# Applying for a third party grant

***Effective Date:** June 2025*\
\&#xNAN;***Owner:** All For Climate (A4C) ASBL*\
\&#xNAN;***Implementer**: All For Climate Back Office supports person or team*\
\&#xNAN;***Reviewed:** Annually or as needed*

### 🎯 Purpose

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This policy outlines the steps that hosted collectives must follow when applying for grants from third-party funders. It ensures coordination, legal clarity, and alignment with A4C’s values while allowing collectives the freedom to design and lead their own projects.
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### 🔄 Summary of key responsibilities

| **Collective**            | Designs and submits the grant application, informs A4C, leads the project, complies with reporting |
| ------------------------- | -------------------------------------------------------------------------------------------------- |
| **All For Climate (A4C)** | Provides supporting documents, signs agreements, reviews compliance, holds and transfers funds     |

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### ✅ Eligibility & alignment

Before applying for a grant:

* The grant opportunity and funder **must align with A4C’s values**, including:
  * Non-violent, inclusive, and transparent climate action.
  * No affiliation with extractive, discriminatory, or militarized agendas.
* Collectives **must not apply in the name of A4C**. They should clearly state:

  > "We are a collective fiscally hosted by All For Climate (A4C), a non-profit organization that provides our legal and financial infrastructure."

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### 📋 Step-by-Step process

#### **1. Inform A4C Before Applying**

* Email <info@allforclimate.earth> with:
  * Name of the funder or grant program
  * Title of your project
  * Estimated amount and timeline
* This avoids **duplicate applications** by other collectives to the same funder and keeps our records up to date.

#### **2. Submit the Application**

* The collective handles the full proposal, including project design, budget, and narrative.
* You may mention A4C’s legal structure if needed. Documents like our [Articles of Incorporation](https://drive.google.com/file/d/1tuwuChvVC9XRTgQdyukEQB8nmp4Pus89/view?usp=sharing) and [banking information](https://drive.google.com/file/d/1yTMRs-QOd3_maN_oeUcg3ULe2QcjsqoL/view?usp=sharing).

#### **3. Notify A4C When the Grant Is Likely to Be Awarded**

* A call will be scheduled with:
  * Collective admins
  * A representative from A4C
* Purpose: Review the grant’s requirements, deliverables, timeline, reporting duties, and payment terms.

#### **4. Provide the Grant Agreement**

* Once the grant agreement is received:
  * A4C will **review the full contract** for compliance and legal risk.
  * Any required documents (such as signatures, bank details, or registration certificates) will be provided or completed as needed.
  * A **Memorandum of Understanding (MoU)** will be drafted by A4C to:

    * Summarize key obligations (amount, deadlines, deliverables, contacts)
    * Clarify roles between the collective and A4C
    * Ensure mutual understanding

    The MoU must be **signed by at least 2 collective admins**.

#### **5. Signing the Grant Agreement**

* Once the MoU is signed:
  * A **board member of A4C** will sign the official grant agreement and any supporting documents required by the funder.

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### 💰 Allocation & budgeting

#### **6. Set Up a Project in Open Collective**

* The collective must **create a separate project page** on their Open Collective profile to keep the grant budget separate from general funds.
* When the grant funds arrive in A4C’s bank account, they will be allocated directly to this project.

#### **7. Grant Fee**

* A4C will deduct a **grant administration fee** based on the workload involved.
* Pricing is defined under Section B of our [Pricing Policy](https://docs.allforclimate.earth/services/pricing).

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### 📊 Reporting & Closure

#### **8. Compliance and deliverables**

* The collective is responsible for:
  * Executing the project
  * Meeting all (reporting) requirements from the funder
  * Respecting the deadlines
* A4C does not manage deliverables or implementation.

#### **9. Final reporting**

* When the project ends, the collective must:
  * Inform A4C that the project is completed
  * Share final narrative and financial reports (or budget overviews)
  * A4C will then sign and submit the final report to the funder, if required.

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### ⚠️ Important reminders

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Do **not apply for grants using A4C’s name** as the applicant entity without permission. A4C reserves the right to decline signing any agreement that contradicts our legal obligations, values, or capacity. For multi-year grants or those requiring subcontracting, please notify A4C early so we can assess the setup in advance.
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### 📨 Questions or Grant Planning Support?

Email: **<info@allforclimate.earth>**\
Subject: **Grant Application – \[Your Collective Name]**