Download the Community Grants Guidelines and find out more about our upcoming training opportunities below.
If you require this document in a different format please contact us email@example.com
The City of Whittlesea is excited to offer a free grant writing workshop to help you easily and effectively apply for a City of Whittlesea Community Grant. Residents and community groups located in the City of Whittlesea can learn how to write grant applications and familiarise themselves with the new online application form. Numbers are limited, please register if you plan to attend.
If the workshop numbers are full, please email firstname.lastname@example.org to express your interest to be added to the waiting list for additional workshops.
Find out more about each grant category, including the eligibility criteria, by clicking the category below.
- All applicants must apply two months prior to enable time to process. For example, if you require the grant for attendance to a leadership workshop in October, you must apply by August.
- No grant will be funded retrospectively.
- One application per individual each year
- Parents/Guardians will need to apply for those under 18 years old
Arts and Culture – e.g. Creative performers, artists
Community Leadership – e.g. Attending leadership development opportunities to support their community
Sports & Recreation Competitions – e.g. Individuals 25yo or younger
Sustainable Environment Initiatives - e.g. All individuals. Under 18 years old must have a Parent/Guardian apply on their behalf.
Individual grants are available monthly for up to $1,000.
Explanation of Opportunity - how the grant will help the applicant and wider community (if applicable)
Evidence of Financial Need
In addition to the items on page six of the guidelines, grants are excluded from funding:
- Computer equipment
- School, TAFE or Uni fees
It is essential for your application to have supporting documents as priority will be given to applicants with all supporting documentation. In addition, Council staff will contact third parties to verify details of your application where required.
Arts and Culture
- Artist’s CV and/ or
- Evidence of the opportunity relevant to their art or cultural practice
- A demonstrated history of volunteering, participation and taking leadership in the community/ community group
- Evidence of the leadership development opportunities to support their community
- Courses that are delivered by a Registered Training Organisation
Sports & Recreation Competitions
- Evidence of financial need (e.g. Health care card holder)
- Evidence of selection in the event/ competition
- The list of costs to participate
Sustainable Environment Initiatives
In line with the Sustainable Environment Vision, the applicant must complete:
- A project plan of the initiative they want to achieve and its objectives
- Impact of the initiative
- List of costs
Small, medium and large grants offer supports to social enterprises, not-for-profit community groups, organisations and businesses to undertake activities that have a broad community benefit.
Eligible applicants are encouraged to apply for grants to deliver projects and events that have a community benefit in line with the Whittlesea 2040 vision:
- Connected Community
- Liveable Neighbourhoods
- Strong Local Economy
- Sustainable Environment
All small, medium and large grants have three sub-categories:
- Council Programs
Council will offer programs because of identified need in community through community planning and feedback. e.g. female Participation in Sports
Community groups, social enterprises and businesses can apply for grants to deliver projects that contribute towards the Whittlesea 2040.
- Events and or Festivals
To celebrate our diverse community eligible applicants are encouraged to apply to run events or festivals that celebrate who you represent in the City of Whittlesea. Applications for events must ensure it meets all the Festival and Events requirements including;
a. Traffic management strategy
b. Health and safety considerations and permits where applicable
c. Risk management strategy
d. Communications and/or media plan
In addition to the items on page six of the guidelines, the small, medium and large grants are excluded from funding:
- Projects, activities or events that are political in nature
- Gifts vouchers, gifts, prizes, trophies, scholarships, donations, other grant programs
- Projects already underway, completed or committed to prior to applying
- Activities or events that do not comply with relevant government orders of the day
- Air travel or accommodation
- Events, activities or projects that are not open to the public or where access is restricted.
Unincorporated group grants are available quarterly for up to $1,000.
In addition to the items on page six of the guidelines, grants are excluded from funding:
- Public Liability Insurance to cover organisation/group.
- Incorporation costs.
- Materials and equipment to support organisation set-up.
- Group promotion and member recruitment.
- Costs for regular meeting venues not listed in the ‘what won’t be funded’ section below.
- Costs to set up a webpage.
- Facilitators to support development of strategic plans, governance systems.
- Not-for-profit community groups, incorporated organisations, social enterprises and businesses
Up to $1,000
- Reduce financial impact of emergency and unforeseen events
- Enable eligible applicants to continue to operate or quickly return to normal operations
What won't be funded
In addition to the items on page six of the guidelines, emergency grants are excluded from funding:
- Emergency initiatives already delivered in community by other key community organisations or the State.
- Insurance excess for covered event
- Evidence of current financial status
- Other documents relevant to the proposed emergency project or activity
For more information on how to apply, click through to the smartygrants links below:
We anticipate a 6-week turnaround from when grant rounds close and when we will notify you of the outcome of your application. We expect your project or event to be delivered the following quarter. If your project falls over multiple quarters, we expect you to start delivering it by the following quarter after you receive your funds.
For example, if you apply on 1 July for a $10,000 grant, it will start to be assessed after 31 July and we will aim to notify you of the outcome by mid-September. We would then expect the project or event to be delivered by 31 December (or started by this date if the project falls over multiple quarters).
Yes, you can use part of your grant to cover traffic management. Traffic management plans will need to be submitted as part of the event approval process. Council does not provide event traffic management as part of our services.
Community grants cannot be used for building projects, capital works or facility maintenance.
Anything that is not yearly would be considered a regular event.
A media pack is being designed by the Communications team and notification about your acknowledgement level will be provided in your Conditions of Grants form.
If your organisation is registered for GST it will be paid on top of the grant amount. If it is not registered for GST, it will not be included.
You can run an event or project that is targeted towards a specific group however City of Whittlesea has a zero tolerance policy towards discrimination.
You can add additional contacts if you are partnering with another organisation so that people at the other organisation can enquire about or take actions on the grant.
An example of in-kind contributions can be staff or volunteer hours, venue hire, or donated goods and services, funding received from other bodies – must not be double dipping and this will need to be demonstrated.
Volunteer hours are calculated at $42/hour for in-kind contributions.
At this stage there is no waiver process for grant recipients hiring Council venues. Incorporating this will be considered over the coming years.
Not at this stage. Upon application, you were approved for the event to be run in the City of Whittlesea.
We may consider this in the future.
All staff, volunteers, contractors or consultants are required to declare their conflict of interest when applying for grants. There are a few levels to conflict of interest: actual conflict of interest (e.g. the person applying for the grant is a staff member, volunteer, contractor or consultant with City of Whittlesea); potential conflict of interest (e.g. someone on the team works with Council but they’re not the person applying for the grant); or perceived conflict of interest (e.g. a third party may perceive a conflict of interest by your involvement both in the group and with Council). If in doubt, please err on the side of caution or contact the Grants team if you need more assistance.
Grants assessors will be from a range of teams across council. Assessors will consult with subject matter experts in the field before finalising their assessments.
Grants are open all year around and will not close. The dates provided are the dates that the assessment process will begin.
It is highly unlikely that the grants budget will be used up in the first quarter. The grants budget at Council has been increased by 33% and all applications over $3000 will be approved by a group of senior leadership and executives.
There will be no direct feedback for acquittals unless it is requested. Project or event outcomes will be summarised, collated and reported to Council with others in the same quarter.
Aside from State Government regulations, fundraising permits do not need to be obtained except for collections on public land (e.g. highway collections). Further information on fundraising permits can be found online at Fundraising permits - Whittlesea Council
Co-contributions are required for businesses or not-for-profit groups or organisations exceeding $300,000 gross annual income. Co-contributions for not-for-profits can be in-kind support (e.g. volunteer hours, venue hire, grant from other funding bodies etc).
If you have an event in December you would want to apply for the grant for your project or event in Q2. Once the quarter is closed, it will go through the assessment process and you will be notified on the outcome within about 6 weeks. You would then hold the event by the end of December and acquit the grant the following quarter.
Please note that due to the release date of the Grants program in 2023, you could apply for December funding in Q3 however it will result in a tighter timeframe between the grant notification and the event date.