Memory Cafe/Dementia Group Grant – T&Cs

Memory Cafe/ Dementia Group Grant
Terms & Conditions and Guidelines

Please read the Memory Café/Dementia Support Group Grant Terms and Conditions CAREFULLY.
Most applications we turn down are those that don’t meet the eligibility criteria. To avoid disappointment, we suggest you read the Eligibility Criteria and Exclusions sections carefully. If you have any questions, please do not hesitate to call.

If you need help with your application, please call us on 01872 273952 or email

Purpose of the grant

It is the aim of this grant to allow groups of people with dementia to run engaging and meaningful activities to enhance people’s health and wellbeing, to assist people with dementia in accessing a range of local support networks and community resources, and so help people with dementia to increase their independence and reduce the need for specialist care or hospital services.

 Terms and Conditions

 Eligibility Criteria

  • Groups must have a minimum of 4 people with dementia
  • Groups must be based in Cornwall and only benefit residents of the county who are aged 18 years or over.
  • Groups must link to a professional or recognised organisation which can vouch for the group. The professional or organisation must be from:

* NHS provider                              *Cornwall Council
* IOS Council                                 *Age UK Cornwall
* Kernow Carers Service              *Memory Matters SW
* Alzheimer’s Society                    *Volunteer Cornwall

  • Groups must have a steering group or committee and provide details of this.
  • The group must have Public Liability Insurance. New groups can use the grant to fund this and we will require evidence in a progress report that this has been done.

Your funding request

  • Groups can apply for a grant to a maximum of £1000 per year (1st April to 31 March).
  • New groups can initially apply for a start-up grant of £500 then apply again at a later date for further funds for running costs to a maximum of £1000. We will issue the start-up grant first, then groups can apply for the remaining £1000 once we have received a satisfactory feedback report.
  • Groups may apply more than once per year to a maximum of £1000 (£1,500 in total for start-up groups) or 100% of their annual running costs, whichever is lower.
  • Permitted costs include start-up costs, resources or expertise, equipment, consultancy, venue hire, travel to in-county activity sessions, refreshments, art/craft supplies, days out, Public Liability Insurance, social activities, guest speakers, etc.
  • In addition to a grant for general running costs, the grant can also fund groups to either buy resources to set up activity sessions themselves or to buy in workshops and training sessions from external organisations.
  • If you are buying in activities from an external organisation or provider, the organisation must be based in Cornwall. Please tell us on your application form who the provider is.
  • Organisations must not be commissioned by Cornwall Council, IoS Council or NHS Kernow to provide these activities.

Exclusions (what this grant cannot pay for)

  • Fees for facilitating the regular group sessions are not included (facilitation costs for external organisations providing activities or workshops should be included in their quoted fee).
  • Travel expenses are not permitted for out-of-county events, e.g. conferences.
  • Groups cannot apply if they do not support at least 4 people with dementia or if they support people with memory loss due to neurological disorders.
  • Groups must not be commissioned by Cornwall Council, NHS Kernow or IOS Council.
  • Items and activities already paid for cannot be reimbursed through this grant.
  • Applications from groups who have had a grant from us before and who have not submitted their feedback report and all relevant receipts.

Completing your application form

  • Groups must demonstrate that they support people with dementia and promote their health and wellbeing.
  • Applications must also demonstrate how people with dementia will be involved in decisions about the planned activities.
  • The grant will fund: start-up costs, resources or expertise, equipment, Public Liability Insurance, training, guest speakers, consultancy, venue hire, and travel to in-county activity sessions and days out.
  • Groups must provide details of the intended expenditure where possible and must have a bank account in the group’s name. Organisations may hold funds for a group they have or are intending to set up but we must have a Financial Declaration, using the template provided, from your finance manager or similar to say that the grant funds will be ring-fenced for the group’s sole use. The template can be completed as an online form here: Financial Declaration for Organisations or you can download a Word version here CRCC Financial Declaration for Organisations 2019-20
  • Please list all costs for which the grant is required where known.
  • Travel costs are permitted for in-county activities and days out.
  • This grant fund is limited and so we will prioritise applications according to the following criteria:
    • New groups applying for the first time
    • Activities or resources that are good value for money.

Additional documentation

  • Evidence of listed costs should be submitted with your application, e.g. receipts from previous applications, quotes, invoices, website addresses, etc.
  • If you have applied to this grant before, we must have received a feedback report and relevant receipts from you before we can process your applications. If you have not already submitted your report and receipts, please send with this application.

Data Protection

Please note by sending in this form we will keep your details for recording/monitoring purposes, e.g. showing CRCC’s work across Cornwall and IOS (no personal details).

We will not share your details with third parties; however we will on occasions contact you with information that we consider relevant/beneficial to your group.  We will also contact you yearly to confirm the details we hold are correct.

To help us satisfy the requirements of the General Data Protection Regulations, please confirm that you agree to this by ticking the box in the Declaration/Agreement section of the application form.  If you wish to be removed at any time in the future, please contact us 01872 273952. Please also read the section at the end of these T&Cs for more information about how the GDPR may affect your group or organisation.

Next steps

Once we have received your application we will check it meets the above criteria; we may contact you by telephone to discuss the application in more detail. Therefore please ensure the contact provided is available during office hours and has knowledge of your group. We recommend that you take a copy of your application form, as you will need to refer to it if we have any queries and when completing your feedback report. Following this initial check, your application will go before the grant panel who will decide on its suitability for funding.

The application deadlines for this year are: 

17 May 2019
9 August 2019
20 September 2019
1 November 2019
10 January 2020

How your application will be assessed

The grant panel will meet approximately 3 weeks after each deadline to assess applications. The panel members assess each application using a checklist based on the grant eligibility criteria and exclusions.

You will receive the result of your application in writing within 7 working days of the assessment and, if successful, an offer letter will be sent outlining any conditions of your grant. Decisions by the panel are final and there is no right of appeal.

Change of grant use

The grant must be spent for the approved purpose and failure to do so could result in a request for funds to be returned. If your circumstances change and you wish to amend your original activity, you must notify CRCC in writing detailing the proposed change and await approval by the Grant Manager before proceeding with the new activity.

Feedback reporting

Applicants must agree to complete a feedback report within 12 months of receiving the grant or by 31 March 2020, whichever is sooner, on a standard form supplied by CRCC.  Your feedback is used by us to report back to Cornwall Council and NHS Kernow on the progress of the grant programme, therefore reports must be completed as requested. We are always delighted to receive photographs of group activities and these are included in the documents we send to the grant commissioners.

When returning the form please include copies of receipts and invoices obtained for all items purchased. No further grant applications will be considered until this has been received and approved by CRCC.

Need more information?

If you need more information please contact:

CRCC, 2 Princes Street, Truro TR1 2ES

Tel: 01872 273952


GDPR and constituted groups or organisations

This section applies to you if you are a constituted group or organisation funded through CRCC. You need to be aware of changes to data protection legislation.

For the purposes of this notice, a constituted group is one that is more formal, run on a voluntary basis but is set up as an organisation with its own steering group/committee, will have a constitution and its own bank account.

The grants we allocate are done so on behalf of Cornwall Council and NHS Kernow. Therefore, we have sought guidance from them about how changes to data protection legislation might relate to grant-funded groups and organisations. Their view is that you should be aware of the changes to the rules and, ideally, undertake training if necessary.

What is GDPR?

As you may be aware, rules regarding data protection have changed. The General Data Protection Regulation (GDPR) is Europe’s new framework relating to data protection and replaces the UK’s Data Protection Act 2018. It mostly concerns how organisations obtain people’s personal information, how they store it, what they use it for and how long they keep it. The new regulation started on 25 May 2018.

This may also affect constituted community groups and organisations where a ‘group leader’ or ‘facilitator’ holds personal information about the group’s members, e.g. name with an address, telephone numbers, or any medical information. If you simply hold names and phone numbers, you are unlikely to be affected by GDPR, but if you hold more detailed and sensitive information, you should make yourself aware of what the new rules are. It is worth mentioning that the GDPR also sets out what rights you have as an individual in relation to what information organisations hold about you, so it is worth looking into.

The law says:

  • You should only record information that is absolutely necessary for you to have.
  • You must have the express permission of any person you hold information about and…
  • The person whose information you hold must know what details you have about them and what you will use it for
  • You must store personal information securely, e.g. in a locked cupboard or lockable filing box. If you carry personal information around (in a file or at the back of a diary or notebook, for instance), you must consider what is necessary for you to carry around and how easy it might be for someone unauthorised to see other people’s information.
  • You should ensure that the information you hold is up-to-date, that the person still wishes you to have any of them details. If a person no longer wants you to have their information, you must delete/destroy it.
  • The law applies to both written information and anything collected or stored electronically.

The GDPR is monitored by the Information Commissioner’s Office (ICO) and you can find out more about it at  They have produced some useful guides and we recommend reading Preparing for the General Data Protection Regulation – 12 Steps to Take Now (if you do not have access to a computer, please call me on 01872 273952 to ask for a paper copy, which is free to any CRCC grant-funded group).

If you are a small, informal group, the GDPR is unlikely to apply to you. However, if you are a constituted group or organisation, then you might wish to consider undertaking some training. Penwith Community Development Trust (PCDT) may be able to offer training sessions for community groups on GDPR, however there is a charge for this. You are not required to undertake training and you might prefer to use the free guides and online tools available from the ICO instead to ensure you comply with the new rules.

If you are interested in attending a training session, you can contact PCDT at or call them on 01736 334674. The cost of training for community groups is £25 per person. There is also a training session specifically for organisational leads and the cost for this is £35.