Community Activation Grant

Applicants must fall into one of the following categories:

Informal or ad-hoc group of residents

Applicants must demonstrate that their informal group is composed of a minimum of five residents who live in Oakville and can provide sufficient information to substantiate the ability to operate the program or event activation. An informal or ad-hoc group will be required for any neighbourhood activation/road closure. 

Individual resident

Applicant must demonstrate the proposed initiative connects to the program mandate and estimate the reach or impact of the initiative.

Not-for-Profit Organizations

The group must be a not-for-profit organization and operate under the authority of a volunteer board, committee, or individual that is elected or appointed by the general membership or group.

Applicant ineligibility

• Organizations or activities that the town deems may promote discrimination, as defined by the Ontario Human Rights Code, and that are not inclusive. 
• Political party or politician. 
• Schools and/or School Boards may only apply in partnership with a neighbourhood, community group, or student group, as a sponsor and the town will liaise with the project lead that must be form the community. 
• Applicant has already received town funding including grants administered by other organizations (i.e., Business Improvement Areas, Oakville Arts Council, Sport Oakville, etc.).
• Applicant has not already received town funding for the same initiative within the same calendar year.

Existing projects are eligible but the applicant must demonstrate an enhancement to such programs (preference will be given to new activations, events, and programs before existing projects and programs).

Eligible projects must

• Take place in the Town of Oakville.
• Be free of charge for participants and the community.
• Be small-scale community events, activities, and programs with 250 or fewer participants. 
• Enhance community capacity to unite people around shared interests, raise awareness, and improve public spaces.
• Align with Council’s strategic priority of promoting a sense of community belonging. 
• Project should target one or more of the following goals:
  • Fostering community belonging
  • Addressing isolation or loneliness (especially among older adults)
  • Increasing access to programs/services for equity-deserving groups (including but not limited to): Black, Indigenous, People of Colour/Racialized residents, 2SLGBTQIA, women, low-income individuals, older adults, newcomers, people with varying abilities/disabilities, and those experiencing barriers to participating in community events (e.g., domestic abuse victims, food bank patrons).
  • Promoting mental health and wellness
  • Promoting physical literacy and wellness
  • Promoting arts and culture

Neighbourhood activations (e.g., road closures)

• Must have support from at least 70 per cent of households within 120 metres of the project site.

Project ineligibility

• Applications that are the same or similar to another approved application submitted by a different applicant in the same year. 
• Political in nature. 
• Projects where participation is conditional upon the religious activities of the organization. 
• Initiatives that are in contradiction to any town policies or procedures. 
• Volunteer and/or staff appreciation events, banquets, or awards ceremonies. 
• Events that charge an admission or registration fee. 
• Commercial venture and/or marketing and advertising for a private company.

Eligible expenses include

• Facility rentals/permits (including insurance)
  • Indoor, parks or community use of schools
• Insurance 
• Instructor/Facilitator Fees
  • Expenses related to hiring a third-party facilitator or instructor necessary for implementing the proposed activation or event
• Food and refreshments
  • Green consumables including paper plates, bamboo and/or wood utensils, plastic cups, garbage/recycling/compost bags
  • Halton Region garbage bag tags 
• Security, policing, and first aid costs 
• Audio/visual costs 
• Art and craft supplies
• Equipment rentals: such as, parks picnic tables, chairs, tables, tents 
• Audio visual equipment 
• Marketing and promotions- such as printed materials (newspaper ads, flyers, pamphlets, banners), paid social media posts (Instagram ads, Facebook ads)

Ineligible expenses include

• Organizational operating costs
• Staff salaries and consulting fees
• Deficit reduction funding and/or accumulated deficits 
• Conference or membership fees 
• Activities that charge an admission or registration fee 
• Fundraising projects 
• Promotion of a political party or politician 
• Travel and accommodation 
• Purchase of any alcohol beverages, tobacco, or cannabis products 
• Expenses accruing prior to the current grant cycle 
• Major capital expenditures (such as the purchase of land, buildings, building renovations, machinery and vehicles) 
• Fireworks 
• Single use plastic products 
• Informal Groups cannot utilize grant funds for the purchase of chairs, tables, tents, sound system or any other items that need to be “owned” by someone after the event. 
• Non-Profit Organizations are able to purchase equipment, but the equipment must remain with and be stored by the Non-Profit Organization

If your grant is approved, applicants will need to:

• Sign a funding agreement to receive the grant (funds are typically provided about two weeks after the signed agreement is returned).
• Spend funds as outlined in your approved application.
• Keep all receipts or proof of purchases for 12 months (you don’t need to submit them unless requested).
• Submit a final report within 60 days of completing your project, detailing how the funds were used (future grant eligibility may be affected if the final report is not completed).

• Town staff will follow up if submissions are incomplete, need more information, or don’t meet grant requirements.
• Applicants can submit an appeal to the Community Development team if they believe their application was misunderstood during the assessment.
• All appeals are reviewed by the Director of Recreation and Culture.