🌿Applying for a third party grant

📄 Grant Application Policy

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

🎯 Purpose

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 [email protected] 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 and banking information.

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.

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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

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: [email protected] Subject: Grant Application – [Your Collective Name]