Getting the Show Back on the Road+ guidelines

The Getting the Show Back on the Road+ (GTSBOTR+) program aims to reduce the financial risks associated with running ticketed events in Western Australia (WA) during a COVID-19 impacted period and to encourage the safe continuation of public ticketed events.

It does this through sharing the risk of gross ticket sales and sporting-related registration fees lost due to event cancellations resulting from COVID-19:

• WA lockdowns or significant disruption due to partial WA lockdowns; and/or WA COVID-19 directions that cancel an event*;
• capacity restrictions or social distancing directions;
• infection or direction to isolate for key event personnel;
• quarantine requirements for key personnel entering WA making an event unviable; or
• cancellation due to the delayed border opening announced under WA’s Updated Safe Transition Plan published on 20 January 2022.

The program will also provide support for events that proceed but incur a substantial impact on the number of tickets sold/registration fees (minimum 50% lost ticket sales/registration fees) due to the impact of COVID-19 requirements.

*pursuant to COVID-19 Change in Law (See “What is COVID-19 Change in Law?” below for definition)

What is COVID-19 Change in Law?

COVID-19 Change in Law is the legal definition used in the grant agreement. It means a COVID-19 Law which comes into effect, or ceases to be in effect, after the date of grant Agreement but does not include an extension of a declaration or other subordinate legislation in effect as at the date of the grant Agreement on the same or substantially the same terms.

A COVID-19 Law means:

(a) an act of parliament or statute;

(b) any subordinate legislation, rules, regulations, declarations, directions or by-laws, made or amended (to the extent of the amendment); and

(c) any document or policy issued under such legislation or subordinate legislation, which is made or amended (to the extent of the amendment) by the State as a direct consequence of COVID-19, and which imposes a lockdown or partial lockdown of Western Australia or imposes a restriction or prohibition requiring the cancellation of the Event, with which the Funding Recipient is legally required to comply.

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 type of events are supported?

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

• live performing arts, visual arts, music events or festivals,
• mass participation sporting events such as state championships and recreation events
• multicultural
• agricultural shows
• 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
• un-ticketed and free events
• business events and trade shows, education and curriculum-based events, regular season sporting events
• events with a capacity of less than 100 people
• events with projected gross ticket sales or sporting-related registration fees of less than $5000
• events that are not held in WA
• events which at the time of application contravene any COVID-19 Laws that apply to that event
• general financial losses to small businesses
• events held after the closing date of the program (currently 30 June 2022).

What are the key requirements of an application?

• Only ticketed events, including events based on registration participation fees, 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.
• Only events that occur before 30 June 2022 are eligible for this program.
• Only events that meet the objectives and eligibility requirements of the program.

What is involved in the application process?

• 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.
• At the time of application, we will take into account the likelihood that the event can occur when assessing an application that includes key interstate or international personnel.
• Losses or costs incurred for the rescheduling of an event are not claimable events.

Successful applicants will receive confirmation that the State Government will provide financial assistance based on the projected total gross ticket sales or sporting-related registration fees (capped at $150,000) and in accordance with the tiers detailed in Claim Payments and Financial information sections below.

For events that experience significant box-office impact, support of up to $500,000 is available subject to Ministerial discretion. Any claims above the funding cap of $150,000 are assessed by external auditors, and based on unrecoverable expenditure (against substantiated receipts) not lost revenue. Please contact GTSBOTR+ team before submitting a claim above the funding cap to ensure you provide the necessary preliminary information to obtain approval to submit an above the cap funding request.

• If the event has been cancelled or proceeds but is impacted by COVID-19 requirements, 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 or sporting-related registration fees loss due to the impact of COVID-19.
• 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 2 weeks before an event.
  Note: written approval cannot be guaranteed before the event occurs, if an application is submitted less than 5 weeks before the event commences
• events scheduled or rescheduled after 30 June 2022
• claims for the costs associated with the rescheduling
• claims for events cancelled for reasons other than COVID-19 restrictions
• claims for events cancelled due to the impact of WA’s border settings other than those impacts specifically identified in the guidelines.
• requests for retrospective coverage 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 or have registration fees
• events that are not publicly announced or advertised ticket sales income based on 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.

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/registration fees for the event

This includes ticket sales or sporting-related registration fees 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. This section is a required field and must be filled to make your application eligible for assessment.

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:

• Evidence of who the organisation is. This can be provided by uploading an organisational profile or URL link to your website.
• Risk management plan. If it is the venue that is providing the risk management plan you are required to provide confirmation from the venue.
• 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).
• Evidence that your event has been announced. This can be provided by uploading a URL link to the announcement or a
• screenshot of announcement.
• Department of Health, Western Australia official COVID-19 plan (approved or not approved).
• If your application is successful, you will be required to provide an approved plan prior to contracting.
• 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 gtsbotr@dlgsc.wa.gov.au and request a review of your unsuccessful application. You must include the reasons you believe your application should have been successful and the additional supporting material to substantiate your request for a review.

What should I do if I don’t need to make claim?

If your application was successful and your event was not cancelled then no further action is required. Your application will automatically be acquitted.

How can I make a claim?

If your application was approved and your event was cancelled due to a COVID-19 restrictions 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.

It is expected that notification and payment will be provided within 30 business days of the submission of your report.