Funding Guide for Pasifika Festivals

FUNDING GUIDE FOR PASIFIKA FESTIVALS PREPARED BY SIVA AFI AOTEAROA IN COLLABORATION WITH LIGHTBOX PROJECTS EDITION ONE 2023

CONTENTS INTRODUCTION Introduction

3

Important Information

3

Acknowledgments

3

SECTION 1: GETTING STARTED Getting the ground work in place

5

Types of funders and funding platform

5

Funding calendar

6

Choosing the right fund to suit your project

6

What you need funding for and when you need it by

6

The timeframes matter

7

Why you need funding

7

Your project budget

8

The difference the funding will help make

9

Where to apply to

9

Where to look

10

Tools and services

10

Gem Local

11

What you may need to provide

11

SECTION 2: TALK TO THE ADVISOR Speak to the Grant Advisor

13

SECTION 3: TIME TO APPLY The application form

15

You are well prepared

15

Your budget

16

Development of sustainable careers

16

SECTION 4: SPONSORSHIP The sponsorship kit

19

The pitch document

20

Preparing a sponsorship pitch document

20

SECTION 5: ADDITIONAL RESOURCES + FUNDING OPTIONS Additional resources

23

Other resources to consider

24

Potential funders

26

Other funders to consider

28

Further trusts

32

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INTRODUCTION The CNZ WAVE funding has provided Siva Afi Aotearoa and Lightbox Projects with the opportunity to realise our potential as an annual Festival. We are proud of what we’ve achieved and the positive impact we’ve made through the annual Festival held in Māngere.

In order to continue to have this impact and benefit to the community, our goal is to work towards financial sustainability. We know we’re not the only Pasifika Festival with this goal. Our 2025 Festival and beyond will require the support of dedicated time and capability in sourcing, applying for and securing funding and sponsorship.

In the long-term we need skills development in applying to funders and developing and maintaining sponsorship relationships. This will promote our own financial capabilities and ensure the sustainability of the Siva Afi Festival, as well as providing us with skills and knowledge which we can then share within the Pasifika Festivals ecosystem.

Through our own journey, we have recognised the need for a shared resource, and have created this document to support other festivals in developing their own funding proposals, including: •

Guidelines on how to read and respond to a funder’s criteria and objectives

•

Sponsorship proposals

•

Budgets and financial planning

•

Strategic financial planning

•

Plus many potential funding sources and resources

This is a living resource, and will be updated to best support the needs of those using it. We hope that this is also a valuable resource for Pasifika community groups, schools and not-for-profit organisations with their fundraising.

IMPORTANT INFORMATION This is a guide only and each grant or fund available will have its own unique set of criteria which you’ll need to check before submitting your applications.

We wish you all the best with all your funding as we look to collaboratively support the Pacific arts community.

ACKNOWLEDGEMENTS This Funding guide has been created by Lightbox Projects for Siva Afi Aotearoa with funding from Creative New Zealand.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 3

SECTION ONE

GETTING STARTED

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GETTING THE GROUND WORK IN PLACE When it comes to grant-seeking, there isn’t a failproof formula to guarantee a successful grant application, but there are a number of steps you can follow to put your organisation in the best possible position for grants success.

This manual is designed to help you develop an effective approach to grant-seeking, to understand what grant funders are looking for, and to learn tips on how to go about structuring a grant application.

TYPES OF FUNDERS & FUNDING PLATFORMS GOVERNMENT GRANTS •

Council Grants

•

Private Foundations

•

Community Foundations

•

Family Foundations

•

Lottery Grants

•

Gaming/Gambling Grants

•

Corporate Foundations

•

Private Giving

•

Crowdsourcing

Grants for non-profit organisations come typically from Councils, Governments (at all levels and various departments), Philanthropic Trusts and Corporate Foundations (e.g. Community Foundations and Energy Trusts). Essentially, any entity with the word Trust, Foundation or Fund whose objective is to make grants available to the community. They are referred to as grant-making entities for funding bodies, or ‘funders’ in this manual.

You should know your needs well, and then learn how to write about them exceptionally well. Like with all fundraising, there are no guarantees of success but you can increase your chances by knowing your needs well.

•

Why you need funding

•

The difference the funding will help make

•

Where to apply to

This is important groundwork to be done before you start your application, because these points will help you develop content that you can then save and ‘copy-and-paste’ to save you time if you wish to make another application in future.

For this reason, it is worth spending time on the groundwork and getting it right before you press SUBMIT. We know how valuable your project is, we know it’s obvious you need funding for it, and we know how disappointing it feels to receive a unsuccessful grant application letter, when you felt so confident in the value of your project. Trust us, it’s not you and your project.

Many factors are involved, and most are beyond your control. For example, the large number of applications received, the demand on a limited amount of funding to be allocated, the priority for the funds may be impacted by weather events, pandemics and so on.

There are so many factors beyond your control, but what you can take control of, is the way you prepare your project for a funding application.

The way to increase your chances of a successful application is to spend time preparing the application for the assessors, so that you put your best application forward. You’re not having to persuade your own project team, your audience or family and friends of the eligibility, the impact and value of your project. They already know! You’re introducing it to someone who is hearing about the project for the first time, who has a desktop pile of other applicants to read through in a limited timeframe.

The time you invest in preparation now is worth the investment, because it will save you time in the longterm. When you see another closing date looming, you can pull together the application content that you have already prepared, and present it in a way that meets the subtle differences in each funder’s needs, rather than your own project’s needs.

This is an important shift in your thinking and approach to the art of grant writing.

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FUNDING CALENDAR The juggle with fundraising is around eligibility and timing. It’s very likely that you’ll be applying to multiple different funding sources simultaneously for the same project. For this reason, it’s a good idea to create a funding calendar with the opening

and closing dates for applications. This will help you determine whether you’ll learn the outcome of each application in time to develop and deliver your event or project.

CHOOSING THE RIGHT FUND TO SUIT THE PROJECT You’ll apply to each funder for the element in your budget which matches what they fund.

•

A Trust, Pub Charity or Lion Foundation for any equipment purchases required to delivery your project

•

Creative New Zealand for any artistic and creative outputs of the project, such as performers fees.

For example: •

Creative Communities Scheme for any aspect of the project which involves participation from public, such as workshops or similar opportunities to be involved, and include costs such as venue hire, marketing and equipment hire

WHAT YOU NEED FUNDING FOR & WHEN YOU NEED IT BY The key things to know about most funders are: •

Different funders have different expectations

•

They have specific objectives for allocating grants. These objectives are related to their organisation’s own vision and purpose. For example, supporting youth, arts and culture or sports-related programmes

•

They generally have a certain amount to distribute within a 12 month period. Depending on the amount they have, they may open up for applications once a year, or multiple times

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•

They have a set of eligibility and criteria to ensure those who apply to them are most likely to receive their funding. The eligibility might require you to be a charitable trust, or limited liability company for example. The criteria might require your project to be completed within 12 months, for example.

THE TIMEFRAMES MATTER It can take a funder between 2 – 4 months or more, from the closing date of an application, to the stage they notify applicants of whether they were successful or not. Therefore, planning ahead is vital.

Due to timeframes and the amount of funding available by individual funders, you are likely to be applying for multiple different funders for the one project, in order to achieve your total projects funding needs. This takes a bit of forward planning and flexibility. You need to line up the dates for which you’ll learn the outcome of an application, with the dates you need to begin preparing for your event.

Funders generally do not allocate funds retrospectively, which means you can’t be reimbursed for costs associated with your project. Therefore, ensure you allow enough time between being notified of a grant outcome and your project’s delivery date.

Tips: •

Create a funding calendar with the opening and closing dates for applications

•

Set yourself a calendar appointment to notify you of these dates

•

Undertake multiple funding avenues, rather than being dependent on one source

•

Prepare a forecasted budget for your project, to track the amounts you hope to receive against a timeline (tools such as Monday.com are useful for this).

WHY YOU NEED FUNDING This may seem very obvious to you and you’ll be quick to list all the reasons why, because it’s something you are most likely very passionate about and committed to. You’re likely to have such a strong conviction around the value, benefits, vision of your ‘why – that you don’t feel it needs much of an explanation.

Understanding the funder’s ‘why’ is just as important

What not to overlook here, is that the funder also has a ‘why’ in allocating their funds.

to be successful. If the funder achieves their ‘why’

as understanding your own when preparing an application. How you present your ‘why’ is a vital skill to learn. Like the chameleon who transform their appearance in order to merge successfully with what they apply their bodies to, your application needs to apply itself to the ‘why’ of the funder in order objectives, this gives you more chance of success.

We’re only a small charity – so how do we get grant funding?

FUNDING GUIDE FOR PASIFIKA FESTIVALS 7

YOUR PROJECT BUDGET This represents why you need funding. By preparing it well in advance of making any applications, you’ll then be able to adjust it according to the amounts you’re able to apply for from different funders. From some you’ll be requesting a full contribution, but others you’ll be requesting a partial contribution.

Funders like to ‘fund for success’, which means that if they do decide to allocate funds to your project, it will definitely go ahead. This is why you should show the full project budget, representing your revenue and other sources of income.

We highly recommend reading and re-reading the funder’s guidelines on what they do and what they don’t fund. Have this visible to you when you begin writing or when you are editing your project budget to suit the application.

It’s recommended to present your budget with a column that indicates which items in your budget you are seeking support with from the funder you’re applying to at the time.

The CNZ budget template is very user-friendly and a great tool to start with, but there are several other options.

Even if an application asks you to enter the budget details directly into their online application form, we still recommend having your own budget spreadsheet and also uploading it as ‘supporting materials’ to the application. This will ensure accuracy and consistency across various applications.

Tips: Develop a strategic plan for your organisation or project. In this you’ll have a vision or mission statement, you’ll write your goals and objectives.

Compile all financial and admin aspects which you are likely to be asked to provide for each application. Including, IRD number, Charities Number, most recent financial accounts, proof of bank account.

How much should we ask for, and who do we ask?

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THE DIFFERENCE THE FUNDING WILL HELP MAKE Funders want to make an impact. They want to see what difference they help to make, to the cause or objectives they are supporting, whether this be youth, preservation of heritage, performing arts, and so on.

Make your impact statements very clear and not hidden within your application. You’ll also want to back up your statements with the number of people who will benefit from the impact. Give evidence such as feedback from past participants, for example.

Tips: 5 key impact points: Start with a list of 10 ways your projects makes an impact or difference, then refine and reduce this list to the main 5 points, making sure you don’t repeat any points Match the funder’s objectives: Make it clear why your project is an excellent match for the funder’s own objectives Case Studies: Including stories showing the difference your organisation makes are very useful to support your fundraising plans. To help record those,

a simple form could be useful to provide to your projects participants or audience.

Images: It can be good to include images to support your application (where appropriate), but ensure you gain permission to share the images Statistics: Create ways to gather essential stats around your project. For example, surveys that gather audience numbers, age and ethnicity of participants, satisfaction level and so on.

WHERE TO APPLY TO We believe it’s not about how many grants are out there, but which ones are the right ones for your organisation.

Where you apply to starts with dedicated time researching the possibilities. Uncovering every option and saving the best matches between the funder’s criteria and objectives and your project’s outcome and mission.

Read the grant guidelines: •

Is your project eligible?

•

Is it a good fit?

•

Does your project tick all the funder’s boxes?

•

What and where have they funded in the past?

•

How much have they granted to organisations or projects similar to yours in the past?

FUNDING GUIDE FOR PASIFIKA FESTIVALS 9

WHERE TO LOOK We’ve created a list for you here as a starting point, but want to emphasise that with the every changing and evolving landscape of the funding world, it’s worth repeating your search methods regularly.

Subscribe to a funder’s newsletter, follow their social media channels to keep up to date. Get to know the Grant Advisors in person or at least via email, phone or online.

TOOLS AND SERVICES The key things to know about most funders There are a number of funding databases which make the search a little easier for you, because you can filter though by refining what your project is.

GEM LOCAL GEM Local is a grants calendar database designed specifically to help small New Zealand charitable and community organisations find the right grants for them. This easy-to-use tool provides: •

An always current customised grants calendar finding only the grants relevant to your organisation, according to what you do, where you do it and your legal status

•

Full access to all New Zealand grant and funder records on your personalised grants calendar

•

Ability to track progress of your applications including when funder reports are due

•

Additional email alerts on deadlines

•

Practical tip sheets, videos and writing samples, including monthly emails with tips specifically for GEM Local subscribers

•

Key administration to do’s and guide to setting up your online presence

•

Cloud-based software, accessible from anywhere

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GEM Local is updated daily by a Research Team who work over 80 hours per week to ensure all grants relevant to New Zealand charities are updated regularly, and includes grant opportunities from Council and Governments, Philanthropic Trusts and Foundations, and Corporate and Community Foundations.

GEM Local does have a fee to access it, but some councils purchase it in order for make it available, so do make an enquiry to your local council.

Very similar is Generosity NZ, which is made available to access for free in libraries throughout New Zealand.

WHAT YOU MAY NEED TO PROVIDE Most funders need to know the same information about your organisation and ask for the same attachments. Save some time by getting these ready beforehand. Have a folder on your computer with copies of documents all in one place, making it easy to upload or print as needed.

Paperwork to have available depends on your organisation but could include: •

Charities Services Certificate or proof that you are registered

•

Pre-printed bank deposit slips, or proof of your bank account

•

Latest financial report preferably reviewed or audited

•

Current budget

•

Proof of donee status with Inland Revenue Dept (www.ird.govt.nz)

•

Proof of identity of the two contact people for your applications, e.g. valid passport or driver’s licence

•

Names of your Board/Committee members

•

GST Number (if applicable)

•

Legal status, e.g. are you a Trust or Incorporated Society

•

Current letters of support

•

Photos of your work in action (that you have approval to use)

•

Copy of a brochure about your organisation, your latest newsletter and/or an event flyer if you have them

•

If applying for salaries, job descriptions and signed employment contracts for the roles you wish to apply for

•

If applying for lease of your office space – a copy of your signed lease agreement

•

If applying for contractors – a copy of the signed agreement

•

If applying for items you wish to purchase – two formal written quotes (on the supplier’s letterheads) addressed to your organisation.

We’ve got great volunteers but none of us have experience in grants.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 11

SECTION TWO

TALK TO THE ADVISOR

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SPEAK TO THE GRANT ADVISOR After you have identified your potential funders, read the guidelines and know that you are eligible and your project is a good fit, we highly recommend contacting the funder’s advisory staff, often referred to as the Grant Advisor.

Grant Advisors generally aren’t the Assessors. The Assessors or Trust Board Members are supported by Grant Advisors who promote, support and receive applications. They then compile them to hand over to the Assessors, or Trust Board Members to undertake the Grant Assessment step.

In the Assessment step, your application is read by someone who hasn’t not seen it before, or privy to any communications you’ve had with the Grant Assessor before submitting your application.

Therefore, you should make the most of the opportunity to speak with the Grant Advisor. They will know the funder and assessors wants and needs very well. They will have seen plenty of applications in their time, and know what an average, good, or exceptional application looks like. So take this step as an opportunity to develop your knowledge, skills and confidence in writing applications. It’s the best investment advice we can provide!

We recommend this highly, from our own experience sourcing funding. Being able to connect and introduce your project to the funder or grants advisory team is the start of a helpful connection and partnership between what you are seeking, and what the funder is seeking as well.

•

•

Rather than calling straight away, email and introduce yourself and your project in a quick summary of its aims and needs. Confirm that you’ve read their guidelines or website already

•

What you are asking is whether they agree your project is a good fit. Ask for a time to ‘talk through a couple of quick questions’ you have

•

We can’t predict the response from all Grant Advisors, but as their title states they are there to give you advice on the grant you intend to apply for.

We can certainly attest to the amazing support and input we’ve received from a number of Grant Advisors we’ve been in touch with, especially the Pacific Arts Team at CNZ. A Grant Advisor may be willing and able to give feedback or guidance on your budget, and confirm items that are or aren’t eligible. They will let you know if you need to provide more detail in your application.

They may also provide guidance around terminology or phrases to you use in your application, which will ensure the Grant Assessors can easily understand and identify key aspects of your project which align with the Grant’s objectives. They’ll tell you where you’ve written far too much, or too little – to ensure you keep your application as concise and to the point as possible.

Tips: •

Save this email content

•

Create and save a one-page or very concise introductory document on your project

•

Save the funder’s and grant advisor’s contact details

•

You will use it again and again

You can attached a one-pager with further details as well, but keep the body of the email short, to increase its chances of being read and responded to sooner

FUNDING GUIDE FOR PASIFIKA FESTIVALS 13

SECTION THREE

TIME TO APPLY

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THE APPLICATION FORM If the application is a hard-copy or downloadable form, we recommend saving two copies, so you have one on which to draft your answers and one as a backup. If the application is online check whether you must do it all in one sitting, or can save and go back to edit it later, or whether you need to create a login to the funder’s application portal. This can take a few days, so get onto that early.

Our tips for word limits is to: Write in bullet points rather than complete sentences wherever you can If you can’t reduce the words because you feel it will jeopardize your response to a question, put your full answer on a word document and make a note inside the question box that you’ve added the full answer as Supporting Material

If an application is online only, we recommend copypasting all the questions across to a word document and working off that as your draft. When you have a final draft, you then copy-paste your application text into the online application. Look out for word limits and make a note of these when you initially transfer the questions over to a word document.

If you feel the answer has been well covered in other sections, we still recommend you repeat it, rather than not answer at all.

YOU ARE WELL PREPARED At this point, when you’re about to begin your application form, you’ll be very grateful for the time you spent becoming well prepared for this stage. It will save you time (and mental energy).

We recommend having in front of you all of the pre-prepared materials which you’ll be referring to throughout writing the application, including: •

Your strategic plan, purpose and vision statements

•

Your list of project benefits and outcomes, including evidence and stats to back up your statements

•

Your folder of organisation and financial details

•

Your folder of Supporting Materials Your folder with the Master Budget items and quotes

•

The funders Guidelines for Applicants

•

You’ll want to regular refer to the Funder’s Guidelines to keep you focused and on track with providing relevant information and concise answers.

The Grants Administrator who will be processing your application will be reading many applications, so don’t assume they know about your organisation.

Keep it simple so they can understand. Make it easy to read in limited time.

REMEMBER keep a copy of the completed application for your files

FUNDING GUIDE FOR PASIFIKA FESTIVALS 15

YOUR BUDGET We recommend developing a Master Budget – a budget that includes all the costs associated with developing and delivering your project.

Depending on the funder, you are likely to provide the full budget to them, but will be highlighting the items or you are seeking a full or partial contribution towards. We recommend creating a duplicate of your Master Budget for each funder, in order to include a column called, for example ‘Requested Funds’, so the assessors know exactly which items in your budget they can focus on, but at the same time see the entirety of your project’s budget.

To create a budget from scratch, think of your project’s timeline from the very beginning, which isn’t the first day of the project itself, it must include all working hours and tasks undertaken in the lead up to the project taking place, for example planning meetings, team recruitment time. As well for a period after the project is completed, for example, undertaking post-event surveying.

Go through all the steps to delivering your project from the start to the end. i.e: planning time, performer fees, marketing, venue and equipment hire, delivery, security and pack-out time.

There are plenty of budget templates out there and we’ve included some in our Resources Section. The one we use as our Master Budget is the Creative New Zealand budget template.

A budget will typically include income and expenses, as well as income that is anticipated and not yet confirmed, such as grant or merchandise and ticketing income. It should also include a contingency amount, to ensure you’ve flexibility if the quotes you’ve gathered and project costs increase when you get underway with the project.

Get used to providing good detailed descriptions of your budget items. Don’t just put in rough estimate amounts. For example, when presenting a Project Managers Fee, write it as the number of hours and the hourly rate charged to evidence the total i.e: 10hrs @ $50 per hour = $500.

You want to show yourself and your assessors that your budget is realistic. If you don’t gather and present the details, you run the risk of your budget not being taken seriously, and you may even find that your rough estimates aren’t even accurate.

Do it once, do it right.

LET’S ALL ENCOURAGE THE DEVELOPMENT OF SUSTAINABLE CAREERS You may have heard of people choosing not to include their own time and services in the projects budget? The reason being that they felt assessors would look favourably upon your application and its budget, if you showed that you and your team were giving your own time for free to enable your project to take place. We want to end this myth, because it’s not going to help any of us sustain our careers.

We want to encourage you and your team to include yourselves in the application budget. What you offer is of value and to sustain the value you provide, you

16 FUNDING GUIDE FOR PASIFIKA FESTIVALS

need to be remunerated for your time. If we all do this, then we’ll see a shift in ‘myth’ and experience recognition of our value. It’s not easy to determine your hourly rate if you’ve never done this before, but there are plenty of guidelines to assist. We’ve included these in our Resources Section.

Remember – keep a copy of the completed application for your files. We’re certain you’ll want to refer back to it when you encounter the same question in another application.

EZRA FALANI

SECTION FOUR

SPONSORSHIP

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THE SPONSORSHIP KIT A sponsorship can be one of the most mutually beneficial partnerships you’ll have. The very concept of being sponsored, speaks of two needs being met and a mutually beneficial partnership being achieved. For example, the professional basketball team with one million fans and a need for shoes, and the basketball shoe company that dreams of achieving one million shoe sales.

Therefore, there are a few points of difference in the way you think about and approach your potential sponsor, as opposed to your potential funder (which we’ve covered above) and they are: •

Your sponsor wants sales or service demand, to increase their profits

•

Your sponsor wants access to your audience to encourage the sales or services, to increase their profits

•

Your sponsor wants to ensure the brand of their product or service is well aligned, matches, you and your people, event or project. i.e: the chalk company won’t benefit much from aligning with the cheese company to sell their product, because they are simply too different to each other

•

Your sponsor is a commercial business and its key driver and end goal is making sales

•

Your sponsors is interested any audiences that have strong potential to turn into their loyal customers

•

Your sponsor wants to see you as the ideal brand ambassador, the social influencer

•

In addition, and as an exception to these differences, is when a sponsor is seeking recognition of the positive impact make on community or the environment. In this instance, you’ll be able to identify what their sponsorship objects are, much like you did with the funders and therefore your approach is similar to that of a funder

•

With these points of difference in mind, you ask yourself – how can our project help the sponsor to achieve their goal?

There is a difference between 1. sponsored product where no money is exchanged and you’re gifted a product or service from your ‘sponsor’ - and 2. sponsorship funding, where you receive funding in return for providing the sponsor with brand exposure and access to potential customers.

Just because you need paint for example, doesn’t mean your first approach a paint company like Resene, if you’re actually after funds and not sponsored product.

We think it’s important to see this distinction when creating your wish list of sponsors, whether you’re seeking product or funds, or both.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 19

THE PITCH DOCUMENT After you have identified your potential funders, read the guidelines and know that you are eligible and your project a good fit, we highly recommend contacting the funder’s advisory staff, often referred to as the Grant Advisor (see the earlier section, ‘Speak with the Grant Advisor).

Instead of creating an application for funding, this time you’re preparing and sending a pitch document. This is less about the community or

social and environmental impact you make, and more about the audience numbers you are able to share with the sponsor and the ways you can raise awareness of their brand.

You can demonstrate this in their language of graphs, numbers, demographics, as well as showing how the brand alliance would look, with visuals to illustrate your people and projects audience – as these will be the sponsor’s brand ambassadors.

PREPARING A SPONSORSHIP PITCH DOCUMENT Writing a sponsorship pitch document, whether it’s for an event, project, or individual, requires careful planning and a persuasive approach. A well-crafted sponsorship document can help you secure financial support or resources from potential sponsors.

Here’s a step-by-step guide on how to prepare a sponsorship document: UNDERSTAND YOUR AUDIENCE AND GOALS: •

•

Identify your target sponsors. Understand their values, goals, and what they’re looking for in a sponsorship opportunity. Many companies have information about their values on their website, as well as sponsorship opportunities, so it’s worth checking this out.

Define your goals. What do you aim to achieve through sponsorship? This could be financial support, in-kind resources, exposure, or a combination of these.

RESEARCH AND PROSPECTING: •

Identify potential sponsors. Research organisations or individuals that align with your event or project’s objectives.

•

Make a list of potential sponsors, including contact information.

•

It’s unlikely you’ll receive funding from every person you prospect, so it’s important to have an idea of different people you can approach.

•

Use organisational assets to clearly show who it’s from and put your best foot forward.

•

Spell check your document, checking for spelling and grammatical errors.

•

Have someone else review your document to catch any errors or provide feedback.

•

Remember that the key to a successful sponsorship document is to be clear, concise, and persuasive (without being aggressive).

PERSONALISATION: Tailor the document for each potential sponsor, addressing their specific needs and interests.

Make sure the document effectively communicates the value of the sponsorship opportunity and how it aligns with the sponsor’s goals and values.

DOCUMENT STRUCTURE: Begin with a strong and attention-grabbing title or headline. Organise your document with clear sections, such as:

LAYOUT AND DESIGN

•

Introduction

•

•

Event/Project Description

•

Project Goals/vision

•

Sponsorship Benefits (why would they want to sponsor you)

Ensure your document looks professional and is easy to navigate. It may be beneficial to invest in using a graphic designer to put this document together for you.

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•

Sponsorship Levels (if applicable)

•

Previous funding - it may be beneficial to show what funding you’ve received in the past and the benefit to these previous sponsors

•

Profile your team, include photos if you have them

•

Strong call to action that specifies what exactly it is you’d like the person reading the document to do.

•

Contact Information (don’t forget to add how you’d like them to contact you).

INTRODUCTION: •

•

•

PREVIOUS FUNDING •

While you may not want to convey that you already have plenty of funding, showing that you have worked with sponsors previously can be beneficial.

•

It’s helpful to show visual representation of how sponsorships have worked previously and assets that have been created.

•

If you have any statistics/numbers to show the success of previous sponsorships, use these!

Start with a compelling introduction that briefly explains who you are and why you’re seeking sponsorship.

TEAM PROFILE

Highlight the relevance and impact of your event

•

Provide detailed information about your event or project, including its purpose, date, location, and expected audience numbers

Showing the members of your team in your pitch can provide a personal touch. Limit this to key team members only, particularly those at a decision making level or who will be working closely with the sponsor should they come on board.

•

Include any unique or standout features of your event or project and what makes it better than any other event they may be considering to sponsor

People love seeing faces. While professional photos may not be possible, ensure images are well edited. You may find Black and White images create a more cohesive vibe.

•

Add the name and role of the team members under each image.

EVENT/PROJECT DESCRIPTION: •

•

PROJECT GOALS/VISION: • •

It’s important to have a basis for the numbers you are offering. Most sponsors will ask more information about what they will get in return.

Tell the potential sponsor what you’re tying to achieve and how this will benefit others.

CALL TO ACTION: •

Clearly state what you want from the potential sponsor, whether it’s a financial contribution, in-kind support, or some other form of partnership.

•

Create a sense of urgency and encourage sponsors to take action. Remind them when your event is happening and other important dates. Don’t be too aggressive as this is likely to turn any potential sponsor away.

Use words that that company uses back to them, in order to show an alignment of values.

SPONSORSHIP BENEFITS: Clearly outline the benefits sponsors will receive in exchange for their support. This might include: •

Logo placement

•

Exposure to the target audience

CONTACT INFORMATION:

•

Recognition in marketing materials

•

•

Access to a specific demographic

•

Show how the sponsorship will meet their goals (if you have access to these)

SPONSORSHIP LEVELS: •

•

It may be applicable to offer different sponsorship packages or levels with varying benefits and price points.

Clearly define what sponsors will receive at each level, such as “Gold,” “Silver,” and “Bronze” sponsorships.

Provide your contact information for inquiries and follow-ups to make it easy for sponsors to get in touch with you.

FOLLOW UP: •

After sending the sponsorship document, follow up with potential sponsors to answer questions and discuss details.

THANK YOU: •

Always thank sponsors, whether they decide to support you or not. For those who do sponsor you, think of ways key people in their company can be included or recognised at the event.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 21

SECTION FIVE

ADDITIONAL RESOURCES & FUNDING OPTIONS

22 FUNDING GUIDE FOR PASIFIKA FESTIVALS

ADDITIONAL RESOURCES Need more help? Here are a few additional resources:

7 ‘C’S OF KEY MESSAGES: Strategic Grants https://www.strategicgrants.co.nz/f ree-resources/ blog/9-blog- harriett/49-the-seven-c-s-of-keymessages

ETHICS AND STANDARDS OF FUNDRAISING PRACTICE: Fundraising Institute of New Zealand http://finz.org.nz/Ethics%20&%20Standards

RESOURCES FOR VOLUNTEER MANAGERS:

SEARCHABLE LIST OF SUPPLIERS TO CHARITIES:

Volunteering New Zealand

FINZ

http://www.volunteeringnz.org.nz/best-practice/

http://finz.org.nz/services+directory?src=nav

ON IDENTIFYING YOUR ORGANISATION’S STRENGTHS AND WEAKNESSES:

ALL THINGS FUNDRAISING:

NZ Navigator

FINZ blogs and magazine http://finz.org.nz/blogs+%26+article s?src=nav

https://www.nznavigator.org.nz/

ON HOLDING MEETINGS:

IDEAS FOR COMMUNITY FUNDRAISING BEYOND GRANTS

Community Net Aotearoa

Community Net Aotearoa

http://www.community.net.nz/resources/ community-resource-kit/6-1- meetings-introduction/

http://www.community.net.nz/resources/ community-resource- kit/funding-options-2/

IT TECHNOLOGY DONATIONS AND DISCOUNTS FOR CHARITIES & TECH TRAINING: TechSoup https://www.techsoup.net.nz/

FUNDING GUIDE FOR PASIFIKA FESTIVALS 23

OTHER RESOURCES TO CONSIDER AUCKLAND NORTH COMMUNITY AND DEVELOPMENT (ANCAD) ancad.org.nz Resilient, Safe, Connected communities. ANCAD organises and coordinates several key programmes of support for the community to build capacity, capability and wellbeing. Their passion and purpose is to be a part of the process of strengthening community through engagement, enablement and education.

ANCAD is a highly connected organisation that convenes, facilitates and enables innovative community partnerships, networks and initiatives to build resilient safe, connected communities.

CHARITIES SERVICES charities.govt.nz Responsible for registering and monitoring charitable organisations in New Zealand, as well as providing support and education to the charitable sector on good governance and management. Like their Facebook page or subscribe to their e-news list to keep up to date with the latest sector information.

GENEROSITY NEW ZEALAND generosity.org.nz Generosity New Zealand is the largest digital search facility for funding information in Aotearoa.

For a fee you can access their database (some councils subscribe enabling free access for their local groups, etc.).

GivUS Lists resource schemes for communities, volunteer organisations and clubs.

GivME offers access to scholarships and grants for individuals.

GivER Connects businesses with community groups to achieve positive social impacts.

GIVEALITTLE givealittle.co.nz An online fundraising platform.

BOOSTED BY THE ARTS FOUNDATION boosted.org.nz

COMMUNITY NETWORKS AOTEAROA communitynetworksaotearoa.org.nz An umbrella organisation for local Community Networks, not-for-profit and voluntary social service organisations throughout Aotearoa New Zealand.

Renee of Lightbox Projects established this platform and is more than happy to assist with navigating crowdfunding campaigns.

GRANTED granted.govt.nz

EXULT exult.co.nz Exult is one of New Zealand’s leading training providers for the community sector. They support groups with the business end of what they do, by providing practical training and resources in everyday language.

They provide training for fundraisers across all fundraising activities. Members are also able to access a free mentor which can be an invaluable resource.

Provides data on grants awarded from gaming machines.

GOOGLE ADS GRANTS techsoup.net.nz/product/google-nonprofits With Google Ads Grants, qualifying nonprofits have access to up to $10,000 per month in search ads shown on Google.com.

HUI E! COMMUNITY AOTEAROA huie.org.nz Hui E! seeks to promote, strength and connect the community sector. Explore the website or sign up to the e-newsletter to be kept informed.

24 FUNDING GUIDE FOR PASIFIKA FESTIVALS

MATCH

THE NEW ZEALAND COMPANIES OFFICE

match.org.nz

is-register.companiesoffice.govt.nz

MATCH is aimed at creating a more equitable, accessible, and collaborative funding system for Aotearoa, New Zealand. Once registered, you can upload funding requests. Potential funders can then search on your organisational profile and/or your funding requests.

A website for incorporated societies and charitable trusts. Aimed at servicing the voluntary sector.

Provides online document registration services.

Resources for Incorporated societies and trusts.

THE FUNDING NETWORK NEW ZEALAND thefundingnetwork.org.nz The Funding Network NZ is a nationwide small charity that strengthens the capacity of small Kiwi grassroots charities, and inspires generosity. Since 2014, they have been supporting charities to tell their stories and raise funds both online and at in-person, live, crowdfunding events.

SOFII sofii.org Showcase of Fundraising Innovation and Inspiration.

SOFII is an easily accessible free archive of the best fundraising creativity and innovation from around the world.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 25

POTENTIAL FUNDERS Funders close, merge, change criteria and amend application dates so we strongly advise that you check their website to get up-to-date information.

GAMING MACHINE TRUSTS A key funding source for many. At the time of writing, according to the Department of Internal Affairs, the gaming machine trusts operating in New Zealand are:

AIR RESCUE SERVICES LIMITED

ILT FOUNDATION

W: airrescueservices.co.nz

W: iltfoundation.org.nz

AOTEAROA GAMING TRUST

KAIWAKA SPORTS ASSOCIATION INC.

W: agt.nz

W: kaiwakasport.co.nz

BLUE WATERS COMMUNITY TRUST

KIWI GAMING FOUNDATION

W: bluewaterscommunitytrust.baanalyser.com/start

W: kiwigaming.org.nz

BLUESKY COMMUNITY TRUST LIMITED

MAINLAND FOUNDATION LIMITED

W: bluesky.org.nz

W: mainlandfoundation.co.nz

CONSTELLATION COMMUNITIES TRUST LIMITED

MANUKAU COUNTIES COMMUNITY FACILITIES CHARITABLE TRUST

W: constellationtrust.org.nz

W: fourwindsfoundation.co.nz/about/mccfct

DRAGON COMMUNITY TRUST LIMITED

MILESTONE FOUNDATION LIMITED

W: dragon.org.nz

W: milestonefoundation.co.nz

FIRST LIGHT COMMUNITY FOUNDATION LIMITED

NEW ZEALAND COMMUNITY TRUST W: nzct.org.nz

W: firstlightfoundation.co.nz

ONE FOUNDATION LIMITED FOUR WINDS FOUNDATION LIMITED

W: onefoundation.nz

W: fourwindsfoundation.co.nz/MCCFCT

OXFORD SPORTS TRUST INC GRASSROOTS TRUST CENTRAL LIMITED

W: oxfordsportstrust.org.nz

W: grassrootstrustcentral.co.nz

PELORUS TRUST GRASSROOTS TRUST LIMITED W: grassrootstrust.co.nz

26 FUNDING GUIDE FOR PASIFIKA FESTIVALS

W: pelorustrust.net.nz

PUB CHARITY LIMITED

THE NORTH AND SOUTH TRUST LIMITED

W: pubcharitylimited.org.nz

W: nstl.co.nz

RANO COMMUNITY TRUST LIMITED

THE TRUSTS COMMUNITY FOUNDATION LIMITED

W: rano.org.nz

W: ttcfltd.org.nz

REDWOOD TRUST INCORPORATED W: redwoodtrust.org.nz

TRILLIAN TRUST LIMITED W: trillian.nz

THE AKARANA COMMUNITY TRUST LIMITED W: akaranacommunitytrust.co.nz

TRUST AORAKI LIMITED W: trustaoraki.co.nz

THE BENDIGO VALLEY SPORTS AND CHARITY FOUNDATION

TRUST HOUSE FOUNDATION

W: bendigovalley.co.nz

W: trusthouse.co.nz

THE LION FOUNDATION

YOUTHTOWN INCORPORATED

W: lionfoundation.nz

W: youthtownfunding.org.nz

FUNDING GUIDE FOR PASIFIKA FESTIVALS 27

OTHER FUNDERS TO CONSIDER AUCKLAND AIRPORT: 12 DAYS OF CHRISTMAS E: communityrelations@aucklandairport.co.nz W: corporate.aucklandairport.co.nz/sustainability/ community-giving-and-fundraising/twelve-daysof-christmas Each year, travellers passing through Auckland Airport place loose change into collection globes around the terminals. This money is collected and donated to worthy causes serving the local community through the Twelve Days of Christmas programme.

AUCKLAND COUNCIL

COMMEMORATING WAITANGI DAY FUND Ministry for Culture and Heritage T: (04) 499-4229 E: waitangi.fund@mch.govt.nz W: mch.govt.nz/funding-nz-culture/ministrygrants-awards/commemorating-waitangi-day-fund To support events that commemorate the signing of the Treaty of Waitangi, and promote nation and community building. The fund aims to encourage a wider mix of communities to take part in Waitangi Day events.

T: (09) 301 0101

COMMUNITY ORGANISATION GRANTS SCHEME (COGS)

W: aucklandcouncil.govt.nz

T: 0800 824 824

Auckland Council have a wide range of funding options available. You can view their up-to-date calendar at: www.aucklandcouncil.govt.nz/grantscommunity-supporthousing/grants/grants-calendar

E: community.matters@dia.govt.nz

Please note that all Auckland Council grant applications must be made through the SmartyGrants portal that you have to register for: aucklandcouncil.smartygrants.com.au/applicant/ login If looking for local funding outside of Auckland, look at the website of the local Council. Most have funding available for local projects.

AUCKLAND FOUNDATION T: 027 296 6689 E: info@aucklandfoundation.org.nz W: aucklandfoundation.org.nz Auckland Foundation currently distributes approximately $1million that support a wide range of worthy causes in Auckland. Sign up to their online newsletter to be kept up-to-date.

W: communitymatters.govt.nz/communityorganisationsgrants-scheme Provides grants to non-profit organisations delivering community-based social services that contribute to achieving locally determined outcomes. The key contact person for your organisation (Profile Secretary) will need to register as an individual with RealMe and the online system. This person is connected to the organisation by selecting the organisation name. If the organisation is new to the system a profile for the organisation will need to be completed before a grant request can be prepared.

Call the 0800 number above for assistance.

CREATIVE NEW ZEALAND T: 0800 273 284 E: funding@creativenz.govt.nz W: creativenz.govt.nz/Funds-and-opportunities/ Findopportunities Provides financial support to artists, practitioners and organisations to assist them to research, create, promote, publicly present and distribute the arts in their various forms.

In addition to funding arts activity, it provides audience development and capability building initiatives to help artists, practitioners and arts organisations to develop professionally, manage their organisations more effectively and grow audiences and markets for their work.

28 FUNDING GUIDE FOR PASIFIKA FESTIVALS

FOUNDATION NORTH

MAJOR EVENTS FUND

T: (09) 360 0291 or 0800 272 878

E: majorevents@mbie.govt.nz

E: info@foundationnorth.org.nz

W: majorevents.govt.nz

W: foundationnorth.org.nz

The purpose of the fund is to attract, retain, grow and enhance major events in New Zealand to generate significant immediate and long term economic, social and cultural benefits. There is a focus on creating/supporting legacy and leverage programmes around events that are supported by the fund.

Their focus areas are increased equity, social inclusion,regenerative environment and community support. Has a number of funding options available – see the information on their website. Worth contacting one of their Funding Advisors if applying for the first time or have questions.

HARCOURTS FOUNDATION T: (09) 520 5569 E: newzealand@harcourtsfoundation.org W: harcourtsfoundation.org/new-zealand/ To provide grants to reputable community-based organisations which need funding for projects and initiatives designed to benefit as many people as possible.

NEW ZEALAND LOTTERY GRANTS BOARD T: 0800 824 824

MAZDA FOUNDATION E: mazdafoundation@mazda.co.nz W: mazdafoundation.org.nz The Trust aims include (but are not limited to) the provision of financial aid to individuals and causes which may qualify for income tax deductibility for gifts and which provide: •

Assistance in the advancement of culture and education to achieve excellence at all levels in the community.

•

Assistance in the arts where the goal is to educate and expose the NZ public on NZ culture.

E: community@communitymatters.govt.nz W: communitymatters.govt.nz Have several funding options available for general operational costs, overseas travel and large building projects.

The key contact person for your organisation (Profile Secretary) will need to register as an individual with RealMe and the online system. This person is connected to the organisation by selecting the organisation name.

If the organisation is new to the system a profile for the organisation will need to be completed before a grant request can be prepared. Call the 0800 number above for assistance.

MINISTRY OF PACIFIC PEOPLES - THE PĀCIFIC WAHINE FUND W: mpp.govt.nz/funding/pacific-wahine-fund/ The Puawānanga Pacific Aotearoa Wāhine Fund (Pacific Wāhine Fund) supports community groups that enable wāhine to participate in activities that contribute to their overall wellbeing, sports participation and/or active recreation.

NEXT FOUNDATION E: enquiries@nextfoundation.org.nz W: nextfoundation.org.nz NEXT invests in a small number of multi-year initiatives, with both financial and non-financial support. It targets initiatives that are transformational, inspirational and run in a business-like way. You can sign up to their newsletter via their website.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 29

ONE NZ FOUNDATION

SARGOOD BEQUEST

E: vodafonenzfoundation@vodafone.com

E: secretary@sargoodbequest.org.nz

W: foundation.vodafone.co.nz

W: sargoodbequest.org.nz

The Foundation is committed to creating an equitable Aotearoa for our rangatahi. Their vision is of an Aotearoa New Zealand where all young people have access to the resources and opportunities they need to thrive. They want all rangatahi to have a sense of agency. They want to see each and every young person living a life they value – with a bright future ahead.

The Trust makes small grants to projects and activities in the children and youth, cultural, sports and outdoors, educational and environmental areas with a focus on access, participation and inspiration.

SKYCITY AUCKLAND COMMUNITY TRUST T: (09) 363 7005 E: enquiries@skycitycommunitytrust.org.nz

PACIFIC DEVELOPMENT AND CONSERVATION TRUST T: 0800 824 824 E: community.matters@dia.govt.nz W: communitymatters.govt.nz/pacificdevelopment-andconservation-trust-2 The Trust makes grants to projects that promote sustainable development in the Pacific and New Zealand, while conserving the natural environment and cultural heritage of its people.

W: skycityauckland.co.nz/about-us/communitytrust The Trust considers applications from community and charitable organisations benefitting the greater Auckland region. Organisations that support rangatahi are encouraged to apply. The focus of grants continues to be funding the outcomes of: •

The development and wellbeing of rangatahi.

•

Solutions and decisions to support the wellbeing and development of rangatahi.

PERPETUAL GUARDIAN

TECHSOUP NEW ZEALAND

T: 0800 737 738

T: (09) 887 0291

W: perpetualguardian.co.nz/philanthropy/grantseekers

W: techsoup.net.nz

They administer many private family trusts for both organisations and individuals to apply to, distributing approximately $40 million a year. You can download an annual schedule via their website and apply via their Funding Hub, link on their website.

Offers free or discounted IT products to eligible not-for-profit organisations in New Zealand.

THE PACIFIC AOTEAROA COMMUNITY OUTREACH - SOCIAL ENTERPRISE FUND W: mpp.govt.nz/

PUBLIC TRUST T: 0800 371 471 E: info@publictrust.co.nz W: www.publictrust.co.nz They administer several private family trusts for both organisations and individuals to apply to.

The Pacific Aotearoa Community Outreach - Social Enterprise Fund was established to provide direct capital investment for Pacific social enterprises to respond to current needs to create wealth opportunities and improve social wellbeing for Pacific families in the New Zealand economy. Eligible applicants could apply by submitting a costed proposal for up to $50,000, exclusive of GST. If you have any questions about the fund, please contact fundhelp@mpp.govt.nz.

30 FUNDING GUIDE FOR PASIFIKA FESTIVALS

THE TINDALL FOUNDATION

TRANSPOWER COMMUNITY CARE FUND

T: (09) 488 0170

W: transpower.co.nz/about-us/our-workcommunity/communitycare-fund

E: donations@tindall.org.nz

The Foundation is a private family foundation that gives to organisations and communities throughout Aotearoa New Zealand by way of donations, training, capacity building and research, and by partnering with others.

Assists communities affected by Transpower overhead assets by investing in community -based projects that add real value and benefit to the wider community. The Fund makes one-off grants for projects in communities along the National Grid route, as well as communities affected by new Transpower projects.

THE WAREHOUSE GROUP FOUNDATION

TRUSTEES EXECUTORS LTD

E: communityandenvironment@ thewarehousegroup.co.nz

T: 0800 878 783

W: tindall.org.nz

W: thewarehousegroup.co.nz/sustainability/ community Has a number of community support and grant/donation programmes incorporating all stores in the Group (The Warehouse, Warehouse Stationery, Torpedo 7, Noel Leeming, The Market and 1day.co.nz).

TODD FOUNDATION T: (04) 931-6189 E: info@toddfoundation.org.nz W: toddfoundation.org.nz

E: enquiries@trustees.co.nz W: trustees.co.nz/Charities/ They administer several private family trusts to apply to.

WALKER & HALL TRUST W: walkerandhall.co.nz/pages/charities Walker & Hall are a family owned and operated business and who care about our communities. With part of the company being held as a charitable trust, Walker & Hall supports a wide range of soundly based charities from all over New Zealand.

They want to support real change in communities, reduce time spent on funding proposals and reporting, and promote collaboration rather than competition. For these reasons they don’t run grant rounds or accept pitches from individuals or organisations.

Instead they pro-actively seek out communities, groups and collectives to partner with. Their approach to resourcing long-term social change is to partner in a high-trust, long-term and relationship-focused way.

FUNDING GUIDE FOR PASIFIKA FESTIVALS 31

FURTHER TRUSTS These can be applied to by registered charities: •

Perpetual Guardian

•

Douglas Goodfellow Charitable Trust

•

Joyce Fisher Trust

•

Fledgling Trust

•

Four Winds Trust

•

Michael and Linda Gill Charitable Trust

•

Kelliher Charitable Trust

•

The Masfen Foundation

•

The Friedlander Foundation

•

The Lodge of the Liberal Arts Charitable Trust

•

Heartland Trust

•

The Mace Charitable Foundation

•

Chisholm Whitney Family Trust

•

The Elizabeth Ball Charitable Trust

•

Barfoot & Thompson Charity and Community Partnerships

•

Sonos Foundation

•

Deane Endowment Trust

•

Jennifer B Gibbs Trust

•

Dick and Diana Hubbard Foundation

32 FUNDING GUIDE FOR PASIFIKA FESTIVALS