Apply for a community grant

This grant stream may support activities such as:

• securing studio space or creative development opportunities
• representing a sport at state or national level
• undertaking projects to improve the local environment
• completing training or accreditation to strengthen community leadership.

All applicants must apply at least two months prior to their activity start date to allow for grant assessment and processing time.

For example, if you require the grant for attendance to a leadership workshop in October, you must apply at least the close of the August round.

Please note:

• One successful application per individual per financial year
• Parents/guardians must apply for individuals under 18 years old.

Arts and culture applicants
Open to creative performers or artists.

Community leadership
An example for this category could be that you're attending a leadership development opportunity to support your community.

Sports and recreation competitions

Open to individuals representing at the State or National level in a sporting competition or

Activities that increase participation in local sporting clubs within the City of Whittlesea, particularly for people facing barriers (for example, for people with disability or experiencing financial hardship).

Sustainable environment initiatives
Open to all individuals undertaking environmental projects. 

Individuals can apply for up to $1,500 per applicant.

Applications open on the first day of each month and close on the last day of each month.

Applicants will be notified approximately six weeks after the closing date.

Grants may be used for:

• Creative project costs specific to the application
• Registration fees
• Course fees delivered by a Registered Training Organisation (RTO)
• Travel and accommodation (up to $500 combined)
• Clothing or uniforms (up to $250 combined)
• Materials and equipment (up to $500 combined).

• Computer equipment
• School, TAFE, or university fees
• Local travel costs (for example, petrol)
• Retrospective funding (projects that have already commenced or been completed).

It is essential to provide complete and relevant supporting documentation is essential to strengthening your application. Priority may be given to applications that include all required documentation. Council reserves the right to contact third parties to verify information provided in your application.

The following supporting information is needed:

Arts and culture

• Artist’s CV and/or a statement of artistic or creative experience
• Evidence of the opportunity relevant to their art or cultural practice. 

Community leadership

• A demonstrated history of volunteering, participation or leadership in the community/community group
• Evidence outlining the leadership development opportunity and how it will benefit the community.
• Details of courses (where applicable), which must be delivered by a Registered Training Organisation (RTO).

Sports and recreation competitions 

• Evidence of financial hardship (e.g. Healthcare card holder or disability support payment)
• Evidence of selection in the event/competition - payment will be made upon confirmation
• Evidence of registration or pending membership payment with a local sporting club
• A detailed list of participation costs.

Sustainable environment initiatives

• A project plan outlining the proposed initiative (a template is available within the application form)
• Clearly defined objectives of the plan
• The expected outcomes and impact of the initiative
• A detailed budget or list of costs.

Assessment criteria

Applications for individual grants will be assessed against the following criteria.

1. Explanation of opportunity (50%)

• How the grant will support the applicant’s development, participation, or goals.
• The benefits to the wider community, where applicable.

2. Evidence of financial need (40%)

• Whether evidence of financial need has been provided:
• examples include a Healthcare card, disability support pension, or similar documentation.

3. Budget (10%)

• Whether the budget aligns with the proposed activity and funding request.
• Inclusion of quotes for budget items valued at $500 or more.

Our online grant application service is powered by SmartyGrants.

Apply for an individual grant

If you have any questions about the grant application process, email the Community Grants team on community.grants@whittlesea.vic.gov.au or phone 03 9217 2170.

Applicants are encouraged to develop initiatives aligned with our community vision, Whittlesea 2040: A place for all, and must demonstrate alignment with one or more of the following goals.

• Connected Community
• Liveable Neighbourhoods
• Strong Local Economy
• Sustainable Environment

All small, medium and large grants have three sub-categories:

• Projects
  Funding for new initiatives that deliver outcomes aligned with the Whittlesea 2040 goals.
  
  
• Events and/or festivals 

Supports delivery of events or festivals that celebrate the City of Whittlesea’s diverse community. We encourage events to avoid unnecessary waste generation and practice responsible disposal of unavoidable waste. Applications for events must meet all festival and event requirements before grant payment can occur. This includes either submitting the required permit or providing written confirmation that a permit is not required, or that provisional approval has been granted.

• Building projects or capital works of non-Council owned buildings or properties 

Supports improvements to facilities and or properties owned by community groups and organisations in the City of Whittlesea, including:

• permanent fixtures
• building extensions
• capital upgrades (e.g. heating/cooling systems, shade sails, solar panels, accessibility improvements, safety rails, portable buildings).

Required permits will need to be provided or written confirmation that a permit is not needed, before the grant can be paid.

Please note: Funding is not available for maintenance works

Applicants must be one of the following:

• a registered not-for-profit organisation (as classified by the ATO)
•  an incorporated group (with a valid incorporation number)
• a social enterprise or business
• a school, university, or educational institution.

In addition, all applicants must:

• hold a valid Australian Business Number (ABN)
• maintain public and professional liability insurance (minimum cover of $20 million)
• provide all required supporting documentation, including quotes for items valued at $500 or more and three quotes for budget items $1500 or more
• ensure the project or event does not start during the grant notification period (applications with start dates during this time will not be considered).

Due to limited funding availability priority will be given to organisations and incorporated groups that are based in and deliver services exclusively within the City of Whittlesea.

Co-contributions are mandatory for all small, medium, and large grants and vary by applicant type:

Not-for-profit organisations, incorporated groups and charities

• Organisations with an annual turnover of $300,000 or more must provide dollar-for-dollar matching contributions.

Acceptable contributions include:

• cash contributions
• external grant funding
• in-kind support (e.g. venue hire, donated goods or services)
• volunteer hours. Businesses and social enterprises
• Must provide dollar-for-dollar matched funding
• This applies when applying directly or acting as an auspice organisation.

Schools, universities and educational institutions

Must match funding dollar-for-dollar through:

• cash contributions
• staff time
• external grant funding.

Please note, applicants without financial statements must meet co-contribution requirements based on their entity type, as outlined above.

Small grants

Up to $5,000 in grant funding will be assessed at the end of every month. Notifications occur approximately six weeks after the end of the application month.

Medium grants

Up to $20,000 in grant funding will be allocated every two months for medium grants. Applications open on the first day of every second month and close on the last day of the following month.

Notifications occur approximately six weeks after the round has closed.

Large grants

Up to $40,000 in grant funding will be allocated every two months for large grants. Applications open on the first day of every second month and close on the last day of the following month.

Notifications occur approximately six weeks after the round has closed.

The items listed below are examples of what can be funded.

1. Venue hire

• For non-Council facilities and venues only
• Up to a maximum of $2,000

2. External facilitator or presenter fees

• These cannot be gifts but be a fee for service

3. Portable equipment

• Equipment must be non-fixed and non-permanent
• Funding is limited to 50% of the purchased equipment cost, up to a maximum of $5,000 (whichever is lower)
• Portable equipment for hire may be fully funded.

Examples:

• for a $20,000 grant, portable equipment funding is capped at $5,000
• if portable equipment costs $1,500, funding will cover 50% ($750.)

4. Entertainment hire

5. Project materials

6. Advertising and printing

7. Artist and creative fees

8. Pilot new projects or new services

9. Building projects or capital works of non-Council owned buildings or properties

• Permanent fixtures
• Building extensions
• Capital improvements (e.g. heating/cooling systems, shade sails, solar panels, accessibility upgrades, portable buildings).

Sustainability considerations

Applicants are encouraged to:

• minimise waste generation
• practice responsible disposal of unavoidable waste
• incorporate sustainable practices into funded activities.

Due to the limited pool of funding, priority will be given to organisations or incorporated groups exclusively operating and delivering services in the City of Whittlesea.

The following activities, projects, and costs are not eligible for funding under the small, medium and large grants program:

1. Day-to-day operational expenses

Includes costs associated with normal business operations, such as:

• salaries and wages (including regular staffing costs to deliver the proposed program or event)

• insurance

• utilities (e.g. electricity)

• rent or lease payments

• ongoing service delivery within the organisation’s core business.

2. Regular or ongoing activities

• Activities that occur routinely and do not represent a new initiative

for example: Catering for regular group meetings.

3. Building projects, capital works or maintenance on Council-owned buildings or properties

4. Gambling and alcohol-related venues

• Events or projects held in venues that have both an electronic gaming machine licence,

and a liquor licence.

5. More than two approved applications per applicant, per year

• Organisations may only receive funding for a maximum of two approved applications per year.

• Applicants may submit multiple applications but will only be funded for up to two per year.

6. Auspice organisations supporting more than two other applications per year

7. Political activities

• Projects, events, or initiatives associated with political parties or activities.

8. Projects or events that have already been completed will not be funded retrospectively

9. Projects or activities that are the responsibility of State or Federal Government

• Applicants can include State or Federal government funding as co-contribution for their application but should report their own contributions and must not apply for activities that are funded by the State or Federal government, or if a school, university or tertiary institution, not apply for what would be part of the normal curriculum.

10. Non-essential catering

• Catering that is not integral to the activity or event for example: catering for routine meetings.

11. Fireworks and open burning of materials

12. Travel and accommodation costs

13. Prizes, gifts and donations, including:

• vouchers

• trophies

• scholarships

• donations or contributions to other grant programs or individuals

• payment to guests as gifts.

14. Activities, events or projects that do not comply with Federal, State or Local Government legislation

15. Activities that replicate an existing Council program

16. Events, projects, or activities that are not open to the public

If ticketed:

• events must be accessible to all

• ticket prices must be reasonable and proportionate to the offering (e.g. low-cost such as a gold coin donation or inclusive pricing where the attendee is guaranteed something proportionate to the ticket price paid).

Quotes

All quotes submitted must include the following details:

• ABN of the organisation or business providing the quote
• an itemised breakdown of goods or services, including individual costs.

For online quotes, applicants must provide:

• a screenshot showing all the items or services
• the website address (URL) visible in the screenshot
• the business name.

For items valued at $1,500 or more:

•  a minimum of three quotes must be provided
• quotes must demonstrate comparison of market rates.

Applications for events must meet all permit requirements where applicable, before payment occurs. For example:

• Traffic Management Plan
• health and safety requirements
• risk management consideration

Letters of support

Any letters of support must:

• be provided on official letterhead or as an email from the supporting organisation/group
• clearly acknowledge support for the:

• applicant/group name
• grant type
• project or event title

• outline the reason for support, including why the project or event is important
• be signed by an authorised representative and include:

• their name
• position
• contact details

Small grants

• Monthly
• Applications open on the first day of each month and close on the last day of each month.
• Applicants will be notified approximately six weeks after the closing date.

Medium and large grants

• Every two months
• Applications open on the first day of every second month and close on the last day of the following month.
• Applicants will be notified of the outcome of their application approximately six weeks after the closing date.

Applications to fund events must be submitted at least six months prior to the event date.

Applications will be assessed against the following criteria. Further information on the assessment criteria can be found in the appendix.

1. Whittlesea 2040 goals – 30%

Applications must align with at least one Whittlesea 2040 goal to ensure that all our partnerships align to our long-term vision.

2. Budget – 30%

The budget should clearly outline how grant funding will support the delivery of the proposed initiative with evidence of the planning by providing:

• eligible quotes

• detailed project costs

• in-kind contributions (e.g. staff time, resources)

• volunteer hours and associated costs.

3. Target audience and location – 20%

• Priority is given to initiatives that support population groups within the City of Whittlesea who experience higher levels of disadvantage or discrimination.

• Consideration is also given to the geographic location of the project, particularly areas with lower socio-economic indicators.

4. Creativity and innovation – 10%

In line with Council’s Creative Plan, applications are encouraged to demonstrate creativity and innovation.

This may include:

• supporting artists or creative industries

• enabling creative use of spaces

• showcasing diverse creative voices and experiences.

5. Long-term sustainability – 5%

Applications should outline how the project, event or outcomes will continue beyond the funding period.

This may include ongoing community impact, partnerships or future funding strategies.

6. Not previously funded – 5%

To support equitable access to funding, priority may be given to new or emerging groups. Consideration will be given to whether, and how recently, the applicant has previously received grant funding.

Our online grant application service is powered by SmartyGrants.

Apply for the grant

If you have any questions about the grant application process, email the Community Grants team on community.grants@whittlesea.vic.gov.au or phone 03 9217 2170.

To be eligible, groups must:

• have been meeting regularly for at least six months at the time of application
• have a minimum of six members
• ensure at least 50% of members reside in the City of Whittlesea
• be established within the City of Whittlesea
• have a Rules of Association, Statement of Purpose, or Mission Statement.

Please note: Unincorporated groups may only apply once for this grant.

Unincorporated group grants are available monthly for up to $1,500. 

Applications open on the first day of each month and close on the last day of each month.

Applicants will be notified approximately six weeks after the closing date.

Grants may be used for:

• public liability insurance
• materials and equipment to support group establishment
• promotion and member recruitment
• venue hire for regular meetings
• facilitators or consultants to support the development of strategic plans or governance systems
• costs related to establishing a social or business enterprise.

• Groups of a political nature
• Groups that are already incorporated
• Venue hire in locations that promote gambling or serve alcohol
• State Government fees and charges (e.g. Consumer Affairs Victoria incorporation fees).

Applicants must provide:

• quotes for proposed expenses
• a list of members, including their residential suburbs
• a Rules of Association, Statement of Purpose, or Mission Statement
• a business plan (if establishing a social or business enterprise)
• supporting evidence for the proposed project or business plan, such as meeting minutes confirming the group’s intention to establish a social/business enterprise.

Applications for unincorporated group grants will be assessed against the following criteria.

1. Community group benefit (40%)

• How the group will benefit residents of the City of Whittlesea.

• Whether the group addresses a clearly identified community need.

2. Creating social cohesion (40%)

• How the group will increase connection and inclusion among members.

• The extent to which the group fosters a sense of belonging and community participation.

3. Budget (20%)

• Whether the budget aligns with the purpose of establishing the group.

• If the requested items clearly support the group’s pathway to incorporation.

• Evidence that the group intends to seek incorporation within the next 12 months

Our online grant application service is powered by SmartyGrants.

Apply for an unincorporated grant

If you have any questions about the grant application process, email the Community Grants team on community.grants@whittlesea.vic.gov.au or phone 03 9217 2170.

Emergency grants are designed to support organisations and businesses facing unexpected events that threaten their ability to continue operations or deliver scheduled activities.

Examples may include:

• replacing equipment damaged by theft prior to an event
• addressing building or facility damage (e.g. flooding) to resume operations
• purchasing urgent materials or equipment to maintain activities.

Emergency grants are open to:

• Not-for-profit community groups
• Incorporated organisations
• Social enterprises
• Businesses.

Emergency grants are up to $2,000 in total and assessed as they are received to enable a timely response.

Emergency grants may be used for:

• reduce the financial impact of emergency or unforeseen events
• enable applicants to continue operations or rapidly return to normal activities.

• Activities or initiatives already delivered by the State or Federal Governments or other key organisations
• Insurance excess payments for insured events.

Applicants must provide:

• quotes for requested items or services
• evidence of current financial status (e.g. bank statements, financial reports, proof of loss)
• any additional documentation supporting the emergency and proposed response.

Applications will be assessed against the following criteria.

1. Community impact (30%)

• The extent to which the organisation’s services or activities support the local community.

• The potential impact if these services are disrupted.

2. Financial hardship or risk (30%)

• The level of financial strain or risk caused by the emergency.

• Evidence demonstrating the applicant’s financial position and need for support.

3. Impact on normal operations (30%)

• Clear evidence of the emergency event.

• The extent to which it has disrupted normal operations.

4. Budget (10%)

• How well the requested budget items address the emergency.

• Whether the proposed expenses will help the applicant continue or resume operations effectively.

Our online grant application service is powered by SmartyGrants.

Apply for an emergency grant

If you have any questions about the grant application process, email the Community Grants team on community.grants@whittlesea.vic.gov.au or phone 03 9217 2170.

Applying as an individual?
City of Whittlesea residents seeking funding for themselves can apply for an Individual Grant.

Applying on behalf of a group or organisation?
If you represent an incorporated group, school, organisation or business, the right grant for you will depend on whether your application relates to an emergency and how much funding you are seeking for your project or event.

The following tables confirms the dates of notification for grants.  For dates that fall on a public holiday or weekend, notifications will occur the day after the public holiday.

Individual, unincorporated group grants and small grants

Medium and large grants

Emergency grants

On needs basis.

Grant notifications occur approximately 6 weeks after the close of the grant round.

1. The Conditions of Grant form is sent to your Smarty Grants account
2. After you have read, fulfilled any funding conditions, provided us with bank details for the grant payment and signed the form
3. The Community Grants team will forward the information to our finance team for payment

Please note: If we have never paid you before, it can take up to 3 weeks to be added to the system and paid (after we receive the information)

For example, if you apply for a large grant on 30 November, the round closes on 31 December and you can expect notification in mid-February. If your Conditions of Grant is received at the end of February, it may still take a few weeks for payment.

We encourage all applicants to plan ahead and apply at least six months before their project or event date. This is to ensure that there is sufficient time for payment of the grant before the start date.

Budget items that are under $500 do not require quotes, quotes are only mandatory for budget items over $499. Any budget items over $1,500 will require three quotes to be provided.

If your budget item is unique and you cannot find other providers for the item, you can provide your quote along with an explanation. For example, if your quote is for a specific cultural service or entertainment act, please provide your valid quote along with an explanation of why three quotes are not being provided.

Public liability insurance protects your organisation if a member of the public is injured or their property is damaged because of your project or events. It helps cover compensation claims and legal costs in the event that someone is injured during an activity that your group is holding.

If your group is not incorporated and you are seeking grant funding for a project or event, you will need to be auspiced by another organisation. That organisation takes the legal responsibility for the grant; they receive the payment, ensure that the funded activity goes ahead, and report on the activity in the acquittal report.

If you are auspiced, you will need the auspice organisation to write a letter to confirm the auspice arrangement.

The auspice letter should include:

1. Date (not more than 12 months old)
2. Auspice organisation name and ABN
3. Applicant name
4. Grant type
5. Project or event name
6. Grant amount applied for and
7. Be signed by the correct delegate in the auspice organisation (with their contact details included).

Auspice letter template(DOCX, 23KB)

Because grant funding comes from public funds, we need to ensure it is spent as approved. As part of your acquittal report, you'll need to provide receipts for the items purchased with the grant. This helps us verify that the funding was used appropriately and in line with your approved budget.

In your acquittal, you will be asked to provide:

• General information about your project or event (attendance numbers etc)
• How you met or didn’t meet your selected goals and aims
• Photos or videos of your project or event
• Receipts for budget items.

If you need to change any of the details of your approved application, please contact our team. We can be contacted by emailing community.grants@whittlesea.vic.gov.au or calling Council on 03 9217 2170 and asking to speak to the Community Grants team.

You will need to complete a project variation form if are varying the:

• Date
• Budget
• Location
• Auspice
• Authorised grant contacts.