Creative Communities COVID-19 Recovery Program

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.

On this page

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Objectives

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:

  • engage children and their families, and young people in arts activity that delivers artistic, cultural and social outcomes for that community
  • increase participation in, access to, and connection with arts and culture activities for Western Australian communities
  • increase the activation of key community cultural facilities (such as performing arts centres, galleries and libraries)
  • provide opportunities for communities affected by COVID-19 to engage with and express their culture and experiences
  • create authentic, distinctive and valued creative artworks that help tell Western Australian stories 
  • support local collaborative partnerships to ensure an enduring legacy of arts engagement and participation in the community
  • increase employment opportunities for Western Australian artists and creative practitioners.     

Getting started

Allow enough time 

Start as early as possible to give yourself enough time to develop a compelling project idea and turn it into a detailed application.

Read through this program guide 

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.

Read through our recommended resources  

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. 

Gather evidence of participation or consultation with the community  

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.  

Ensure you discuss your project idea with a DLGSC Investment Officer

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.  

Now you’re ready to start writing. Consider the three components of your application: 

  1. core application questions (the online application) 
  2. financial information (the budget) 
  3. support materials (the attachments). 

Each of the three components plays a significant and distinct role in creating a whole picture about your activity. Together they provide evidence of the assessment criteria against which your project will be looked at. 

What can I apply for?

The Creative Communities - Collaboration grants support significant, collaborative artist-in-residence projects that run for a minimum of 10 weeks.

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. 

Who can apply?

The applicant must be the host organisation who is managing the project.  

Individuals, groups and organisations are welcome to apply however: 

  • individuals must have Australian citizenship or permanent resident status and groups including unincorporated bodies, partnerships and individuals informally collaborating on an activity must be based in Australia
  • organisations must either be registered under law (e.g. incorporated association, company limited by guarantee) or created by law (e.g. school or government statutory authority)
  • organisations applying from outside WA will need to have a WA based branch and demonstrate the benefits to WA communities and WA artists, creatives, arts or cultural workers in the application
  • WA educational institutions (limited to kindergartens, primary and secondary schools) can apply but not for curriculum-based arts activity. The artist/s can work with the students and teacher, using their own work, ideas and skills as the catalysts for students’ own creative explorations
  • if you are applying on behalf of Aboriginal people you must provide evidence of significant Aboriginal involvement in the conception, development of and participation in the activity.

Evaluation 

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. 

What can’t I apply for?

  • Purchase of capital equipment including instruments, software and computers above $3,000. The total amount of capital equipment per application cannot exceed $3,000.
  • activity that will be academically assessed or any school curriculum-based activity
  • capital works such as construction or purchasing of studios, workspaces or gallery spaces
  • activities already funded by the DLGSC through any other funding programs
  • fundraising, competitions, prizes and trophies
  • the work of State or Federal government departments. 

What will make my application ineligible? 

Your application will be ineligible if you:

  • do not adhere to budget requirements including requesting more than 80% of your project cost
  • start the activity before the eligible start date
  • submit a residency that is less than 10 weeks in duration
  • submit a late application
  • have any key personnel with an overdue acquittal
  • request funding that exceeds the funding cap of the program
  • are a staff member of the DLGSC (staff of portfolio organisations may apply subject to meeting the Code of Conduct and Secondary Employment Policy)
  • are a portfolio organisation of the department.  

How much can I apply for?

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.

Note: 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.

When can I apply?

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).

There will be further funding rounds for this program offered in 2021.

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.

How many times can I apply?

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.

Applications to this program do not count towards the three-application limit or the $60,000 total limit for the other DLGSC culture and the arts grants and funding programs.

How do I apply?

Please apply using the Online Grants web portal.

More information on how to apply can be found in the application manual.

How will my application be assessed?

Applications to this funding category are assessed by external assessment panels.

All applications are assessed against the four criteria:  

  • Quality
  • Reach
  • Good planning
  • Financial responsibility. 

More information about the criteria can be found in the application manual.  

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. 

Quality

Dimensions of quality

Imagination, authenticity, originality, inquisitiveness, excellence, captivation, relevance, innovation, challenge, risk and rigour.

Weighting 30%

Definition

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.

Reach

Dimensions of reach

Diversity, platform, collaboration, leverage, number and growth.

Weighting 30%

Definition

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.

Good planning

Dimensions of good planning

Realistic, achievable, considered, demonstrated research and/or consultation, evaluation.

Weighting 20%

Definition

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.

Financial responsibility

Dimensions of financial responsibility 

Value, comprehensive budget, financial self-sufficiency.

Weighting 20%

Definition

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.

Three components of your application

3 components of application diagram

There are three components of a grant application: core application questions, support material and financial information.

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. 

Core application questions

Thinking about the assessment criteria and program objectives, answer the following questions in the online application: 

Q1. What is the collaborative artist-in-residence project you are planning?

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.

Q2. Who are the key partners involved in your artist-in-residence project?

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. 

Q3. Why do you need to undertake this artist-in-residence project? 

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.

Q4. How will you plan, manage and deliver the project?

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? 

Q5. What is the timeline for the artist-in-residence?

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.

Q6. How do you plan to engage the community?

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.

Activity Demographic Information  

These questions relate to the demographic target groups you may plan to work with during your activity. Check whichever box is most relevant from the list of options provided. If these questions do not apply to you select ‘Not applicable to this application’ at the top of the option list.

Support material

The following support material items must be submitted as part of your application:

  • artist/arts organisation profile - presented as a single document no longer than two A4 pages in total
  • key personnel CVs or biographies - presented as a single document no longer than five A4 pages in total
  • community engagement plan – presented as a single document no longer than 10 A4 pages in total
  • confirmation of consultation and or support from the target community/participants and partners - no longer than 10 pages and ideally presented as a single document
  • letters of peer/industry support outside of your activity - no longer than three pages and ideally presented as a single document
  • quotes for major expenditure items - no longer than three pages and ideally presented as a single document
  • artistic support material which includes relevant, recent examples of the artist(s)/arts organisation’s own artwork in the units specified below.
Support material more than the recommended amounts will not be considered.

Audio  

6 minutes of audio (combined total length of all audio submitted for assessment).  

Examples of material 
  • Examples of previous work or activities  
  • Other audio (for example interviews, recordings, presentations) that supports your activity.  
Acceptable formats and limits - online and postal submissions  
  • Maximum 3 links  
  • Maximum 6 minutes total listening time (all files).  

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

Video  

6 minutes of video (combined total length of all video submitted for assessment).  

Examples of material 
  • Examples of previous work or activities  
  • Other video (for example interviews, recordings, presentations) that supports your activity.  
Acceptable formats and limits - online and postal submission  
  • Maximum 3 links  
  • Maximum 6 minutes total viewing time (all files).  

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 

Images  

10 images (combined total of all images submitted).  

Examples of material  
  • Examples of previous work or activities.  
Acceptable formats and limits  
  • Online submission: maximum 10 images in one of the following formats:  
    • One PDF document containing up to 10 images (maximum file size 5 MB); or  
    • 10 image files (maximum file size 5 MB per image)  
  • Postal submission: maximum 10 printed images or USB/CD containing up to 10 images.  

Note: links to images online are not accepted.  

Document  

10 pages of written material for example: 

  • literary manuscript  
  • play script  
  • publishing samples. 
Acceptable formats and limits  
  • Online submission: a single Word or PDF document only, containing a maximum of 10 A4 pages (maximum file size 5 MB).  
  • Postal submission: one printed document only, containing a maximum of 10 A4 pages or USB or CD containing a maximum of 10 A4 pages.  

Financial information

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. 

  • Refer to appropriate rates of pay or, where applicable, negotiated fees based on industry standards for your sector 
  • explain all calculations in the 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 and all amounts are in Australian dollars. 

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

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.

Eligible expenditure items

Administration

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).

Marketing, promotion and distribution

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.

Preparation, development, production and exhibition/presentation

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.

Salaries, fees and living allowances

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.  

Travel and freight

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.

Income

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. 

Eligible income items

Earned income

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.

Corporate sponsorship

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.  

Philanthropic donations

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.  

Other income

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.  

In-kind expenditure and income

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 expenditure 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.

Additional notes

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.

Taxation

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.

Registered for GST? 

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.

Not registered for GST?

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.

Acquittal report

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.

Assistance for applicants

If you need more information, please read the program guide and application manual.

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.

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: onlinegrantsupportca@dlgsc.wa.gov.au

Grants Officers

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

Telephone 61 8 6552 7400
Toll Free (Country WA callers only) 1800 634 541
Email grantsprogramsca@dlgsc.wa.gov.au 

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 1476 or 1800 634 541.

Regional applicants

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

Email the Grants Officers: grantsprogramsca@dlgsc.wa.gov.au

This document contains information, opinions, data, and images (“the material”) prepared by the Department of Local Government, Sport and Cultural industries (DLGSC). The material is subject to copyright under the Copyright Act 1968 (Cth), and it is owned by the State of Western Australia through the DLGSC.

DLGSC encourages the availability, dissemination and exchange of public information. Should you wish to deal with the material for any purpose, you must obtain permission from DLGSC. Any permission is granted on the condition that you include the copyright notice “©State of Western Australia through Department of Local Government Sport and Cultural Industries” on all uses

To obtain such permission, please contact the Corporate Communications team at:

Department of Local Government, Sport and Cultural Industries
246 Vincent Street Leederville WA 6007
Postal address: PO BOX 8349, Perth Business Centre WA 6849
Email info@dlgsc.wa.gov.au

Disclaimer

Whilst the information contained in this document has been formulated with all due care, the department does not accept any liability to any person for the information (or the use of such information) which is provided in this document or incorporated into it by reference. The information contained herein is provided on the basis that all persons accessing the document undertake responsibility for assessing the relevance and accuracy of its content.

Page reviewed 19 October 2020