham.
- Organisations funded by KCYF must have a management committee with at least three members, including Hammersmith and Fulham residents and have a current policy on safeguarding and equalities of opportunity as a minimum policy requirement (or subscribe to the relevant parts of LBHF’s policies).
- If you are seeking funding for a supplementary school, your organisation must be a member of the Supplementary Schools Network Hammersmith & Fulham (contact SOBUS on 020 8748 6345 for further information).
- If you are seeking funding for a sports club, you are encouraged to have Clubmark or be working towards attaining Clubmark. Organisations which have this accreditation will be prioritised. For further information visit the Clubmark website or contact the LBHF Sports Development Team (020 8753 3838 or email@example.com). KCYF funded sports clubs will also be expected to attend H&F Sports Club Forum where possible.
The aim of KCYF is to provide small and unfunded groups the opportunity to secure council support. The assessors will focus on both the organisation’s merit, and the service or activity for which funding is sought. Should the council not receive enough good quality applications which meet its priorities, the Council reserves the right to not allocate the full Kings Coronation Youth Fund budget.
Assessing officers may contact organisations by email or telephone for clarification during the assessment process.
Priority will be given to organisations which:
- Deliver in partnership with at least one other organisation.
- Have match funding secured (evidence of this must be provided)
- Can show that Hammersmith & Fulham residents and service users are involved in the running and development of their services.
Priority will be given to services and activities which:
- Offer good value and high-quality services to residents.
- Deliver measurable benefits to residents.
- Help to achieve the council’s targets.
1. Funding will not be granted for:
- Political aims, campaigns, and lobbies
- Services that promote religious interests and objectives
- Schools (although associated, supporting, or connected organisations may be eligible)
- Your organisation’s on-going running costs such as rent or rates.
- Parties or anything involving alcohol or drugs.
2. Only one grant per organisation will be awarded in any financial year (April - March).
3. Only fully completed funding applications with the required supporting documentation will be considered.
4. You cannot apply for funding for activities or events that have already taken place.
5. Incomplete applications or applications without financial information, constitution or completed Conditions of Grant Aid will be disregarded; we will not contact you to request missing information.
Completing the application
Your application form will be used to assess how well you meet the funding criteria. Council officers may also contact your organisation by telephone or email for further information during the assessment process. Organisations that best show how FTSG will make a difference to Hammersmith and Fulham residents will be given higher priority.
If you are not able to type your application form, you may complete it by hand. Please make sure it is legible, try to be concise and do not exceed the space provided.
Required supporting documentation
- Budget for organisation: We would like to see your anticipated income and expenditure for the year, including subscriptions, grants, or other income sources and how you intend to spend this. If you are a newly formed organisation seeking funding for start-up costs, please explain this in a covering letter, which includes your organisation’s bank details and a bank statement. If you charge for services, you must include this information in section 23 of the application form.
- Constitution: This may take the form of Terms of Reference, agreed aims or objectives, or a formal constitution.
- Signed Conditions of Grant Aid (we have included this within the application pack): This will help us to ensure that successful applicants receive their payment promptly.
- A completed New Vendor Request form (we have included this within the application pack): only if your organisation has not received any LBHF funding over the last 3 years. Please complete section 1 only.
Failure to provide all the supporting documentation requested will result in your application being ineligible, or in delays of payments to successful applicants.
Submission of application and supporting documentation
You are encouraged to submit your application form and supporting documentation via email to KCYF@lbhf.gov.uk
King Charles III Coronation Youth Fund application form (docx 63KB)
Guidance for application form questions
Questions 1- 5: Details about your organisation. Accurate and up to date contact details are essential.
Question 6: Please state the overall aim or purpose of your organisation. This would usually come from your Constitution or Terms of Reference. If you are a small organisation that does not have these formal documents, tell us what your organisation was established to do and provide supporting evidence.
Also tell us when your organisation started.
Question 7: If you are a supplementary school, to be eligible for funding you have to be a member of the H&F Supplementary School Network and if you are a sports club, we want to know whether you have Clubmark accreditation.
Question 8: Please detail what sort of activities your organisation currently provides.
Question 9: The more specific you can be about the service or activities you are seeking funding for, the more it will help us to assess your application. Please tell us what you will do, how you will do it and when. Services or activities must also fit with the Council’s key targets.
Questions 10a and 10b: Only answer this question if you are applying for amounts over £5,000, if you are applying for less, please skip it.
10a: Is there a partnership that will deliver the project? If so, what are the roles of each partner and the activities they will undertake? A partner would typically be another organisation who delivers the service with you and contributes financially or in kind (i.e., by letting you have their premises for free or at a much-reduced cost). For example: H&F Council, or another organisation referring service users to you could not be listed as a partner; to qualify as a partnership 2 organisations must deliver a service or project together and actively contribute to the outcome. All partners need to make an organisational and financial contribution to the proposed service; the latter is usually referred to a “match funding.” Although some match funding may be in kind.
10b: Please describe the unique selling points of your project or event and describe any additional outcomes you will deliver.
Question 11: We would like to know why you think your service is needed – the problem that you are trying to address. How did you find out that the need existed and what evidence have you gathered to illustrate it?
LBHF aims to fund services that are open to all residents. If your service is targeting a specific group, community, or location, we need to know why such a service is considered necessary. Describe the specific needs of the individuals, groups, or communities that the service proposes to support.
Question 12: Outcomes are the differences or changes that your service will make to its users. They are not the specific activities or services you provide but rather what happens as a result of your work. For example, if you are seeking funding for a befriending scheme, the activity might be regular telephone calls between the scheme and the resident, but the outcome would be that the resident feels less lonely.
Question 13: Please explain how you will monitor the outcomes your service has achieved (you will be expected to submit a monitoring report at the end of your project). For example, if you are seeking funding for a befriending scheme – the outcome for a resident might be that they feel less lonely, and you could evidence this from a questionnaire or survey of service users.
Question 14: Please tell us about the young people who will benefit from the service. Tell us how many people will benefit and tick the relevant boxes – are they from Hammersmith and Fulham, disabled people, people from a particular area or ethnic group etc? You may have to give estimates.
Question 15: Explain how you will ensure that those with particular needs, residents of different ages and those from different backgrounds and cultures will be able to access the service you are seeking to provide.
Question 16: As well as delivering benefits to people actually using the service, there are also wider benefits to the local community that your service or activity could deliver. It will assist our assessment if you can also consider whether for example:
- The service or activity would provide training or employment opportunities for local residents.
- The service would make fuller use of existing resources you have (e.g., making more use of a hall or venue you already have)
- The service would provide volunteering opportunities for local residents.
- The service would enable your organisation to attract additional funding.
- The service would help bring different communities together.
Question 17: Please tell us how you will involve people who use your service, for example in the planning process or volunteering at an event and how you might use their feedback to influence any future services.
Question 18: Officers will assess the value for money of your service or activity from the information included in your application. It would be helpful if you could explain how, you have costed your service to ensure good value for money. This might include where you have compared prices and sourced the best option or worked out how much per head your service or activity will cost.
Question 19: Please include as much detail as possible in the delivery plan. This information will help assessing officers to get a full picture of your service and assist with monitoring.
Question 20 and 21: Assessing officers need to see the total cost of your service and how you anticipate spending the grant. Different services have different expenses, but the more information you can provide, the better we can assess value for money.
Listed below are some of the more common areas of expenditure, and the sort of information we need to gauge value for money. This is just a guide, and your service might include some, all, or none of these, and/or other sorts of expenditure.
- Sessional workers or performers costs: Please detail the hourly rate, total hours to be delivered, and number of sessions or performances.
- Venue hire: Please include the hourly rate, number of hours and sessions.
- Volunteers’ expenses: Please detail the number of volunteers at each activity/session and the level of expenses to be met.
- Refreshments: For how many people.
- Equipment: Cost of books, toys, sports equipment etc.
- Publicity and stationery: Cost of flyers, posters, adverts etc.
- Materials/labour: Please provide any quotes you have been given.
- Transport: Number of trips, number of users and estimated cost of minibus, coach, fuel or parking costs, community transport.
Please note that KCYFs cannot be used to pay for ongoing salary costs.
If KCYF funding is being used to fund or part-fund ongoing salary costs, please note that there is no guarantee of future applications being successful, and any impact this is likely to have on the postholder.
If you are seeking a KCYF to pay for part of a service or activity they wish to deliver, please tell us what other funding sources you are applying for, and whether your bid has been successful.
We ask for your bank details at the end of the application form – please ensure they are correct and up to date. All payments to successful applicants will be made by transfer into the organisations’ bank accounts. There will be no cheque payments.
Some final advice from the assessors: The council needs to administer these grants fairly as well as sensibly and is accountable for all spending under KCYF. This means that organisations able to demonstrate competence are more likely to get recommended for funding.
The following problems have regularly occurred in previous funding rounds and do not show an organisation in a positive light:
- submitting an incomplete application form
- not submitting the requested monitoring forms for previously awarded grants in time.
- applying less than 6 weeks before the proposed services are supposed to start.
- stressing how onerous the application process is, and that there is only one already very overworked person available to deal with the application and/or service provision: this causes assessors to question how the proposed service can be delivered should that one person become ill or not be available for other unavoidable reasons – having a backup or fall-back position is considered good.
What happens next?
- Once we receive your application, Officers aim to assess your application and reach a decision within the timescales outlined above. You may be contacted if further information is required.
- Organisations will be notified about the outcome of their applications.
- Successful applicants will receive their funding soon after notification.
- Organisations will be required to submit a monitoring report, detailing how your KCYF has been spent (e.g., providing receipts) together with the outcomes of the service or activity. Failure to provide this information will affect any future applications for funding.
- All funding must be spent within 12 months or 24 months for grants over £50,000 (starting with payment date). Any community events funded by this scheme must take place in Hammersmith & Fulham within those 12 months.
- The council’s decision on your application will be final. Should your application not be successful, you will be given a reason, but there is no procedure for appeal. You are welcome to re-apply any time with a new or improved service proposal!
Good luck with your application!