Climate Conversations Fund – Terms and Conditions

The Climate Conversations Fund is a grant fund being launched by the Welsh Government as part of Wales Climate Week. The fund is designed to support events that engage communities in meaningful discussions around climate change. The following terms and conditions apply to all applicants and successful grantees.

1. Eligibility criteria

To be eligible for the Climate Conversations Fund, applicants must be organisations with strong community ties or those representing marginalised groups. Priority will be given to:

• Local government organisations (e.g., local authorities, town councils)

• Third-sector non-profits (e.g., environmental groups, charities)

• Organisations representing marginalised groups

• Education providers (e.g., colleges, universities)

• Business networks

The fund excludes applications for commercial purposes or from social media influencers.

2. Event timing

Your event should take place between Monday 17 November 2025 and Friday 27 February 2026.

If you need to change the event date, this must be agreed in advance with Equinox, acting on behalf of the Welsh Government.

3. Application deadline

• The deadline for submitting applications is Monday 20 October 2025.

• The Welsh Government reserves the right to close applications early if the fund is oversubscribed.

4. Application review

• All applications will be reviewed and evaluated by the Welsh Government.

• Equinox, as the appointed contractor for the Welsh Government, will handle all queries, administration, support, and payments related to the fund.

• Equinox will check all applications for missing information or points of clarification before the evaluation panel meets.

• The Welsh Government evaluation panel will review all applications in October 2025.

• Applicants will be notified of the outcome of their application w/c 27 October 2025. Feedback from the panel will be provided at this time.

5. Assessment criteria

Applications will be scored based on the following criteria:

• Relevance to the adaptation topic

• Appropriateness and reach of the target audience

• Innovation/creativity of the proposal

• Eligible costs associated with the event

6. Priority for marginalised groups

Priority will be given to events that engage the following marginalised groups:

• Ethnic minorities and migrants

• LGBTQIA+ individuals

• Disabled people

• Digitally excluded people

• Children and young people

• Older people

• Farmers and rural communities

• Lower socio-economic communities

• Welsh-speaking communities

• People in precarious living situations

7. Payment terms

• Initial payment: 50% of the grant will be paid in advance of the event.

• Final payment: 50% will be paid in arrears, after submission of the post-event report.

Note: Successful applicants will receive clear instructions on the payment terms from Equinox. A grant agreement must be signed before payment, and an invoice (inclusive of VAT) must be raised to Equinox for the full grant amount.

Final payment will be made once Equinox receives a satisfactory post-event report confirming the event's successful completion.

8. Use of funds

The Climate Conversations Fund can be used for reasonable costs directly associated with organising, promoting, and facilitating the event, including:

• Marketing and promotional activities

• Venue hire

• Catering and refreshments

• Audio-visual equipment

• Hiring a trained facilitator

• Reasonable out-of-pocket expenses

The fund does not cover:

• Staffing costs

• Speaker fees

• Photographers/videographers

• Production of materials for long-term use (e.g., brochures)

• Printing costs

9. Event organisation & reporting

Successful applicants are responsible for:

• Organising and promoting their events.

• Equinox will provide an Organiser’s Pack and an invitation to a virtual meeting with tips on how to organise, promote, and facilitate the event.

Personal data: You are responsible for managing invitations and any personal data associated with your event. Do not share personal data with Equinox or the Welsh Government.

Post-event report: You must submit a report summarising discussions from your event to Equinox within 7 working days, and no later than Friday 13 March 2026. Full payment of the grant will only be made upon receipt of the completed report.

10. General terms

• Equinox will manage all queries, administration, and support related to the fund. You can contact Equinox via email at walesclimateweek@equinox.wales.

• If you have any questions regarding these terms and conditions, please contact Equinox for clarification.

11. Closing of applications

The Welsh Government reserves the right to close applications early or put a cap on the number of applications it approves, depending on the level of demand and available funding.