Each grant cycle lasts four months and includes the following stages, all completed through our online portal:

1. Letter of Intent (LOI) – Here, you'll briefly summarize your project, the amount you're requesting, the total project budget, and the anticipated start and end dates. Don’t worry—you don’t need to send an actual letter. Just answer a short set of questions in the portal. Once we review your LOI and confirm eligibility, you’ll receive an email invitation to submit a full application.*
2. Application – This is your chance to go into more detail about the project. We'll ask about the need it addresses, its anticipated impact, your budget, and long-term sustainability. Be prepared to upload an income statement and balance sheet. (See our Financial Statement Guide for more info.) Staff Tip: Keep the Project Description focused on the project itself—not just your organization’s mission. While we love to hear what drives your work, this section should clearly show how your project will strengthen your organization or community and improve how you serve your population.
3. Evaluation – Our Board Members review every proposal and meet to decide which applications move forward. If your proposal advances, you’ll likely receive follow-up questions by email. Staff tip: Respond to questions as quickly as possible so board members can review your answers before making their evaluations.
4. Decision – In the final stage, the Board conducts a second evaluation and meets to vote on funding decisions. Awards are determined in April, August, and December of each fiscal year.

*Staff may reach out with questions between the LOI and application stages, and again before the first Board evaluation. Our goal is to help you put forward the strongest possible proposal.

Once a Letter of Intent or application is submitted, our online grant system kicks out an email letting you know it’s been received. If you don’t receive an email within 24 hours, please check in with staff at info.bhcga@gmail.com. Don’t forget–you can always log into the grant portal to see your past requests, what’s been submitted for the current cycle, and any follow-ups we’re waiting on from you.

Because your time is valuable! Our staff wants to ensure your project aligns with BHCGA’s guidelines and funding priorities before you spend time completing the LOI. We're also available to discuss your project in more detail, answer questions, and help you strengthen your application.

To make scheduling easier, we post links to our Grant Coordinator’s booking page before each grant cycle opens. It’s a great opportunity to meet with Holly virtually, confirm that it’s the right time to apply, and ensure you've met all eligibility requirements—before submitting your LOI.

Keep an eye out for booking links on our Facebook and LinkedIn pages!

No. Applicants must have a valid 501(c)3 or 501(c)19 status under US IRS Code or be a governmental entity to apply for a grant with BCHGA. An applicant’s nonprofit status gets verified through GuideStar.

*If your organization has a new 501(c)3 status, we may request an IRS Determination Letter before moving your LOI on to the application phase.

Beginning with our FY26 Summer grant cycle (May 2025), BHCGA’s service area is limited to Black Hawk, Bremer, Butler, and Grundy counties.

While this marks a change from previous cycles, Black Hawk County remains our primary focus, as it is the host community for the Isle Casino and Hotel. Per our contract with the Isle, no more than 10% of our annual revenue can be awarded to projects outside of Black Hawk County.

Because our grant cycles are highly competitive, vehicle requests are rarely approved by the Board. When they are, funding is limited to no more than 30% of the total vehicle cost.

The Board prefers to support projects that demonstrate strong organizational or community commitment—such as active fundraising efforts or dedicated funds already set aside in the budget.

• Capital requests require shared funding, with a minimum 50% match.

• Capacity-building requests are reviewed on a case-by-case basis, with careful consideration of the proposed budget and available resources. Occasionally, the Board may vote to fund a capacity-building request at 100%.

Demonstrating that your organization—or your city—has invested in the project can significantly increase its competitiveness. 

Need a budget template? Download one here. 

Multi-year funding is occasionally considered, but it is subject to Board discretion. Applicants cannot apply for multi-year funding without prior approval from the Executive Director. Be sure to consult with the Executive Director before including any multi-year funding request in your LOI or application.

Budget amounts submitted should include verifiable costs, such as supplier or contractor estimates or proposals. If these documents are not available at the time of your grant request, they must be provided before any funding is disbursed by BHCGA.

While the Board reserves the right to award grants on a case-by-case basis, most competitive grants are funded using a 75/25 method.

• First payment: When you’re 30 days out from beginning your project, complete the assigned Project Start Confirmation form in the online portal to request the first 75% of the grant award.

• Final payment: Once your project is complete and all invoices have been paid, submit the Final Grant Report in the online portal, and we’ll release the remaining 25% of the award.

Because we undergo an audit each fiscal year, we require more detailed documentation than other local funders. For the Final Grant Report, we require:

• An updated budget with actual income and expenses for the project

• Receipts and invoices related to the project

• Proof of payment for all expenses

All expenses should align closely with the Total Project Budget from your approved application. A template for both the estimated budget and updated budget is available here.