How to Write a Strong Grant Application for Not-for-Profits and Community Organisations

Writing a grant application can feel simple at first.

There is a form. There are questions. There is a deadline.

But strong grant applications need more than completed fields. They need a clear project story, strong evidence, realistic costs and a direct link between your project and the funder’s priorities.

This is especially important for not-for-profits, community groups, schools, clubs, councils, chambers and local organisations.

Many community grants are competitive. Even smaller grants can attract strong applications from organisations that have prepared early.

This guide explains how to write a stronger grant application, using the Queensland Mental Health Week 2026 Community Events Grant Program as a practical example.

For this example, we will assume your organisation is applying for a large-scale public event with more than 150 expected attendees, seeking the maximum grant amount of $3,000.

Grant example: Queensland Mental Health Week 2026 Community Events Grant Program

The Queensland Mental Health Week 2026 Community Events Grant Program supports events held in Queensland during Queensland Mental Health Week.

The program is funded by the Queensland Mental Health Commission and administered by the Queensland Alliance for Mental Health.

For 2026, Queensland Mental Health Week will run from Saturday 3 October to Sunday 11 October 2026. The theme is Build Community, Build Wellbeing.

The grant program has three main objectives:

• raise awareness of mental health and wellbeing
• increase understanding of mental illness and recovery
• reduce stigma and discrimination

Applications close Friday 17 July 2026, 5:00pm AEST.

For this worked example, the event is a large-scale public event. Under the guidelines, this means an event open to the public with an estimated audience of more than 150 people, not including organisers, staff or volunteers.

The funding amount for a large-scale public event is $3,000.

1. Start with the grant purpose

Before writing your application, read the guidelines carefully.

Do not start with what your organisation wants to do.

Start with what the funder wants to achieve.

For the Queensland Mental Health Week grant, the purpose is not simply to fund events. The program is looking for events that support mental health awareness, community connection, inclusion and understanding.

A weak application might say:

“We want to hold a community event during Mental Health Week.”

A stronger application would say:

“We will deliver a free, large-scale public community event during Queensland Mental Health Week to increase mental health awareness, reduce stigma and create practical pathways for connection, support and wellbeing.”

The second version is stronger because it links the event to the program objectives.

2. Be clear about your event type and funding amount

If you are asking for the largest available funding amount, you need to show why your event qualifies.

For this grant, a large-scale public event must be:

• open to the public
• expected to attract more than 150 people
• held in Queensland during Queensland Mental Health Week
• aligned with the program objectives and 2026 theme

Do not just request $3,000 because it is available.

Explain why the event needs that level of support.

For example:

“This application seeks $3,000 to support a large-scale public event expected to attract approximately 180 community members. The event will be free to attend and designed to reach people who may face barriers to connection, mental health awareness or local support services.”

This tells the assessor that the funding request matches the event category.

3. Define the community need

A strong application starts with a clear need.

This is where many applications fall short.

They describe the activity, but they do not explain why it matters.

For a mental health and wellbeing event, you might identify needs such as:

• social isolation
• stigma around mental health
• limited awareness of local support services
• barriers for young people, carers or older people
• limited connection in rural, regional or remote communities
• burnout among frontline or community sector workers
• lack of safe, informal spaces to talk about wellbeing

Your evidence does not need to be complex, but it should be specific.

Useful evidence may include community feedback, local service insights, survey results, previous event attendance, regional data, partner feedback or letters of support.

Example wording:

“Our community has identified a need for more accessible, informal mental health awareness activities that bring people together and reduce stigma. Local service providers have also highlighted that many residents are unsure where to access support or feel uncomfortable engaging with formal services as a first step.”

This is stronger than simply saying the event will be “good for the community”.

4. Show how the project aligns with the theme

For the Queensland Mental Health Week 2026 grant, the theme is Build Community, Build Wellbeing.

Your application should not mention the theme once and move on.

It should show how the event design reflects the theme.

For example:

“The event supports the theme Build Community, Build Wellbeing by creating a welcoming public space where people can connect with others, learn about mental health and wellbeing, and access practical information about local support services.”

You can also connect the theme to specific event activities.

For example:

• a community meal builds belonging
• guest speakers build understanding
• wellbeing activities support healthier choices
• local service stalls improve support pathways
• yarning circles or story-sharing sessions create connection
• creative activities give people a low-pressure way to engage

The goal is to make the theme visible throughout the application.

5. Address the assessment criteria directly

The Queensland Mental Health Week grant uses four weighted selection criteria:

• Idea – 25%
• Connection – 35%
• Diversity and reach – 20%
• Impact – 20%

This matters.

The highest weighting is Connection, so your application should strongly explain who the event will bring together, how it will reduce isolation and how it will strengthen community networks.

Idea

This criterion looks at the event concept.

For a strong response, explain what the event is, why it is creative or practical, and how it supports mental health and wellbeing.

Example:

“The event will combine mental health information, local service stalls, a guest speaker, creative wellbeing activities and informal connection time. This format is designed to create a low-pressure environment where people can participate at their own comfort level while still accessing helpful information and support.”

Connection

This is the most heavily weighted criterion.

Your response should explain who the event is for and how it will increase social connection.

Example:

“The event is designed for local residents who may be experiencing isolation, caring responsibilities, stress or barriers to formal support. By bringing community members, local services and peer networks together in one accessible setting, the event will help people take a first step toward connection.”

Diversity and reach

This criterion looks at whether the event will reach people who may be underserved or harder to engage.

Example:

“The event will be promoted through local community organisations, service providers, schools, social media and partner networks to reach young people, older residents, carers, people with lived experience, and community members who may not usually attend formal mental health activities.”

Impact

This criterion looks at outcomes.

A strong response explains what will change because of the event.

Example:

“The event will increase awareness of mental health and wellbeing, improve understanding of local support pathways and reduce stigma by creating a safe, public opportunity for conversation, education and connection.”

6. Be specific about your target audience

Avoid saying your event is for “everyone”.

A large-scale public event can still have a clear target audience.

For example:

“This event is open to the broader community, with a particular focus on young people, families, carers, older residents, people with lived experience of mental health challenges and people who may be socially isolated.”

That is stronger than:

“This event is for all community members.”

It shows the event is public, but still intentional.

7. Explain what will happen on the day

Assessors should understand your event quickly.

Do not rely on a broad title.

Explain the structure.

For a large-scale public event, your description might include:

• event date and location
• expected attendance
• key activities
• guest speakers or facilitators
• mental health information
• wellbeing activities
• local service involvement
• accessibility considerations
• promotion plan
• how the event will be safe and welcoming

Example:

“The event will be held during Queensland Mental Health Week at an accessible community venue. It will include a guest speaker, local service information stalls, creative wellbeing activities, informal connection spaces and printed mental health resources. The event will be free to attend and promoted through local organisations, schools, community networks and social media.”

This gives the assessor confidence that the event is planned, not just conceptual.

8. Build a realistic $3,000 budget

For a large-scale event, your budget should show that the $3,000 request is reasonable.

The grant can support event implementation costs such as venue hire, equipment hire, permits, security, catering, guest speakers, temporary instructors, mental health specialists, Traditional Owners and Elders, artists, activity supplies, printing and mental health resources.

A sample $3,000 budget might look like this:

• Venue hire and basic equipment: $600
• Guest speaker or mental health specialist: $800
• Activity and workshop supplies: $400
• Printing of mental health resources and promotional material: $300
• Welcome to Country, artist or cultural contribution: $500
• Catering and non-alcoholic refreshments: $400

Total: $3,000

Keep your budget simple and direct.

Avoid vague lines such as “event costs”. Break down how the funding will be spent.

Also remember that the guidelines state these grants are designed to offset event costs, not necessarily fund the entire event. In-kind support and partnerships may strengthen the application.

9. Avoid ineligible costs

A strong grant application does not just explain what you will spend money on.

It also avoids costs the funder will not support.

For this program, grant funding cannot be used for items such as fundraising, organisational running costs, staff salaries, project management consultants, capital works, major equipment, administration fees, computers, gifts, raffle prizes or costs not directly related to delivering the event.

Your application should make it easy for assessors to see that every budget item is eligible.

If you are unsure whether a cost is eligible, check the guidelines before submitting.

10. Show partnerships and local support

Partnerships are encouraged under the Queensland Mental Health Week grant.

They are also useful for most NFP and community grant applications.

Partners may include:

• local councils
• neighbourhood centres
• schools
• community health providers
• mental health services
• First Nations organisations
• multicultural organisations
• disability support providers
• sporting clubs
• chambers of commerce
• volunteers
• local businesses

Be specific about what each partner will do.

A weak partnership statement says:

“We will work with local organisations.”

A stronger version says:

“Our local community health provider will attend the event to share wellbeing resources. The local council will assist with promotion, and volunteers from our organisation will support event set-up, registration and participant engagement.”

Specific roles make the application more credible.

11. Make inclusion and accessibility clear

The Queensland Mental Health Week guidelines place strong emphasis on diversity, inclusion and reaching people who may face barriers to participation.

Your application should explain how the event will be welcoming and accessible.

Consider:

• free attendance
• accessible venue
• informal setting
• online or hybrid access if suitable
• plain English resources
• culturally safe delivery
• quiet spaces
• inclusive promotion
• local service referrals
• transport barriers
• dietary needs
• participation options for people who may not want to speak publicly

Example:

“The event will be free to attend and held at an accessible venue. Activities will include low-pressure participation options, informal connection spaces and clear information about local supports. Promotion will occur through trusted community networks to reach people who may not usually engage with mental health events.”

This directly responds to the program’s priority on lowering barriers to participation.

12. Prepare the documents and details before applying

Before starting the online form, prepare the core information.

For the Queensland Mental Health Week grant, applicants need:

• a summary of the proposed event
• estimated participant numbers
• target audience
• ABN or ACN
• proposed budget
• explanation of how grant funding will be spent

Applicants also need to meet eligibility requirements. This includes being based or operating in a Queensland community, having an active ABN, holding appropriate insurance including Public Liability Insurance, and being an eligible entity type.

Individuals, sole traders, partnerships, unincorporated associations and some other entities are not eligible.

State primary and high schools cannot apply directly. They must apply through their Parents and Citizens association.

13. Do not leave submission to the deadline

Applications close Friday 17 July 2026, 5:00pm AEST.

Late or incomplete applications will not be assessed.

You should also check the application carefully before submitting, because applicants cannot change details after submission.

Before lodging, review:

• eligibility
• event type
• funding amount
• audience estimate
• budget
• selection criteria
• attachments
• authorised officer approval
• spelling and clarity
• deadline and time zone

A clean, complete application gives assessors fewer reasons to question the project.

14. Plan for delivery and acquittal

Strong applications show that the organisation understands delivery responsibilities.

For successful Queensland Mental Health Week applicants, events must be delivered during 3–11 October 2026.

Successful grantees must register their event on the Queensland Mental Health Week website by 11 September 2026.

Acquittal reports are due 6 November 2026.

The acquittal process asks grantees to confirm what took place, attendance numbers, event details and evidence such as receipts for individual purchases over $500. Photos may also be requested where possible.

This matters because it shows accountability.

If your organisation is applying, make sure you can deliver the event, track spending and report on outcomes.

Example application positioning for a large-scale public event

Here is an example of how a strong project summary could read:

“Our organisation will deliver a free large-scale public event during Queensland Mental Health Week 2026, with an estimated attendance of 180 community members. The event will support the theme Build Community, Build Wellbeing by creating a welcoming space for mental health awareness, practical wellbeing activities, local service information and community connection.

The event will include a guest speaker, local support service stalls, creative wellbeing activities, informal connection spaces and printed mental health resources. It will be promoted through community networks, local partners and social media, with a focus on reaching people who may be experiencing isolation, caring responsibilities, stress or barriers to formal support.

The $3,000 grant will support eligible event delivery costs including venue hire, a guest speaker, activity supplies, printing, cultural contribution and refreshments. The event will help raise awareness of mental health and wellbeing, increase understanding of recovery and reduce stigma by making mental health conversations more accessible to the broader community.”

This example works because it is clear, specific and aligned to the criteria.

It explains:

• what the event is
• why it fits the large-scale category
• who it is for
• how it supports the theme
• what the funding will pay for
• what outcomes it will deliver

Final checklist for NFPs and community organisations

Before submitting a grant application, ask:

• Are we eligible?
• Does the project match the grant purpose?
• Have we selected the right funding category?
• Is the target audience clear?
• Have we explained the community need?
• Have we addressed the assessment criteria?
• Is the budget realistic and eligible?
• Have we included partnerships or in-kind support?
• Have we explained inclusion and accessibility?
• Have we shown clear outcomes?
• Have we checked the deadline?
• Would someone outside our organisation understand the project?

If the answer is yes, your application is likely much stronger.

Need help with a community grant application?

Grant writing is not just about filling in a form.

It is about building a clear case for why your project matters, why your organisation is ready to deliver it and why the project fits the funding program.

If your not-for-profit, community group, council, club or local organisation is preparing a grant application, NAVIGATE Business Solutions Australia can help you assess eligibility, strengthen your project logic and review your application before submission.