Travel Assistance Grant: Group

Application Guide

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Travel Assistance Grant: Group The Group Travel Assistance Grant is open to all residents of Haida Gwaii, as well as schools and non-profit organizations. This grant helps teams and other groups travel off-island to participate in educational, cultural, arts, sports and seniors’ events. It can also be used to help fund on-island travel for school groups. Who can apply? • Teams, clubs and other informal groups • Non-profit organizations • Local schools How much money is available? • Up to $250 per group member to a maximum of $4,000 per return trip for adult groups • Up to $5,000 per return trip for youth groups • Adults can apply for up to two return trips a year, and there is no limit for youth (ages 2-18). Application deadline • Applications will be accepted throughout the year. • Your application must be submitted at least seven days before you travel. Eligible uses of the grant • Travel by air, train, bus and/or ferry, including berths • Car rental • Accommodation to a maximum of $150/night per person • Food to a maximum of $60/day per person • Registration fees Ineligible uses of the grant • Participation is key for this program. Attending an event as a spectator is not an approved

purpose of this program. • This program is not intended to fund trips whose primary purpose is a vacation. • You are not eligible for funding if your trip will be paid for by your employer or any other

group. The travel assistance program is an out-of-pocket program. • •Mileage and admission fees are not eligible for reimbursement. • This grant cannot be used in conjunction with any other Gwaii Trust grant (with the

exception of the Continuing Education Grant). • Once your trip is done, we will need copies of receipts and a final trip report, with photos.

No future funding will be approved until all obligations are fulfilled for previous travel.

How to apply Applications must be submitted online through our grant management system. You will need to create an account to access application forms, save drafts and submit your application. If you don’t have access to a computer or need assistance with your application, please call or visit our offices.

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Approval process Funding decisions usually take up to three weeks. Decisions are made by staff according to board policy. Grant specific requirements • Groups are funded at 50% of total eligible expenses, up to a maximum of $250 per group

member and a maximum of $4,000 per trip. • Adults can apply for up to two return trips a year. • Along with your application, we will need a detailed itinerary of your trip, cost quotes, and

an essay of up to 250 words describing the purpose of your trip and what you hope to achieve.

• Group applications must include a letter of support or endorsement from a recognized organization, such as the club, team or group.

• If applicable, your application should include a copy of your formal invitation to the event, or confirmation of registration.

• Teams must submit an official roster with the names of individuals participating in the sporting event.

• Groups must submit a report summarizing their travel experience, and must include at least two high resolution photos of the trip.

• In most cases, your travel grant will be paid upon completion of your trip and submission of your final report.

• If you submit receipts at least 14 days before your trip, you may receive funding before you leave.

Youth group and school group travel (2-18 years old) • The Gwaii Trust supports youth travel and has exempted youth from the two trips per year

policy. • School groups travelling on-island are eligible for travel grants. (Contact

travel@gwaiitrust.com for details.) • Youth groups are funded at the lesser of 50% of the total eligible, out of pocket expenses or

$250 per group member up to a maximum of 16 youth participants. • The travel assistance grant will fund up to four adults (minimum student to adult ratio 4: 1)

in addition to a maximum of 16 youth participants as part of a group application. Maximum funding for youth group travel is $5,000.

• Chaperones and coaches will no longer count towards the maximum group size for youth group travel applications, up to the above limits.

• Youth group applications must include letters of support. • If applicable, your application should include a copy of your formal invitation to the event,

or confirmation of registration. • Teams must submit an official roster with the names of individuals participating in the

sporting event. • All expenses must be confirmed with copies of the actual paid receipts, except food. • Youth groups must submit a report summarizing their travel experience, and must include

at least two high resolution photos of the trip. • In most cases, your travel grant will be paid upon completion of your trip and submission of

your final report. • If you submit receipts at least 14 days before your trip, you may receive funding before you

leave.

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Sample application questions This is a general outline of the type of information and questions that will be asked in the application process. For the most up-to-date information, log onto our grant management system and download the questions into a PDF. Traveler Information

1. Name 2. Group or Individual? 3. Departure date 4. Return date 5. Destination 6. Purpose of Travel

• Education • Sports • Culture • Senior Events • Youth

7. Describe the purpose and benefits of the trip and outline the travel itinerary. 8. Registration/ invitation: Please attach registration or event invitation if you are applying

to attend a workshop, conference, course, sporting event etc. 9. Have you lived on Haida Gwaii for the past 12 consecutive months (excluding time at

school)? 10. Have you applied to this program in the past two years? *

Travel Information

1. Transportation Costs 2. Accommodation Costs 3. Meal costs 4. Event registration fees 5. Is a third party paying or reimbursing you for part or all of your travel? 6. Group participant names 7. How many participants are you requesting funding for? 8. Upload team roster if applicable 9. Upload any quotes that you have 10. Upload additional relevant supporting documentation #1 (Optional):

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Examples of eligible and ineligible purposes for travel assistance funding *Medical travel is not eligible for travel assistance grants ELIGIBLE INELIGIBLE

Performance in a dance or singing group Going to a museum Participation in a cultural ceremony Vacation in a foreign country Participation in a Language conference Watching a ceremony, dance or singing

group Participate in a cultural gathering or festival Attending a cultural gathering or festival To attend a workshop as a registered participant Vacations To attend a conference as a registered participant

Visiting the aquarium, Science world etc.

Student Travel to college or university Parent or friend accompanying a student to school

Attend your own graduation ceremony Attend a relative’s graduation ceremony Bring a course facilitator to Haida Gwaii Bring students to Haida Gwaii To attend an arts workshop To work on your art To attend a drama, film, art or dance camp Attend plays, concerts or festivals Exhibit off Island Attend anyone else’s exhibit Field trips hosted by school or recognized youth group eligible as a group application (applicant must be school or recognized youth group)

Travel on Island

Travel to a youth camp off Haida Gwaii, including sports camps, wilderness camps, drama camps, etc.

Registration fees for Youth camps on or off Haida Gwaii

Participation in sports at an event (race, tournament, etc.)

Visiting a swimming pool, skating rink etc

Perform at a festival, concert etc. Attend a festival, concert Attend a youth conference as a registered participant

Participation in sports at an event (race, tournament, etc.) of a group or individual

Attending a sporting event (All Native, softball tournament) as a spectator

To attend a sports camp off of Haida Gwaii (tai chi, basketball, soccer, etc.)

On Island travel to sports camps

Participate in Senior Games Watch Senior Games