Overhead flat-lay photograph of a worn leather Rugby Fives glove resting on a dark wooden court floor, with a hand-stitched ball nearby; deep browns, burgundy shadows, and warm cream highlights evoke a vintage sporting atmosphere.

Rugby Fives Association

The governing body for Rugby Fives — promoting play, coaching and competition across the UK

How to Write a Rugby Fives Community Grant Proposal

A strong grant proposal for a Rugby Fives community project turns a good idea into a clear case for investment. Funders need to see who will benefit, what activities will take place, how money will be used, and what lasting change the project will create.

Rugby Fives is well suited to community development because it can bring together schools, clubs, families, adult beginners, and experienced players. A carefully planned programme might introduce young people to the sport, improve access to facilities, train volunteers, or create regular opportunities for participation in an underserved area.

The most persuasive applications connect the character of the sport with measurable community outcomes. They show that the project is realistic, inclusive, and supported by people who understand local needs.

Start with a clearly defined community need

Begin by describing the issue your project will address. Avoid broad claims such as “the community needs more sport.” Instead, identify a specific gap: limited access to structured physical activity, a lack of affordable after-school provision, low participation among girls, or insufficient coaching opportunities for young players.

Use local evidence wherever possible. This could include school feedback, attendance records, a short survey, waiting lists, conversations with youth workers, or information from a club’s membership data. Even a modest evidence base can make the proposal more credible when it directly relates to the planned activity.

Explain why Rugby Fives is an appropriate response. Its court-based format, adaptable sessions, and emphasis on skill development can make it accessible to people with different levels of sporting experience. Link these qualities to the identified need rather than assuming the funder already understands the sport.

Turn the idea into a practical project

Describe the project in concrete terms. State the location, delivery period, session frequency, target age group, expected number of participants, and the activities included. A proposal for twelve weekly coaching sessions is easier to assess than a general request to “promote Rugby Fives locally.”

Set objectives that are specific and achievable. For example, the project might aim to engage 40 young people, deliver 24 coached sessions, recruit six volunteers, or help 15 beginners progress into club activity. Each objective should have a clear method of measurement.

Include a short explanation of the participant journey. Someone might first attend a taster session, receive weekly coaching, take part in a friendly competition, and then be referred to a local club or school programme. This shows how the grant will support continuing participation rather than a one-off event.

Build a realistic budget and delivery timetable

A grant budget should mirror the project description. If the proposal promises regular coaching, include coach fees, safeguarding checks, equipment, venue hire, administration, publicity, and reasonable travel costs. Explain unusual or significant expenses so the funder can see why they are necessary.

Check whether the funder expects match funding or contributions in kind. A club might provide volunteer hours, existing equipment, free administration, or access to a court. These contributions can demonstrate commitment, although they should be valued honestly and separated from the cash request.

Budget item	Purpose	Example evidence
Coaching fees	Qualified delivery for weekly sessions	Coach rate or quotation
Venue hire	Court access and session space	Booking estimate
Equipment	Balls, footwear support, bibs, and training aids	Supplier prices
Volunteer support	Training, travel, or safeguarding costs	Volunteer plan
Promotion	School flyers, digital publicity, and printed materials	Distribution plan
Monitoring	Registration, feedback, and reporting	Simple evaluation method

Create a timetable that includes preparation, recruitment, delivery, monitoring, and reporting. Allow time for venue confirmation, participant consent, safeguarding arrangements, and promotion. A realistic schedule gives the funder confidence that the project can begin promptly and be managed responsibly.

Show inclusion, access, and lasting value

Inclusive sport funding requires more than a statement that “everyone is welcome.” Explain the practical steps that will remove barriers. These might include free places, loan equipment, accessible venues, flexible session times, transport support, female-led coaching, adapted activities, or outreach through trusted community organisations.

Consider which groups are least likely to participate and how the project will reach them. A school partnership may help engage children who are not already involved in sport. A session delivered through a community centre could attract adults or families who do not feel connected to established clubs.

Describe how the project will continue after the grant ends. Participants could move into club training, school competitions, local tournaments, or volunteer roles. Coaches and volunteers might retain new skills, while equipment can support future sessions. Sustainable benefits strengthen an application because they show that the funding will have value beyond the delivery period.

Prove that the project can be delivered

Funders want confidence in the people and organisations behind the proposal. Introduce the club, school, association, or community group, and summarise relevant experience. Mention coaching qualifications, safeguarding procedures, previous events, partnerships, and successful work with the intended participants.

Set out responsibilities clearly. Identify who will manage the budget, who will lead sessions, who will handle registrations, and who will collect monitoring information. If several organisations are involved, explain what each contributes and include evidence of their commitment, such as a letter of support or confirmed venue arrangement.

Use credible sporting information where it supports the case. A project connected to a recognised competition or development pathway can demonstrate progression for participants. For example, applicants may refer to the sport’s current rankings when explaining how beginners could advance towards competitive play, provided the information is relevant to the proposed activity.

Include risk management without making the application sound negative. Note how you will address low attendance, coach absence, venue cancellation, injuries, data protection, and safeguarding. Simple contingency plans can distinguish a well-prepared proposal from an appealing idea that has not been operationally tested.

Measure outcomes and write with precision

A grant application should explain how success will be assessed. Combine numerical measures with participant feedback. Attendance figures, retention rates, new memberships, volunteer recruitment, and completed sessions provide useful data, while short surveys or interviews can reveal changes in confidence, social connection, and enjoyment.

Choose indicators that the project can genuinely collect. Do not promise complex research if the team has limited capacity. A registration form, sign-in sheet, end-of-project survey, coach observations, and a short participant story may be sufficient for a small community award.

Use plain, direct language throughout the proposal. Replace “the initiative will facilitate enhanced sporting engagement” with “weekly sessions will help 30 young people develop Rugby Fives skills.” Keep the funder’s priorities visible, but avoid forcing every sentence to repeat them.

A concise application should answer five practical questions:

What local problem will the project address?
Who will take part, and how will they be reached?
What will happen, where, and when?
How much will it cost, and why is each cost needed?
What evidence will show that the project made a difference?

Strengthen the final application before submission

Read the complete proposal as if you were unfamiliar with the project. Check that the need, activities, budget, outcomes, and timetable agree with one another. If the project says it will support 50 participants but the timetable or venue can accommodate only 20, revise the figures before submission.

Ask a coach, volunteer, school contact, or community partner to review the wording. A fresh reader can identify unexplained terms, missing details, or claims that need evidence. Keep supporting documents organised, including quotations, policies, partnership letters, safeguarding information, and monitoring templates.

Before sending the application, verify the funder’s eligibility rules, deadline, maximum award, permitted costs, and reporting requirements. Submit a focused proposal that presents Rugby Fives as both a sporting opportunity and a practical tool for community connection, health, confidence, and progression.

A well-prepared grant proposal can open the door to new players, stronger clubs, better coaching, and lasting local partnerships. Develop the case carefully, document the need, cost the activity honestly, and submit a project that gives people a clear reason to step onto the court.

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What is Fives?

A handball sport with deep roots

Rugby Fives is a fast, skilful handball game played in an enclosed court with walls. It takes its name from Rugby School, where the modern game developed. The RFA provides resources and an introductory video for newcomers eager to understand the rules and spirit of the sport.

Discover the game

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Where to Play

Courts across the country

Rugby Fives is played at schools, universities and clubs throughout the UK. Whether you are a seasoned competitor or picking up a glove for the first time, the RFA can help connect you with local venues and fellow players.

Find a court

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Rankings

Tracking the best in the game

The RFA maintains official player rankings, including a dedicated Women's rankings list and end-of-season standings. A comprehensive record book of tournament winners stretches back to 1925, preserving nearly a century of competitive history.

View rankings

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Fixtures & Tournaments

The competitive calendar

The RFA calendar includes championships, open tournaments, and school and university matches. Major events have included the National Open Singles, the South West Open, the London Open, the Scottish Open, and the Owers Trophy — alongside representative fixtures against schools and clubs.

See fixtures

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