How To Apply

How To Apply

The Nanaimo Foundation invites qualified donees that operate within the geographical boundaries of Nanaimo-Ladysmith School District 68 to apply for a Nanaimo Vital Fund grant.

The Nanaimo Foundation has a two-stage application process. The first stage is a Letter of Intent, which consists of a brief proposal to determine basic suitability. The second stage is the submission of a full grant application.

Stage One: Letter of Intent

Letters of Intent will only be accepted from October 1st to November 30th.

Successful applicants will be awarded grants in August of the following year.

After reviewing the Nanaimo Foundation’s funding guidelines and Nanaimo Vital Fund granting policies, submit your Letter of Intent as per instructions below.

Letter of Intent submission instructions:

  • Email Letter of Intent as a PDF attachment
  • Subject Line should read: Letter of Intent – Organization Name
  • Submit electronically to [email protected]

Your Letter of Intent should contain the following information:

  • Introduction to your organization, including your Registered Charitable Number
  • Statement of the issues or community priorities that the project will address, and how the project was identified as a priority by your organization
  • Which other organizations in the community you are working with (as appropriate)
  • Concise description of the activities to be undertaken
  • Start-up and completion dates
  • Project budget identifying expenditures and revenue, showing that at least 50 per cent of potential revenue will be coming from other funding sources
  • The amount requested from the Nanaimo Foundation and where it will be allocated in your expenditures
  • Name, title, and contact details of applicant

Letter of Intent Review Process

Foundation representatives and members of our Grants Advisory Committee will review your letter of intent for basic eligibility and fit with the Nanaimo Foundation priorities, purposes and goals. A representative may contact you with additional questions.

Letter of intent submissions will be notified approximately 16 weeks after the submission deadline date. You will receive written notification of the decision, along with instructions on how to submit a full application of any approved letter of intent.

Stage Two: Grant Application

If the Foundation determines that, based on your letter of intent, your request aligns with our guidelines and goals, you will be invited to submit a full grant application by April 30.

Application Review Process 

After receipt of your application, the Foundation will review and assess your funding request. A Foundation representative may phone or meet with you at this stage to go over further details of your project. The assessment may include consultation with other funders, stakeholders and those knowledgeable in the field and/or community.

Members of our Grants Advisory Committee will also review your application in order to provide an assessment and recommendation to the Foundation Board. Committee decisions are sent as recommendations for final approval by the Nanaimo Foundation’s Board of Directors. Final decisions on all grants rest with the Foundation, and are provided approximately 16 weeks after the application deadline date. You will receive written notification of the decision, along with the terms and conditions of any approved grant.

All submitted materials become the property of the Nanaimo Foundation.

After a Grant Has Been Awarded

Payments will be processed upon receipt of a signed Grant Agreement confirming:

  • Activities will reflect those described in the application form
  • Proper fiscal management
  • Willingness to share project successes and challenges with the Foundation and community
  • Public recognition of the support received from the Nanaimo Foundation, with the Nanaimo Foundation logo and recognition resources
  • A Grant Recipient Report will be submitted within one year of receiving the grant approval letter from the Nanaimo Foundation.

Nanaimo Foundation Grant Policies

  • The Nanaimo Foundation supports innovation where there is demonstrated need, likelihood of effectiveness, and potential to serve as a model to others.
  • Projects should build on the strengths of the community to respond to identified issues and priorities.
  • The recipient organization should demonstrate a commitment to the project through a contribution of human and/or financial resources.
  • Significant and appropriate support from other funding sources (including the community) should be evident.
  • The target population should be involved in the development, implementation, and evaluation of the project.
  • The organization should demonstrate inclusiveness and respect for cultural diversity.
  • Projects that will be ongoing after the grant’s end should provide realistic plans for longer-term funding.
  • Organizations should have a significant and appropriate amount of their funding in place when they apply.
  • Organizations/groups seeking funds must demonstrate that they have a strong and committed staff and/or volunteers and capacity to effectively manage project resources.
  • The Nanaimo Foundation will consider grants for projects proposed by agencies and organizations that align with the Nanaimo Foundation’s mission.
  • The Grants Director will provide a report on annual activities at the AGM.
  • Changes to project scope must be approved by the Nanaimo Foundation Board. In some cases, organizations will be required to submit a new application outlining the new project scope.
  • The Nanaimo Foundation Board of Directors will consider special emergency situations between normal granting dates at the request of the Grants Director.
  • The Nanaimo Foundation will make grants at least once per year in accordance with Canada Revenue Agency requirements.
  • As a basic guideline for grant making, the Nanaimo Foundation will each year establish priorities for support based on needs assessment and diversification of purposes.
  • The Nanaimo Foundation, based on priorities and funds available, will identify granting cycle, the size and number of grants, and the deadline for submissions through advertising and community service bulletins.
  • Grants are awarded for definite purposes and for projects covering a specific period of time.
  • Sponsored organizations must provide a Sponsorship Agreement, signed by a designated representative of the Charitable Organization and legally qualified to accept fiscal and organizational responsibility for the project grant.
  • Applicants must be a registered charity or other qualified donee defined under the Income Tax Act.

Grants shall not be approved for the following purposes:

  • Retroactive funding, or for any project expenses to be incurred prior to the approval date of the grant.
  • Debt retirement or reserves, and mortgage pay-downs.
  • General fundraising campaigns.
  • Where the activities of the applicant organization are discriminatory or service the interests of the members, employees, or constituents of those organizations to the exclusion of the community at large.
  • Grants support an organization’s operational core expenses.

For more information please contact:
Email: [email protected]
Phone: 250.734.3971