Collaboration category guidelines
The department acknowledges that the arts and cultural industries have experienced, and will continue to experience, disruption from the impacts of COVID-19. Please refer to the Western Australian Government website for COVID-19 latest information. It is important that we resume our programs to maintain creative activities, support ongoing arts practices, facilitate experimentation and encourage viability during this period. In response to COVID-19 we ask that all applicants consider the following in relation to their project or program of activities before submitting an application:
advise of any risks identified in your project as a result of COVID-19 and how you plan to mitigate these risks
consider including a Risk Management Statement as part of your support material if your project includes activities which are impacted by, or could be impacted by, public heath restrictions, such as public gatherings
reference the Department of Health's guidance on events
Providing this information, either through answers to application questions or support materials, allows assessors to consider your application against the relevant criteria. The level and detail of information provided should be commensurate with the risks identified.
If you have any questions regarding your application, please contact us.
The DLGSC and Lotterywest Creative Communities COVID-19 Recovery Program provides funding for artist-in-residence projects that engage communities and are delivered in partnership with artists and either a local government authority, local school, or community group.
The arts play a significant role in supporting communities to tackle disruption and re-establish local connection, strength and resilience beyond the impact of the COVID-19 pandemic.
The program encourages community connection through local initiatives that strengthen community wellbeing and encourage people to reconnect after a period of physical distancing.
The program prioritises projects that engage children and their families, and young people in communities who:
Underpinned by the principles of Community, Connection and Collaboration, it is essential that projects embrace community-based arts practice by ensuring:
The artist-in-residence activity will support artists and/or arts organisations to carry out creative work at a community facility or across several facilities for a minimum of 10-weeks. The artists and arts organisation/s will work collaboratively with community members and other key partners, to codesign a project that reflects the diverse needs of the participants during the COVID-19 recovery period.
The Creative Communities – Collaboration category provides for significant partnerships that connect professional artists and arts organisations with community participants and other key partners to deliver a co-designed artist-in-residency project.The objectives of the program are to:
Start as early as possible to give yourself enough time to develop a compelling project idea and turn it into a detailed application.
It has all the essential information you need to know such as 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.
These resources will help you plan your project while ensuring best practice for community-based art activities and to inspire you on what types of projects your community can produce.
This is important for community-based activities as it demonstrates 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.
Contact 61 8 6552 7400 or Toll Free (Country WA callers only): 1800 634 541 or grantsprogramsca@dlgsc.wa.gov.au to go over your project and any concerns.
The Creative Communities - Collaboration grants support significant, collaborative artist-in-residence projects that run for a minimum of 10 weeks. The 10 weeks do not need to run consecutively.The project must be an artist-in-residence activity which allows artists and/or arts organisations to carry out creative work at a community facility or across several facilities.
The artists and arts organisation/s will work collaboratively with community members and other key partners, to codesign a project that engages children and their families, and young people; and reflects the diverse needs of the participants during the COVID-19 recovery period.Activities must comply with COVID-19 restrictions at the time of submission. Check WA.gov.au for the current restrictions. It’s possible that circumstances may change. If this happens, an Investment Officer will work with you to amend your approved project.
The DLGSC, along with project partners Pracsys Economics and the Intelligence Agency in the UK, developed Culture Counts to collect and measure standardised arts participation metrics from organisations, their peers, audiences and participants by interviews and online through mobile devices or computers.
Culture Counts is available to applicants through this program. Successful applicants will be supported by DLGSC to integrate the specified Culture Counts metrics into the participant assessment feedback on their project. Participants do not need to access the Culture Counts system to provide their feedback. It can be gathered via other non-digital means which applicants can then enter into the system later.
The data collected will be collated and analysed in aggregate form to communicate the outcomes of the program. This data will not identify individuals, organisations or events and will be made available to the public in non-identified form only.
Additional financial support will be provided to successful applicants to assist them to undertake the data collection requirements of this program.
Your application will be ineligible if you:
The Creative Communities – Collaboration grants are up to $80,000 each. Projects should be of a scope and scale that reflect an investment of significant value. The project must be completed within 12 months of receiving the funds.This program may fund up to 80% of your total project cost. You must demonstrate at least 20% income (including in-kind income), or your application will be deemed ineligible.
The key dates calendar has application opening and closing dates, activity start dates and draft review deadlines. All times are in AWST (for Perth, Western Australia).
You are encouraged to submit your application before your submission date to ensure you have plenty of time to allow for technical or eligibility/resubmission issues.
Processing of grant payments to successful applicants will not start until after the grant contract is signed and returned. Depending on the activity start date, we cannot guarantee notification and/or availability of grant funds before the activity begins.
There are no limits to the number of applications you may make to this program, however you may only have a maximum of one successful Creative Communities - Collaboration application in a 12-month period from the date of your first submission.
Please apply using the Online Grants web portal. Make sure you read the rest of the program guidelines before you open the web portal.
More information on how to apply can be found in the application manual.
Applications to this funding category are assessed by external assessment panels.
All applications are assessed against the four criteria:
Your activity must also meet at least one of objectives of the category to be successful.
Assessors will consider your application against the relevant dimensions and definitions and allocate a weighted score for each of the four criteria.
Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.
Imagination, authenticity, originality, inquisitiveness, excellence, captivation, relevance, innovation, challenge, risk and rigour.
Quality refers to the level of artistic and cultural significance of the activity. Quality may be demonstrated by, but not limited to; how the creative ideas meets the needs and aspirations of the community, examples of previous artistic work, arts and culture sector support and a strong history in the artist’s practice. It is also demonstrated through the skills and experience of the people involved in the activity and the alignment of those skills and experience to deliver the project.
Diversity, platform, collaboration, leverage, number and growth.
Reach refers to the level of impact the activity is likely to have and the fit of the activity with the program objectives and priorities. Reach may be demonstrated by including information about the community influence and involvement in all aspects and stages of the project, number of participants, potential audience numbers, relevant marketing and promotional strategies.
Realistic, achievable, considered, demonstrated research and/or consultation, evaluation.
Good planning refers to the level of consideration which has been given to practically undertaking the activity. Good planning can be demonstrated by, but not limited to; carefully considered preparation, confirmation of key personnel, confirmation from participants and key partners, a realistic timeline and achievable outcomes, documented research and/or consultation.
Value, comprehensive budget, financial self-sufficiency.
Financial responsibility refers to the sound management of the budget. Financial responsibility can be demonstrated by but is not limited to; efficient use of resources, reasonable expenses, an accurate and comprehensive budget and other sources of income have been considered and included where appropriate.
There are 4 components of a grant application: core application questions, project target information, financial information and support material.
Each plays a significant and distinct role in creating a whole picture about your activity and tells a story about what you want to do.
If you need more information on how to prepare your application, please read the application manual or contact an Investment Officer.
Thinking about the assessment criteria and program objectives, answer the following questions in the online application:
What do you plan to do? Describe the artistic concept of the project. Include the creative processes and how the creative ideas meet the needs and aspirations of the community.
Further information can be provided in the Support Material by including the artist/arts organisation profiles, key personnel CVs or biographies, community engagement plans, letters of peer/industry support outside of your activity, as well as artistic support material which includes relevant, recent examples of the artist/arts organisation’s own artwork.
Describe who is involved in the collaboration i.e. artists, arts organisations, community members, key partners and other stakeholders. Provide an outline of the artist or arts organisation’s current creative practice including any relevant experience working with communities. Provide details on the key partners and outline their key roles and responsibilities throughout the project.
Further information can be provided in the Support Material by including confirmation of consultation and or support from the target community/ies and partners.
Provide a description of the community/ies involved in the project and how they have been impacted by COVID-19 and how this project will help them to recover or reconnect. Demonstrate the relevance, timeliness and proposed impact of the project on the community/ies.Further information can be provided in the Support Material by completing a community engagement plan and confirmation of consultation and or support from the target community/participants and partners. .
Include the stages or steps in planning, developing and implementing your project. Include when and where it will occur, what space/s the artist/s will need, how many days the artist/s will work on the project. What are the key stages of the project and who will be responsible?
Further information can be provided in the Support Material by completing a community engagement plan.
Provide a timeline for the key activities you will be undertaking at each stage of your project. The timeline should begin and finish with the activity start and end dates you entered at the beginning of your application.
Describe how your project will engage and encourage participation or involvement from members of the community. What are your plans for marketing and promotion of the activity? Further information can be provided in the Support Material by completing a community engagement plan.
You are required to provide relevant project target information for your activity. This information will be considered as part of the assessment of your application. Project target information will be used to provide further clarity on your activity for the assessor and will provide important data for the department for research, analysis and advocacy purposes.
You only need to provide information for the categories and items relevant to your activity.
If your application is successful you will be required to report against the planned project targets at the acquittal stage.
The following support material items are mandatory and must be submitted as part of your application:
Please keep to the page limits and formats. Support material more than the recommended amounts will not be considered.
6 minutes of audio (combined total length of all audio submitted for assessment).
If your audio files are longer than 6 minutes in total, you must specify the exact minute markers the assessor should start and finish listening. You must upload audio files to streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access. Do not use Dropbox for any support material.
You can find instructions on how to use these sites at the following links:• YouTube • Vimeo • Soundcloud• Bandcamp
6 minutes of video (combined total length of all video submitted for assessment).
If your video files are longer than 6 minutes in total, you must specify the exact minute markers the assessor should start and finish viewing. You must upload video files to streaming sites like Vimeo or YouTube that do not require a log-in to access. Do not use Dropbox for any support material. You can find instructions on how to use these sites at the following links:
• YouTube • Vimeo
10 images (combined total of all images submitted, excluding any images included in the community engagement plan).
Note: links to images online are not accepted.
10 pages of written material for example:
The financial information in your budget helps to demonstrate that all elements of your activity have been considered, thoroughly researched and costed. A good budget also provides confidence for the DLGSC that your activity will be a sound investment for the State of Western Australia.
You should indicate which expenditure items you want the DLGSC to support. List those items in the ‘Additional Notes’ section of the application budget page. If you are registered for GST you should not include GST in the budget figures. All amounts should be in Australian dollars. Your funding request is the difference between your expenditure minus your income. To ensure this amount is calculated accurately, seek quotes for all expenditure items (whether or not you intend to include these as support material) and include all costs associated with the activity, even if they are supplied in-kind. Many activities will include in-kind contributions in the form of offering something for free or at a discount. More information on in-kind expenditure and income as well as an example of how to demonstrate your in-kind support. For each expenditure or income item you add to the budget, use the notes area alongside the item to explain how that item relates to the delivery of your activity and how the cost was calculated.
Expenditure items can vary significantly from one activity to another. Any legitimate expense that is eligible can be included in the budget.
Do not duplicate costs in the budget form. For example, if you receive a quote for advertising which includes design, do not add an additional item for design. Simply use ‘advertising’ as the expenditure item, and add a note explaining that the cost includes design.
Examples of eligible expenditure items are listed below. Make sure you check the What can't I apply for for ineligible items.
Expenses related to the management and administration of the activity e.g. telephone/internet, insurance, postage and stationery. Eligible expenditure items in this category may also include audit costs and accessibility costs (expenditure associated with making your activity accessible to participants or audiences with a disability).
Costs associated with marketing to your target audience e.g. information, promotion and audience engagement activities, advertising, graphic design, merchandise, photography, videography, public relations and production of marketing collateral.
Costs related to the production and delivery of the activity including the costs of presentation and exhibition. Eligible items may include venue hire, lighting hire, set construction, manufacturing costs, recording fees, rehearsal space hire, props and audio-visual costs.
Expenditure in this category should include salaries, fees and allowances for all key personnel, with separate components itemised in the budget notes. We support appropriate rates of pay for all people involved in your activity. Refer to the following websites for information on industry standard payment rates:
If these standards do not apply to your activity then you must outline how reasonable rates have been calculated. For long-term activities, it may be appropriate to pay artists a rate based on a yearly salary for a similar kind of work. If this is the case, you need to clearly explain the rationale for the pay rate in your budget notes.
Costs associated with transporting people, equipment or goods. Eligible items may include fares (taxi, airplane, bus etc.), tolls, land or air freight, and vehicle hire.
This program does not fund 100% of your activity costs so you must demonstrate at least 20% income ($3000 minimum), or your application will be ineligible.
May include ticket sales, product sales, royalties, artwork and/or merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.
List any income received through sponsorship from corporate bodies or businesses. Income received through government sponsorship should be included in the relevant government income category.
May include contributions from fundraising, crowdfunding, donations, gifts and bequests. All grants and sponsorship being sought from local government, State Government, Australian government, and other government sources must be included, whether or not this support has been confirmed.
If you are making a cash contribution, or someone is providing cash to the activity, list this item as a ‘cash contribution’ or similar. Include any other income source that does not fit within any of the above categories and provide enough detail to identify the income source.
Some expenses may be offered to you for free or at a discount. This might be borrowed equipment, the use of a rehearsal space, donated or discounted goods or services, volunteers (including yourself), negotiated discounted fees and allowances. Anything given to your project at no expense to you is considered in-kind.
All in-kind items must be included as a budget item under the in-kind expenditure category. The corresponding recognition of in-kind income is created automatically in your online application, and you do not need to enter any in-kind income budget items. The total in-kind expenditure must always equal the total in-kind income.
If, for example, you are hiring a venue, which would normally charge $2000, and you have successfully negotiated an $800 (40%) discount, you would include Venue Hire Fee as a budget item under the expenditure category of $1200 and $800 under the in-kind expenditure category.
This section of the budget provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget. For example, for fees and salaries you can indicate in this section how you calculated your amount.You should use this section to indicate which expenditure items you want the department to support.
The Australian Taxation Office (ATO) considers any grant payment to be taxable income for the purposes of your annual income tax return. If you receive a grant you are encouraged to discuss your tax implications with your tax agent or the ATO.
If you are registered for GST you must show your expenditure items exclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would only show lighting hire of $500.If your activity is funded, the department payment will include a 10% GST component to cover those items on which GST is payable.
If you are not registered for GST you must show your expenditure items inclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would show lighting hire of $550.
If your activity is funded, the department payment will include the GST component for those items on which GST is payable.
If you’re successful you will be required to fill in an acquittal report when your activity has finished. An acquittal report details your activity and how you spent the grant. The acquittal report will be available for you to access in Online Grants once a copy of your signed funding agreement has been received.
Your acquittal report must be submitted within 90 days of the activity completion date as specified in the funding agreement.
You will need to attach relevant documents, images, videos and data collected that substantiate the delivery of the activity and that may demonstrate the impact and outcomes achieved.
The report will also include your activity budget and you will be required to enter all the actual figures against each budget item and add any additional items not in the original budget. Variations between budget and actual figures are acceptable; however, you must provide an explanation for large variations in the Notes for that item. As you enter actual figures, the activity profit/loss will be automatically updated and displayed at the top of the Financial Information page.
The funding acquittal report also includes the option to provide feedback to help us to continually review and improve the service we provide.
Grants 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 Grants 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.
For assistance using Online Grants or to report any related technical issues, contact the Online Grants Support Team: onlinegrantsupportca@dlgsc.wa.gov.au
For enquiries relating to this funding program, including advice or assistance with your application, contact a Grants Officer:
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:
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 1476 or 1800 634 541.
Toll Free (Country WA callers only): 1800 634 541
Email the Grants Officers: grantsprogramsca@dlgsc.wa.gov.au