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Movement Fund reporting requirements

As a recipient of funding from the Movement Fund, you're required to report on the progress of your project.

We'll email you a reporting form to complete at the end of your project.  

Below is some further guidance on what data you'll need to collect and what the final report will include. 


Collecting and sharing information relating to your project and the people who engage in your project is valuable, both to us as a funder, but also to your own organisation.  

It helps us all to review progress, track successes and understand the difference your project's made. It also helps us to learn from your experiences and identify areas for improvement to your project and the overall Movement Fund.

We can use what we learn to help more people enjoy the benefits of being active. 


We'll email you a reporting form at the end of your project. This is calculated from the project end date, which is confirmed for you on your Award Acceptance Form.

It's important that if this date needs to be altered (i.e. delays in your project starting) that you contact us as soon as possible.

What data do I need to collect throughout my project?

  • Participant data

    The participant data you're required to collect is:

    Information required The data you need to collect
    Number of people who take part, use or access your project

    Where possible, keep a record of how many people directly take part, use or access your project. Count one for each individual person even if they attend multiple times.  We recommend using attendance registers to collect this data. 

    If you have funding for a facility that is open-access or unmonitored, for example a skate park, an estimated number is fine.

    If at least 75% of these people are from any of the following groups

    If you collect demographic data (i.e. via a membership/registration form, or through a participant survey), we’d like you to let us know if at least 75% of your participants are from any of the following groups: 

    • Children under the age of 16
    • Girls under the age of 16
    • Women aged 16+
    • Adults aged 65+
    • People living on low incomes and/or in areas of deprivation
    • Disabled people and/or people with a long-term health condition
    • People from Asian or Black ethnic groups
    • Pregnant women and/or parents of children under one year
    • LGBTQ+ people
    • Care-experienced people
    • Unpaid carers

    If you don't collect any or some of this demographic data, don’t worry, there will be space to say that you don’t collect this. 

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  • Project spending

    The project spending data you're required to collect is:

    Information required The data you need to collect
    How much money, if any, you have remaining of the funding awarded to you 

    Keep track of how you spend your funds. 

    We'll only ask you about funding awarded by us, therefore ensure you're able to track this separately to any additional money raised or other partnership funding.

    Your plans to spend any remaining money

    If you've any of our funding remaining after your project, we'd like you to share with us clearly how you plan to spend this, as well as when you plan to spend it by.  

    This request will then be reviewed and if agreed, you'll be required to complete a final report once all of your funding has been spent.

    Detailed project spending

    It's essential you retain original receipts, invoices and bank statements for all your project spending. 

    We'll undertake sample checking of all spending on some projects. If your project is selected, we'll notify you and ask for evidence of how you've spent your funds.  

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  • Project details

    The project details you're required to collect are:

    Information required The data you need to collect
    What you've delivered with your funding

    Throughout your project, keep a track of what you use our funding for.

    For example: 

    • What have you purchased?   
    • What changes to facilities have you made?  
    • What activities have you delivered?   
    • Who delivered the activities?  
    • When and how often did your project/activity take place?  
    • Where did your project/activities take place?  
    Any challenges you've had delivering your project and what you did to overcome them

    Throughout your project, keep a note of any challenges you've had and what you did to overcome them.  

    Here are some suggestions of things to consider:

    • Resources (staff, finances, equipment, facilities etc.) 
    • Participant/community engagement 
    • Working with partners 
    • Inclusivity and accessibility of your project 
    • Safeguarding/safety etc. 
    • Monitoring and evaluation of your project 
    • Unforeseen external factors
    The difference your project has made (option to provide this via photos/videos showing what your project has achieved)

    Throughout your project, keep a record of any key outcomes that evidence the difference your project has made. It might be helpful to think about the following:  

    • Benefits to your organisation 
    • Benefits to participants 
    • Benefits to the local community 


    We'd particularly like to see what your project has achieved to better understand the outcomes and impact of our funding.   

    This could include:   

    • Photos e.g. of your completed project or activity  
    • Videos e.g. testimonials from participants or coaches  
    • Web links e.g. to a crowdfunding campaign page.  

    We don’t need anything professional, you can use your mobile phone as long as the photo/video clearly shows what our funding has achieved. 

    You must gain informed consent from any participants featuring in any photos/videos to share these with us. 

    We have produced a photo and video guide that may help you.

    What could have made your project better?  Throughout your project we encourage you to regularly reflect on how things are going, for example by keeping a log of what’s going well, what’s been challenging, how you overcame any issues, what you’ve learned and what advice you might give to someone else delivering a similar project. 
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