Applications can only be made by CRPs who are members of Community Rail Network and who are formally accredited by the DfT / Welsh Government or are actively working towards accreditation.

We welcome innovative applications involving multiple partners, CRPs and funding organisations; however, the grant can only be paid to the CRP making the application. It must be used by that organisation to deliver the project or for them to commission partners to work together on the project as described on the application form. It is not permissible for the grant to simply be ‘passed through’ to another organisation for them to deliver the scheme.

CRPs who have reached the point in the initial accreditation process where an accreditation meeting has taken or is about to take place can also apply, but approval may not be given until accreditation has been confirmed.

To be considered for a grant, the following three tests will be applied.

1. Does the project further the four key pillars contained in the DfT Connecting Communities with the Railways: The Community Rail Development Strategy:
   1. Promoting a voice for the community
   2. Promoting sustainable and healthy travel
   3. Bringing communities together and supporting diversity and inclusion
   4. Supporting social and economic development
2. Is the project in line with, and listed in the CRP Activity Plan?
3. Does the CRDF application show how it will deliver social value connected to the railway, but outside of railway ‘business as usual’ work?

What will not be covered by a CRDF grant?

1. Costs which are the contractual responsibility of the Station Facility Owner, Network Rail or the Train operator.
2. Employment costs of the CRP officer for core CRP business such as working towards accreditation or developing an activity plan. However, it can fund additional staff resource specifically allocated to delivery of the project.
3. Projects which are already underway, unless it demonstrates a new aspect or development which is clearly different from the initial project.
4. New projects submitted for consideration where there are outstanding concerns on previous applications e.g. lack of reporting or evidence.

There is no limit to the number of applications which can be made, provided the above grant criteria are met and that there is money remaining in the fund. The maximum grant will be £25,000 for any one project. Community Rail Network also disburses other grants and members should check on our website for other suitable funds.

If the fund is to provide the biggest possible impact, we encourage an element of match funding for all funding applications. This demonstrates that the funding provided by the DfT leverages greater impact and ensures that a wider community of people are involved in any given project.

We require a minimum sliding scale of match funding to the part of the project that this application relates to:

Please make sure your applications are submitted as soon as possible as funds will be distributed on a first come first served basis. All projects must be fully complete by 30th April 2026 so we suggest that applications should be received by us no later than the end of February 2026 to allow for processing and delivery of the project.

Funds will be released as follows:

• For CRDF grants of up to £2,500 the grant can be forwarded immediately on approval if requested. However, an Annex B report must also be submitted when the project is complete.
• For CRDF grants of over £2,500, up to 50% of the agreed CRDF grant may be released at the start of the project as a gateway payment or at a point identified on the project plan to support up-front costs (e.g. deposits for equipment, placing of contracts or purchase of materials). These requests must be explained in full on the application form together with proof of planned costs and a project plan timeline showing the level of funding that will be sought for the interim payment. Balance of payment will be made in arrears, after the panel has approved the Annex B for the project. Advance payments are made at the discretion of the CRDF approvals panel.

• The balance of the grant will be paid when the project is complete and on receipt of the ‘Annex B’ form. All forms MUST be returned by 30^th April 2026.

As part of good financial governance, we request you keep all receipts and project records for six years. We financially audit a proportion of grant-funded projects annually, and members undergoing financial audit checks will be required to submit evidence (e.g. receipts and invoices) to support their submitted budget. Any budgetary discrepancies will be investigated and may result in a re-payment of funds. *

If you are unable to demonstrate that the monies have been spent as per the application, this may lead to a requirement to re-pay funding and in extreme cases may lead to legal action. Should there be genuine difficulties in carrying through the proposal as made, this should be reported immediately, and we will support you to ensure that funding is either returned or used appropriately in the circumstances.

Community Rail Network has a wide range of resources and specialist knowledge, including a growing number of corporate partners who can support projects. We also have many examples of previously funded projects where we can share learning. Please speak to your regional support officer about this during your project planning phase.

The Impact platform, available to Community Rail Network members, is a useful tool for monitoring progress and collecting evidence for your project.  Request an account and information on how to use it by contacting impact@communityrail.org.uk

We are keen to encourage the sharing of best practice and will therefore consider applications that include amounts (up to £250) for the writing up of best practice guides and reports on lessons learnt that we could disseminate to members. The awarding of such grants will not count towards the maximum grant for a particular project, i.e. this is additional funding. The willingness of CRPs to engage in sharing of both positive outcomes and learning from less successful projects is encouraged and will be supported by Community Rail Network.

Community Rail Network have a Code of Conduct on our website which we ask all members to support and act in accordance with, including during the delivery of grant funded projects.

If the proposal is for the area of the railway which forms part of the Train Operators “TOC” leased area (generally stations and their immediate surroundings), any proposal will be subject to approval from the train operating company (TOC) and the landlord consent process. If the area being considered is outside the TOC lease area Network Rail must also be consulted before applying to the fund and work starts. For further information please contact the relevant route lead for your train operator.

All projects delivered with funding from the CRDF must make clear in all associated publicity material that the project has been funded or part funded by Community Rail Network and the Department for Transport. Further advice on logos and branding to be used is available from your Regional S&D Officer and any invitations to launch events, press releases or media coverage should be sent to  news@communityrail.org.uk.

Assuming that the application is eligible, the application will be judged against:

Deliverability - we will look for evidence that the proposal can be delivered in the required timescales with the project completed and Annex B forms submitted by 30^th April 2026.

Planning - we will require an outline dated project plan, supported by an outline budget together with quotations for the works from suppliers. If projects are looking for interim funding the plan and budget must identify what deliverables should trigger release of part payment.

Scope - linked projects have the potential to delay projects and we will want to understand how such risks would be managed.  We will need to be assured there is no risk of scope change through the linked project, and we will need to review carefully the scope of the project. Interdependencies with other projects should be clearly stated.

Scale of benefits -  we will not be carrying out a formal economic appraisal but will assess whether the outputs and intended outcomes look strong or weak in relation to the grant from the CRDF. This will tend to benefit match funded applications. The match fund guidance is the minimum required amount for applications and higher match funding rates will tend to improve the possibility of funding.

Innovation - we will give preference to projects which represent a new initiative for your CRP, and which may provide lessons for other CRPs. 

Community art -    If the proposal is for the area of the railway which forms part of the “TOC leased area” (generally stations and their immediate surroundings), any proposal will be subject to approval from the train operating company (TOC) and the landlord consent process. If the area being considered is outside the TOC lease area Network Rail must also be consulted before applying to the fund and work starts. For further information please contact the relevant route lead.

At Community Rail Network we are committed to regularly reviewing the process of grant disbursement and encourage members to give feedback to regional officers and through our annual survey to ensure we provide a satisfactory experience. There is also a section on the outcomes and evaluation form for you to do this.

Personal information supplied on this form will be used to communicate with you specifically about your grant application, and to allow us to evaluate and assess the progress of the project for which you are applying for funds. It will not be used for any other purpose. This information will be processed, stored & transported lawfully and correctly, in accordance with the principles and safeguards contained in the Data Protection Act 1998 and GDPR Regulations (Article 5). Your personal information may be shared with third parties, such as the Department for Transport, Network Rail, train operating companies and devolved government, where it is deemed necessary to assess the application. Community Rail Network’s Data Privacy Policy can be found on our website.

NOTE: *This financial audit process is currently subject to DfT review; any changes affecting your application will be communicated to you.