Capital Grant (Ontario Trillium Foundation)

Capital Grant (Ontario Trillium Foundation) is sponsored by Ontario Trillium Foundation. Capital grants help organizations improve community facilities and spaces through renovations, retrofits, repairs, or new construction.

Capital Grants | Improving Physical Spaces Improve community facilities and physical spaces. Capital grants provide funding over one year to help organizations respond to the capital needs of Ontario’s communities. March 4, 2026, at 5:00 p.

m. ET. (Closed) Amount awarded (per year) Improve physical spaces for community use Programs and services that support the people of Ontario are delivered locally in a range of community buildings and physical spaces.

These places provide opportunities for activity, recreation, and connection and play an important role in creating healthy and vibrant communities where everyone feels a sense of belonging. In the Capital grant stream, OTF funds projects that update buildings, enhance physical spaces, and purchase fixed and non-fixed equipment so people and communities can thrive.

The grant application period is from February 4, 2026 to March 4, 2026, at 5:00 p. m. ET.

(Closed) How we assess grant applications What happens after you submit an application Most common application mistakes The March 4, 2026 deadline has passed. The grant application period is now closed. Thank you to everyone who applied.

All applicants are notified of the final decision approximately 4-5 months from the deadline date. All OTF decisions are final and there is no appeal process. OTF grants support the work of non-profit organizations, small municipalities and Indigenous communities to help them deliver direct community-based programs and services in Ontario.

Review the eligibility criteria below to help you determine if you are a fit with who we fund. View eligibility criteria for applicants Interested applicants must: Deliver programs and services in one of four sectors: sports and recreation, arts and culture, environment, and human and social services.

Have a primary purpose, presence, and reputation for delivering community-based programs and services with direct community benefit in one of OTF’s 16 geographic catchment areas in Ontario. Demonstrate the financial and organizational capacity to manage OTF funds, and deliver and complete the proposed project as per OTF’s Financial Need and Health of Applicants policy .

Demonstrate that it is the appropriate organization or community to carry out the proposed project. Read OTF's Eligibility Policy to learn more about eligibility criteria for applicants. In addition to these requirements, applicants must be one of the following: Organizations, including Métis and Inuit organizations, that have been registered or incorporated and actively operating for at least 12 months may be eligible for funding.

This includes: A charitable organization or foundation registered with the Canada Revenue Agency. An organization incorporated as a not-for-profit corporation without share capital in a Canadian jurisdiction. A Chartered Community Council, operating under the Métis Nation of Ontario.

All First Nations are eligible for funding. A First Nations seeking funding for their libraries must apply on behalf of the library.

Municipalities, libraries and local services boards A municipality with a population of 20,000 or less, county library boards and local services boards serving populations of 20,000 or less are only eligible to apply for funding in two of OTF’s Funding Priorities: Foster physically active lifestyles; or Enriching lives through arts, culture and heritage A municipality with a population of 20,000 or less must apply on behalf of its cultural or recreation agencies, including municipal libraries and museums.

Municipalities with a population of over 20,000 are not eligible for funding. An organization that is a religious entity or a faith-based group and is a registered charity or not-for-profit corporation may be eligible for funding. The organization needs to provide direct program and services to the community at large which are not religious activities and do not include a requirement to participate in any dimensions of faith.

Learn more about eligibility criteria for religious entities . Ineligible applicants and activities Collaboratives are not eligible for funding in the Capital grant stream. OTF funding is available to applicants that meet specific requirements related to their mission and mandate, how they operate, their proposed projects and the community need.

Find out who and what is not eligible for OTF funding . OTF invests in projects that help build healthy and vibrant communities. OTF’s funding priorities focus on areas that identify the types of change OTF invests in.

Select the funding priority that best meets the goal of your project: Foster physically active lifestyles Help people build stronger connections and a deeper sense of belonging in their community Enrich lives through arts, culture and heritage Support youth to develop stronger social, emotional and leadership skills Support participation in the conservation and restoration of the environment Enable economically vulnerable people to meet their basic needs and/or strengthen their financial stability Explore these priorities as part of OTF’s Grant Investment Framework .

As you plan your application and gather your documentation, choose the main objective for your project: Maintain or increase access to a program or service Extend the life of a facility or space Improve a facility or space to make it more accessible You can deliver your capital project and improve the infrastructure in your community through a maximum of three project activities: Repair, renovate and/or retrofit a facility structure or space Enhance or improve an outdoor structure or space Applicants that are installing fixed equipment, adding outdoor installations, or renovating, repairing, or retrofitting facilities or spaces are required to provide 1 of the following documents: Proof of ownership , such as a current year tax bill with roll number, current year Property Assessment Notice with roll number (from MPAC), land transfer document, title or deed; or A lease agreement with at least 5 years remaining at the time of the grant application deadline date.

Learn more about Lease Agreement Requirements . You can apply for funding to cover project costs across 3 budget categories. Prepare and complete a budget that meets application requirements.

Your project budget needs to be a minimum of $10,000 and cannot exceed $200,000. For each category, you can have up to five budget items. Include a short description for each item and a detailed cost breakdown.

Construction and renovation costs: This includes materials and/or contractor costs. Equipment costs: This includes fixed and non-fixed equipment. Developmental costs: Up to 20% of the total project budget can be for developmental costs associated with construction, such as the development of engineering plans, legal fees, or survey costs.

Certain activities and items are not eligible for funding. These include: Taxes, such as GST and HST, for which the recipient is eligible for a tax rebate, and all other costs eligible for rebates. Contingency costs: Funds that are reserved or set aside for an emergency.

Costs incurred before the approval of the OTF grant. General capital fundraising drives and/or capital campaigns. Where OTF funding represents a component of a larger project, applicants must demonstrate either that the OTF funded components can be completed independently or that other funding sources have been secured, before OTF releases any funds to the grantee.

If the funds to complete the project are not secured in full within one year of the signing of the Grant Contract, the grant will be rescinded. Program staff and program costs. Virtual spaces.

This can include websites, apps, large scale custom software, programming. Read the full list of what is not eligible for funding . Purchase of goods and services Where feasible, OTF encourages the purchase of Ontario or Canadian goods and services and recognizes the role local procurement plays in strengthening communities.

For each goods and services valued above $5,000, a minimum of one quote or estimate is required. However, OTF prefers to receive two or more quotes or estimates from different suppliers to help your organization establish accurate budget amounts and demonstrate the best value for money.

Multiple sub-contracts with a supplier on the same project Multiple sub-contracts with a supplier on the same project will be considered as a cumulative total. This means if the total of these goods and/or services exceeds $5,000, a minimum of one itemized quote or estimate needs to be uploaded. An itemized quote or estimate breaks down the cost of each good and service into line items.

A PDF quote or estimate prepared by a third-party vendor or supplier. For municipalities, documentation can be prepared by a specialized department within the municipality. A screenshot of an online shopping cart from a third-party vendor or supplier site.

All documents need to be: Dated and obtained within 6 months prior to the application deadline. Completed with information about the vendor or supplier. The Capital grant application involves specific information about applicants and their proposed projects.

The submitted information helps us evaluate if all eligibility criteria are met and eligible projects are then scored for overall strength and clarity. Along with the application checklist: Review the Capital grant application questions and Understand how we assess grant applications .

1) Gather your organization information and assess your eligibility The following lists will help you gather up-to-date information required for your application: Incorporation number and year of incorporation (not-for-profits only) Charitable registration number and year of registration (registered charities only) Business number (for all applicants) All applicants, except for Municipalities and First Nations, need to comply with and submit financial information that meet Financial Statement Requirements .

This includes: Financial statements covering your organization's most recent fiscal year and comparative information for the prior fiscal year. These statements must be completed within 6 months of your most recent fiscal year-end. Use OTF’s self-serve fiscal year tool to help you determine which financial statements you need based on your fiscal year-end.

Accumulated surplus and deficit documentation (if applicable) Use OTF’s financial position calculator to review your organization’s financial health. All applicants, except for Municipalities and First Nations, need to provide governance information.

This includes: List of active board of directors (required to have at least three active members, with at least 50% of board members at arm’s length relationship to each other) List of current senior staff, Director level and above Applicants who do not meet the criteria outlined above will not advance to the second stage of the assessment process, and their grant applications will not be fully reviewed.

Instructions for returning applicants If your Organization Information was submitted with a previous application and your financial statements still meet OTF requirements, your information will remain valid for the upcoming application deadline. What this means for your new application: The Organization Information section will be locked and not available to update.

Your organization’s eligibility remains valid, and you can proceed to the Project Information. When updates are required If your grant application was previously declined based on not meeting organizational requirements, or if your financial statements no longer meet OTF requirements for the upcoming application deadline: The Organization Information section will be available to update and resubmit with your grant application.

OTF will reassess your organization’s eligibility during the assessment process. Note: Successful applicants may be required to update their Organization Information before OTF Grant Contracts are issued or at any time while the grant is active.

2) Gather your project information and documentation For each of the following items, use the grant application questions to understand all requirements: Identify your project objective and activities Prepare your project plan Identify budget items that align to your project plan Obtain quotes and estimates for goods and services valued above $5,000 Provide photos and diagrams related to your project Provide your proof of ownership or a 5-year lease agreement 3) Complete and submit your application OTF requires all grant applications to be submitted through its Granting Portal.

Before starting an application, you will be asked to complete a short questionnaire to ensure you are a fit for this grant stream. Returning users: Sign-in to the Granting Portal when the application becomes available. New users: To access available grant applications, create an OTF account .

Start your application as soon as it becomes available and work with your team to finalize requirements Once submitted, your application is final and cannot be changed Applications submitted after the deadline will not be accepted Learn how OTF makes application decisions OTF provides the full grant application questions to help you prepare beforehand.

You can use the questions to draft your answers in advance, gather your required documentation, and plan with your team. Explore the grant application questions How we assess grant applications Submitted applications are assessed by experienced staff and local volunteers. Discover OTF’s assessment criteria for Capital grant applications to help you prepare a complete application.

View OTF’s assessment criteria Assessment criteria: Eligibility of applicants Demonstrate a primary purpose, presence, and reputation for delivering programs and services with direct community benefit in Ontario. Comply with requirements around certain political activities . Have the right type of complete financial statements based on its total revenues and fiscal year-end date.

If needed, the application also includes required documentation for accumulated surplus and deficit . Have a minimum of 3 active board members as of the application deadline. Provide a clear organizational structure and have proper oversight for effective management of conflict of interest and accountability.

Demonstrate strong financial capacity and the ability to manage the grant (if applicable, based on past OTF grants). Applicants that do not meet eligibility criteria will not have their applications proceed to a full review. OTF reserves the right to ask successful applicants for updated organization information at any time throughout the life of the grant.

Assessment criteria: Eligibility of projects OTF reviews the eligibility of projects based on the following areas: The project complies with eligibility requirements outlined in OTF policies and on the Capital grant page. The project fits with the funding priority selected. The project fits with the purpose of Capital grants and the selected project objective .

The necessary documentation meets requirements. The applicant has the capacity to deliver the project as outlined. Assessment criteria: Clarity and strength of projects Projects are evaluated and scored based on the following criteria: Community benefit and relevance (30%) The application clearly explains the fit with the selected funding priority and the selected project objective.

The project responds to a community need or opportunity. The anticipated local benefits are realistic and achievable. The project budget is appropriate to achieve the anticipated impact.

Project plan and feasibility (30%) The project plan is clear and provides details about how the project will be implemented including the deliverables, key tasks, and timelines for the project. The project plan is feasible, ready-to-go, can be completed within reasonable timelines and it demonstrates a high likelihood of success.

The project budget is clear and the identified costs correspond with the project plan, deliverables and key tasks. The costs are appropriate, reasonable and valid for the activities outlined in the project plan. All funds needed for the project are secured or there is a reasonable plan to secure the remaining funds.

Program participation for populations experiencing barriers (10%) The project will help populations experiencing barriers (e.g., socio-economic, geographic, cultural, gender, abilities and/or racial) to participate in the program. What happens after you submit an application After you submit a grant application, there are a few critical elements you should be aware of so you can begin your project efficiently and easily.

Read what happens after you apply Assessing and making recommendations We verify that your group meets eligibility criteria. If you are eligible, our experienced staff and local volunteers score your application against the project assessment criteria . Local Grant Review Team volunteers make funding recommendations to the OTF Board of Directors.

Learn more about how we make application decisions . Notification of funding decision The final list of approved grants is sent to Ontario Members of Provincial Parliament (MPPs) to give them an opportunity to congratulate successful applicants directly, when possible. All applicants are then notified of the final decision, approximately 4-5 months from the deadline date.

All OTF decisions are final and there is no appeal process. Successful applicants take part in a mandatory orientation meeting with an OTF Program Manager. These meetings cover key expectations and requirements of the grant and need to be completed before grants can be activated.

As part of the orientation, groups review the Grantee Requirements . After the orientation meeting, the Signatory Contact for the grant receives the Grant Contract by email, along with electronic signing instructions. The contract is a legal agreement between the applicant and OTF.

Once the contract has been received by the Signatory Contact, they must be review it, sign it , and submit it back to OTF within 60 days of receipt to remain valid. Grants are activated once contracts are signed and returned electronically to OTF. Grant payments are made through electronic funds transfer (EFT) once a grant becomes active.

Grantee engagements will take place throughout the life of a grant. Grantees submit a final report when the project is complete. The report covers the achievement of the project, metric, and learnings.

As outlined in the Grant Recognition Requirements , grantees are to publicly recognize OTF and its funder, the Government of Ontario, at an event and through other recognition activities. After OTF staff approve the final report, grant hold-back funds are released and the grant is closed. A random sample of grants are subject to a Grantee Compliance Audit.

Grants can be audited for compliance at any point within the grant’s life, or after the grant has been closed. Most common application mistakes Review some of the most common mistakes applicants make in their applications. This information will help you prepare a grant application that meets eligibility and application requirements.

Explore some common mistakes Applicant is not compliant with OTF policies As part of the assessment process, OTF ensures that applicants comply with OTF’s granting policies: Anti-Discrimination Policy Financial Need and Health of Applicants Policy When applicants do not meet these policies, the application will be declined. Applicant does not fit with who we fund Applicants are assessed according to OTF’s Eligibility Policy .

When applicants do not meet these requirements, the application will not proceed to a full review. For example: An organization does not clearly explain that its mission and mandate is to directly deliver programs and services in Ontario. Responses do not include enough information OTF receives a very high volume of grant applications.

While we review and assess all submitted applications, applicants can forget to provide enough detail to give OTF a full, and clear picture of their project. This often includes: Answers that don’t provide relevant information about the project and organization. Missing information about how the project will be delivered.

Applications that don’t have all of the answers fully completed will be declined. Documents are missing or incorrect Various documentation is required as part of the application. Certain documents are commonly missed or incorrect.

Here are some examples: Quotes and estimates are not submitted, are missing dates or don’t clearly go with a budget item. Photos of equipment needed to deliver a project are not submitted. The wrong proof of ownership documents are uploaded.

(Applicable for Grow and Capital grants) A lease agreement does not show a minimum of 5 years remaining at the time of application deadline. (Applicable for Grow and Capital grants) Collaborative applications that are missing a complete Collaborative Agreement . (Applicable for Grow and Seed grants) Applications that are missing documents or have incorrect documentation will be declined.

Missing or incorrect quotes/estimates Applicants frequently omit required quotes or estimates from third-party professionals, such as vendors and suppliers, for goods and services valued over $5,000, either individually or cumulative. To meet documentation requirements, applicants must include proof of pricing, such as: A PDF quote or estimate prepared by a third-party vendor or supplier.

A screenshot of an online shopping cart from a third-party vendor or supplier site. The documentation should clearly show: The date it was captured. The vendor or supplier name.

Example of Acceptable Documentation: You submit a screenshot of your online shopping cart from a major retailer showing the price of art supplies and office furniture. Since the combined total from the same retailer is more than $5,000, the documentation submitted meets the requirement.

Financial documents don’t meet requirements Wrong type of financial statements The size of your organization’s revenue determines who should be preparing your financial statements to submit with your grant application. Most common mistakes with this requirement are for: Organizations with revenues less than $99,999: Financial statements can be prepared by staff, internal bookkeeper, board member, or an accountant.

Organizations with revenues $100,000 or more: Financial statements need to be prepared externally and with different criteria, depending on total revenues. Applications that contain the wrong type of financial statements will not proceed to a full review. Review the Financial Statement Requirements .

Missing surplus or deficit information Organizations with an accumulated surplus or deficit need to include additional documentation with the application. This information provides further explanation for staff reviewing the application. Applications that do not provide this documentation will not proceed to a full review.

Review the Financial Statement Requirements and use the Financial Position Calculator to determine if you have an accumulated surplus or deficit. Incomplete or inaccurate project budget The project budget is a critical part of the application. It shows how grant funds will be used and ensures funds are used effectively.

There are a number of common mistakes related to the project budget. Budgets often include costs that are ineligible for funding. Budget items are not aligned to the Project Plan and requested term Applicants need to clearly explain how their budget items are connected to their project and Project Plan.

Applicants often forget to include: Clear cost breakdowns for each budget item. Appropriate and reasonable costs for the activities outlined in the Project Plan. A Project Budget and Project Plan that correspond to their requested term.

When Project Budgets do not meet requirements, the application will be declined. Applications do not explain the benefit to local community The project is not at a community level OTF has divided Ontario into 16 areas, called catchments, and applicants need to select one catchment area where the primary activities of the project will take place. Applications that indicate impact at a province-wide or national level will be declined.

The community need is not clear Ensure that you have created a link between your project and the benefit it will have in your community and/or for community members. For example, if you want to hire a volunteer coordinator or purchase equipment explain how these items will help you deliver your project to directly benefit community.

We are committed to excellent customer service and offer a broad range of complimentary resources and opportunities to help non-profit organizations. Learn how to directly apply for an OTF grant and receive the most up-to-date information about our grants.