# Grants for Booster Clubs: Where to Find Them and How to Apply

> Where booster club grants come from, what funders require (starting with the 501(c)(3) letter), how to write the application, and how to manage the award.

- URL: https://boosterclub.org/fundraising/grants/
- Section: Fundraising
- Updated: 2026-10-08

A grant is money a funder (a foundation, a business, a civic group, or a public agency) awards for a stated purpose, usually after a written application and on the condition that the club spends it as described and reports back. Grants rarely fund a club's whole budget, but they are well suited to one-time purchases: instruments, uniforms, a scoreboard, a trailer, safety equipment. The president or a grants chair writes applications, the treasurer supplies the financial documents and tracks every award as a restricted fund, and the board approves each application.

Grant money is different from a donation in one important way: it comes with a contract. The club's ability to deliver what it promised, on time, with records, decides whether it gets a second grant.

## Where Booster Club Grants Come From

| Source | What they tend to fund | Notes |
|---|---|---|
| Community foundations | Youth programs, equipment, access for students with financial need | Most counties or regions have one; competitive cycles, often once or twice a year |
| Local business giving programs and corporate foundations | Equipment and community programs near their locations | Banks, utilities, grocers, and local manufacturers are common funders; awards are often modest |
| District or school education foundations | Classroom and program needs across the district | Coordinate with the foundation so the club and the school do not compete |
| Civic and service clubs | Specific equipment, scholarships, community events | Often decided by a local committee; a personal ask helps |
| State arts, humanities, and youth sports bodies | Music, theater, and sports programs and equipment | Eligibility rules vary; some fund only schools or districts |
| Family foundations | Causes the family cares about | Usually reached through personal connections |

Government grants for school programs usually go to the district, not to a booster club. When a public program is the best source, the club supports the district's application rather than applying itself.

## The Club or the School: Who Applies

Some funders give only to schools and districts; others give only to 501(c)(3) organizations; some accept either. Before applying, the club asks the principal or athletic director three questions:

1. Is the school or district applying to the same funder this year? Two applications from the same school can hurt both.
2. Does the district need to approve the purchase? Equipment used on school property usually does.
3. Who will own the item? Equipment donated to the school becomes district property.

Grant-funded purchases for one team still count in the district's Title IX review. Outside money is compared together with all other benefits when boys' and girls' teams are measured. Washington's Office of Superintendent of Public Instruction, for example, tells schools that by accepting a donation they "are obligated to ensure that it does not result in a disparity" ([Washington OSPI](https://ospi.k12.wa.us/policy-funding/equity-and-civil-rights/resources-school-districts-civil-rights-washington-schools/sex-equity-athletics)). See [Title IX and Booster Club Fundraising](https://boosterclub.org/fundraising/title-ix/).

## What Funders Require

Almost every funder asks for proof that the club is a 501(c)(3) in good standing. Many check the IRS's [Tax Exempt Organization Search](https://www.irs.gov/charities-non-profits/tax-exempt-organization-search); the IRS's own [Form 1023 instructions](https://www.irs.gov/instructions/i1023) direct organizations to use it to confirm another organization's current exemption and public charity classification. The same tool shows the IRS's Auto-Revocation List of organizations that lost exemption by failing to file a required return or notice for 3 consecutive years ([IRS Publication 557](https://www.irs.gov/publications/p557)). A club on that list cannot receive grants that require 501(c)(3) status until it is reinstated. See [Losing and Regaining 501(c)(3) Status](https://boosterclub.org/taxes/revocation-and-reinstatement/).

Keep a grant file ready with these documents:

| Document | Where it comes from |
|---|---|
| IRS determination letter | The club's permanent records; see [How to Get 501(c)(3) Status](https://boosterclub.org/start/501c3/) |
| EIN and a signed Form W-9 | Treasurer |
| State good standing and charitable registration, where required | State agencies; see [state pages](https://boosterclub.org/states/) |
| Most recent Form 990-series filing | Treasurer; see [Which Form 990 a Booster Club Files](https://boosterclub.org/taxes/form-990/) |
| Current year budget | Board-approved budget |
| Recent financial statements or treasurer's reports | Treasurer |
| Board list with roles | Secretary |
| Letter of support from the principal or athletic director | School |
| Certificate of insurance | Insurance agent, when requested |

## Writing the Application

1. **Read the guidelines twice.** Confirm eligibility, the deadline, the maximum request, and what the funder will not fund.
2. **Match the project to the funder's stated priorities.** A funder focused on access will respond to "instruments for students who cannot afford to rent" more than to "new marching uniforms."
3. **Get the school's written support** before writing.
4. **State the need with numbers.** How many students, how old the current equipment is, what happens without it.
5. **Describe the project.** What will be bought or done, by whom, and when.
6. **Build the budget from written quotes.** Include shipping, tax, and installation.
7. **Say how the club will measure success.** Students served, events played, equipment in use.
8. **Attach the required documents** from the grant file.
9. **Have the board approve the application,** especially if the grant requires matching funds or carries conditions, and record the vote in the minutes.
10. **Submit before the deadline** and keep a complete copy.

## After the Award

1. Read the grant agreement before signing. Note every condition, deadline, and report.
2. Have an authorized officer sign it, as the bylaws require.
3. Record the grant as a restricted fund in the books, separate from general funds.
4. Spend only on the approved budget. Ask the funder in writing before changing anything.
5. Keep every receipt, plus photos of the purchase in use.
6. File the final report on time, with numbers and a short student story.
7. Return any unspent funds if the agreement requires it.
8. Thank the funder publicly where the funder allows it.

The treasurer reports restricted grant balances in the monthly [treasurer's report](https://boosterclub.org/finance/treasurer-report/) until the grant is closed.

## Common Mistakes

- **Applying with a lapsed exemption.** Funders check, and an auto-revoked club is ineligible until reinstated.
- **Competing with the school.** Two applications to one funder from the same school confuse the funder and strain the relationship with the principal.
- **Spending grant money on something else.** It breaks the agreement and usually ends the relationship with the funder.
- **Missing the final report.** Funders remember, and many share information with each other.
- **Buying equipment without district approval.** The district can refuse it, leaving the club holding grant money it cannot use.

## Checklist

- [ ] Assemble the grant file: determination letter, EIN, W-9, budget, board list, recent financials (treasurer)
- [ ] Confirm the club's status shows as current in the IRS Tax Exempt Organization Search
- [ ] Ask the principal or athletic director about other applications and district approval
- [ ] Read the funder's guidelines and confirm eligibility and deadline
- [ ] Obtain written quotes for every budget line
- [ ] Get a letter of support from the school
- [ ] Have the board approve the application and record the vote (secretary)
- [ ] Submit before the deadline and keep a copy
- [ ] Record any award as a restricted fund (treasurer)
- [ ] Spend only on the approved budget and keep all receipts
- [ ] File the final report by the funder's deadline

## Related Pages

- [How to Get 501(c)(3) Status for a Booster Club](https://boosterclub.org/start/501c3/) for the determination letter funders require
- [Which Form 990 a Booster Club Files](https://boosterclub.org/taxes/form-990/) for keeping filings current
- [The Monthly Treasurer's Report](https://boosterclub.org/finance/treasurer-report/) for reporting restricted balances
- [Fundraising Ethics and Donor Trust](https://boosterclub.org/fundraising/fundraising-ethics/) for honoring restrictions
- [Showing Impact: Telling the Booster Club's Story](https://boosterclub.org/marketing/storytelling-and-impact/) for the stories that go in applications and reports

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*This page is general information for volunteer-run booster clubs. It is not legal,
tax, or accounting advice, and BoosterClub.org is not a law firm, accounting firm, or
government agency. Rules change and vary by state and district. Confirm current
requirements with the IRS, the relevant state agency, the school district, and a
qualified professional before acting. If a fact on this page is out of date, we want
to know.*

## Sources

1. IRS: https://www.irs.gov/instructions/i1023
2. IRS: https://www.irs.gov/charities-non-profits/tax-exempt-organization-search
3. IRS: https://www.irs.gov/publications/p557
4. Washington Office of Superintendent of Public Instruction: https://ospi.k12.wa.us/policy-funding/equity-and-civil-rights/resources-school-districts-civil-rights-washington-schools/sex-equity-athletics