Club Grant Application

•  Clubs must meet all requirements outlined in the Clubs Charter and Club Sponsorship Policy (Section 1).
• Clubs must demonstrate a clear need for the funding, including the objectives and outcomes the grant will achieve.
• A means test may be applied, assessing club income and assets to determine financial capacity to self‑fund.
• Each application must be for one single, specific purpose. Clubs cannot combine multiple events or unrelated expenses into one application. For example:
  • One application for promotional assets (e.g. banners, tablecloths, giveaways for O-Day).
  • One application for a specific event and its associated costs (e.g. catering, venue hire, decorations).
• Ineligible expenses include:
  • political events or promotional items
  • off‑campus activities without evidence they cannot be held on campus
  • conference fees, travel, accommodation, camps or retreats
  • gifts for presenters (excluding formal fee‑for‑service arrangements)
  • alcohol
  • excessive catering (no more than two catering applications per year)
    • The Guild also provides alternate forms of sponsorship that provide catering options for clubs - please see Club Function Packs.

Clubs may self‑fund ineligible expenses if they choose, but all activities still require Guild approval and all spending must be tracked in TidyHQ with receipts for audit purposes.

• Funding is competitive and based on merit and applications are assessed on the strength of their purpose, alignment with grant objectives, and overall benefit to members.
• Only currently registered Curtin Student Guild clubs are eligible.
• Each application must request at least $100.
• Funding is limited and closes once the annual allocation is exhausted, so clubs are encouraged to apply early.
• The grant must clearly benefit the wider membership and align with the club’s core objectives.
• Clubs must demonstrate clear benefits, such as event viability or significant improvement in quality, accessibility, or member experience.
• Requested equipment must be accessible to the majority of members.
• Evidence is required for all costs:
  • Before expenditure: formal quotes, invoices, or evidence of intended costs.
  • After expenditure (within 2 months): receipts or paid invoices.

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, why you can't afford it yourself, 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:
  • Before expenditure: provide quotes, invoices, or cost evidence.
  • After expenditure (within 2 months): provide receipts or paid invoices..
• 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:
  • Your MYOB accounts must be reconciled up to the end of last month. 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 balancing their books onl a monthly basis to meet registration requirements - 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.
  • 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.

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.