Repair and Adaptation Fund

The Repair and Adaptation Fund will support museums to carry out urgent repairs or make changes to their building which directly improve the resilience or accessibility of the museum. These projects must address issues that are beyond the limitations of the museum’s core maintenance budget.

The fund can support projects to tackle urgent repair needs that are:

• negatively impacting the safety and security of, or access to, collections
• negatively impacting visitor experience
• limiting the ability of staff and volunteers to carry out work
• creating health hazards

The fund can also be used to improve the environmental sustainability or accessibility of museum buildings through:

• Lower running costs by improving environmental efficiency and contributing to Scotland’s goal of net-zero emissions by 2045
• Improving the accessibility of museums for disabled visitors, volunteers, staff, and those with access needs
• Developing capital works plans for future repairs and adaptations that address urgent repair needs, improve environmental efficiency or increase the accessibility of museums

Projects can be up to two years long and must start within six months of the award date.

This fund is open to organisations that run Accredited museums in Scotland. These organisations must meet the requirements of The Scottish Government’s Fair Work Policy. Further information about the requirements of the policy can be found in Fair Work First – Guidance for funding applicants.

Accredited Museums can apply for grants between £5,000 and £100,000.

Organisations with project costs over £100,000 can also apply to the National Lottery Heritage Fund (The Heritage Fund) for match funding through the National Lottery Heritage Grants £10,000-£250,000 programme. We have aligned our application forms to help streamline the process, making it easier to apply to both funds. The Heritage Fund is happy to offer pre-application advice. Interested organisations can get advice by submitting a Project Enquiry Form.

The Heritage Fund aims to review applications and provide a decision within eight weeks of submission. Our application deadlines sets out the MGS schedule for application and award dates.

If you are thinking of applying, complete an Expression of Interest (EOI) form, found below, and email it to grants@museumsgalleriesscotland.org.uk by the deadline below. We’ll arrange a follow up meeting to provide advice on your application.

All applications must be submitted through our online portal, MGS Online.

The person reviewing your application may not be familiar with your museum, its needs, or its circumstances. Giving clear explanations and evidence to support your funding request will help us better understand your situation and strengthen your application. Guidance is available to help you develop your funded project and application if you have never applied for funding before, or are looking to improve the quality of your grant application.

Our Grant Outcomes

You need to show that the funding will make a difference to your museum in line with one or more of our Grant Outcomes. These outcomes relate to Scotland’s Museums and Galleries Strategy. Some of the outcomes will be more relevant to the Repair and Adaptation Fund than others.

Our six Grant Outcomes are:

1. Funded organisations will be more resilient
2. Funded organisations will be more environmentally sustainable
3. Collections will be better cared for and managed and more accessible
4. The museum workforce will be more skilled, confident, and diverse
5. A wider range of people will be engaging with and represented in museums
6. Museums will enhance quality of life for people by improving wellbeing, supporting learning, or contributing to place-making

When planning your application, take time to consider what you will measure and how you will show the impact of your funded activity. You are not expected to include all six outcomes. Focus on those that align closely with your project aims you are confident you can meet and show clear evidence of impact.

Click on the each of the six outcomes above for detailed guidance on each of the six outcomes. We recommend reviewing the outcomes before you begin your application even if you have applied for funding with us before.

What we expect of funded organisations

Organisations seeking funding are expected to uphold key principles in how they operate and deliver their projects. These principles are an essential part of our funding relationship and include:

1. Commitment to Fair work
2. Taking action to meet net zero targets and tackle the biodiversity crisis
3. Becoming more inclusive 
4. Sustainable strategic development
5. Working collaboratively wherever possible

Click on the principles above for detailed guidance. This guidance will help you answer relevant questions in your application form.

We will assess your application based on the criteria outlined below. As our funding rounds are competitive, it’s important to present a strong and clear case.

The need and urgency of your project

Explain why your proposed capital project is necessary and why it must happen now. Describe what would happen if your project did not happen. To strengthen your application, include evidence of the need for the work. This could be:

• Condition surveys from relevant professionals
• Risk assessments or your organisation’s risk register
• Forecasts showing cost or energy savings
• Feedback from visitors, staff, or volunteers
• Photographs of the issue(s) that you are hoping to address

Impact of your project

Tell us what difference the funded activity is going to make for your museum, staff, volunteers or visitors. The impact to the museum must align with the purpose of the fund and meet one or more of the grant outcomes. Explaining how you will measure the benefits to your museum will strengthen your project. Measures may include:

• Photographs of capital works carried out
• Data from energy generation reports, or energy bills
• Visitor surveys

Legacy of the project

Explain how you will sustain the benefits of the project after its completion. Include how you plan to manage any ongoing or increased costs related to maintaining the completed work.

Deliverability

Explain how you’ve planned the project, how you’ll deliver it, and what skills your organisation has to make it a success. Explain why the proposed approach is the most suitable method for delivering this project. Strong applications will include:

• Research or consultation which has shaped your project
• Detailed project plans and risk register
• Detailed budgets with evidence of costs
• Work briefs for any commissioned work

Financial Need

Explain why you need additional financial support to carry out your project.

• Building works such as repair and renovation to the fabric of your building, changes to the fabric of your building, installation of, or improvements to green energy solutions
• Capital development work such as feasibility studies, condition surveys, and design and architect plans from relevant professionals
• Professional fees required for the delivery of capital project
• Evaluation costs
• Contingency costs
• Additional staff costs required for the delivery of capital project

• Core costs, including overheads and existing staff time
• Acquisitions of collections or property
• Costs incurred before the award date
• Activity and engagement costs

If your costs aren’t eligible for MGS funding, they may still be supported by The National Lottery Heritage Fund. You can find full details about their funding criteria on The Heritage Fund’s official funding page.

You’ll need to provide documents related to your capital works. Some of these must be submitted with your application, while others are only required if your project is successful.

For your application:

• Proof of ownership or lease: You must either own the property or have a lease that extends at least five years beyond the project’s completion date.
• Condition survey: If your project involves capital repair works, include a condition survey prepared by a qualified professional. This survey must be dated within the last 5 years.

If your project is awarded funding:

Evidence of required permissions: You’ll need to provide proof of any permissions needed for your project. These may include:

• Planning permission
• Listed building consent
• Agreement from the building or landowner
• Access rights from the landowner