Community Consultation for Grant Applications: A Step-by-Step Guide
"We consulted the community" has become grant application boilerplate—words that mean everything or nothing. Funders can spot the difference between genuine co-design and tick-box consultation from a mile away. Here's how to do it properly.
Why Funders Demand Community Consultation
The shift toward participatory grant-making isn't political correctness—it's evidence-based. Projects designed WITH communities rather than FOR them have measurably better outcomes, stronger sustainability, and fewer unintended negative consequences.
What funders want to see:
- ✓ Beneficiaries shaped the problem definition, not just validated your pre-determined solution
- ✓ Diverse voices included, especially those most affected
- ✓ Consultation findings actually influenced your proposal (show what changed)
- ✓ Community members involved in delivery and governance, not just consumption
- ✓ Evidence you'll sustain engagement beyond the funding period
The Consultation Timeline
Meaningful consultation takes time. Start 8-12 weeks before your application deadline minimum.
| Phase | Duration | Activities |
|---|---|---|
| Planning | Weeks 1-2 | Define who to consult, design methods, prepare materials |
| Engagement | Weeks 3-6 | Run sessions, surveys, interviews, gather input |
| Analysis | Weeks 7-8 | Synthesise findings, identify themes, draft recommendations |
| Co-design | Weeks 9-10 | Shape proposal based on findings, validate with community |
| Application | Weeks 11-12 | Write application incorporating consultation evidence |
Step 1: Define Who You're Consulting
"The community" is too vague. Be specific about stakeholder groups and ensure you reach those most affected, not just the easiest to access.
Stakeholder Mapping Exercise
Primary Beneficiaries (Essential)
Those who will directly benefit from your project. Prioritise hardest-to-reach members of this group.
Secondary Stakeholders (Important)
Families, carers, employers, local services who interact with beneficiaries.
System Influencers (Valuable)
Policy makers, funders, partner organisations who shape the landscape you work in.
Community Representatives (Contextual)
Local councillors, faith leaders, community groups who represent broader community interests.
Step 2: Choose Appropriate Methods
Match consultation methods to your stakeholder groups. Different people engage differently.
Qualitative Methods
- Focus groups (6-10 people): Rich discussion, explore complexity
- 1-to-1 interviews: Depth, sensitive topics, individual stories
- Community workshops: Co-design solutions collaboratively
- Observation & shadowing: Understand real experiences
Quantitative Methods
- Surveys (online/paper): Reach many people, identify patterns
- Polling & voting: Prioritise options democratically
- Needs assessments: Quantify demand and gaps
- Asset mapping: Identify existing community resources
Step 3: Make Consultation Accessible
Consultation that only reaches the confident, articulate, and available isn't representative.
Accessibility Checklist
Step 4: Ask the Right Questions
Consultation questions should open possibilities, not confirm your existing plans.
❌ Leading Questions
- "Would you like us to provide mental health support?" (Yes/no, predetermined solution)
- "Don't you think the park needs better facilities?" (Leading, assumes agreement)
✓ Open Exploration
- "What challenges do you face with mental health? What would help?" (Open, exploratory)
- "What would make this park more useful for you and your family?" (Open to multiple solutions)
Step 5: Document and Analyse
Robust documentation proves consultation was genuine and provides evidence for your application.
What to Capture
- Quantitative data: How many participated, demographic breakdown, survey results
- Qualitative themes: Key issues raised, priorities identified, concerns expressed
- Direct quotes: Powerful verbatim statements (with permission)
- Photos/videos: Visual evidence of engagement (with consent)
- Sign-in sheets: Proof of who attended
- Feedback forms: Participants' views on the consultation process itself
Step 6: Show How Consultation Shaped Your Proposal
This is where many applications fail. They describe consultation but don't demonstrate influence.
Template: Demonstrating Influence
"Initial proposal: Weekly evening sessions at our centre.
Consultation finding: 73% of respondents (n=45) identified transport as barrier; 68% preferred weekend daytime.
How we adapted: Changed to Saturday afternoon sessions and partnered with local community centre in estate where 80% of target beneficiaries live, reducing travel time from average 40 minutes to 8 minutes.
Evidence: When we presented revised plans to focus group, 11/12 participants said they'd definitely attend vs 4/12 for original proposal."
Presenting Consultation in Your Application
| Application Section | How to Reference Consultation |
|---|---|
| Need/Problem | "Consultation with 67 young people revealed..." |
| Solution/Activities | "Based on community feedback, we designed..." |
| Delivery Approach | "Community members will sit on project steering group..." |
| Evaluation | "Success measures co-designed with beneficiaries..." |
Ongoing Engagement Beyond Funding
Smart organisations build consultation into project governance, not just application development.
Sustained Involvement Models
- Beneficiary advisory groups: Quarterly meetings reviewing delivery and providing guidance
- Peer researchers: Community members trained to evaluate outcomes
- Co-production panels: Shared decision-making on project adaptations
- Trustee positions: Community representation at governance level
TL;DR: Consultation Essentials
- ✓ Start 8-12 weeks before application deadline
- ✓ Be specific about who you're consulting (not just "community")
- ✓ Use multiple methods to reach diverse voices
- ✓ Make participation genuinely accessible
- ✓ Ask open questions, not leading ones
- ✓ Document rigorously with evidence
- ✓ Show clearly how consultation changed your proposal
- ✓ Build ongoing engagement into delivery
Build Community-Led Grant Applications
Crafty helps you structure consultation findings into compelling narratives that demonstrate genuine co-design and community ownership.
Start Your Application