Grants – Funding Projects that Promote Archives


The primary purposes for which the Trust is established are to promote the conservation and preservation of archives for the benefit of the public and to advance public education on matters connected with archives.

There is a limited fund from which grants will be made and if oversubscribed even applications meeting all criteria may not be successful or be offered a reduced amount.

Categories of Grants

Small Grants up to £500

Considered every 2-3 months by the grants committee. For these, applications can be quite low key and considered by a grants committee with decision making powers within weeks of submission, but with a report to Trustees at the next meeting. The relevant form can be downloaded via this link.

Main Grants between £500 and £10,000

Considered twice a year by the Trustees. Deadline for submission is end June or end December. The applications need to be more formal and while they can be filtered by a grants group the decision to award should only be made by the Trustees. The relevant form can be downloaded via this link.

Emergency Grants £500 to £10,000

Considered at any time, with a fast track to Trustee decision. These should follow a different path, starting with an informal discussion with the Trust’s nominated emergency grant contact to establish if the Trust should or would award a grant. If yes then a formal application to be made but fast tracked with devolved power to award by officers. The relevant form can be downloaded via above links.

Criteria for Grants

All applications will be considered and scored against the relevant application form. For main grants and emergency grants the detail required is greater and applicants are expected to show which of the following elements will be addressed by the bid

1. Preservation of Hampshire archives for public benefit. Public benefit means that the archives supported should be accessible, either deposited in a recognised public record office or similar institution which is open to the public. For examples please follow the links to the Wessex Film and Sound Archive case study.

2. Display of archives for public benefit. This could include support for a specific exhibition eg archives that related to an historic anniversary or the supply of display cases which enable archives to be viewed by the public. This can be permanent or temporary but should allow reasonable public access. For an example please follow the link to the Milford on Sea Historical Society case study or the King John`s House case study

3. Encouragement of the wider knowledge of and understanding of archives. This could include workshops, open days or education projects that raise the profile of the archives and how they can be used to assist the understanding of our history and heritage.

4. Promotion of research into and the publication of archival material. This could include the production of books, journals or papers which give an insight into a particular archive, or a range of archive documents from a variety of sources, and are available at reasonable cost to the public. It could be the support for the transcription of old documents to enable them to be more easily read by the general public, of the digitisation of archives to make them accessible for researchers. For an example please follow the link to the Humphry Repton at Herriard Park case study or the  East Meon Historical Group ‘Farming the Valley’ publication case study .

5. Support case or events linked to archive collections. These events could be open days, special exhibitions, or events where archives have been used to create walks, performances, or inform festivals. For an example please follow the link to the Two Time Theatre case study.

At the completion of the project an evaluation report and images will be supplied to the Trust for use in its publicity, reports, on its website and fundraising activity.

Grant funding is to be used only for the project detailed in the application, any deviations will have to receive the Trust’s prior consent. If an application is successful then a formal offer of an award will be made and terms and conditions of the offer will be detailed. Please click here for general terms and conditions. There are situations when all or part of the funding would need to be repaid. For example if the project not completed, or it differs from the bid or subsequently proves not to be public benefit.