Getting the Show Back on the Road+ guidelines

Reducing financial risks for ticketed events in WA.

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Getting the Show Back on the Road+ (GTSBOTR+) aims to reduce the financial risks associated with running ticketed events in Western Australia (WA) during a COVID-19 impacted period. The program focus is on reducing the risk of gross ticket sales lost due to COVID-19 lockdowns or significant disruption to a partial lockdown, and to encourage the safe continuation of public ticketed events.

Objectives

  • Support the planning of live events in WA during a COVID-19 impacted period.
  • Encourage the safe continuation of public ticketed cultural, arts, agricultural, sporting and culinary events.
  • Support event organisers in meeting their payment obligations to their employees and suppliers, thereby supporting the live events industry.

What events are supported?

Ticketed and planned events taking place in metropolitan or regional WA including:

  • music
  • performing arts
  • visual arts
  • festivals
  • sporting
  • multicultural
  • agricultural show
  • tourism events funded by Tourism WA
  • culinary
  • other events not listed may be considered that meet the objectives of the program, except for those not supported.

What type of events are not supported?

  • federal, state or local government owned or run events
  • unticketed and free events
  • business events and trade shows
  • education and curriculum-based events
  • regular season sporting event
  • events cancelled for reasons other than COVID-19 impacts
  • events with a capacity of less than 100 people
  • events with a total capacity ticket sales of less than $5000
  • any events that are relocated to other states instead of being rescheduled within WA or cancelled.

How does the program support an event?

  • Only ticketed events that are planned to take place in WA are eligible for this program.
  • Only one application is accepted per event, but the same company, organisation and individual can apply for different events.
  • Applications are assessed by relevant State Government agencies, against the following criteria.
    • Good planning: demonstration that the event has been well planned.
    • Financial responsibility: demonstration that the financial information provided is realistic and reasonable.
  • Successful applicants will receive confirmation that the State Government will provide financial assistance at 75% of projected total gross ticket sales (capped at $150,000) if the event is impacted by a COVID-19 lockdown.
  • If the event has been impacted, applicants need to submit a claim report, and the information provided will be assessed and verified.
  • Funding support is determined through the evidence applicants provide of gross ticket sales loss due to the impact of a COVID-19 lockdown.
  • The State reserves the right to undertake audits of applicants’ financial information.
  • Applicants are expected to prioritise payments for employee benefits for hours worked, and contractors for production services and supplies provided for the event.

What is not supported by the program?

  • events running at a projected financial loss
  • incomplete applications
  • applications submitted less than 30 business days before an event
  • events scheduled to occur after 31 March 2022
  • retrospective funding for events that have already occurred
  • events that are not held in Western Australia (note: events held in Western Australia that are part of a national or international tour are eligible) 
  • events that are not ticketed
  • events that are not publicly announced or advertised
  • registration and workshop fees.

Who can apply?

A company, organisation and individual that:

  • is a legal entity capable of entering a legally binding grant contract with the Western Australian State Government
  • has an Australian Business Number (ABN) 
  • has an account in the name of the company, organisation or individual with an Australian financial institution or bank registered with the Australian Prudential Regulation Authority
  • is an Australian citizen or has permanent resident status.

The applicant must be authorised by the company or organisation’s constitution to be able to sign contracts.

It is recommended that the application is prepared and submitted by the party taking the lead in coordinating the event. If successful, the primary applicant will be issued with the contract, be responsible for report completion and payment receipt.

How do I apply?

Applications are accepted via the Online Grants web portal.

Application questions

Below are the questions that you will need to complete in the online portal application.

  1. What type of event are you seeking to share the ticket sales risk?
    This includes touring events (select one only)
    • music event
    • performing arts event
    • visual arts event
    • festival event
    • sporting event
    • multicultural event
    • agricultural show
    • tourism event funded by Tourism WA
    • culinary event
    • other.
  2. If you selected ‘Other’ from the list in question 1, please specify the type of event you are seeking to share the ticket sales risk for. *Ensure you check the program guide ‘What is not supported’.
    Briefly describe the event. Check the program guide ‘What is not supported’ to make sure your event is eligible.
  3. What State Government department or agency is most relevant to your event? (One department or agency only)
    • Department of Local Government, Sport and Cultural Industries (DLGSC)
      DLGSC includes the Office of Multicultural Interests, funding support for the sport and recreation sector, and the arts and cultural sector.
    • Department of Primary Industries and Regional Development (DPIRD)
      DPIRD includes support for the agriculture and food sector and aquatic resources, building vibrant regions with strong economies.
    • Tourism WA
      Tourism WA is charged with promoting Western Australia as an incredible holiday and events destination.

Event planning questions

  1. What is the name of the event?
    Provide the official title of the event. (Limit of one event per application)
  2. What is the date of the event?
    Include the start and end date of the event. (Applications submitted less than 30 business days before an event are ineligible)
  3. What is the name and location of the venue/s?
    Please include the location of the venue, and if more than one venue provide the full list. (Events outside of WA are ineligible)
  4. Are tickets available for public purchase?
    (Events that are not publicly ticketed are ineligible)
  5. Have you publicly announced the event? 
    (Unannounced events are not supported)
  6. Have you uploaded the document or link for the event announcement in the support material section?
    (Upload a direct link to website page or screen shot of social media page with evidence of announcement) 
  7. Have you submitted your COVID-19 Plan for approval?
    (An official signed document approved by the Department of Health, Western Australia)
  8. Has your official COVID-19 plan been approved yet?
    (If your application is successful and the COVID-19 plan is not approved, you must submit one before a contract can be issued)
  9. Have you uploaded your COVID-19 Plan in the support material section?
    (If your COVID-19 plan has not been approved at the time of application, you must submit one before a contract can be issued – If it is the venue that is providing the COVID-19 plan you are required to provide confirmation from the venue)
  10. Do you have a risk management plan?
    (A risk management plan would include items such as council approvals, venue compliance, occupational health and safety measures, insurance cover and any other event planning management to mitigate risks)
  11. Have you uploaded your risk management plan in the support material section?
    (Provide a PDF document that may include details on council approvals, venue compliance, occupational health and safety measures, insurance cover and any other event planning management to mitigate risks – If it is the venue that is providing the risk management plan you are required to provide confirmation from the venue) 
  12. Briefly describe your organisation and its experience and ability to deliver this event?
    (Provide a brief outline of your organisation, including the number of times you have produced this/similar events and evidence of success. You may provide brief biographies of key personnel or a direct website link)
  13. Have you uploaded information about your organisation and/or website URL in the support material section?
    (Can be provided by a direct website link or as a PDF document)
  14. What is the capacity of the venue/s?
    (Can be an extract of venue agreement or a screenshot of email from the venue)
  15. If venue capacity is not relevant to your event (i.e. agricultural shows), what were the ticket numbers and revenues for the last three events?
    (If available, you may also include in your support material a PDF document of the ticketing report for the last three events)
  16. What is the average ticket price?
    (To calculate the average, use the range of ticket prices across the price bands in $AUD)
  17. How was the average ticket price calculated?
    This can be demonstrated by listing the price range of tickets available and your sales expectation for each price band. You must provide your projected gross ticket sales in the financial information section.
  18. How did you calculate the projected ticket sales?
    It is important to clearly indicate what your expected attendance figures will be.
  19. What COVID stage (1 to 5) is the projected ticket sales based on?
    (At the time of planning your projected ticket sales, what was the COVID-19 stage as determined by the State Government?)

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 that your event is well planned and is a viable initiative.

For each expenditure or income item, 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

Administration

Expenses related to the management and administration of the event. For example telephone/internet, insurance, postage and stationery.

Marketing, promotion and distribution

Costs associated with marketing to your target audience. For example information, promotion and audience engagement activities, advertising, graphic design, merchandise photography, videography, public relations and production of marketing collateral. In the notes section indicate if the expenditure is a contracted service.

Preparation, development, production and presentation

Costs related to the production and delivery of the event including venue hire, lighting hire, staging, construction, manufacturing costs, props and audio-visual costs. In the notes section indicate if the expenditure is a contracted service.

Salaries, fees, travel and living allowances

Expenditure in this category should include salaries, fees and allowances for all key personnel.

Other expenditure

Include any other expenditure that does not fit within any of the above categories and provide enough detail to identify the expenditure.

Income

Gross ticket sales for the event

This includes ticket sales for your event and the amount should factor in the average ticket price and projected venue capacity. List any additional items or services purchased with the ticket in addition to admission to the event, this may include camping/accommodation and/or transport to and from the event.

Venue and ground rentals

This includes rent from exhibitors.

Food and beverage

This includes revenue earned through the sale of food and beverages.

Merchandise

This includes the revenue earned through the sale of merchandise at the event.

Local government funding

List all grants received from local government for your event.

State Government funding

List all grants received from the State Government for your event.

Federal government funding

List all grants received from Federal Government for your event.

Donations and sponsorship

List any income received through sponsorship or donations from corporate bodies or businesses.

Other income

Include any other income source that does not fit within any of the above categories and provide enough detail to identify the income source. If you are making a cash contribution, or someone is providing cash to the activity, list this item as a cash contribution or similar.

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.

Support material

You will be required to submit documents to support your application. All support material can be uploaded through the application portal, including:

  1. Evidence of who the organisation is. This can be provided by uploading an organisational profile or URL link to your website.
  2. Risk management plan. If it is the venue that is providing the risk management plan you are required to provide confirmation from the venue.
  3. Profit and loss for the event (Note: where the details in an uploaded profit and loss event differ from the online budget submitted, the online budget submitted will be taken as correct).
  4. Evidence that your event has been announced. This can be provided by uploading a URL link to the announcement or a screenshot of announcement.
  5. Department of Health, Western Australia official COVID-19 plan (approved or not approved).
    1. If your application is successful, you will be required to provide an approved plan prior to contracting.
    2. If it is the venue that is providing the Department of Health, Western Australia COVID-19 plan you are required to provide confirmation from the venue.

My application was unsuccessful, can I appeal the decision?

Yes. You may email grantsprogramsca@dlgsc.wa.gov.au and request a review of your unsuccessful application, including the reasons you believe your application should be successful.

How can I make a claim?

If you have been successful and your event is cancelled due to a COVID-19 lockdown you can make a claim for a shared risk payment by completing and submitting a report. Payment will only be made following successful submission and approval of the report. Use the Online Grants web portal to access the report form.

Notification and payment will be provided within 30 business days of the submission of your report.

Claim report questions

  1. Which COVID-19 related event caused the cancellation or significant disruption of your event?
    Please outline how COVID-19 restrictions have impacted on the delivery of your event.
  2. Did you relocate your event to another Australian state or territory?
    Indicate if your event has been rescheduled to take place in another Australian state or territory.
  3. Have all tickets been refunded?
    Indicate if you have refunded tickets sold for your event.
  4. If not, provide details of the tickets that have not been refunded.
    Note: briefly outline the details of the tickets that have not been refunded and why.
  5. Where possible all suppliers and contractors have been paid for their services.
    Indicate that you have to your best endeavours paid your subcontractors.
  6. In submitting this application, I warrant and represent that all information and representations (in whatever form) given to the State under, as part of or in connection with the program or the application is true and correct, complete, and up-to-date, and in no way misleading or deceptive.

Financial information

Your claim assessment form will have your original budget figures included. You will need to add your actual income and expenditure against these figures.

For each expenditure or income item 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.

Support material

You must provide the following documents as evidence to support your claim:

  • If your event was cancelled, you must provide evidence of cancellation. This can be provided by uploading a URL link to the announcement or a screenshot of announcement.
  • You may provide a separate profit and loss spreadsheet for the event and/or ticketing statement.

Personal information and disclosure of information in an application

Applicants should be aware that DLGSC is subject to the Freedom of Information Act 1992 (WA), which provides a general right of access to records held by State Government agencies and local governments. Applicants are advised that information pertaining to the receipt of State Government financial assistance may be tabled in the Western Australian Parliament and listed in State Government media statements. This information could include the name of the recipient, name of the project, the grant funding amount, and project description. This could result in requests for more details to be released publicly.

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 gtsbotr@dlgsc.wa.gov.au

To assist us in directing you to a relevant member of the team, please specify which grant program (i.e. Getting the Show Back on the Road) that your enquiry relates to in the subject line of your email.

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: gtsbotr@dlgsc.wa.gov.au

Page reviewed 09 August 2021