Sportivate Application Workshop Monday 28th October...

Sportivate Application Workshop

Monday 28th October 2013

www.the-blackcountry.com/beactive

• What is Sportivate?

• Black Country Figures & KPI’s

• Eligibility

• What CAN and CAN’T be funded

• Priorities & Targets

• Delivery so far


Agenda

• Applying for Sportivate

• The Application Process

• How to approach bid writing

• Common Mistakes and Tips for funding applications

• Application Form and Guidance

• Good and Bad??

• Payments and our model

• Being successful and The Portal

• Sportivate in Action!

What is Sportivate?

• 6 Year project (April 2011 – March 2017)

• £56 million Lottery revenue

• 296,257 (presented as 300,000) to complete weekly coaching

sessions

• 118,503 (presented as 120,000) to continue playing sport

regularly


Sportivate the details….

Black Country Figures

• Funding devolved by 15-24 yr old population in England

• 2.08% (3/6 ranked in W. Mids, 21/49 ranked in England)

• £657,280 funding

• Revenue & Capacity (max 25%)

• £164,320 per year

• 6161 participants involved in weekly coaching sessions

(4yrs)

• 1,540 per year (actual target Year 4 is 1643 but may

increase)

• 2,464 to continue playing sport regularly (4 yrs)

• 616 per year


Target Groups • 11 - 25 year old age group

• Participant range to reflect local demography

• ‘Semi-sporty’ definition

Sports • Sport programme rather than Physical Activity

• NGB involvement

• Creating as well as meeting demand

Coaching Sessions • 6 (maximum 8) sessions

• All year round activities

• Competition Element


1

Sportivate

Evaluation Framework

1.5 millio

n

Engage (360,000

est.)

Registration and

attendance

KPI Participants

KPI Throughput

600

Evaluation – all projects measuring 4 KPIs

Retain (300,000)

Participants attend 5

out of 6 sessions

KPI Retain

300,000Sustain and grow

(120,000)

Continue to participate

regularly

KPI Sustain

0.75 m

CSPs collect sample data

against a national target

CSP collect & report

data

CSP collect & report data

against a local target


Monitoring & Evaluation…

4 KPI’s


• Participants (engage)- The number registering and taking part in at least

one coaching session between the Project Start Date and the Project

End Date (inclusive) (‘the Project Period’).

• Throughput- Attendance, the cumulative total number of participants

taking part at the series of coaching sessions.

• Retained Participant - Participant attending 5/6 or 7/8 sessions in the

Project Period. Above measured by collecting participant data.

• Sustained Participant - a Participant who has sustained regular activity

(could be in another sport) for a period of three months of first registering

and taking part in the Project (provided the initial registration and taking

part was within the Project Period).

• Establish new sporting activity

• Community focused deliverer

• Sustainability

• Projects that align to local priorities

• Projects that align to NGB objectives

• Up to a maximum of £3,000 per project (multiple projects can

be made)

• Agree to adhere to BCC Ltd procedures


Projects that focus on…

Can be funded!

• 6 – 8 weeks of coaching

• Participants must be aged 11 – 25 years

• Must take place in the Black Country

• No more than £3,000 requested

• Aimed at Semi Sporty

• Identified Need

• Confirmed exit routes

• Not in curriculum time

• Additionality

• Adhere to NGB guidelines

• Register all participants using provided template

• Be delivered by a community provider when delivered in School/FE/HE


Sportivate Eligibility…

• Staffing to deliver projects up to £40 per hour (This is the

maximum amount that can be claimed please note that all

applications will be marked on the basis of value for money)

• Volunteers to help run projects, up to £50 per volunteer

• CRB Checks

• Resources and materials

• Hire of facilities

• Transport of participants or coaches

• Marketing and publicity

• Capital purchases of equipment to support project delivery

(suggested at 10% but up to a maximum of 20% of funding award if

justification is provided)


What Sportivate will fund…

Sportivate will NOT fund…

• Overheads and statutory items

• Purchase of vehicles

• Contingency costs

• Buildings and refurbishments

• Projects with poor value for money

• Projects already using Sport England/Lottery money

• Repeat funding for existing sports projects – must be new

• Projects retrospectively or items committed before funding is approved.

• Projects with no clear exit route

• Projects that are insufficiently targeted.

• Projects for gifted and talented participants


The BeActive Partnership is particularly interested in

receiving applications for projects that are targeting the

following:

- Women and girls

- Young people not in education, employment or training

(NEETS)

- BME Communities

- People with disabilities

- 18 - 25 year olds

- Young people in areas of deprivation


Black Country Priorities…

Contd…..

- Young people in areas of low participation in sport (Dudley: Castle

and Priory, Sandwell: Warley, Walsall: Palfrey, Wolverhampton: St Peters).

- Young people in areas with a high density of young people (Dudley:

St James, Sandwell:West Bromwich, Walsall: Birchills Leamore,

Wolverhampton: Blakehall).

- Young people in areas where Sport England's Ben, Jamie*, Leanne*

and Chloe market segments are most prevalent

- Dudley: Kingswinford South, Halyey Green, Cradley South, Brierley Hill,

Cradley & Foxcote, Norton, Cradwell South, Halesowen South

- Sandwell: Smethwick, Abbey, Soho and Victoria

- Walsall: Palfrey and Pleck

- Wolverhampton: St Peters, Park and Blakenhall


Dudley

• Increasing participation in BME communities

Sandwell

• Increasing female participation for those aged 14-25 years (e.g. particularly

addressing the ‘drop off’ in 14-16 years participation while at school and

engagement with ‘hard to reach’ BME at 16+ years).

Walsall

• Activities based around demand and potential uptake (ideally based

around segmentation data demand, or active people data as it applies to

Walsall) with clear and effective signposting to sustainable activities

Wolverhampton

• Activities that encourage HE and FE students participate more regularly.


Local Priorities…

We would particularly welcome projects from

• National Governing Bodies of Sport

• Sports Clubs

• Youth Groups

• Voluntary/Community organisations

• Workplaces who employ a high level of young people

(up to the age of 25 years)

• Organisations working with young people at risk of

offending


Engaging with Participants

• Variety of strategies to target participants

Choosing the right settings to promote Sportivate

• Targeting the right settings & marketing accordingly

Barriers and Motivations

• Reasons identified nationally


Sportivate Targets…

Investment

£422,315.84 of projects approved for delivery

Participants

Engaged: 4,486 young people

Retain: 3,681 young people

Sustain: 993 to date

Projects

397 projects approved by BCC and Sport England

224 projects delivered

30 + different sports

10.5% of people retained have disabilities

15% of people retained are aged 19 – 25 year old


Year 1 – 3 results so far…


Before we get onto how you can apply for Sportivate funding lets take a look at what our deliverers say…….

The Application Process


Applications Launched:

28th October 2013

BCC Ltd:

Support for Applications

Closing Date for Applications:

5:00pm 9th December 2013

(Delivery period April 2014 –

September 2014)

Technical Assessment Group:

Early January 2014 for assessment

of Applications and

recommendations of funding

distribution

Strategic Assessment Group:

End of January 2014 for overall

strategic direction & alignment.

Decision on funding distribution

Applicants informed of decision

Workshop for Successful Applicants

March 2013


How to approach bid writing

• Before you start writing, start reading, READ THE

GUIDANCE AND ASK QUESTIONS to funders

• CHECK THE DEADLINE

• Check the eligibility criteria for the funding. Clarify what

the funders are looking for.

• Participants

• Type of project and delivery models

• Outcomes they are looking for.

• Organisation eligibility

• Take the application idea to other members of your

organisation to get comments

• Determine the marking criteria if available.

• Who will mark the bid

• How will the bid be marked

• Have a thorough read through of ALL the application

questions before you start writing

• Follow any guidance given about how much detail (or

word count) should be included for each question.

• Think about the language that you use

• Use evidence of need for the project


• Be Clear and concise about what you want to deliver

• Ask colleagues to read your application before you

submit it.

• Ensure that you have all of the information that will be

requested in the application available.

• DO NOT LEAVE IT UNTIL THE LAST MINUTE. Start

you research as soon as you can.



Common Mistakes

• Project not fitting the criteria of the Funding

• Sending application after the deadline has

passed

• Not enough detail in the budget

• Little evidence of need

• Incomplete application

• Signatures missing

• Not enough clarity about the project and how

it will be carried out- don’t make

assumptions

• Limited detail regarding

sustainability/transition routes

• No/limited detail regarding which local

priorities the project will meet and how.

• Over/under ambitious applications


• Lack of clarity on how different participants

will be targeted if wanting to run same

project over a number of delivery quarters

• Unclear on additionality of project

• Not providing named contacts for who will

manage the project

• Wanting to deliver in curriculum time

• Not adhering to School/HEI/FE eligibility

criteria



Tips for funding applications

• There is no magic formula

• Be clear and concise

• Contact the grant giving organisation about

your idea and to get clarity on marking

schemes etc. if this is possible

The Application Form and Guidance.

A quick run through


We have a new form!!

For the next round we have moved from the old Word version of the application form to an excel spread-sheet format that automatically calculates budgets, totals and cost per head for you.

So lets have a look…..

(You will need a copy of the form and your imagination for this part)


../../../Application/Year 4/Application Form & Guidance/Year 4 Rd 6 Exel Application FINAL.xlsx

• Potential Sportivate Deliverers should be aware that the BeActive Partnership

will pay deliverers in accordance with their performance.

• 35% of the retained project cost (as outlined in the Service Level

Agreement) will be paid up front.

• Funding for those retained will be paid once registration forms and registers

have been provided (these will usually be provided at weeks 1,3 and 6). This

payment will be made on a per head basis up to the total cost of running the

project.

• Funding for those sustained will be paid once the deliverer has recorded

whether each participant in the project is participating in regular activity. This

payment will be made three months on a flat rate basis of £30 per head (up to

50% of those retained)

• Payment will only be made if a Service Level Agreement is signed and

returned with the correct and timely evaluation data.


Performance-related Payments

Application Form – Extreme Tennis (50 participants)


Total Project Expenditure: £ 1,200.00

Total Retained cost for the Project: 1,000.00£

Retained Cost per Head: Please aim to keep this below £60 per head unless otherwise justified in application 20.00£

Total Cash Contribution: 50.00£

Total In-Kind & Cash Contribution: 200.00£

Other: Other:

Other: Participants £1 one off fee x 50 participants 50.00£

Other: Partner 2:

Amount

Other: Partner 1:

Marketing: Leaflets & Posters £ 110.00 Total In-Kind Contribution: 150.00£

Training: Income (Cash) Income Details

Travel: Other:

Equipment: 10 nets x £25 each £ 250.00 Partner 3:

Facilities: £100 per session £ 600.00 Partner 2:

Coaching: 12 hours x £20hr £ 240.00 Partner 1: £25hr saving on venue hire 150.00£

Project Expenditure and Income (Enter totals for all blocks and sessions, keeping detail to a minimum. Please see example project for more info)

Expenditure

(including in kind

costs)

Expenditure Details Amount Income (In Kind) Income Details Amount

14


Total Project Expenditure: £ 1,200.00

Total Retained cost for the Project: 1,000.00£

Retained Cost per Head: Please aim to keep this below £60 per head unless otherwise justified in application 20.00£

Total Cash Contribution: 50.00£

Total In-Kind & Cash Contribution: 200.00£

Other: Other:

Other: Participants £1 one off fee x 50 participants 50.00£

Other: Partner 2:

Amount

Other: Partner 1:

Marketing: Leaflets & Posters £ 110.00 Total In-Kind Contribution: 150.00£

Training: Income (Cash) Income Details

Travel: Other:

Equipment: 10 nets x £25 each £ 250.00 Partner 3:

Facilities: £100 per session £ 600.00 Partner 2:

Coaching: 12 hours x £20hr £ 240.00 Partner 1: £25hr saving on venue hire 150.00£

Project Expenditure and Income (Enter totals for all blocks and sessions, keeping detail to a minimum. Please see example project for more info)

Expenditure

(including in kind

costs)

Expenditure Details Amount Income (In Kind) Income Details Amount

14


16

[Please outline how the funding will be used to support the sustainability of participants. A flat rate of £30 per head will be provided for up to half of your retained target

(as provided in question 7b). This funding will count towards the £3,000 maximum Sportivate project funding]

Total Funding Amount requested from Sportivate (This cannot exceed £3000): 1,750.00£

Sustainability Incentive Funding. Please note this funding is optional however organisations are encouraged to include this in the funding to incentivise

participants. Applicants will not receive payments for sustainability until data is collected three months after the Sportivate project has finished.

Total Number of Sustained participants:

(Upto HALF of your retained number)25 Total Sustainability Contribution: 750.00£

15


Funding Requested in Application by Extreme Tennis Funding Received (based on their actual performance

35% upfront of retained cost of project (E) £350 (1000*0.35)

Target Retained (Question 7B in the Application) 50 Actual Number Retained: 30

Cost Per Head Retained £20 (£1,000/50) Actual Retention Payment: £600.00

This is worked out as follows:

£1000 (30 retained x £20 ) = £600 minus 35% upfront payment=

£250.00 additional payment

D Sustainability Contribution (Question 17c in the Application : £750 (25 (half of

target retention) x £30 (flat rate payment for sustainability)

Maximum Sustainability Contribution : £750

(half those retained (30*0.50=15) x £30 Flat Rate.

Funding owed: £450

E Total Funding Requested ( Retained Project costs + Sustainability

Contribution)= £1,750

Total Requested: £1,750

35% upfront £300.00

Retention Payment: £250.00

Sustainability Contribution £450

Total Claimed: £1,050

If you’re Successful………..

1. What you need to do next?

2. Reporting

3. Sportivate in Action


What you need to do next?

So you have had that all important email to

say you have been successful, and

because there could be a few months

between the application process and the

start of delivery, here are a few things that

should be done next to help get you off the

ground.


• Make contact with your venue to confirm dates and times

for your session, notify us of any changes

• Make contact with any external deliverers or coaches you

may be using, again to confirm the details of your session,

notify us of any changes

• Start advertising subject to funding to get the maximum

advertising on your project

• Attend the Successful Deliverer Workshop

• Ensure your paperwork is signed and handed in on time

BEFORE delivery starts


Sportivate Reporting: The Sportivate

Portal


If you have more than 1 project running you will see each one listed on this screen.


Completing your project…


Sportivate in Action!!


Questions



Support

• BCC Sportivate team

• Guidance document

• Projects that were successful in Year 1

• For data go to:

http://www.blackcountryknowledge.co.uk/

http://www.blackcountryknowledge.co.uk/

• Workforce & Skills

• Coach & Club Education Courses

• Coaching Conference & Master classes

• Clubmark Benefits

• Coaching & Volunteer Database

• Reward & Recognition

• Sport & Physical Activity Awards

• Wider Schemes

• Sport England Funding Opportunities


BCC Ltd Additionality

Suzanne Gardner –Commissioning Manager

[email protected]

01384 471120

Sam Southall – Monitoring & Project Support Officer

[email protected]

01384 471142

Follow us:

Sportivate Black Country Black Country Beactive Partnership

@BCBeactive Black Country Beactive Partnership


Contact Details


Thank you for attending. We look forward to receiving your application Have a safe journey home

Sportivate Application Workshop Monday 28th October...

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