Application manual

Important information for culture and the arts grant applicants.


Getting started

Create an account on Online Grants

All applications must be submitted via the Culture and the Arts Online Grants web portal. It’s a good idea to register your account early so you are ready to start when the program launches. 

Register an account

Read the program guidelines

Each grant program has program guidelines. Make sure you read through the guidelines carefully — it has all the essential information you will need, including eligibility, what we fund (and what we don’t), how much you can apply for and what support material you can and can’t include.

Allow enough time

Start as early as possible to give yourself enough time to create a compelling and detailed application. Having plenty of time will also help you avoid making mistakes.

Make sure you and all key personnel have no outstanding grant report acquittals with DLGSC Culture and the Arts.

Request letters of peer and/or industry support

Letters of support included with your application should be current and clearly show knowledge of your activity, not just that you can deliver it. Give yourself plenty of lead time to talk with peers or sector leaders so they will be able to get their letters to you before the deadline. Always try to obtain letters of support from people that are not involved in your activity or directly benefiting from it.

Gather evidence of participation or consultation

This is important for demonstrating you have confirmation of your activity and the people participating in it. It can be letters, emails or quotes from communities, key personnel, events, venues, and suppliers. This is particularly important for community-based activities and those including Aboriginal communities.

Develop the 4 components of your application

  1. Activity details (core application questions)
  2. Project outputs
  3. Financial information
  4. Support material.

Each of the 4 components play a significant and distinct role in creating a whole picture about your activity and together they provide evidence of the four assessment criteria that your application will be scored against:

  1. Quality
  2. Reach
  3. Good planning
  4. Financial responsibility.

Core application questions

These are listed in your program guidelines with notes to help you.

  • Answer all the questions thoroughly, they are critical to the assessment process.
  • Avoid industry specific jargon or abbreviations. Your application will be read by experienced people from a range of disciplines so don’t assume they know what you know.
  • Address the criteria of quality, reach, good planning and financial responsibility. The criteria definitions will help you write your application but not all definitions will apply to your activity. Contact a project officer if you have any questions.

Project outputs

  • All applicants are required to provide intended outputs for the planned activity in the project outputs section of the application.
  • At the assessment stage, the estimated project outputs will provide an indication of the outputs that will be delivered over the life of the project.
  • If your application is successful, you will report your actual outputs against your planned outputs in the contract acquittal report. This will help you evaluate your project outcomes.
  • It is understood that your actual outputs may be different to the planned outputs you identify in the project outputs for a number of reasons. The priority is to capture accurate data about what your project achieved.
  • The accurate capture of project outputs ensures that the aggregated data can be used for research and analysis to highlight historical trends in the arts, cultural and creative sector and provides the basis for industry advocacy and benchmarking on a state, national and international level.

Project output definitions

It is important that you refer to the project output definitions as you enter the outputs for your planned activity. A full list of the definitions is provided below. If you require further advice or assistance, please contact a project officer

Adding notes

Use the notes next to each item to add explanations or additional information where relevant. The notes field has a limit of 1000 characters including spaces. If you copy and paste information into the notes field, ensure you clear all formatting first and ensure you do not paste more than 1000 characters. 

Additional notes

You can use the additional notes field at the bottom of the page to include information relevant to the overall project outputs.


Works include the creative development of new works, products, or collections, or remount of existing work. Provide the total number of these in the location where they are created/made. For example, the development of a performance, an artwork, design, composition or manuscript. Use the notes to describe the work.
Activities include shows, exhibitions, publications, recordings, seminars and conferences, workshops, trade events, and self-defined activities. Provide the total number of these in the location where they are presented. Use the notes to describe the activity.
Activities targeting specific demographics
Include the number of activities provided for people who belong to the targeted demographic groups listed.
Tours are the presentation of work in multiple locations in a limited timeline. Provide the total number of these in the location category where they are presented (for example metropolitan, regional, etc.).
Works/product sales
The number of sales of your work or product that is directly linked to your activity.
Paid attendance
Provide the number of people who paid to attend your activity in the location of the activity. This includes ticket sales.
Unpaid attendance
Provide the number of people who attended your activity free of charge in the location category of the activity. This includes complimentary tickets and non-ticketed activities.
Participants who pay a fee
Provide the number of people who paid to participate in your activity in the location category of the activity. For example, participants who paid to attend workshops relating to your activity.
Participants who don’t pay a fee
Provide the number of people who participated free of charge in the location category of the activity. For example, participants in free workshops relating to your activity.
Employee hours worked on the project
Provide the number of hours worked in total on the whole project (from your provided start date to finish date) by all employees for each of the employee types listed.
Employee head count demographics
Provide the total number of employees belonging to targeted demographic groups. Each person can be counted in more than one category. Regional employees applies to people who normally live in regional WA. Please also provide the total number of ALL employees working on the project.
Professional/skill development demographics
Provide the number of people engaged in skill development opportunities relating to the project.
Applicant feedback
Rate your experience with the grant application and reporting process, including clarity of information, user-friendliness, and overall satisfaction.

Financial information

Make sure you read your program guidelines for more detailed information.

  • Ensure you have met the minimum income requirement (if applicable) for the relevant program.
  • Refer to appropriate rates of pay or, where applicable, negotiated fees based on industry standards for your sector.
  • Explain your calculations in each notes section.
  • Include other sources of income.
  • Consider providing quotes for major expenditure items in your support material.
  • Demonstrate thorough planning by including all activity costs, leave nothing unanswered, make sure it balances.
  • All amounts must be in Australian dollars.
  • List what items your funding request to DLGSC will cover in the additional notes box.

Support material

Make sure you read your program guidelines for detailed information regarding formats and limits.

  • Your support material should back up the claims you make in the core application questions.
  • Focus on current, high quality and relevant materials that strengthen your application.
  • CVs and/or biographies are essential.
  • Some programs will have mandatory support material requirements which you must provide with your application.

More information on support material and how to upload it can be found below.

Create an Online Grants application

To apply for a DLGSC culture and the arts grant you should submit your application through the Online Grants portal.

If, for accessibility reasons, you are unable to apply online please contact us outlining the circumstances that prevent you from doing so and we will assist you.

The Online Grants portal is optimised for use with recent versions of Google Chrome, Edge, or Safari in combination with Windows or Mac OSX.

Throughout Online Grants there are helpful hints and information to guide you through the application and the process of applying online.

To make sure your work is being saved, please use the save buttons regularly. Also use the save and next and save and previous buttons, instead of the browser forward and back buttons. Please note that the Online Grants portal will time out after 20 minutes of inactivity and unsaved work will be lost.

Uploading support material

You will find information about support material, formats and limits in your program guidelines. You must submit your support materials by uploading them to your application.

Online submission of support materials

  1. If submitting audio and/or video files you must upload them to file streaming sites like VimeoYouTubeBandcamp or  SoundCloud. Do not use text documents for your weblinks, or websites that require an account to access (such as Spotify). Do not use file sharing platforms such as Dropbox, OneDrive or Google Drive for any support material documents.
  2. Click Add Support Material.
  3. Insert a title and description for each item.
  4. Select File if you wish to upload a file saved on your computer or URL if pasting a website address.
  1. Select Choose File and navigate to the file saved to your computer, then click Open.
  2. The file name will be displayed in the bottom right field.
  3. Click Add.
  1. Paste the complete URL in the field. Ensure the link is active and redirects to the correct web page.
  2. If your file requires a password to access it, make sure you include it in the description field before you click Add.
  3. If the combined total length of all audio or all video exceeds the program’s support material limit, specify the exact times that the assessor should start and finish listening or viewing.

Final check

You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback through the actions column.

If you require assistance extracting a copy of your draft application in Online Grants please contact

Show your application to a colleague or friend. If it doesn’t make sense to them, or they are not particularly excited about the project, then your application probably needs more work.

Proofread thoroughly, and fix typos, spelling mistakes and poor grammar.

Check and check again! Make sure absolutely everything you need for your application is included because once you submit your application there is no opportunity to add or amend anything.

Draft review

Check the draft review request deadline on the key dates calendar to see if the program you are applying to has the option to request a draft review. You can request a draft review any time before the draft review request deadline. Only one request for review can be submitted per application.

You can continue to edit your application while waiting for your draft review feedback. However, please be aware that depending on the volume of draft review requests, staff may not be able to provide feedback. In the unlikely event that this might happen, it is up to you to ensure that you submit your application before the submission deadline.

You are strongly encouraged to make your draft review request well before the deadline to give staff sufficient time to provide quality feedback and to allow yourself enough time to update your application. You will be unable to request a review after the deadline has been passed.

To request a draft review, review each page of your online application and tick the box on each page to mark the section as complete. When you get to the final page, an option will appear to request a draft review. 

Contact if you require assistance. 

Terms and conditions

Before you submit your application, you will need to read and confirm that you understand the terms and conditions outlined in the following sections:

  • grant application terms and conditions
  • media contact consent
  • working with children
  • privacy and freedom of information. 

A project officer can provide clarification if required. 

Grant application terms and conditions

General terms and conditions for grant application submission
  1. I have read and am familiar with the information relevant to this application as published on the department's website.
  2. I acknowledge that this application will not be accepted if it is late, does not include all the required support material, or is subject to outstanding acquittals.
  3. I am aware of my rights and responsibilities with regard to copyright and intellectual property as it relates to this project and confirm that all parties with a potential claim to copyright and intellectual ownership arising from this project have been consulted and provided their agreement where required.
  4. I confirm that the supporting material submitted with this application is my own work or the work of the artists named in this application.
  5. I give the department a licence to reproduce and communicate the supporting material submitted with my application for the purposes of assessment, and confirm that I have obtained all copyright and intellectual permissions as required to do so.
  6. I am not seeking funding for work that will be submitted for academic assessment.
  7. I agree to accept the department’s funding decision on my application.
  8. I have read and understood the section on privacy and freedom of information and accept the terms.
  9. I agree to inform the department of any changes in the status or circumstances of the application between the time of its submission and its assessment.
  10. I am aware that the department reserves the right to require me to provide evidence to verify that a current Working with Children Assessment Notice is held by all relevant personnel where the activity involves working with people under the age of 18.
  11. All statements in this application are true to the best of my knowledge.

Media contact consent

In the event that your grant application is successful, do you give the department permission to pass your primary phone number and/or email address on to the media?

Working with children

If your activity directly involves children, or if you and/or key personnel in the activity will be responsible for, or supervising children, you must confirm your understanding and compliance with current legislative requirements related to working with children. Refer to the Working with Children Check website for more information.

The Working with Children (Criminal Record Checking) Act 2004 makes it compulsory for many people in child-related work to apply for a Working with Children Check. The Department of Local Government, Sport and Cultural Industries reserves the right to require any applicant to provide relevant clearances as a pre-condition of funding. 

A person is in child-related work if their usual duties or work involve, or are likely to involve:

  • contact with a child (a child is a person under the age of 18 years); and
  • that contact is in connection with at least one of the 19 categories of child-related work listed under the Act; and
  • no exemptions apply.

To complete your application, you will need to read both and select one of the following Statements:

Statement 1

This activity is likely to involve personnel working with people under the age of 18. I am/the organisation is aware of the special responsibilities associated with working with children and am aware of the Working with Children Act 2004, and will take the necessary steps to ensure that, where required, all relevant personnel have a current Working with Children Assessment Notice or are able to obtain one.

Statement 2

The organisation and/or the activity does not involve working with young people aged under 18.

Privacy and freedom of information

Through its privacy policy the Department of Local Government, Sport and Cultural Industries is committed to safeguarding any personal information it may hold at any time in respect to an individual. For the purposes of this policy, “personal information” is information about individuals or which may identify an individual. The privacy policy can be found on our website. 

The Department of Local Government, Sport and Cultural Industries’ terms and conditions includes the following information for applicants:

Full listings of grant recipients will be published on our website and in our Annual Report. We may also publicise recipients in our newsletters and publications. You will be required to acknowledge the Department of Local Government, Sport and Cultural Industries in all your publicity if your application is successful. Failure to do so may affect your grant payment.

According to the Freedom of Information Act (1992), any information held by us, including your application is accessible by you. While the information you present to us is treated as confidential, staff and external peer assessors may see it. The information you supply may also be made available to those assessing any other grant applications you make.

By submitting your application, you waive any right to raise any type of proceedings against the Department of Local Government, Sport and Cultural Industries because of, or in contemplation of, any disclosure of the contents of your application in response to an information request made under the Freedom of Information Act (1992).

Data held in our system may be used for the following purposes: statistical reporting, application assessment, media enquiries, accounting purposes and for contacting you. The details of your grant will be public information, however, your personal details will only be accessible by our staff, appointed auditors and individuals or organisations who may help us assess or monitor grants.

Submitting your application

When you have completed all sections, click Submit as Final. It is very important you are completely satisfied your application is completed before you click Submit as Final. Once submitted your application cannot be accessed to make changes or add support material.

A system generated email confirming the successful submission of your application will be sent to your registered email address. This email confirmation is evidence that you have submitted your application by the due date and time. It is your responsibility to contact us immediately if you do not receive it within one business day of submission. Applicants are encouraged to extract a Grant Application Receipt immediately after submission.

If you do not receive confirmation, email Online Grants Support at quoting your application name and time of submission, and a staff member will investigate the status of your application. Claims relating to application submission errors after this time will not be investigated.

The department does not accept applications submitted by email or post.

Assessment process

All applications are assessed against the 4 criteria:

  1. Quality
  2. Reach
  3. Good planning
  4. Financial responsibility.

The weighted scoring method is a decision making support tool that allows equal evaluation for each application against the assessment criteria as well as an objective comparison to be made between applications. 

To help you address the 4 criteria in your application there is a subset of assessment measures and definitions (see below). Not all the assessment measures will apply to every activity. Assessors will consider how well your application addresses the four criteria, as well as the objectives of the program you are applying to. 

You must score highly on all 4 criteria to be successful. However, not all applications that score highly will be successful in receiving funding. Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.

Assessment criteria


The extent to which the work explores new possibilities or views.
The extent to which the work respects cultural tradition or is unique in the state.
The extent to which the work breaks new ground.
The extent to which the work promotes curiosity in artist and audience.
The work is regarded as the best of its type either globally or nationally.
The quality of the connection of the work with communities of interest.
The timeliness of the creative idea in relation to contemporary events.
The work demonstrates an ability to realise creative ideas to real world outcomes.
The extent to which the work challenges convention.
The extent to which the artist is fearless and negotiates new artistic approaches.
The extent to which the work has undergone thorough research and development.


The extent to which the work engages a broad cross section of WA society.
The capacity of the work to have long term influence and importance to communities of interest.
The extent to which the work engages with communities of practice.
The ability of the work to attract investment from a range of non-DLGSC sources.
The number of people in communities of interest who directly engage with the work.
The extent to which the work will attract and develop new audiences or markets in WA, nationally or internationally.

Good planning

Realistic and thorough consideration of all activity elements
The timeline, budget and support material demonstrate consideration of all activity elements and is realistic. The activity meets the objectives of the funding program.
Realistic and achievable outcomes
Intended outcomes of the activity are clearly defined, the application explains the way in which each outcome will be achieved, and the methods described for realising each outcome are realistic and well considered. The activity outcomes progress your broader goals for your practice or development.
Demonstrated process of research and/or consultation (if required)
There is a clear process by which research, consultation has or will be undertaken and there is clear demonstration of decision making, planning and/or participation in the activity by the targeted community of interest or host institution.
A clear, well considered evaluation process
The evaluation methods are defined and enable the applicant to know whether the outcomes have been achieved.

Financial responsibility

Value for money
The proposed expenditure realistically enables the activity outcomes to be achieved and demonstrates an efficient use of resources and the investment from other sources demonstrates appropriate community/industry/business support.
A comprehensive budget
The budget demonstrates accurate costings for the activity and the expenditure is supported by quotes, appropriate rates of pay for artists, arts workers and/or industry professionals, with fees supported by written confirmation.
Financial self sufficiency
The activity encourages self sufficiency and addresses issues of business/practice sustainability.


Applicants to peer assessed programs will be notified via email of the outcome of their application once the assessment process has been finalised and all relevant approvals have been sought.

Successful applicants will receive a contract and supplier creation form, which needs to be signed and returned before grant funds are paid.

The Australian Taxation Office (ATO) considers any grant payment to be taxable income for the purposes of your annual income tax return. You are encouraged to discuss your tax implications with your tax agent or the ATO prior to applying for a grant.

Grant acquittal

Successful recipients of a Culture and the Arts grant will be required to submit progress reports and/or a funding acquittal report as per the details specified in the funding agreement. The relevant report will be available for you to access in Online Grants once a copy of your signed funding agreement has been received. Ensure you check your funding agreement to confirm your reporting requirements and deadlines.

Your acquittal report will be due 90 days after your activity end date. Your acquittal support material should be selected to best show that you have successfully completed your activity. This could include activity documentation (in the form of images, audio or video), receipts for your major expenses, reviews or feedback of your work, book or script extracts, etc. Refer to your funding program guidelines to check acceptable support material formats and mandatory material that must be included. While there are no strict limits on acquittal report support material, a good general guide is up to 20 pages of text, 10 images and 12 minutes of video and audio.

Acquittal images: documenting your activity

Images of your activity provide a simple and straightforward means of showing your activity was delivered as described in your original application. 

When you submit an acquittal (applicant report) with images, the best images may be used on our website and in promotional materials with your permission. This is a valuable opportunity for publicity. If you would like your images to be considered they must be high quality, have information so we can appropriately credit them, and a completed image permission form for us to use them.

To ensure you capture the best possible images for documentation and promotion make sure you:

  • Use a good camera. Phone cameras may be convenient, but the quality and resolution of phone camera images may not be suitable for publication.
  • Set your camera for at least 300 dpi and/or set it to save the image at between 1MB and 5MB.
  • Include photos taken during the development stages of your activity as well as the final activity.
  • If you give us images taken by someone else, ensure you clarify copyright ownership and seek agreement or permissions for you to share those images with us.
  • If children are pictured, seek the consent of a parent or guardian at the time of taking the photograph and include that consent in your acquittal. We cannot publish images featuring children if consent cannot be verified.
  • Take notes to help you remember who or what was in the photograph, where it was taken and when. You will need to provide this information in your image submission.

Typical image credits may include the following information:


<name of pictured performers/artists (L-R)>, in <title of performance> by <artist/producer/company> at <venue/event/festival>, <place/town/city>; <year>. Photo by <photographer name>


<name of artwork>, by <artist name>, at <exhibition and/or event>; <place/town/city/>; <year>. Photo by <photographer name>

Audience or participants

<name of people pictured if known or significant>, at <exhibition/event/festival>; < place/town/city>, <year>. Photo by <photographer name>

Activity development stage

<description of subject/persons pictured>, <description of activity being undertaken>; <name of project/performance/event etc> by <artist name if relevant>; <place/town/city>; <year>. Photo by <photographer name>

Assistance for applicants

Project officers are available via telephone and email to answer queries about applications and suitability of activities to specific programs.

If you need extra assistance due to disability, language barriers or any other factor that may disadvantage you in completing your application, please contact us.

The advice provided by project officers does not guarantee the success of your application.

Due to the high number of applications received, each funding round is highly competitive.

All applications are considered on their own merits and against the assessment criteria and program objectives.

Contact us

Online Grants portal technical support

For assistance using Online Grants or to report any related technical issues, contact the Online Grants Support Team:

Project officers

For enquiries relating to this funding program, including advice or assistance with your application, contact a project officer: 

Telephone 61 8 6552 7400
Toll Free (Country WA callers only) 1800 634 541

Assistance for people with disability

The department is committed to supporting applicants with disability. Information can be provided in alternative formats (large print, electronic or Braille) upon request.

If you require special assistance in preparing your application, please call 61 8 6552 7400 or toll free for regional WA callers on 1800 634 541 .

Family, friends, mentors and/or carers can attend meetings with you.

If you are deaf, or have a hearing or speech impairment, contact us through one of the following:

Interpreting assistance

For interpreting assistance in languages other than English, telephone the Translation and Interpreting Service on 13 14 50 and ask for a connection to 6552 7400 or 1800 634 541.

Regional applicants

Toll Free (Country WA callers only): 1800 634 541 

Email the project officers:

Feedback, appeals and complaints

When you submit an application, your application is subject to a competitive assessment process. Your application is assessed against the assessment criteria and all applicants are notified of the outcome of their application as soon as possible following the conclusion of the assessment process.

Feedback on your application

The department is not able to provide telephone or email feedback to unsuccessful applicants. However, if unsuccessful, you will be provided with a letter containing an assessment summary of your application. 

You can contact a project officer to discuss improving the planning and preparing of your future applications based on this feedback.

Appealing an unsuccessful application

It is a condition of submitting an application that you acknowledge acceptance of the DLGSC’s assessment process and requirements as outlined for each grant program.

Appeals will only be considered where there is an alleged breach of the assessment process. If you believe that the proper assessment process has not been followed for your grant application, please discuss your concerns with a project officer in the first instance.

Lodging a complaint

If, following discussion with a project officer, you consider your concerns have not been adequately addressed; you can lodge a complaint with the department, in writing, by following the instructions outlined in the feedback section of the department's website.

Page reviewed 22 November 2023