Gaming Machine Trusts - Top Tips to Success

Gaming machine trusts are an important source of funding for many non-profits.  So how can you make sure your application will be successful?  Start by reading Foresee Communication's top tips below.

During the last decade, the proportion of revenue received from funding trusts has increased significantly for many non-profits.  Many organisations have already experienced success in applying to gaming machine trusts to pay for new equipment, safety projects, printing/publicity/newsletters, training costs for volunteers, computers, etc.  

The demand for gaming machine money is extremely strong and there is only so much to go around.  So it is important to be aware of the why’s and wherefore’s of gaming machine trust applications.  

In what circumstances is it appropriate to apply?

• You know specifically what you want money for
• You can get two or three financial quotes for the purchase
• A sentence or two can state what you are purchasing and why
• You have a good financial system to show how you spent the money and were able to put your hands on the paid invoice when asked
• You have the time and ability to look at websites to read criteria, guidelines and print out application forms  

Follow the rules

The actual mechanics of making an application are fairly simple as long as you adhere to their “rules”.  Most trusts have a liaison person, so if you are in any doubt or feel that you are “form challenged” give them a call and ask for guidance.   

Here are some simple guidelines which may help:

1.    Be specific about what you require.  (This is the authorised purpose.)

2.  Obtain competitive quotes (two or three, depending on how many they ask for) from reputable suppliers on their letterhead.  A lot of trusts don’t accept a printout of an email as an official quote.  For assistance towards services like telephone or electricity, photocopy your last three invoices.

3.  Never double dip!!  That means never make applications for the same thing to two different trusts at the same time.  Wait to see if your application is successful, and if not then apply to another Trust.

4.  Most applications require a copy of a resolution.  At your board meeting, a resolution needs to be passed and recorded in the minutes stating that you will be applying to XYZ Trust for assistance with . . ..  Most application forms now suggest the wording that can be used for this resolution.

5.  Read the application form thoroughly, as each one differs.  There is a checklist on most forms to ensure you have attached all the relevant items they require.

6.  Compete the application in handwriting, and photocopy it.  You usually need two people from your organisation to sign it.

7.  File your copy.

8.  Think ahead.  Putting in a funding application right on deadline is one of the most stressful things you can do in fundraising!  

Other important information

• If you do not spend ALL the grant money on the authorised purpose, you are required to return that unspent portion to the trust.
• There is a section on some application forms that you must sign and adhere to pertaining to the trust’s audit in conjunction with the Dept of Internal Affairs.  Both parties have the right to audit all your records to ensure that the grant received was spent on the purpose for which it was applied.
• If you employ a fundraiser, where a percentage of raised funds is a component of their remuneration, their remuneration must come from some other source of income.
• Personal or commercial gain is prohibited. 
• In general, the “little and often” theory has greater success than applications for large sums.  This is because the funds come from a pool of money generated by the machine sites in that particular month.  So while the trusts do give out millions over the year, the monthly figure is not as impressive, and so the trustees won’t want to give out a huge chunk to one applicant.
• Funds are returned to the community in which they are raised.  Therefore if the trust you are applying to runs fewer outlets (pubs with gaming machines) in your area, the pool of money available for your area is less.  Aim for a trust which has more sites in your area.  These are listed on the Department of Internal Affairs website under “Gambling”.
• Most trusts require the following attachments: written quotes from reputable suppliers; a signed resolution; a printed bank deposit form for the account you want the money deposited into; copy of your organisation’s last audited accounts; copy of your trust deed or certificate of incorporation; copy of your IRD charitable status.
• Do it once and do it right.  If your application has to be returned for a small correction, you may miss out as funds may be granted to another applicant whose application is right.     

All gaming machine societies are overseen by the Department of Internal Affairs.  The Department's website provides information on the sector as well as contact details for gaming machine societies.  To see the Department's website click here.

Foresee Communications are fundraising and sponsorship specialists, providing fundraising and sponsorship resources, training and advice to communities and businesses since 1993.  For more information go to www.foresee.co.nz .