Getting the Show back on the Road — Stream B

Program guidelines

This program has been revised due to COVID-19.
Please ensure you read the information below.

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

On this page

Getting the Show back on the Road — Stream B aims to support events impacted by the extension of the COVID-19 Phase 4 restrictions that were announced by the State Government of Western Australia on 18 August 2020.

Applications will be considered for activities and events that were scheduled to be presented or were presented between 18 August and 24 October 2020 inclusive and incurred a box-office loss due to the extension of Phase 4 of the WA COVID-19 roadmap.

The Getting the Show back on the Road program is a part of the WA Recovery Plan’s $15 million shared risk package to reactivate live performances and touring activities.

Objectives

Getting the Show back on the Road — Stream B supports live music and performing arts events in metropolitan and regional WA in order to:

  • maintain operations in live performance and event production
  • mitigate some of the financial risks involved in the production of live performance and events due to impacts associated with COVID-19
  • share the risk associated with the loss of ticket sales
  • support the reactivation of live performance to re-ignite economic activity in the community and for the industry
  • increase audience attendance and confidence
  • encourage other types of investment and sponsorship.

What can be applied for?

Getting the Show back on the Road is a shared risk program that supports a percentage of box office loss in the situation where there has been a negative impact due to COVID-19 for the presentation of performing arts and live music events.

Getting the Show back on the Road — Stream B supports events that were planned to be undertaken under Phase 5 of the WA COVID-19 roadmap but experienced a loss due to the extension of Phase 4. This includes events that were scheduled to be presented or were presented between 18 August and 24 October 2020 inclusive.

This may include individual events or events that were scheduled to take place as part of the existing programs of funded organisations.

The program will provide an approved percentage (between 50-75%) of the incurred box-office loss due to the impact of the extension of COVID-19 restrictions to a maximum amount of $150,000.

Who can apply?

Applications will be considered from DLGSC recurrently-funded or project-funded organisations and individuals who presented, or planned to present, activity between 18 August and 24 October 2020.

Applicants are required to have:

  • Australian citizenship or permanent resident status
  • a current Australian Business Number (ABN). Funding will be paid to the applicant associated with the ABN provided.

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 event.

It is recommended that the application is prepared and submitted by the party who coordinated the event. If successful, this primary applicant will be issued with the contract and the receipting of any payments.

Eligible disciplines

Disciplines may include:

  • Circus and physical theatre
  • Comedy
  • Dance
  • Multi-arts festivals
  • Music
  • Music theatre and opera
  • Other performing arts
  • Theatre.

What can’t I apply for?

  • Losses that cannot be attributed to the impact of COVID 19 restrictions
  • Purchase of capital equipment including instruments, equipment, software, computers and/or uniforms
  • Capital works such as construction or purchasing of studio or workspace equipment
  • Costs relating to fundraising, competitions, prizes and trophies
  • Events that were academically assessed or any school curriculum-based activity
  • Ongoing staffing costs.

What will make my application ineligible?

You will make your application ineligible if you:

  • do not provide the mandatory support material as listed in the Support material section
  • do not adhere to support material limits and format requirements
  • submit an application for an event where planning commenced on or after 18 August 2020
  • submit an application for an event that occurred before 18 August 2020
  • submit an application for an event that occurred after 24 October 2020
  • submit an application for an event that did not incur a loss due to the extension of Phase 4
  • have any key personnel with an overdue acquittal report
  • apply for activity that is delivered as part of an educational institution’s curriculum
  • are a staff member of the Department of Local Government, Sport and Cultural Industries
  • are a portfolio organisation of the DLGSC (staff of portfolio organisations may apply subject to meeting the Code of Conduct and Secondary Employment Policy).

How much can I apply for?

DLGSC will provide between 50 to 75% of your loss of related event and box office income to a maximum amount up to $150,000.

The assessment of your application will determine the percentage and amount of funding you will receive.

When can I apply?

Applications to this program are open from 24 November to 17 December 2020 for activity that has occurred between 18 August and 24 October 2020 inclusive.

If your application is successful you will be sent:

  • a contract outlining the terms and conditions that must be signed and returned to the department before payment is released
  • the funds as determined by the assessment of your application against a sliding scale of 50% to 75% of the loss incurred.

How many times can I apply?

You can submit a maximum of three separate applications capped at $150,000 each, for three separate events (one application per event).

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?

A panel, with input from external peers, assesses applications using the four criteria:

  • Financial Responsibility
  • Good Planning
  • Quality
  • Reach.

Assessors will consider your application against the relevant dimensions and definitions and allocate a weighted score for each of the four criteria.

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

Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.

Financial responsibility

Weighting 35%

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 and an accurate and comprehensive budget. Other sources of income have been considered and included where appropriate.

Good planning

Weighting 25%

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, a realistic timeline and achievable outcomes.

Quality

Weighting 20%

Quality refers to the level of artistic and cultural significance of the activity. Quality may be demonstrated by, but not limited to; examples of the work, timeliness of the work and a strong history in your area of practice. It may also be 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

Weighting 20%

Reach may be demonstrated by including information on intended audience numbers, relevant marketing and promotional strategies, number of participants and the flow-on benefits to local businesses and suppliers.

Application information

There are four components to your application:

  1. Core application questions
  2. Financial information
  3. Project target information
  4. 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.

  1. 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.
  2. 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.
  3. 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.
  4. 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
  1. The original planned budget. For comparison with your actual financial information provided in the application (no format limit)
  2. The marketing and promotional plan used for the activity (up to 3 A4 pages of text, no images to be included)
  3. Biographies of all key personnel involved in the activity (up to 3 A4 pages of text, no images to be included)
  4. Invoice from venue/s (up to 3 A4 pages of text, no images to be included)
  5. Evidence of box office/ticket sales (up to 3 A4 pages of text, no images to be included)
  6. Receipts for major expenditure items* (up to 3 A4 pages of text, no images to be included)
  7. Confirmation of fees (up to 3 A4 pages of text)
  8. Profit and loss statement and a balance sheet for the quarters immediately preceding and following the event
  9. Comprehensive and detailed applicant CV (up to 2 A4 pages of text, no images to be included)
  10. Statutory Declaration, completed and signed.
*Can include emails as screenshots, converted to PDF or printed. For quotes, you can take a screen shot or snip of the essential information and we would suggest up to 5 per A4 page.

All text must be legible at 100%. If text is not legible the assessors will be unable to review the document.
Optional support material
  • Reviews (no more than 3 required)
  • Video/s of the work
  • Images of the work.
Formats and limits for support material

You must strictly adhere to these formats and limits or your application will be ineligible.

Formats that are NOT eligible are: .pages, .zip, .excel, MP3s and .eml (however screenshots of emails are ok).

As an Online Grants portal user, you must upload your support materials with your online application.

More information about how to submit your materials can be found in the application manual.

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

Acceptable formats and limits — online and postal submission

  • Maximum 3 links
  • Maximum of 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 videos to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access.

You can find instructions on how to use these sites at the following links:

Image limits
  • 10 images only

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)
    • 10 image files (maximum file size 5 MB per image).

Note: Website links to images or information online are not accepted. Do not use Dropbox, Google Drive or similar document sharing services for submitting any support material.

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

Page reviewed 17 November 2020