Application information
There are four components to your application:
- Core application questions
- Financial information
- Project target information
- Support material.
Core application questions
Each question has a 1500-character limit.
You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback.
- What is the loss incurred and why did the loss occur?
Provide this information as an amount in dollars and cents. This can include the impact of COVID-19 restrictions, including box office targets not met or unforeseen upfront costs incurred related to COVID-19.
- What was the show/tour you produced or presented?
Describe the show/tour. This can include information detailing the scale and content of the event, the key personnel, the venue and the performers.
- Who undertook the production and presentation of this event?
Provide details of who managed the production and the presentation. Provide biographies of all key personnel included in the activity in your support material.
- How did you plan and manage the delivery of the show/tour?
Provide details of how the presentation of the show was managed within the restrictions and how you managed COVID-19 related risks.
Financial information
Mandatory financial information
The following items must be included in your budget:
- income from box office sales
- marketing and promotion costs spent on the activity
- all event expenses including production, artists fees and other event costs (please indicate up-front fixed costs such as non-refundable artists booking fees or venue deposits)
- all State Government COVID-19 related support, including Lotterywest relief and resilience support, venue waiver or rental support or reductions in venue and staffing costs
- other event income including sponsorship and any other income sources.
In addition, we require the following financial information to be included with your application as support material:
- Profit and loss statement and a balance sheet for the quarters immediately preceding and following the event
- The original planned budget. For comparison with your actual financial information provided in the application
- Invoice from venue/s
- Evidence of box office/ticket sales
- Receipts for major expenditure items
- Confirmation of fees.
Note: These financial statements will need to be certified as accurate and true by the applicant by providing a completed and signed Statutory Declaration.
If you are registered for GST do not include GST in the budget figures. You may provide quotes for larger cost items in your support material
Please ensure all amounts are in Australian dollars.
For each expenditure or income item you add to the budget, use the notes area alongside the item to demonstrate how you calculated the cost.
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 received 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.
Make sure you check the What can't I apply for list for ineligible items.
Eligible expenditure items
Administration
Expenses related to the management and administration of the activity. 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. Advertising, PR fees and production of marketing collateral costs.
Production and presentation
Costs related to the production and delivery of the show. Eligible items may include venue hire, lighting hire, set construction, technical crew, props and audio-visual costs.
Salaries, fees and living allowances
This will 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. Outline how reasonable rates have been calculated.
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
Eligible income items
Earned income
Must include ticket sales, product sales, royalties or merchandise sales.
Government funding
Must include State and Federal Government funding, including existing program or project funding, COVID related funding and support, other one-off funding. Include venue waiver or rental support or reductions in venue and staffing costs needs to be indicated.
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, donations, gifts and bequests.
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.
In-kind expenditure and income
Some expenses may have been offered to you for free or at a discount. This may have included 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 hired a venue, which would normally charge $2000, and you successfully negotiated an $800 (40%) discount, you should 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 provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget.
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 you are registered for GST and 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 you are not registered for GST and your activity is funded, the department payment will include the GST component for those items on which GST is payable.
Project target information
This data is not used for assessment however all applicants are advised to provide targets for the relevant areas of activity.
Support material
Support material is crucial to the successful assessment of an application and claim report. They are essential for assessors to fully gauge the value of your activity.
Mandatory support material
- The original planned budget. For comparison with your actual financial information provided in the application (no format limit)
- The marketing and promotional plan used for the activity (up to 3 A4 pages of text, no images to be included)
- Biographies of all key personnel involved in the activity (up to 3 A4 pages of text, no images to be included)
- Invoice from venue/s (up to 3 A4 pages of text, no images to be included)
- Evidence of box office/ticket sales (up to 3 A4 pages of text, no images to be included)
- Receipts for major expenditure items* (up to 3 A4 pages of text, no images to be included)
- Confirmation of fees (up to 3 A4 pages of text)
- Profit and loss statement and a balance sheet for the quarters immediately preceding and following the event
- Comprehensive and detailed applicant CV (up to 2 A4 pages of text, no images to be included)
- Statutory Declaration, completed and signed.