CEF General Guidelines

All new applicants must demonstrate that they have either been incorporated for a full year with not-for-profit or registered charity status. For unincorporated groups with not-for-profit goals and structure, a full year of activity must be demonstrated before applying.

Please refer to the Submission Standards and Accountability Framework for applicant eligibility review process.

Submission Standards and Accountability Framework 

By applying to CEF, you acknowledge that you have reviewed the Submission Standards and Accountability Framework.

The CEF team provides support to all applicants, providing accommodations as possible. Please contact staff to let us know how we can provide support through the application process. 

• Translation of grant documents including the application form*
• Fillable forms
• Video support
• Information Sessions 
• Drop-in sessions
• One on One staff meetings

*Requests must be received by 9 am on November 2, 2026.

The seven program areas and stream objectives:

Agriculture Program

• To support organizations, events and activities that engages the public in strengthening and celebrating agriculture and its contribution to the economy and quality of life in Hamilton. 
• To encourage action-oriented initiatives across the agriculture community that maintain and build the strength of the sector. 
• To help the City of Hamilton achieve its strategic goals.

Funding Streams: Program & Events

Arts Program

To provide opportunities for all the people of Hamilton to enjoy and actively participate in the arts while:

• Enhancing social, economic, and cultural prosperity
• Building strength in the arts sector

Funding Streams and Categories: 

• Arts Operating
  • Established Professional Organizations
  • Established Semi-Professional Organizations
  • Emerging Professional and Semi-Professional Organizations
• Arts Festivals
  • Established Festivals 
  • Emerging Festivals 
• Capacity Building for Arts Organizations 
• Creation & Presentation Grants for Arts Professionals 
  • Established Artists/Collectives
  • Emerging Artists/Collectives

Communities, Culture & Heritage Program

To support organizations, events and activities that engage the public in strengthening and celebrating community identity – the people, places and things that make up Hamilton.

Funding Streams and Categories: 

• Events & Established Activity 
  • Small Requests
  • Large Requests
• New Projects
• Capacity Building for Cultural Organizations

Community Services Program

To strengthen the human services system by funding programs that:

• Meet current or emerging community priorities 
• Foster the growth of new programs
• Support Inclusivity, Diversity, Equity and Accessibility
• Engage equity-deserving groups
• Address underserviced target groups
• Promote systems change
• Explore service delivery innovation.
• Invest in organizational capacity by funding on-time projects that build the resiliency of organizations to face current and ongoing challenges.

Please note: all new program requests for funding, must apply through the Emerging Needs stream. 

Funding Streams:

• Returning Applicants
• No one is hungry or without shelter
• Everyone feels safe
• Every child and family thrives
• No youth is left behind
• Everyone can age in place
• Community capacity grows
• Everyone has someone to talk to
• Emerging Needs
• Organizational Capacity Building

Digital Program

To invest in events and activities that support efforts to achieve digital equity, promote digital inclusion, and spur greater adoption of broadband among underserved populations.

Funding Streams: Digital Equity

Environment Program

To invest in action-oriented initiatives that:

• Protect, rehabilitate, or enhance the natural environment
• Provide residents and visitors to Hamilton with access to natural spaces
• Reduce greenhouse gas emissions
• Address the challenges and/ or build resilience to the impacts of climate change
• Strengthen the local environmental sector or local environmental organizations

Funding Streams: Capacity Building, Projects & Program

Sport & Active Lifestyles Program

To provide opportunities for all the people of Hamilton to enjoy and actively participate in sport while:

• Enhancing social, economic, and cultural opportunities
• Building community pride and connection

Funding Streams:

• Long-Term Athlete Development (LTAD/PD) Planning & Implementation 
• Sport Awareness 
• Capacity Building 
• Sport Development/Inclusion  
• Accessibility 
• Active for Life
• Multi-Sport Hosting

Note: In addition to these general criteria, applicants are required to review the relevant program area for additional stream and category specific eligibility information.

Eligible Organizations/ Activities

Note that meeting the eligibility criteria does not guarantee that applications will be funded. 

• Incorporated not-for-profit organizations
• Organizations with a charitable number
• Community associations
• Unincorporated groups with not-for-profit goals and governance structure
• Professional artists and collectives (Arts Program Creation & Presentation stream only)
• Funded activities must take place within the city of Hamilton

Ineligible Organizations/ Activities

• For-profit organizations and ventures 
• Religious activities 
• Religious organizations*
• Political parties
• Hospitals
• Foundations
• Funding bodies or organizations 
• Sports Teams
• Programs or events that promote the City of Hamilton
• Organizations whose activities are deemed to come under the jurisdiction of other levels, divisions, departments or agencies of the City or other governments, i.e. school boards, post-secondary institutions, social service organizations, hospitals, business improvement associations**
• Fundraising activities* 
• Activities that take place outside of the city of Hamilton
• Programs must be viable at the time of application submission. Programs must be able to confirm that all requirements are received prior to funding recommendations (with the exception of the Arts- Creation & Presentation Stream). i.e. While a project or program is not required to have started prior to the funding approval, the organization must confirm that it is feasible to occur.
• Programs in which the target audience is businesses, and programs that support business development initiatives

*Funding requests from religious organizations and funding bodies or organizations must demonstrate clear boundaries between its religious/ fundraising content and public programing in both the program details and budget. 

**Business Improvement Areas (BIAs) are eligible to apply only where the proposed program provides a clear public or cultural benefit and is not commercial in nature. Programs whose primary purpose is to promote shopping, dining, or other commercial activity, or to benefit the for-profit businesses within the BIA, are not eligible. The primary purpose of the program must be to benefit the broader community or neighbourhood in which the BIA operates.

Ineligible Expenses

• Capital projects* 
• Deficit reduction
• Retroactive activity 
• HST
• Programming outside of Hamilton

* Environment Program Capacity Building Stream permits limited capital project expenses. Refer to the Environment Handbook for further information.

Funding Requests

CEF does not guarantee that funding is recommended at the full request amount. Requests must follow the specific funding maximums within each program area.

• Funding Requests Over $15,001: Funding requests should not exceed 30% of the total program budget. 
• Funding Requests Below $15,000: CEF funding requests cannot be 100% of the proposed program and must demonstrate additional funding/revenue sources.
• Operating Streams: The 30% funding policy continues to be applied within all operating streams.
• CEF does not fund 100% of program expenses. Application budgets should include diverse revenue in support of the proposed program. 

Other Important Criteria

• CEF applicants must ensure the submitted application meets the CEF program area funding objectives and that the organization mandate and proposed program are in alignment with the CEF program. Where cross-over may occur, applicants are encouraged to speak with staff.
• Submitted applications that do not meet the CEF program area objectives and eligibility do not qualify for funding and are noted as DNQ. – Does Not Qualify.
• Applicants with any outstanding CEF Final Reports or other requested follow up material are ineligible for subsequent funding. 
• Late applications will not be accepted. 
• CEF applications and/or Funding Agreements must not be signed and submitted by City of Hamilton employees or City Councillors. City of Hamilton employees who wish to apply to CEF must contact the program manager prior to applying.
• Organizations may not exceed application limits for streams. CEF does not provide funding for one program under multiple CEF program areas and/or streams. Applications from the same organization that are found to be similar in content and scope may be found as DNQ.
• All applicants are strongly encouraged to contact staff to discuss their program details prior to submitting an application.
• Multi-Year Funding (MYF) intake is closed. The 3-year pilot period began with the 2025 CEF cycle, with qualifying MYF grantees receiving a commitment of funding for years 2 and 3, 2026 and 2027, respectively.

The application process is similar across all program areas. Applicants will need to create a profile to complete an application. All supporting material, and documents will need to be uploaded within the online submission platform. Applicants are able to review applications through the program area webpages. 

The CEF online grant portal includes specific ‘tiles’ for each CEF program area. Once a program area is selected, a new application can be opened. Applicants will receive a confirmation email once an application has been successfully submitted.

Please note, if you are using AI to contribute to the production of your application, you are encouraged to use it as a tool to improve your content, but not the final product within the application.

Application & Organization Information Form

Provide detailed information on application contact information, applicant or organization details including address, legal status, head office location and date established.

Please note that funding payments will be made to the legal names provided. 

Program Information Form

The term Program is inclusive of operations, services, projects, activities, events, and initiatives. The level of detail provided should be proportionate with the level of funding requested.

Provide detailed information on the program requiring funding support including; mandate, program or service delivery information, how funding will be used, include program or service outcomes, information on partners and opportunities for volunteers, and how the program supports the City’s community priorities.

Program Specific Form

Consult the relevant program specific application for program area and stream specific questions.

Budget Information Form

Provide a complete budget for the proposed program. Budgets are assessed for feasibility, and sound fiscal planning.

• Budgets need to represent the proposed program and if applicable the budget ‘actuals’ from the previous year.
• When applying in support of a specific program, provide the proposed budget for that program only – do not submit the organization’s operating budget (with the exception of Arts Operating).
• Budgets must include both expenses and revenues.  
• In-kind totals are not included within the Total Program Budget. However, in-kind values help to demonstrate program feasibility and community.
• Budgets must be balanced.
• CEF requests must not exceed the funding stream maximums or violate CEF funding policies. 
• CEF applications require a completed budget that represents the entire program including all revenues, expenses, and in-kind amounts. Reference the guidelines to ensure that all expenses are eligible. A good budget is realistic, thorough, detailed, and is reflected in the application.

Attachments – Support Material and Documents   

General List of support material. Refer to specific program area requirements. There are both mandatory and optional documents requested.

Inclusion, Diversity, Equity & Accessibility Form

Applicants are asked to specify the target population(s) of their programs, and equity designated groups represented within their organization’s governance structure.

This form collects IDEA (Inclusion, Diversity, Equity & Accessibility) information on applicants and funded programs to support the evolution of the fund and to gain insights into the community about the groups supported through CEF. 

Note: Adjudicators do not have access to this form. The information provided is for collection and research only and is not evaluated as part of the application process.

Declaration and Signing Authority Form

Applicant declaration. For administrative purposes, applicants are asked to provide information on approved signing authorities to expediate the funding process should your application be funded.

Application Tips

• Refer to Program Area guidelines, tools, and support material.
• Ensure application answers are provided directly in the application. Redirecting adjudicators to support material is considered an incomplete application and may result in an application rated as DNQ.
• Provide all required materials.
• When submitting the application, you are required to review and then submit the application. The account holder will receive a confirmation of application submission. 
• Ensure your online account is set to the correct time zone! This may impact the submission of your application. Contact staff if you are unsure.

The adjudication process begins immediately following the submission deadline. Staff begin by reviewing applications for eligibility. Ineligible and incomplete applications will not be assessed.

Applications are evaluated based on the assessment criteria specific to each program area and funding stream. Assessment criteria can be found on the program area webpages.

Adjudicators and Assessment Teams

Applications must demonstrate good use of public funds. They are assessed according to each program area, stream, and category. For example; organizations applying within the Agriculture Program & Events stream will be assessed in the context of applications from other agricultural organizations. Adjudication teams review each application, including attached documents against the assessment criteria.

Adjudication teams are composed of select City of Hamilton staff and subject-matter community members and reviewers. Community adjudicators are invited to participate in the process based on their familiarity with the specific program area and fair-mindedness. Teams are made up of three adjudicators. In cases of unique or unforeseen circumstances, a two-person adjudication team is acceptable.

Arts adjudication teams are composed of peer assessors and staff from the Tourism and Culture Division. Participants on the assessment team will be selected based on familiarity with the arts sector and fair-mindedness and may be chosen from across the province if required.

Names of all adjudicators are made public.

Peer assessors are required to complete a conflict-of-interest form which is maintained by CEF staff. City staff who act as adjudicators are covered by the City’s Conflict of Interest policy and are responsible for informing the program area manager of any direct or indirect conflict of interest.

Adjudication Process

1. Applications are assessed for eligibility and completeness using the Submission Standards and Accountability Framework.
2. Adjudicators receive the full application material for review.
3. Financial reports are completed on select applications and applications with requests of $30,000 or more. The financial reports inform the adjudication teams on the financial health of an organization. 
4. Prior to a team adjudication meeting, adjudicators first review each application independently to provide initial scores. A passing score is 60. 
5. Adjudication teams meet to confirm scores and provide application comments.

Adjudication teams determine a final score by assessing the applications based on the criteria specific to each program area. The application final score will have a direct impact on staff recommendations and funding outcomes. The applications will be categorized into one of four categories based on the final score: 

• Excellent Application (“A” rating and final score of 80 or above): Applicant demonstrates strong program merit and alignment to the City of Hamilton’s strategic funding priorities. 
• Good Application (“B” rating and final score between 70 and 79): Applicant demonstrates good program merit and alignment to the City of Hamilton’s strategic funding priorities. 
• Fair Application (“C” rating and final score between 60 and 69): Applicant demonstrates fair program merit, and some alignment to the City of Hamilton’s strategic funding priorities.
• Failed Application (“D” rating and final score below 59 or below): Applicant fails to demonstrate program merit and/or alignment to the City of Hamilton’s strategic funding priorities. Application not eligible for funding.
• Does Not Qualify (DNQ rating): The application did not meet eligibility.

Please note that whether an application is successful or unsuccessful, the applicant name, the project name, the response to the question “Provide a Brief Summary of your program”, the rating received, and the amount of funding approved (if any), together with any other information provided in the application deemed necessary by the City of Hamilton, will be published as part of the CEF reporting to City Council and will be posted on the City of Hamilton website. By submitting this application, applicants consent to disclosure of this information.

Application feedback is available to all applicants by reaching out to the Program Area staff. Unsuccessful applicants are encouraged to try again. The assessment process is highly competitive, and funds are limited. If your application does not pass, we will not be able to provide funding this year.

1. The adjudication team’s findings inform recommendations developed by City of Hamilton staff.
2. City staff prepare a report containing a summary sheet for each application that contains the name of the organization and program, the funding request, the previous year’s funding amount, the program budget, the funding recommendation, and a brief program summary.
3. The report will be reviewed by the Grant Sub-Committee for approval. 
4. The report is then submitted to the Audit, Finance and Administration Committee for approval. 
5. Final approval of the report is made by City Council. 

Funding amounts are dependent on the available CEF budget.

Notifications

All CEF applicants are notified with the result of their application(s) by the administrative team. Following City Council approval, notifications are distributed via email. Successful applicants will receive an agreement form to initiate the payment of funds.

Funding Agreements (Grantees - Successful Applicants)

A funding agreement (contract) is required from all applicants receiving funding from the City. Funding agreements are signed and submitted through Adobe Sign.

• Successful applicants will receive a funding agreement included with their notification letter. 
• The form must be filled out and signed. Completed agreements will be forwarded to staff via Adobe Sign, it is not necessary to forward complete applications. 
• Funding will not be released without the receipt of a signed agreement. 
• CEF agreement forms may be submitted at any time after notifications, but no later than November 1. 
• The agreement form outlines the terms and conditions of funding.

Upon City Council approval and the receipt of the signed CEF funding agreement, the following payment plan will apply:

• $0 - $15,000, Paid out 100%
• $15,001 - $100,000, Paid 80% on Council Approval; 20% November 1^st
• Over $100,000, Paid monthly

• Reporting requirements and forms will be available through the grant portal.
• Grantees must submit a report and demonstrate that funds were spent on programming as described in the application. 
• Staff reserve the right to request financial records to substantiate submitted financial information.

Final Reports may include the following:

• Financial information with actual program costs*
• Statistics
• Program summary 
• Results of measurable outcomes 
• Summary of City Enrichment Fund acknowledgment  

*Creation and Presentation grantees are required to submit receipts for single expenses of $500 or more.

Reporting Requirements

• Agriculture: Due February 1, annually
• Arts: Organizations due February 1, annually - Artists due April 1, annually
• Communities, Culture, & Heritage: Due February 1, annually
• Community Services: Due April 30, annually
• Digital: Due February 1, annually
• Environment: Due February 1, annually
• Sport & Active Lifestyles: Due February 1, annually

All final reports must be submitted before subsequent grant applications can be approved. Non-Returning applicants are required to submit a complete final report for audit purposes.

CEF is piloting a 3-year multi-year funding program which offered returning “A” rated CEF applicants with an option to receive a 3-year funding commitment. 

The 3-year MYF period provides the opportunity for predictable and sustained funding to not-for-profit organizations that maintain good financial operations and are providing recurring programs and services.

The 3-year pilot period began with the 2025 CEF cycle, with qualifying MYF grantees receiving a commitment of funding for years 1, 2 and 3.

There is no MYF intake during this application cycle. Should the pilot be converted to a permanent program, CEF will announce the next intake for MYF funding if made available.

Program Area Managers

CEF Administrative Staff