Community Festivals and Events Grants

The Community Grants Program 2018–19 provides funding through Council’s annual Budget. Community groups can apply for up to $10,000 to assist in implementing a festival or event that will attract an audience greater than 500 local residents.

Community Festivals and Events Grants Guidelines 2018–19(PDF, 2MB)

Information session

An information session is offered to help groups understand funding priorities and submission requirements.

Wednesday 14 March, 6pm–8pm
Glen Eira Town Hall — Yarra Yarra Room
Corner Glen Eira and Hawthorn Roads, Caulfield

Help with applications

Council’s community grants officers are available by appointment to assist applicants to complete an online application form. Contact Council’s Service Centre on 9524 3333 to arrange an appointment. Please ensure you bring items listed under ‘What do I need for my application?’ to your appointment.

Key dates

Applications open   Thursday 1 March 2018
Applications close 5pm on Friday 20 April 2018
Applications assessed May/June 2018
Consideration by Council July 2018
Applicants notified August 2018

Who can apply?

Community festival and events grants are open to community-based organisations and groups that service the Glen Eira community and are not-for-profit.

Applicants must also meet the following criteria:

  1. Be incorporated.
  2. Have an ABN.
  3. Hold public liability insurance in a minimum sum of $20 million.

Who can't apply?

  • For- profit organisations.
  • Individuals.
  • Organisations that have not met the terms and conditions of previous Council grants.
  • Organisations that are the funding responsibility of other levels of government.*
  • Organisations aligned to a political cause.
  • Organisations requesting funding to meet ongoing staff salaries.
  • Organisations or groups who meet outside of Glen Eira — unless they demonstrate the delivery of a specialised service that benefits the Glen Eira community.

*Note: schools are encouraged to partner with community groups in community projects that benefit the wider community. Schools are eligible to apply for Facility Hire Grant.

How do I apply?

Grant applications are made online by completing a Community Festivals and Events Grants Application Form through SmartyGrants.

Please make sure you read these Guidelines carefully before completing your application.

To complete your application you will need access to a computer, the internet and an email address.

All sections of the application must be completed for your application to be accepted.

STEP 1: Go online to SmartyGrants
Open the online application form link at https://gleneira.smartygrants.com.au/

STEP 2: Select the application form
Select Community Festivals and Events Grants Application Form 2018–19.

STEP 3: Preview the form (optional)
Choose ‘Preview the form’ to view the Community Festivals and Events Grants Application Form.

STEP 4: Start an application
Choose ‘Start a submission’ then ‘Login’ to SmartyGrants using an existing account or ‘Register’ a new account.

A new account set-up requires you to use your organisation’s email address as a username and create a password. Please ensure you record your login details. Once registered, you can then ‘Login’ and start an application.

SmartyGrants allows you to save your progress and return to your application at a later date and to also upload supporting documents.

What do I need for my application?

  1. A description of your project. A budget for your project.
  2. Details of your organisation, including incorporation number, GST status and ABN.
  3. A copy of a current bank statement (less than six months old).
  4. A copy of your most recent annual financial report.
  5. A copy of a Certificate of Currency for your public liability insurance.

Partnerships

If your festival and/or event is part of a partnership, the project lead organisation should provide all of the above information. The name, organisation and contact numbers for all other organisations in the partnership are to be included in the application.

Council priorities

Applications that address current Council priorities will be highly regarded. Council funding priorities are guided by a range of Council plans and strategies. Council’s priorities are outlined below.

High priorities

  • Benefit a broad range/number of Glen Eira residents.
  • Improve mental health and community connection.
  • Minimise social isolation.
  • Support an open membership.
  • Foster intergenerational contact.
  • Encourage community participation.
  • Encourage volunteering.
  • Improve community health and wellbeing.
  • Improve community safety.
  • Respond to family violence.
  • Strengthen diversity.
  • Reduce racism.
  • Encourage community harmony and tolerance.
  • Support inclusion for people of all-abilities.
  • Encourage arts and culture activities.
  • Develop recreation and leisure activities.
  • Promote active lifestyles and healthy eating.
  • Encourage sustainability in the community.
  • Improve community transportation.
  • Reduce tobacco, alcohol and other drug consumption.
  • Encourages innovative approaches to emerging issues and needs.

Low priorities

  • Activities that duplicate existing programs.
  • Operational costs that should be covered by member fees.
  • Activities that are regarded as the primary responsibility of other levels of government.
  • Employment of temporary staff.
  • Purchasing food and drinks.

What will not be funded?

  • Applications that seek to make up a shortfall due to budget cuts by other levels of government.
  • Information technology purchases (for example: computers; laptops; tablets; mobile phones; printers; and photocopiers).
  • Private exhibitions run by individual artists and/or exhibitions for the sale of artwork.
  • Religious celebrations.
  • Prizes and awards.
  • Ongoing staff salaries.
  • Capital works projects to Council and non-Council buildings and properties.
  • Festivals and events that charge entry fees and/or restrict broad community participation.

Festival and events grants

We'd like to encourage festivals and events that help to build a strong connected community and are open to a wide community audience.

Grant applications are invited from community organisations and groups that wish to deliver a major community festival or event. The festival or event must attract an audience greater than 500 local residents.

The festival or event should aim to:

  • benefit the Glen Eira community;
  • strengthen community connections;
  • help more people join in community life;
  • be inclusive, accessible and open to all; and
  • build awareness of issues impacting the community.

Examples of festivals/events that may be funded include:

  • family fun days that encourage people to join in community life;
  • youth concerts, events and festivals;
  • award ceremonies celebrating the contribution of people to society;
  • significant occasions such as Australia Day;
  • awareness days or weeks to recognise an important cause or health issue such as Cultural Diversity Week or White Ribbon Day;
  • fairs that promote opportunities to address local environmental issues; and
  • interfaith festivals and events.

Facility hire

If you wish to use a council facility as part of a festival or event, you should incorporate the cost into your grant application.Groups should plan ahead for use of a facility to ensure that it is available and can be reserved well in advance of their event.

You need:

  • The name and cost of the facility and the date of your event; and
  • Confirmation that you have made a booking with the necessary Council facility booking officer.

Facility hire grants do not cover bond payments that may be required by some council facilities at the time of booking. Facility hire grants are in-kind grants where Council covers the cost of facility hire and are not cash grants.

What do I need to run a festival or event?

When organising a festival or event it is recommended that you create an Event Management Plan.

Various examples of Event Management Plans can be found online. As a minimum your event planning should include detailed thinking about:

  • Event details — target audience and purpose.
  • Organising committee — who will be responsible.
  • A budget.
  • Insurance.
  • The venue and infrastructure requirements.
  • A schedule — for the event.
  • A roster — of people who will help.
  • Traffic and pedestrian management.
  • Incident Management Plan.
  • Public health.
  • Public safety.
  • Event promotion and marketing.
  • Useful contact numbers.
  • Evaluation.

Please consider including the following elements in your Event Management Plan:

  • Risk Assessment Plan.
  • Safety Management Plan.
  • Traffic Management Plan.
  • Waste Management and Site Reinstatement Plan. 

What is a Risk Assessment Plan?

Risk assessment is the process of:

  • determining the hazards to health and safety that exist for a particular task, item or work environment;
  • determining the importance of each hazard by assigning it a risk rating or risk score;
  • formulating risk control measures that are reasonably practicable to apply, that will reduce the risk rating/score to an acceptable level;
  • documenting all these matters, usually on a risk assessment form.

Events vary in size, nature and type, but all events require assessment, control and monitoring of risks. Examples of risk assessment plans can be found online.

What is a Safety Management Plan?

A Safety Management Plan links to the Risk Assessment Plan. It documents the controls and measures to be put in place to mitigate situations that could cause harm to people organising or attending the event. What do I need to run a festival or event?

What is a Traffic Management Plan?

Depending on the location of your festival or event you may be required under state law to submit a Traffic Management Plan to Council’s Civic Compliance Department.

This is a requirement whenever a street or road is closed and when an event causes significant changes to local traffic.

The Traffic Management Plan directs where traffic safety signs and barriers need to go to make the area of the street to be closed safe.

The Traffic Management Plan is prepared by a private company. The Road Management Act states that only suitably qualified and trained personnel can prepare a Traffic Management Plan and carry out the actions contained within.

The Plan must also incorporate the actual set-up of street/road barriers and signage as well as their removal post event.

What is a Waste Management and Site Reinstatement Plan?

Holding an event inevitably will result in an increase of waste being generated. You may need to consider organising additional rubbish collection and additional toilet facilities.

You will also need to plan for reinstating the site of the event to its original condition. Site reinstatement doesn’t just refer to picking-up rubbish, but may also include fixing any damage to the property.

Accessible events

Council encourages events to be accessible for people of all-abilities. There is Accessible Events Guidelines for community groups to use when organising an event. These are available on Council’s website.

The event management planning tools referred to in these Guidelines are a guide only and should not be relied upon as representing Council’s specific requirements for a particular event.

Budget — what to include

  1. The budget should accurately reflect project cost and should include:
  2. A description of all program expenses.
  3. Costs associated with the program/project, excluding GST.
  4. The contribution from your organisation, including in-kind support (in-kind support is goods or services that have been gifted to the project, including volunteer hours). Calculate an estimated value for each in-kind item.
  5. Income from other sources (eg. donations/ticket sales).
  6. The community grant requested from Council.

Are you purchasing equipment?

If your application includes purchasing any items or equipment valued at more than:

  • $500 you will need two quotes for each item.
  • $1,000 you will need three quotes for each item.

Will you affect your neighbours?

Please ensure you check restrictions around noise, by checking www.epa.vic.gov.au  and search for noise restrictions.

Grants process and conditions

Submission of applications

All applications must be submitted by 5pm on Friday 20 April 2018.

Applicants will need to:

  • acquit all previous Glen Eira City Council grants;
  • complete all relevant sections of the Application Form;
  • include all required attachments; and
  • ensure the application is endorsed by an authorised person.

Receipt of applications

All applicants will receive an acknowledgement shortly after an application is submitted. If you do not receive an acknowledgement you should contact the community grants officers on 9524 3333.

Assessment of applications

All applications will be assessed by the Community Grants Advisory Committee which consists of Councillors that make recommendations to Council.

All funded projects must meet at least one of the aims of the Community Grants Program listed in this document.

Other assessment criteria include:

  • The extent to which the project reflects Council priorities and benefits Glen Eira residents.
  • Evidence of need for the project.
  • Demonstrated commitment to accessibility and inclusiveness for people of all-abilities.
  • The number of Glen Eira residents that will benefit.
  • The capacity of the organisation to undertake the project.
  • The capacity of the organisation to fund the project themselves or raise funds from other sources.

Notifications of results

All applicants will be advised of the decision regarding their application. Notification is sent to the contact person on the application form.

Acceptance of your grant

If your application is successful, you will be required to sign a document accepting the grant and conditions of funding prior to the release of funds.

General conditions

  • Applicants must submit a completed application form and all documents requested in order for their application to be assessed. Council may require you to validate any of the information provided in your application.
  • Grants will be awarded at the discretion of Council and applicants that meet grant criteria are not guaranteed funding.
  • Not all grants will be funded to the maximum amount and may only be part of the total amount requested.
  • The amount of any grant awarded is at the discretion of Council and will be a maximum of $10,000 per successful applicant.
  • Funding for a specific project in any one year does not guarantee that the same project will receive funding in subsequent years.
  • Funding will not be given for projects started or completed before 30 June 2018.
  • Applicants are responsible for costing their projects accurately. Council is not responsible for costs that have been underestimated.
  • Grants must be spent by the end of the financial year in which they were awarded, in accordance with the purpose specified in the application form and Council’s conditions of funding.
  • A grant may only be used for the specific purpose awarded, unless prior approval for a different purpose has been obtained from Council.
  • Equipment or other items purchased with a grant for use in a Council venue is and remains the property of Council and must be shared with other venue users.
  • The disposal of equipment or other items purchased with a grant must be agreed with Council.
  • Organisations that auspice other organisations may apply for funding for multiple projects.
  • Grant recipients must acknowledge Council in any relevant publications, promotional material, web pages or media releases by using the following statement: Proudly supported by Glen Eira City Council.

Acquittal of grant funds

Following the conclusion of the funded project, a completed community grant acquittal form must be submitted to Council. Failure to submit an accurate acquittal form may result in Council not accepting future grant applications from the organisation. Receipts for expenditure on items over $100 are required to be included with the community grant acquittal form. 

Audit of grants

Grant recipients acknowledge that as part of its accountability processes, Council may audit any grant recipient for compliance with grant conditions. Organisations selected for an audit will be notified.