8cf0df6cbe45aa1-Community Festivals Grants (Triennial) 2015-16

ATTACHMENT 6
Last printed Saturday, 23 April 2016 at 5:34:49 AM
CITY OF GREATER GEELONG

COMMUNITY FESTIVALS GRANTS (Triennial)
PART 1: FESTIVAL ASSESSMENT GUIDELINES
PLEASE READ GUIDELINES AND USE the SAMPLE APPLICATION FORM at the end of this
document to prepare for the online application process.
THEN COMPLETE THE FOLLOWING CHECKLIST:
You will need to:
Contacted the Arts & Culture Department to discuss your application. (Required)
Read the Grant Guidelines carefully.
Acquitted any previous City of Greater Geelong grants.
Provide a Certificate of Currency for your Public Liability Insurance.
Contacted Councils Events Unit (for events taking place on Council-owned property).
Provided copies of any approvals and/or permits from relevant property owners.
Check your budget estimates carefully. Gain quotes for goods and services.
Read the Authorisation and Funding Agreement for what will be required.
Negotiate an Auspice organisation if required note special conditions.
COMMUNITY FESTIVALS GRANTS (Triennial) (5/2015)

All rights reserved. No part of this document can be reproduced except for the purposes of this grant program.
PAGE 1 of 15
What Is The Community Festivals Grants

Program?
The City of Greater Geelong is a municipality with great cultural
strengths. Council is working to build on these strengths, and
position the City of Greater Geelong as an exciting cultural centre
of innovation and excellence.
The Community Festivals Grants Program aims to strengthen
community festival activities across the municipality and in doing
so, celebrate the diverse and unique communities within the City
of Greater Geelong.
The Program is available to groups seeking to develop small to
moderate sized festivals which celebrate local or community
identity, provide a diverse range of arts activities in accessible
locations, and enrich the cultural life of the Geelong community.
Who Can Apply?
Festivals with a successful track record of 3 or more years.
Incorporated (or those deemed by Council to hold a similar

legal status) not-for-profit community groups and
organisations are eligible to apply under this program.
Non-incorporated groups may apply if they have an auspice.

(See Page 3 for further details.)
If you have received funds from Council previously, you must

have submitted an Acquittal to Council to be eligible to receive
any further funds.
You will also need to ensure that your organisation has no
outstanding debts or is not in arrears to the City of Greater
Geelong to be considered for funding.
Three categories of Community Festival grants are available:
How Much Can You Apply For?
1. Community Festivals (One-off)
The Community Festivals Program has a total allocation of

$100,000 per year. Applicants in the One-off and Development
Categories can apply for amounts of up to $6,000.
This grant supports festival-type events that feature a diverse

arts and cultural program, but that only occur once, such as a
major 100th anniversary celebration for a historical building.
2. Community Festivals (Development)
This grant provides seed funding for new and emerging festivals
which plan to continue to develop and/or grow. Festivals may reapply annually as often as desired.
3. Community Festivals (Triennial)
This Triennial grant provides support for well-established
community festivals which have demonstrated strong potential to
develop and/or grow. To qualify, the festival must have a proven
track record of at least three successful years of operation, and
demonstrate sound community development principles in
planning, participation and provision of arts and cultural
opportunities.
Is Your Event A Community Festival?

It is important to ensure that your event is a Community Festival
as opposed to an arts project or major event. For the purposes
of this program, a Community Festival is defined as:
Higher levels of funding may be available to Triennial grant

recipients. Amounts available to Triennial applicants are
determined by the scope and capacity of the festival, and the
degree to which it demonstrates excellence in community cultural
development principles. As an indication, previous applicants
have received allocations ranging between $24,000 and $45,000
across three years. You may also apply for lower amounts.
Triennial applications are based on a business case model, and
are subject to annual evaluation and review. In the interest of
ensuring funds are available annually for new and emerging
festivals, limited triennial agreements are available.
The number of other festivals currently in receipt of triennial
funding will also influence the availability of funds in the program.
Triennial Agreements will be subject to annual review. Continued
funding is conditional on meeting KPIs.
When Can You Apply?

Applications open 1st July and close at 5pm on 31st July.
Successful applications will be announced in September.
Primarily focused on meeting the cultural needs of the local

community rather than a non-local audience.
Celebrates local identity and uniqueness of place.
Provides opportunities for community arts and cultural

development.
All Small to moderate sized festivals with an arts and culture

focus held within the Greater Geelong municipality are eligible.
Some examples of items that you may wish to consider include:
Community participation is evident in the planning process.
Offers a diverse range of cultural experiences and activities.
Utilises space in a creative or different manner than that

intended as its primary purpose eg. parks or a foreshore.
Is widely accessible and able to attract a broad range of

participation and attendance.
NB. No extensions will be allowed for late applications.
What Can Be Funded Under This Program?
Innovative arts activities not currently being presented as part

of the festival.
Artist fees eg. Musicians, Artistic Director etc
Expenses incurred for the provision of workshops
Materials for art installations, performance art etc
Venue hire (for the period of the event i.e. not ongoing)
Equipment rental essential to the festival program
Advertising and promotional expenses
Cost of development of professional Business Plans
pertaining to the development for your event

PAGE 2 of 15
Food items, where provision of this food is integral to the

cultural significance of the program eg. Cross-cultural
learning through provision of an international cooking class
Community engagement activities for research purposes
What will NOT be Funded?
Events held outside City of Greater Geelong municipality.
Festival activities that start prior to this application being

received by Council, or acknowledged as successful (to
ensure that community organisations do not place
themselves at financial risk). This does not include any
planning or preparation you may have done that does not
require the commitment of funds.
Core business costs associated with the running of the

festival organisation and its everyday functions (including staff
salaries and wages).
Festivals or events which will commit Council to ongoing

operational funding.
Festivals whose primary participants or target audience is

core business (e.g. school event, where primary target
audience is students/parents).
A concert or series of performances to be held in a theatre or

outdoor venue. (May be eligible under Arts Grants Program)
Competition prizes, awards or fundraising donations.
Catering costs where provision of food is not considered

integral to the cultural nature of the project (eg. Food and
drink provided at a launch event).
How Do You Apply?
Building Community
10%
Improving Arts Access
10%
Cultural Skills Development
5%
Contribution by Organisation
5%
Budget
5%
Marketing & Promotions
5%
What is an Auspice?
If your group is not incorporated or a similar legal entity, you may
need to appoint an incorporated body to act as auspice for your
application.
The auspice will manage the funds on behalf of the

Applicant, and is legally responsible to manage those funds
in accordance with the Funding Agreement.
It is a condition of funding to the Auspice body that the

recipient of the grant be provided with the monies upfront,
whereupon an initial receipt of a funding invoice with later
confirmation of supplier invoices being required from the
recipient to the auspicing body upon completion of the
project.
Auspice organisations are advised to read the Grant

Conditions and Funding Agreement to ensure that they fully
understand their responsibility prior to signing.
The applicant must keep the Auspice fully informed of the

details of the application.
Some Auspice organisations may charge an auspice fee, at

their discretion.
Budget
There is a two-step application process:

1. Direct Contact with Arts & Culture Department:
To be eligible, all applicants must discuss their festival with the
Arts & Culture Department directly, prior to submitting the
application online. This can be done either by attending a Grant
Information Session, or by booking a one-on-one session with an
Arts & Culture Department officer. It is acceptable to do either.
Bookings are essential contact the Arts & Culture Department
on 5272 4703 to book a place.
A well prepared and accurate budget is the foundation of all

successful applications.
The budget must:
2. Online Submission:
All applications MUST be submitted online via Councils web site
at www.geelongaustralia.com.au. Contact the Arts & Culture
Department on 5272 4703 if you require support.
be balanced i.e. the Total Income must be the same as Total

Expenses.
include any In-kind goods or services. In-kind refers to
goods or services that have been gifted to the project that
would otherwise need to be paid for. You must calculate an
estimated value for each in-kind item, and list it as an income
line and an expense line to show that the cost of the item has
been offset by the in-kind gift.
show the cash contribution from your organisation. It is
expected that your organisation will contribute a
reasonable proportion of the project cost.
show specifically what grant funds will be spent on.
Hard copy applications will not be accepted. However you can

use these Guidelines and sample form for reference only, to
assist in preparing for your online application.
How Are Applications Scored?
Applicants must contact Councils Communication and Marketing

Department on 5272 4803 to obtain the relevant logo and
arrange for approval of proofs of all materials before production.
Unauthorised use of the Council logo may result in the Applicant
being ineligible to apply for further grants.
Applications are subject to a comprehensive assessment by a

cross-departmental panel of Council officers and a committee of
Councillors. Applications are scored against a common set of
criteria, as follows:
Benefit to Local Artists
20%
Benefit to Broader Community
20%
Strengthening Local Cultural Identity
10%
Environmental Sustainability
10%
Promotion and Marketing
As a condition of Funding, successful recipients will be asked to

provide invitations to the public outcome of any funded activities.
You should invite the following parties:
The Mayor
The Arts and Culture Portfolio Holder

PAGE 3 of 15
Councillors on the Community Arts & Festivals Assessment

Committee
Arts and Culture Department
You may also wish to send invitations be sent to other

Councillors, as well as representatives from the Events
Department and Community Development Department.
Invitations can be sent to PO Box 104, Geelong Vic 3220.
Electronic invitations for Councillors may be emailed to
councillor@geelongcity.vic.gov.au.
Privacy Information
The personal information on the Community Arts Grants
Application Form is collected by Council for the primary purpose
of processing your grant application. Should you wish to access
this information, you may contact Council on 5272 5272.
Council will publicly report grants awarded on an annual basis.
Please Note The Following:
Allocated funds must be expended within 12 months of

receiving the funding, unless otherwise negotiated.
Check that you have chosen the correct grant program for
your project. Council offers a variety of funding programs
aimed at assisting the community with specific activities.
Information about these programs follow in this document.
A Tax Invoice is required to be submitted to The Arts &

Culture Department prior to payment of the grant.
Any event/program/project that is to be held on Council

property (this includes council owned buildings, parks and all
other open space areas including the Geelong Waterfront) is
required to have the approval of both the Council Department
with asset management responsibility for the property, and
Councils Events Services Unit. Grant recipients should not
assume that receipt of funds relieves them of the requirement
to obtain the appropriate permits and permissions for use of
these locations.
In a spirit of responsible care for our environment, grant

applicants are requested to carefully consider the
environmental issues such as energy use and greenhouse
emissions, water use, waste & recycling, sustainable travel,
natural environment, or awareness of the relationships
between people and our planet.
Changes to Project Prior to Completion
Funds are allocated on the basis of festival descriptions

provided in Grant applications, with the expectation that the
festival will be delivered as described. You must seek
approval in writing from Council via the Arts & Culture
Department if substantial changes are to be made to the
nature of the festival, or if grant funds cannot be expended
within 12 months.
If a festival does not go ahead, Council must be contacted
immediately to arrange for the return of grant funds.
Organisations that do not submit a completed Acquittal Form,

including an accurate statement of actual expenditure of
funds, and all tax invoices related to grant expenditure, will be
ineligible to apply to City of Greater Geelong for future grants.
Unless written permission is obtained from the Arts & Culture
Unit, grant funds must only be used as indicated in the Grant
Application budget. Funds not used as originally intended
may need to be returned to Council.
Profit
Making a profit from your Festival is acceptable, provided you
have used all grant funds strictly for the purpose for which they
were approved.
Audits
As part of the Evaluation process, randomly selected festivals
may be required to provide additional detail of expenditure to
improve festival accountability.
Council officers may request meetings with the Applicant to
check progress, or undertake an independent audit of the books
and records of the Applicant.
Accurate financial records of the recipient organisation must be
maintained and made available to Council in the event of any
further audit by Council into the use of the grant.
In addition to the Community Festivals Grants, the City of Greater

OTHER
GRANT STREAMS
Geelong also provides the following other funding streams:
Community Arts Grants (Arts Project)

The Community Arts Grants (Arts Project) aims to support the
initiation, development and delivery of quality arts projects,
enriching the cultural fabric of the Geelong region and
maximising community participation in local arts activity.
The program is structured to enable a wide range of arts and
cultural groups to obtain a share of the grant funds for a varied
range of projects spanning all arts genres.
Eligible organisations may apply for activities that will take place
within the Greater Geelong municipality, and which demonstrate
benefit to the cultural life of the Geelong community.
Community Arts Grants (Biennial)

This Biennial Grant category provides a more substantial level of
funding for the development of large-scale arts projects with one
or more phases of activity that span across a two-year period.
Grants of up to $12,000, may be disbursed across two years
(max $6,000 per year), to successful applicants.
Festival Evaluation
Community Arts Grants (Quick Response)
Quick Response Grants of up to $1,500 support urgent arts

projects whose timelines prevent the Applicant from applying
within the main annual Community Arts and Festivals Grants
program application period in July/August.
For Council audit purposes, an Acquittal must be submitted

upon conclusion of any funded activity. Acquittal is conducted
by completing an Excel Spreadsheet provided by the Arts &
Culture Department.
Acquittals will include a self evaluation of the events
economic benefit to Geelong.
Applicants must provide a legitimate reason as to why the

application could not take place within the timelines of the major

PAGE 4 of 15
annual funding round, and why funding is necessary at short

notice (eg. creation of an arts program to support an
environmental disaster relief effort).
Applicants who applied in the major July/August round may not
re-apply for a Quick Response grant for the same project.
Community Arts Grants (Professional

Development)
Professional Development Grants of up to $1,000 are available
all year round, subject to availability of funds. Volunteer arts
community workers and professional artists who reside
permanently within the Greater Geelong municipality may apply
at any time to finance selected professional and skill
development activities, including, but not limited to,
reimbursement of travel costs or registration fees for cultural
conferences, programs, mentorships or other arts education
activities for individuals.
Further details are available at

www.geelongaustralia.com.au or by contacting the
Arts & Culture Department on 5272 4703
OTHER FUNDING OPPORTUNITIES AT CITY

OF GREATER GEELONG
The City of Greater Geelong also provides the following other
funding opportunities to support the community:
Community Grants Program

The Community Grants Program is offered to assist not-for-profit
community organisations to provide opportunities that benefit the
Geelong community.
The program aims to contribute funds to assist eligible groups to
undertake a wide range of projects consistent with the Citys
Community Wellbeing priorities. The program has an allocation
of $240,000 per financial year, with most grant allocations
ranging between $500 and $3,000 per applicant.
contacting Councils Health Promotions Officer Aged &

Disability Services Unit on 5272 5272.
Geelong Major Events Funding (GME)

GME aims to develop a broad range of major events in the region
by providing financial support to organisations delivering high
quality, large scale events.
Applications for funding will be accepted throughout the year but
should be made at least four months prior to the proposed event.
Further details are available via the City's website at
www.geelongaustralia.com.au or by contacting Councils Events
& Marketing Services Unit on 5272 5272.
Swim Sport and Leisure Sponsorship (Inkind Support)

The City of Greater Geelongs Swim Sport and Leisure Centres
provide services to Geelongs community with a wide range of
programs and facilities available. Swim Sport and Leisure
Sponsorship looks at investing in a number of opportunities that
reflect our vision, corporate values and program initiatives.
Contact the Citys Swim Sport and Leisure Unit on 5272 5272 for
further information regarding sponsorship opportunities and how
to apply.
Bis-Sport Funding
This small grant fund (for amounts between $100 to $1,500) is
for Individual sports people over 12 years of age who are
participating in regional, state and national sporting events or
competitions. Funds can be used to assist participants with costs
associated with: accommodation; travel; uniforms; special
coaching activities; and special equipment etc.
Applicants must conform to the grant guidelines and complete an
application form. Further information can be obtained by
contacting the Barwon Sports Academy on 5224 9110.
There are several grant rounds per financial year when requests
for funds can made by completing our online application form.
Applications are assessed based on the established eligibility
guidelines and selection criteria of the program.
For further information, please go to
http://www.geelongaustralia.com.au/community/grants or contact
the Community Grants staff on 5272 4736 or via email
communitygrants@geelongcity.vic.gov.au.
Victorian Seniors Festival Grant Program

The Senior Citizens Festival in Geelong is a month-long
celebration and acknowledgment of the important contribution
that senior citizens make in our community.
Grants are available for amounts of up to $400 for activities that
take place during Seniors Week.
The program is advertised once per financial year and
applications are accepted within specified timelines.
Eligible groups must meet grant guidelines and complete an
application, available at www.geelongaustralia.com.au or by

PAGE 5 of 15
ONLY ONLINE APPLICATIONS WILL BE ACCEPTED THIS DOCUMENT IS FOR REFERENCE ONLY
ELIGIBILITY
nb. Please complete ALL questions.
1. Grant Discussion
It is a requirement for all potential applicants to discuss their
proposal with the Arts & Culture Unit prior to applying for a
Community Art or Festival Grant. Applications may only be
made after attending either a relevant public information
session or a one-on-one grant chat with a grants officer.
3. Capital Works & Equipment
(a) Have you met with the Arts & Culture Department directly to
discuss your Project?
This Grant Program does not fund Capital Works or

Equipment for on-going use. Do you intend to use the grant
for one or more of the following?
Building or renovations/ refurbishment works to the inside or
outside of a building?
Purchase (not hire) of equipment eg. sound equipment,
instruments, mobile staging, indoor or outdoor venue
amenities such as shade sails, air conditioners etc?
Alterations/renovations to any outdoor spaces such as
playgrounds, sporting grounds, parks or reserves etc?
No
Yes
If Yes, your event is NOT eligible for funding under this program
(b) When did you attend? (Date)
4. Insurance
(c) Which grant officer did you meet with?
2. Legal And Taxation Requirements

You must complete all questions in this section. The
information you provide will determine if your application is
eligible to progress to the first assessment stage.
To be eligible for funding under this program, you MUST

have Public Liability Insurance (PLI).
If you have an Auspice who is providing PLI to cover your
project/event, you must acquire a Certificate of Currency
from them for inclusion with this application. (a policy
statement or receipt is NOT sufficient).
Have you arranged for a Certificate of Currency for PLI?
No
(a) Name of Group or Organisation
Yes
Where insurance is not in place, Regional Arts Victoria

(RAV) can provide recommendations for affordable cover
for artists and for groups. RAV can be contacted on 03 9644
1800.
(b) Incorporation Number of Organisation*
5. Other Council Funding

Only Incorporated Not-For-Profit groups or those with an Auspice
can receive funds.
If your group is not incorporated or a similar legal entity,

you may need to appoint an incorporated body to act as
auspice for your application. (See Section 9 of the
Guidelines for explanation of auspice.)
The auspice will manage the funds on behalf of the
Applicant, and is legally responsible to manage those funds
in accordance with the Funding Agreement.
(c) * Australian Business Number (ABN) of the Organisation
(a)
Have you entered into an agreement or discussion

regarding this project/event with any other City of Greater
Geelong Department or Councillor?
No
Year
No
Yes
Statement by a Supplier Forms can be obtained from the
Australian Tax Office.
*Please be aware that if you do not provide either an ABN or a
Statement by a Supplier Form, Council is obliged to send 48.5%
of your allocation directly to the Australian Tax Office (ATO).
(e) Are you registered for GST?
No
Yes
If you are registered for GST and you are allocated funds,
Council will pay an additional 10% to accommodate GST.
If yes, please provide details below:
(b) Have you received any funding from the City of Greater
Geelong, for any other project/event in the last three years?
No
(d) If you do not have an ABN, have you included a Statement

by a Supplier Form* with this application?
Yes
Yes
If yes, please provide details below:
Council Funding
Program
Name of Project
funded
Amount
Received
$
$
$
(c) Have you returned an Acquittal Report to the City of Greater

Geelong regarding ALL previous funding?*
No
Yes
*NB. Until Acquittal Reports with all required support material

have been received by Council for all previous projects, any
future projects will not be eligible for funding.

PAGE 6 of 15
6. Ownership* and Permits

(a) Who owns the facility where the festival will take place?
*NB. Permission may be required if the facility is owned by

Council or other Government bodies. If the land or building
is owned and/or managed by the City of Greater Geelong,
you must contact the Events Unit on 03 5272 4214 and
arrange to submit appropriate Event Application Forms.
CONTACT DETAILS OF ORGANISATION

UNDERTAKING THE PROJECT:
Name of Group or Organisation
Details of Person Completing this Form:
(b) Who manages this facility?
First name
Surname
(c)
Title
Business hours number
After hours number
Mobile number
Have you attached a copy of the relevant approvals/

permits documentation from the management and/or owner
of the property to undertake the festival in this facility ?
(required).
No
(d)
Yes
Have you contacted Councils Events Unit?

No
Email (required):
Yes
When did you attend? (Date)

Which events officer did you meet with?
(For official email concerning this grant application)

Applicants Street Address:
Number.
If your organisation owns the venue/s for your project/event,

you are still required to upload written permission.
Street name
Suburb/Town
State
Post code
Postal Address for Grant Communication:

(if different from above)
Number
Street name
Suburb/Town
State
Post code
Alternate Contact Persons Details:

Must be a person who is authorised to represent the festival if the
person submitting this application is not available.
First name
Surname
Title in organisation
After hours number
Mobile number
Email (Required):

PAGE 7 of 15
7. Auspice (if applicable)

CONTACT DETAILS OF AUSPICE* ORGANISATION IF
APPLICABLE:
* For clarification, please refer to the Grant Guidelines
The Auspice must be fully informed of the details of this
application and be made aware of their legal responsibilities
before completing this application.

project.
The Auspice contacts signature will be required on the Funding

Agreement.
Name of Auspice Organisation
Auspice ABN
Auspice Contact Persons Details:

First name
Surname
Title in Auspice organisation
After hours number
Mobile number
Email contact
(For official email concerning this grant application where
applicable)
Auspice Postal Address:
Legal documents including Agreements and payment details will
be sent to this address when applicable.
Number
Street name
Suburb/Town
State
Post code

PAGE 8 of 15
identity, arts programming and community cultural
development.
1.
Festival Title:
FESTIVAL
DETAILS
2.
Describe your Festival in 50 words or less:
(a) How many times has your event occurred?
(b) Describe the major developments or new components

that have occurred in each of the previous three years
that the festival has been produced:
Year One:
Please provide a clear and engaging summary of your

Festival.
3.
Include any venue names and other locations.
4.
In which Council Ward will the main activity take place?
5.
Date your planning phase will start:
6.
Date your planning phase will end:
7.
Launch date:
The date you will invite official guests to the public opening
of your event.
8.
Launch Location:
9.
Public Outcome Start date:

The date your festival activities will begin (including
workshops and community participation activities)
10. Public Outcome Finish date:

The date your festival activities will finish (including
workshops and community participation activities)
11.
Year Two:
Where will your Festival take place?
Year Three:
(c) List key people/management structure of the festival,

and any relevant skills held.
Key professionals involved in the planning and
management of the event. For example: John Citizen, key
skill 'professional advertising executive' responsible for
festival advertising & communications.
Key Person #1:
First name
Surname
Position and responsibilities
What plan, process or strategy will you use to evaluate

the success and development of your event?
Key Person #2:
First name
How will you know you have met the needs of your
stakeholders and the community?
Surname
Triennial specific details

Community festivals become eligible for triennial funding
after three years of operation however to qualify for
consideration, they must consistently demonstrate
exemplary principles of project management, unique
Key Person #3:

PAGE 9 of 15
First name
Surname
(h) Describe how you would use an increased level of
funding to develop, innovate or improve your event:
Key Person #4:

First name
Surname
i.e. Provide examples of new long term strategies you will

employ, eg. how you will identify and attract new audiences,
improve the quality of your program, build stronger
partnerships in your community, work more effectively with
local artists, develop new revenue and funding streams etc.
Please limit your response to 500 words.
ASSESSMENT
1. Benefit to Local Artists
Key Person #5:

First name
Surname
Other key personnel

(20% of total score)
(a) How many local professional artists will

work on this event?
e.g. professional arts practitioners or arts workers who
charge for their work. Please provide artists' CVs in support
documents.
(b) How many of these artists will be paid?
(c) How many local non-professional artists will
work on this event?
e.g. hobbyists, club members etc. who do not charge for
their work.
(d) How will all the artists involved benefit from this
event?
Use this space if more than 5 key people are engaged in

producing your event.
(d) How many volunteers work on the festival each year?
(average)
Tell us how involvement with your festival will support the

financial position, reputation and professional development
of the artists. Please limit your response to 250 words
2. Benefit to the Broader Community (20% of

(e) Describe the way in which volunteers are sourced,
engaged and used in the management of the event:
total score)
(a) Who is your Festival designed for? Who will attend?
Please limit your response to 250 words

(f)
How many Community organisations are involved?

(average)
(g) How many local businesses are involved? (average)
For example, what groups of people are you targeting and

typically attend your festival? Limit your response to 250
words.
(b) Why is your festival important, unique or relevant to
your community?

PAGE 10 of 15
How will your event improve access to the arts for the
whole community?
In particular, what is it about your event that the public

cannot experience anywhere else? Please be specific. Limit
your response to 250 words.
Access is about maximising peoples ability to connect with

the event. e.g. disadvantaged groups, people of all abilities,
people of diverse cultural backgrounds, low income
earners, elderly people, etc. Limit your response to 250
words.
(c) How will the broader community benefit from this

event?
6. Environmental Sustainability
(10% of total
score)
How will this event respond to environmental issues?
What will the project do for local residents, audiences and

partners? Please provide a detailed response. Limit your
response to 250 words.
3. Strengthening Local Cultural Identity (10%
How 'green' is your event? Discuss elements such as

energy use and greenhouse emissions, water use, waste &
recycling, sustainable travel, or awareness of the
connections between people and natural environment etc.
Limit your response to 250 words.
of total score)
How will your event strengthen local identity or cultural
life?
Cultural Skills Development
(5% of total score)

Please comment on the ways your event will encourage
the development of arts and cultural skills:
How does your event express, interpret and strengthen the

unique character of Geelong and its surrounds? Please
provide a detailed response. Limit your response to 250
words.
4. Building Community (10% of total score)

How will your event strengthen community
connections?
Tell us how participants will grow in their skills and

understanding of craft, heritage, music, design,
performance, literature, visual arts etc. Please provide a
detailed response. Limit your response to 250 words.
8. Contribution by the organisation
Community connections refers to how people, groups and

organisations communicate and relate to each other
through the event. Please provide a detailed response.
Limit your response to 250 words.
(5% of total
score)
What other funding or sponsorship have you
investigated to assist with this event?
Please comment on efforts you have made to ensure that

the success of your event does not depend entirely on
receiving a City of Greater Geelong grant. Include comment
about any other external funding or sponsorship. Please
limit your response to 250 words.
Details of cash and in-kind contributions must be
detailed in the budget section.
5. Improving Arts Access
(10% of total score)

PAGE 11 of 15
BUDGET
9.
BUDGET (5% of total score)

Detail all costs of running your project in the budget section below. Include all In-kind goods and services.
A well prepared and accurate budget is the foundation of all successful applications.
(a) In Kind Contributions:

nb. $20 per hour is a suggested figure to use when estimating voluntary labour costs.
Information should be as detailed and accurate as possible.

Add the total in-kind $ amount to both the Income and Expenditure tables below.
ADD AS MANY EXTRA ROWS AS YOU NEED
In-kind Income - please note which items have already been confirmed.
Amount
$
Confirmed?
Y/N
Date
Volunteer labour (please detail)

Goods (please detail)
Services (please detail)
If NO, add
Total In-kind Contribution:
$______
notification
date
Be sure to add the total In-kind $ Amount to both the INCOME and EXPENDITURE tables of the budget.
(b) Other Grants:

Provide detail of other non-CoGG grants applied for to support this project:
ADD AS MANY EXTRA ROWS AS YOU NEED.
Other grant fund applied to:

Announcement
Date
PAGE 12 of 15
(c) Income & Expenditure:

Please list ALL project costs, and attach quotes from suppliers/contractors where possible.
ADD AS MANY EXTRA ROWS AS YOU NEED.
Total Income MUST equal Total Expenditure
INCOME
Please list ALL sources of income
EXPENDITURE
Please list ALL project costs, and obtain quotes from
suppliers/contractors.
Nb. Show which income sources are already confirmed

X
by placing an (X) next to these items.
Nb. Show where you plan to use the grant funds by

placing an (X) next to these items.
City of Greater Geelong Community Arts

Grant amount requested
Artist Fees
In-kind Goods & Services *
In-kind Goods & Services **
Other Grants applied for (detail below)**
Materials
Sponsorship
Marketing and Promotion
Cash contribution your organisation
Equipment hire
Other cash donations
Project administration
Sale of products or merchandise
Cost of products or merchandise
Entry Fees (based on $____ per head)
Contingency
TOTAL INCOME***
TOTAL EXPENDITURE***
*As detailed in section 9(a)

**As detailed in section 9(b)
***Total Income MUST equal Total Expenditure

PAGE 13 of 15
MARKETING
MARKETING PLAN
(5% of total score)
10. Please detail the key promotional tools and strategies you will employ.
(e.g. What you are going to do to publicise and promote your project to the public? For example: brochures, newspapers, radio,
direct mail, launch event etc)
Provide the dates when these strategies will be used:
(If you need to record more than four dates, please start a new line for the same marketing tool and continue adding dates)
Marketing Tools
Date 1
Date 2
Date 3
Date 4
If applicable
If applicable
If applicable
11. Support Material (optional)

Please feel free to attach any further support material you feel may be relevant to your application eg. examples of previous work,
pictures, long term plans, letters of support etc.
Need any help completing your application?

Please contact the Arts & Culture Department on 03 5272 4703 for assistance and further information about your application and this
program.

PAGE 14 of 15
SAMPLE AGREEMENT THIS DOCUMENT FOR REFERENCE ONLY - DO NOT SIGN

Please read this agreement carefully, then sign the second page.
THIS AGREEMENT IS MADE BETWEEN

GREATER GEELONG CITY COUNCIL
ABN 18 374 210 672 (the Council) of 30 Gheringhap Street, Geelong
and
(Insert Name of Applicant Organisation)
d. It will spend any funds granted by Council on the

approved activity;
e. It will not make any significant changes to the activity or
how the funds are allocated unless such changes are
requested in writing and subsequently approved in writing
by Council;
f.
(the Applicant) of
Number
Street Name
Suburb/Town
State
Post code
g. It will complete an Acquittal process for the grant within

one month of the conclusion of the activity;
h. It will return to Council any funds not spent on the activity
as originally detailed in the budget submitted;
EVENT TITLE
i.
It will maintain accurate financial records of the recipient

organisation, and make these records available to the staff
of Council in the event of any further audit by Council into
the use of the Grant;
j.
It shall release and indemnify the Council, its servants,

agents and employees against any claim, demand,
liability, costs, expenses, actions arising out of or in any
way connected with the activities of the Applicant, or the
Applicants agents in consequence of this agreement
except where the claim, demand, liability, costs or action
are caused by the Council or its servants or agents;
Funding Amount Approved:

Office use only
Ex-GST
BACKGROUND
A
The Council makes funds available for community

programs and activities each year for the benefit of
residents of, and for activities that take place in, the City of
Greater Geelong Municipality.
The Grant Program criteria must be met by the Applicant

before funding is provided as set out in this Agreement.
k. It will not hold the Council responsible for any financial

shortfall should the activity run over budget;
l.
AGREEMENT
1.
This Agreement will only take effect if the Applicants

submission is approved by the City of Greater Geelong
General Manager Community Services, under Delegation.
2.
Any variation of this Agreement shall only be made in

writing between the parties.
3.
The Council reserves the right to:

a. refuse funding to any applicant;
b. provide the applicant with a different amount than that
requested in the application;
c. impose additional *Special Conditions on the
Agreement;
n. It will provide invitations to the launch event or public

outcome of any funded activities, for the following Council
representatives:
1.
2.
3.
e. discontinue funding at any stage, for any reason;
4.
recall funding in whole or in part, for any reason;
g. request progress reports from the Applicant during the

period of the activity;
h. undertake an independent audit of the financial books
and records of the Applicant.
4.
b.
It is a Not-For-Profit incorporated association or a

natural person authorised by the incorporated
association to enter into this agreement;
Activities arising from the grant allocation will take
place within the City of Greater Geelong and/or benefit
City of Greater Geelong residents and workers;
Mayor of the City of Greater Geelong

Arts and Culture Portfolio Holder
Other members of the Community Arts and
Festivals Assessment Committee
Arts and Culture Department
Invitations to be sent to:

PO Box 104, Geelong VIC 3220
5.
The Applicant confirms and agrees that:

a.
It will acknowledge Council as a funding source on all

marketing and publicity materials. This will include the City
of Greater Geelong logo (used in accordance with the
Guidelines) and the words This project is supported by
City of Greater Geelong through its Community Arts and
Festivals Grants Program;
m. It will submit a promotional article for inclusion in City of

Greater Geelongs weekly Arts Bulletin e-zine, at
www.geelongaustralia.com.au at least two weeks prior to
the launch event or public outcome for their project. Phone
5272 4703 for assistance;
d. stage or otherwise customise funding to any applicant;

f.
It will spend any funds provided under this agreement

within 12 months of the date of this agreement, unless an
extension is requested in writing and subsequently
approved in writing by Council;
6.
Council will require a Tax Invoice to be submitted prior to

payment of the grant. It must clearly indicate if your entity or
organisation is registered for GST and include banking
details for the purpose of electronic funds transfer (EFT).
The Applicant agrees to the following *Special Conditions:
Office use only
c. It will obtain any necessary Council permits or other

permits required for the event/program to take place;

PAGE 15 of 15
SAMPLE AGREEMENT THIS DOCUMENT FOR REFERENCE ONLY - DO NOT SIGN
APPLICATION FORM AUTHORISATION

This section requires completion and signature by two committee
or authorised staff members of the organisation that are
managing the funds of this project (or by the auspice
organisation if applicable).
DECLARATION
I affirm, on behalf of the applicant organisation, that any funds
provided by the City of Greater Geelong will be expended in
accordance with the terms and conditions outlined in the Funding
Agreement.
I affirm that all details supplied in this application and
attachments are true and correct to the best of my knowledge
and that the application form has been submitted with the full
knowledge and agreement of the applicant organisation.
I acknowledge that the Guidelines and Funding Agreement have
been read and fully understood.
SIGNED FOR AND ON BEHALF OF:

Applicant Organisations Name (or Auspice if applicable)
ABN (use Auspice ABN if applicable)
By:
COMMITTEE MEMBER/STAFF MEMBER or AUSPICE (if
applicable):
Name
Position/Title
PLEASE NOTE:
TWO signatures are required.
Signature
At least one signatory must have authority to administer

financial activity for the applicant organisation.
Groups that have an Auspice organisation must get that
organisation to sign this section (see the Grant guidelines for
a description of groups that may require an auspice)

project.
Date
COMMITTEE MEMBER/STAFF MEMBER: (from Applicant

Organisation)
Name
Position/Title
Signature
Date

PAGE 16 of 15

8cf0df6cbe45aa1-Community Festivals Grants (Triennial) 2015-16

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ATTACHMENT 6

Last printed Saturday, 23 April 2016 at 5:34:49 AM

CITY OF GREATER GEELONG

Read the Grant Guidelines carefully.

Acquitted any previous City of Greater Geelong grants.

Provide a Certificate of Currency for your Public Liability Insurance.

Negotiate an Auspice organisation if required note special conditions.

COMMUNITY FESTIVALS GRANTS (Triennial) (5/2015)

What Is The Community Festivals Grants

Who Can Apply?

Festivals with a successful track record of 3 or more years.

Incorporated (or those deemed by Council to hold a similar

Non-incorporated groups may apply if they have an auspice.

If you have received funds from Council previously, you must

Three categories of Community Festival grants are available:

How Much Can You Apply For?

1. Community Festivals (One-off)

The Community Festivals Program has a total allocation of

This grant supports festival-type events that feature a diverse

Is Your Event A Community Festival?

Higher levels of funding may be available to Triennial grant

When Can You Apply?

Primarily focused on meeting the cultural needs of the local

Celebrates local identity and uniqueness of place.

Provides opportunities for community arts and cultural

All Small to moderate sized festivals with an arts and culture

Community participation is evident in the planning process.

Offers a diverse range of cultural experiences and activities.

Utilises space in a creative or different manner than that

Is widely accessible and able to attract a broad range of

NB. No extensions will be allowed for late applications.

What Can Be Funded Under This Program?

Innovative arts activities not currently being presented as part

COMMUNITY FESTIVALS GRANTS (Triennial) (5/2015)

Food items, where provision of this food is integral to the

What will NOT be Funded?

Events held outside City of Greater Geelong municipality.

Festival activities that start prior to this application being

Core business costs associated with the running of the

Festivals or events which will commit Council to ongoing

Festivals whose primary participants or target audience is

A concert or series of performances to be held in a theatre or

Competition prizes, awards or fundraising donations.

Catering costs where provision of food is not considered

How Do You Apply?

Improving Arts Access

Cultural Skills Development

Marketing & Promotions

The auspice will manage the funds on behalf of the

It is a condition of funding to the Auspice body that the

Auspice organisations are advised to read the Grant

The applicant must keep the Auspice fully informed of the

Some Auspice organisations may charge an auspice fee, at

There is a two-step application process:

A well prepared and accurate budget is the foundation of all

be balanced i.e. the Total Income must be the same as Total

Hard copy applications will not be accepted. However you can

How Are Applications Scored?

Applicants must contact Councils Communication and Marketing

Applications are subject to a comprehensive assessment by a

Benefit to Broader Community

Strengthening Local Cultural Identity

Promotion and Marketing