2025 Club Grant Application Logo

  • Club Grant Application

  • Overview

    The Guild offers Guild-registered clubs up to $1500 in funding for 2025 to enhance the club experience for their members and the broader Curtin student community through events, activities, promotional materials, projects, merchandise, signage, and more.

    The University has awarded the Guild an additional funding allocation for 2025, designed to inspire club leaders to organise more events to activate Curtin Bentley Campus. The Curtin Club Grant offers clubs up to $400 toward on-campus events only.

    Club Grants are direct funding allocations designed to fund or subsidise projects, events, and programs that are significant, impactful, visible and/or unique. Club Grants are not available for use on minor or incidental costs, nor is there a guaranteed annual allocation of funds available to every club. 

    Grants are Competative & Limited
    Attaining a grant is a competitive and merit-based process, and amounts allocated are dependent on how well grant objectives & eligibility are met. Grant applications may be submitted prior to or within 2 months after expenditure. 

    Please allow up to four weeks for processing.

     

     Application Checklist:

    • 1. Check your Eligibility 

    • For a complete overview, please consult the following club policy documents:

      • Clubs Charter
      • Club Sponsorship Policy (section 1).

      To summarise, to be considered for a grant:

      • a club must show a clear need for the funding and specify the objectives and outcomes that will be achieved if the grant is awarded.
      • a means test may also be applied, which evaluates both income & assets to determine whether the club has the financial ability to cover the full cost.
      • a separate application is required for EACH purpose. For example:
        • 1x application for club promotional assets such as banners, tablecloths, giveaways at O-day.
        • 1x application for a specific event and all costs associated (catering, venue hire, decorations etc). Note: please submit a separate application for each event.

      Ineligible expenses are are follows:

      • Events, campaigns, and promotional items related to political parties.
      • Any costs associated with off-campus activities or events except where it can be demonstrated that the activity / event cannot be held on campus. 
      • Conference registration fees, accommodation, travel expenses, camps or retreats.
      • Gifts for presenters or guests (this does not include formal presenter fees / contracts).
      • Alcohol.
      • Excessive catering expenses - clubs are not permitted to apply for more than two (2) instances of catering using Club Grants, per year. The Club Grant is intended to fund significant or unique events/projects and repeated provision of food at multiple small events does not meet these requirements. The Guild also provides alternate forms of sponsorship that provide catering options for clubs - please see Club Function Packs.

      Please note that clubs are welcome to self-fund the aforementioned expenses, should they deem them important or necessary to the club’s objectives. Just remember that if using your own funds, all activities & events must still receive Guild approval AND all expenses tracked in TidyHQ with receipts for all purchases should or when you club is audited. 

    • 2. Minimum Requirements 
      • Maximum grant value available per club, per calendar year, is $1500 (while funds last).
      • Only available to clubs currently registered with the Curtin Student Guild.
      • Minimum amount to be requested is $100 per application.
      • Funding for Club Grants is limited and applications cannot be accepted once the annual funding allocation has been exhausted. The Guild recommends clubs submit applications as early as possible to avoid disappointment.
      • Grants must be of benefit to the wider club membership base, and the benefits must align with the club’s core objectives.
      • In applying for the grant, the club must clearly demonstrate benefits – i.e. viability of the event, or significant enhancement or improvement of the quality or accessibility of the event/project/etc. (e.g. funding will enable the club to significantly reduce ticket price, book better AV equipment, etc.)
      • Any equipment requested must be regularly accessible by the majority of the club’s members.
      • Evidence required for grants is:
        • For grant requests submitted prior to expenditure - evidenced with formal quotes, invoices, or other evidence of actual costs with intended supplier/s.
        • For grant requests submitted within 2 months after expenditure - receipts or paid invoices are required.
    • 3. Application Preparation Tips 

    • Here are some additional tips to help you prepare:

      • Purpose & Summary: The onus is on the club to make a strong case for why their grant application is a worthy use of club grant funds. Prepare a summary of the purpose of your grant application. Clubs must demonstrate a specific need for the grant, and outline the objectives and outcomes that will be met should the grant be awarded.
      • Expense Overview: Create a budget / expense breakdown to upload to this application, showing expected (or actual) costs for each item/service. Evidence required:
        • For grant requests submitted prior to expenditure - evidenced with formal quotes, invoices, or other evidence of actual costs with intended supplier/s.
        • For grant requests submitted within 2 months after expenditure - receipts or paid invoices are required.
      • Recording Income & Assets: A means test may also be applied, which evaluates both income & assets to determine whether the club has the financial ability to cover the full cost. To support your application, the following are required:
        • Keep your TidyHQ Finances module up-to-date to "balance your books". If you're unsure what this entails, please refer to the club induction course module 3. for Financial Management and refer to the last section in the module called Reconciling Accounts. Clubs should be regularly balancing their books throughout the year to ensure they can be renewed annually - this is not only required to access grants so keep this up-to-date to avoid issues with your club renewal at the end of year.
        • Upload all bank statements into TidyHQ Storage. You must include statements for the entire year up until the end of last month. If your last bank statement does not include last month, you can order a statement before it is due via your bank. If you are with commonwealth, you can order this here.
        • Keep an up-to-date list of your club's equipment & assets in TidyHQ Storage. Don't have one? Here's a template. It's likely most efficient to save lists like this in a central LIVE location so that your committee can keep it updated easily (i.e. google docs), so if you keep yours online, add the link somewhere (i.e. TidyHQ > Storage > Assets List) so that your committee can be redirected to it and keep it updated.
      • Events: For applications where the grant will go towards expenses for an event, you must gain event approval. To gain event approval, please review the event application process on the Guild website.
        • Off-campus events: As outlined in policy, club grant application will only be considered for off-campus events with provided evidence that the event could not be held on-campus.
    • 4. Grant Acquittals 

    • Grant Aquittals
      Club must submit a post event acquittal. The acquittal form can be found online. It will also be sent successful grant recipients directly, and will require the following info:

      • Attendance numbers
      • Event/s summary & photos
      • Promotional material used
      • Proof of purchase showing final actual event spend (i.e. receipts / invoices
      • Each separate event requires a separate acquittal to be lodged.
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  • Grant Details

    Here you will provide the details for your selected grant(s).
    • Grant Acquittal Form 

    • All grants require a submission of a grant acquittal; post-event or post-purchase.

      $1500 Guild Club Grant 
      Acquittal deadline: End of the semester in which the grant was initially sought.

      $400 Event Grant
      Acquittal deadline: End of the semester in which the grant was initially sought.

    • Event Acquittal

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    • Actual Expenditure

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  • Event Details

    Here you will provide details for your upcoming event.
  •  - -

  • All events run by your club must receive Guild approval. To gain approval you must either submit an event application or book a Guild venue by following instructions on the Guild website.

    * If this event has already occurred and you did not receive approval, your grant application will be rejected.

  • Contact Details

    In this section you will provide your contact details (as the grant applicant), and the details of your club.

  • Terms & Conditions

    Please read/remind yourself of the T&C's before agreeing to them.
    • Club Grants are direct funding allocations designed to fund or subsidise projects, events, and programs that are significant, impactful, visible and/or unique.
    • Club Grants are not available for use on minor or incidental costs, nor is there a guaranteed annual allocation of funds available to every club.
    • To be considered for a grant, a club must demonstrate a specific need for the grant, and outline the objectives and outcomes that will be met should the grant be awarded.
    • The onus is on the club to make a strong case for why their grant application is a worthy use of club grant funds.
    • Attaining a grant from the Guild is a competitive and merit-based process, and amounts allocated are dependent on how well grant objectives are met.
    • Grant applications may be submitted prior to, or within 2 months after, expenditure.
    • For applications where the grant will go towards expenses for an event, you must gain event approval. To gain event approval, please review the approval process on the Guild website here.

    Minimum Requirements

    • Only available to clubs currently registered with the Curtin Student Guild
    • Minimum amount to be requested is $100 per application.
    • Funding for Club Grants is limited and applications cannot be accepted once the annual funding allocation has been exhausted. The Guild recommends clubs submit applications as early as possible to avoid disappointment.
    • Grants must be of benefit to the wider club membership base, and the benefits must align with the club’s core objectives.
    • In applying for the grant, the club must clearly demonstrate benefits – i.e. viability of the event, or significant enhancement or improvement of the quality or accessibility of the event/project/etc. (e.g. funding will enable the club to significantly reduce ticket price, book better AV equipment, etc.)
    • Any equipment requested must be regularly accessible by the majority of the club’s members.
    • Evidence required for grants is:
      • For grant requests submitted prior to expenditure - evidenced with formal quotes, invoices, or other evidence of actual costs with intended supplier/s.
      • For grant requests submitted within 2 months after expenditure - evidenced with receipts.

    Ineligible Grant Expenditure Requests

    • Events, campaigns, and promotional items related to political parties
    • Any costs associated with off-campus activities or events except where it can be demonstrated that the activity / event cannot be held on campus.
    • Conference registration fees, accommodation, travel expenses, camps or retreats.
    • Gifts for presenters or guests (this does not include formal presenter fees / contracts)
    • Alcohol
    • Excessive catering expenses - clubs are not permitted to apply for more than two (2) instances of catering using Club Grants, per year. The Club Grant is intended to fund significant or unique events/projects and repeated provision of food at multiple small events does not meet these requirements. The Guild also provides alternate forms of sponsorship that provide catering options for clubs.
    • Please note that clubs are welcome to self-fund the aforementioned expenses, should they deem them important or necessary to the club’s objectives.

    Other Requirements

    • Grants must be spent in accordance with the club’s application and any conditions imposed by the Guild.
    • Clubs must promptly notify the Guild if a grant is not able to be spent, and/or acquit funds in accordance with the Grant conditions/requirements
    • Upon request, Grants must be returned to the Guild, in full or in part, if they have not been spent in accordance with the Grant conditions/requirements.
    • Timeframes to acquit grant expenditure are outlined below.
    • Unless the Guild has granted an extension in writing, grant funding must be returned if not acquitted in the required timeframe.
    • Purchase of any item of equipment valued at $2000 or more qualifies as a significant asset purchase. All significant assets purchased with Guild grant funding will be recorded on the Guild’s central club database, and must also be recorded on the club’s own asset registry.

    Communications and Forms

    • Communication to clubs (including forms) regarding grants will emphasise that:
      • Grants are assessed and awarded based on the demonstrated merit of the application, as well as the available grant funds at the time of application.
      • The Guild may elect to not reimburse significant asset purchases until the item has been purchased and is in the club’s possession.

    Application Process

    • Club to submit an online application form containing their overall grant proposal (with rationale/case for consideration), objectives, itemised list of expenses, itemised evidence of expenditure (i.e. quotes, price lists / online shop screenshots, or invoices/receipts), current membership lists, and draft promotional material (if for an event).
    • If the expenditure has already occurred, the grant acquittal part of the form must be completed at the time of application and receipts attached. For assets, photographs must be attached.

    Approval Process

    Staff will decline applications that do not:

    • Align with club objectives, and/or
    • Meet Guild requirements for grants.

    Provided that an application is not declined in the prior step, staff will assess and award applications based on:

    • Available grant funds,
    • Prior grant requests made in same year, and
    • Benefits of grant expenditure. Benefits include:
      • Significant number of Curtin students, or large percentage of club members to benefit from event / project / equipmentEvent or project is accessible (consider entry price, location, equity, age restrictions, etc.)
      • Event or project is targeted primarily at Curtin students (consider ratio of Curtin students to benefit compared to others)
      • Grant is financially necessary for the event or project's execution; or provides significant additional benefit to event/project
      • Event or project is highly visible and/or will be promoted and marketed strongly
      • Proposed event or project will take place on-campus
      • Event or funding proposal is unique and/or innovative
      • Proposal will improve club finances and/or resources for future events and/or projects ("capacity building”)
      • Guild services have been used if/where possible and/or practical
      • Event, project or initiative portrays the club and the Guild in a favourable light
      • Event / project / initiative promotes active uptake of new members

    Final outcomes are:

    • Approve in full,
    • Approve in part (i.e. reduced funding or reduced scope – with explanation provided), or
    • Decline (with explanation provided)

    Next steps are:

    • If expenditure has occurred (non-asset expenditure):
      • Payment transfer to Club bank account
    • If expenditure has occurred (asset expenditure):
      • Payment transfer to Club bank account.
      • For equipment valued over $2000:
        • Club advised that the asset must be recorded on the club’s own asset registry.
        • Asset is recorded on the Guild’s central club database.
    • If expenditure has not yet occurred (non-asset expenditure):
      • Payment transfer to club bank account
      • Club advised to retain all purchase receipts for acquittal via a Grant Acquittal form.
    • If expenditure has not yet occurred (asset expenditure):
      • Payment transfer to Club bank account.
      • Club advised to retain all purchase receipts for acquittal via a Grant Acquittal form.
      • For equipment valued over $2000:
        • Club advised that the asset must be recorded on the club’s own asset registry.
        • Asset is recorded on the Guild’s central club database (on receipt of Grant Acquittal Form).

     Grant Acquittal

    • Unless an extension is granted by the Guild in writing, Grant Acquittals must be submitted for all grants via the online grant acquittal form before the latter of:
      • The end of the semester in which the grant was initially sought,
      • 4 weeks after the planned date of expenditure (in the application), and
      • 4 weeks after receipt of funds.
    • The grant acquittal must provide all requested information and will include:
      • Attendance list (for events)
      • Photos
      • Receipts
      • Written evaluation
    • Failure to properly acquit a grant(s) within the required timeframes will result in that club’s access to further grants in that year, or the following year, being removed. Additional remedial action may apply.
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