Arts Short Notice Activity Program

The program supports the growth of a vibrant sector that promotes the participation and active engagement of Western Australian artists and arts workers in high quality arts and cultural opportunities. Grants of up to $5000 for national and regional opportunities, and up to $10,000 for international, are available for individuals and groups. 

The program’s key focus is to support applicants to respond to and capitalise on short notice, career building opportunities.

A short notice opportunity is defined as an unplanned invitation, or last minute confirmation, from an external party to perform, exhibit, present, showcase or undertake professional development. It must also be received at a point in time when the activity is unable to be supported in other DLGSC Culture and the Arts funding rounds.

Projects must involve artists or creatives who maintain professional arts and creative practices. 

The Arts Short Notice Activity Program is open twice per year for extended periods. The key dates calendar has opening and closing dates. You can apply to the Arts Short Notice Activity Program once per financial year.

Applicants are encouraged to speak with a Project Officer prior to commencing their grant application by calling 61 8 6552 7400 or emailing grantsprogramsca@dlgsc.wa.gov.au 

Please apply using the Online Grants web portal.

More information about how to apply can be found in the application manual.

Objectives

• To enable individual artists, groups, and creative workers to participate in outstanding and relevant time-sensitive opportunities.
• Reflect the State’s identity through telling Western Australian stories.
• Support international initiatives that promote both the artist and the State of Western Australia.
• Support creative industry professionals at different points in their careers.
• Increase professional and skills development of artists, arts workers, and cultural workers.

Who can apply?

Individuals and groups are welcome to apply however:

• individuals must have Australian citizenship or permanent resident status
• groups including unincorporated bodies, partnerships and individuals informally collaborating on an activity must be based in Australia
• if you are considering submitting an administered/auspiced grant you must contact the department before commencing your application.
  
• if you are applying on behalf of Aboriginal people you must provide evidence of significant Aboriginal involvement in the conception, development of and participation in the activity
  
• although WA residency is not a requirement to apply for a grant, if you are applying from outside WA you will need to show the benefits to WA artists, creatives, arts or cultural workers in your application
• organisations are not eligible to apply.

Eligible disciplines include

• circus and physical theatre
• comedy
• community arts and cultural development
• cross-art form
• dance
• design
• interactive arts content
• literature and writing (limited to literary fiction, literary non-fiction, poetry, illustrated narrative)
• multi-arts festivals
• music
• music theatre and opera
• other performing arts
• theatre
• visual arts.

What can I apply for?

Eligible short notice activities may include, but are not limited to:

• travel and accommodation to take up an extraordinary opportunity 
• touring nationally or internationally
• residencies in Australia or overseas
• unplanned exhibition opportunity
• opportunities to participate in skills or professional development
• unexpected performance opportunity
• receiving short notice mentoring
• unexpected opportunity to present regionally, nationally or internationally in conferences, seminars, festivals, art fairs etc.
  

What can’t I apply for?

• contemporary music activities — these short notice activity applications must be submitted through the Contemporary Music Fund Short Notice Activity Program.
• projects or activities that do not involve or benefit Western Australian practicing artists, creatives, or arts or cultural workers
• purchase of capital equipment including instruments, equipment, software, subscriptions, licenses, computers and/or uniforms
• capital works such as construction or purchasing of studios, workspaces or gallery spaces
• activities already funded by the department through any of our funding programs
• activity relating to radio broadcasting
• display, restoration or conservation of cultural and/or historical material
• costs of manufacturing and/or producing prototypes or samples
• activities relating to podcasts and audiobooks that do not involve creative arts practitioners
• fundraising, competitions, prizes and trophies
• the work of State Government or Federal Government departments
• activity that will be academically assessed or any school curriculum-based activity
• facsimiles, genealogical works and histories of local governments, clubs, districts and organisations
• activities related to an individual’s membership in a national organisation
• ongoing staffing costs
• digital games development activities
• film and television activities such as:
  • the development or production of narrative shorts or features, pilots for television series, web series, mainstream animation for example conventional character-based narrative cartoons   
  • documentaries, including documentaries on the arts
  • screenwriting activities or script development for film and television
  • stand-alone documentation activities
  • education activities, or activities where members of the public take part, where the main or only art form being used is film or digital, unless it’s in support of an artist’s work
  • film festivals, unless they support works created by practicing artists.

When can I apply?

The Arts Short Notice Activity Program is open from 9 July to 5 December 2024 and 7 January to 5 June 2025 and you can apply at any time during those periods. You must submit your application at least 28 days (including weekends and public holidays) before your activity start date. You are strongly encouraged to speak with a Project Officer and submit your application as soon as possible after receiving your short notice opportunity. 

Notification of your grant outcome will be approximately 28 days after your submission date.  

Please note: If you start your activity before notification and are ineligible or unsuccessful, the department is not responsible for any costs you incur. 

Processing of grant payments to successful applicants will not start until after the grant contract is signed and returned. Depending on the activity start date, we cannot guarantee notification and/or availability of grant funds before the activity begins.

How much can I apply for?

• Up to $5000 for regional and national opportunities
• Up to $10,000 for international opportunities.

This program may fund up to 100% of your activity costs.

How many times can I apply?

• You can apply to the Arts Short Notice Activity Program once per financial year. This includes ineligible and/or unsuccessful applications.
• Applications to other programs within DLGSC do not count towards this program’s limit.
• Your project should be completed within 12 weeks of activity start date.

What will make my application ineligible?

You will make your application ineligible if you:

• are an organisation
• have already applied to this program in this financial year
• have not provided evidence of the short notice opportunity to attend or deliver the activity
• have an activity that will not be completed within 12 weeks of the activity start date
• do not provide the mandatory support material
• start the activity before the eligible start date
• submit an application late
• have any key personnel with an overdue acquittal report
• are a staff member of the Department of Local Government, Sport and Cultural Industries (staff of portfolio organisations may apply subject to meeting the code of conduct and secondary employment policy)
• request funding that exceeds the funding cap of the program
• apply for activity that is delivered as part of an educational institution’s curriculum or will be academically assessed
• are a portfolio organisation of DLGSC
• are an Arts Organisation Investment Program funded organisation or Major Performing Arts company.

How do I apply?

Please apply using the Online Grants web portal.

More information on how to apply can be found in the application manual.

4 components of your application

There are 4 components in the grant application:

1. Core application questions. Your answers should provide a clear and concise overview of your opportunity.
2. Project outputs. Provide your best estimates for this section. Complete only the relevant outputs for your activity.
3. Financial information. Complete a project budget and use the budget notes to explain your costings.
4. Mandatory support material. This grant has mandatory support material that you must submit with your application.

Each plays a significant and distinct role in creating a whole picture about your activity.

Core application questions

Your answers to the core application questions should give assessors an overview of your activity.

Each question has a 1500-charcter limit including spaces (about 220 words). You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback.

If you need more information on how to prepare your application, please read the application manual. 

Please ensure your activity meets the most current COVID-19 health guidelines.

1. What is the activity you are seeking funding for?

Describe your opportunity, explain the artistic or cultural significance, where you will undertake it, who has provided the opportunity, who you will be working with and how they will contribute if relevant.

2. Why do you need to undertake this activity and why do you need to do it now?

Explain the importance of undertaking this activity at this time. Demonstrate the relevance, timeliness and impact of the activity in the context of your practice.

If this activity involves a repeat attendance at an event, you must show how this proposal builds upon the outcomes of that previous activity.

If your activity includes travel out of WA, you must describe the national or international significance of the event or opportunity you need to attend or participate in, and you must demonstrate that the activity will have a long-term impact for your practice.

3. What outcomes will be achieved?

List the direct outcomes you hope to achieve from your activity. These may include developing your skills, performing or exhibiting new work, accessing promotional or networking opportunities, reaching new audiences or markets, or engaging with specific communities. Briefly explain how you will measure or evaluate your expected outcomes.

4. What is the timeline for the activity?

Provide a timeline with key dates outlining what will happen at each stage of your activity. The timeline should begin and finish with the activity start and end dates you entered at the beginning of your application.

5. What are your plans for marketing, documentation, promotion and/or distribution for the activity?

Marketing includes audience and sector engagement, promotion and distribution strategies. Describe the different methods you will employ to market your activity or promote your product to your desired audience, client, consumer or peer group if relevant. Activities that do not include a clear public outcome should still include some plan for engagement of peers and promotion of your practice. Briefly outline how you will document your activity, keeping in mind this documentation will be essential when completing your acquittal report if your application is successful.

Project outputs

You are required to provide relevant project outputs. An output is a specific measurable thing that is generated by your project. This information will be considered as part of your application and provide further clarity about your project for the assessor. The outputs also provide important data for the department for research, analysis and advocacy purposes.

You only need to provide outputs for the categories and items relevant to your project.

If your application is successful, you will be required to report against your planned project outputs in your acquittal report.

Refer to the application manual for an explanation of the project output questions.

Please contact us if you have any questions.

Financial information

This program may fund up to 100% of your activity expenditure. Your budget should provide us with an overview of your major costs to undertake this opportunity and include any anticipated income or in-kind contributions where relevant. If your budget expenditure is greater than the funding cap of your chosen category, then you must provide income sources to cover the gap.

The financial information in your budget helps to demonstrate that all elements of your activity have been considered, thoroughly researched and costed. A good budget also provides confidence for the DLGSC that your activity will be a sound investment for the State of Western Australia.

You should indicate which expenditure items you want the DLGSC to support. List those items in the ‘Additional Notes’ section of the application budget page.

Your budget should not contain any costs that fall before your provided activity start date.

If you are registered for GST, you should not include GST in the budget figures. All amounts should be in Australian dollars.

Your funding request is the difference between your expenditure minus your income. To ensure this amount is calculated accurately, seek quotes for all expenditure items and include all costs associated with the activity, even if they are supplied in-kind.

Many activities will include in-kind contributions in the form of offering something for free or at a discount. More information on in-kind expenditure and income as well as an example of how to demonstrate your in-kind support follows this section.

For each expenditure or income item you add to the budget, use the notes area alongside the item to explain how that item relates to the delivery of your activity and how the cost was calculated.

Expenditure

Expenditure items can vary significantly from one activity to another. Any legitimate expense that is eligible can be included in the budget.

Make sure you check the What can't I apply for list for ineligible items.

Eligible expenditure items

Administration

Expenses related to the management and administration of the activity for example telephone/internet, insurance, postage and stationery. Eligible expenditure items in this category may also include audit costs and accessibility costs (expenditure associated with making your activity accessible to participants or audiences with a disability).

Marketing, promotion and distribution

Costs associated with marketing to your target audience. For example, information, promotion and audience engagement activities, advertising, graphic design, merchandise, photography, videography, public relations and production of marketing collateral.

Preparation, development, production and exhibition/presentation

Costs related to the remount, production and delivery of the activity or its deliverables, including the costs of presentation and exhibition. Eligible items may include venue hire, lighting hire, set construction, manufacturing costs, recording fees, rehearsal space hire, props and audio-visual costs.

Salaries, fees and living allowances

Expenditure in this category should include salaries, fees and allowances for all key personnel, with separate components itemised in the budget notes. We support appropriate rates of pay for all people involved in your activity.

Refer to the following websites for information on industry standard payment rates:

• National Association for the Visual Arts
• Media, Entertainment and Arts Alliance
• Australian Society of Authors
• Australian Writers' Guild
• Museums Australia.

If these standards do not apply to your activity, then you must outline how reasonable rates have been calculated. All rates should be relative to level of experience.

Travel and freight

Costs associated with transporting people, equipment or goods. Eligible items may include fares (taxi, airplane, bus etc.) tolls, land or air freight, and vehicle hire.

Income

This program may fund up to 100% of your activity costs. If the cost of your activity exceeds the funding cap you must provide an explanation of how you will fund the difference by providing income in the application budget. Anticipated income should be included in the budget.

Eligible income Items

Earned income

May include payment to present at a conference or symposium, ticket sales, product sales, royalties, artwork and/or merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.

Corporate sponsorship

List any income received through sponsorship from corporate bodies or businesses. Income received through government sponsorship should be included in the relevant government income category.

Philanthropic donations

May include contributions from fundraising, crowdfunding, donations, gifts and bequests.

Australia Council, other Federal Government, other State Government, local government.

All grants and sponsorship being sought from local government, State Government, Australian Government, the Australia Council, and other government sources must be included, whether or not this support has been confirmed. Do not include department grant funds being requested as part of this application.

Other income

If you are making a cash contribution, or someone is providing cash to the activity, list this item as a cash contribution or similar. Include any other income source that does not fit within any of the above categories and provide enough detail to identify the income source.

In-kind expenditure and income

Some expenses may be offered to you for free or at a discount. This might be borrowed equipment, the use of a rehearsal space, donated or discounted goods or services, volunteers (including you), negotiated discounted fees and allowances. Anything given to your project at no expense to you is considered in-kind.

All in-kind items must be included as a budget item under the in-kind expenditure category. The corresponding recognition of in-kind income is created automatically in your online application, and you do not need to enter any in-kind income budget items. The total in-kind expenditure must always equal the total in-kind income.

If, for example, you are hiring a venue, which would normally charge $2000, and you have successfully negotiated an $800 (40%) discount, you would include venue hire fee as a budget item under the expenditure category of $1200 and $800 under the in-kind expenditure category.

Additional notes

This section of the budget provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget. For example, for fees and salaries you can indicate in this section how you calculated your amount.
You should use this section to indicate which expenditure items you want the department to support.

Taxation

The Australian Taxation Office (ATO) considers any grant payment to be taxable income for the purposes of your annual income tax return. You are encouraged to discuss your tax implications with your tax agent or the ATO prior to applying for a grant.

Registered for Goods and Services Tax

If you are registered for GST you must show your expenditure items exclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would only show lighting hire of $500. If your activity is funded, the department payment will include a 10% GST component to cover those items on which GST is payable.

Not registered for Goods and Services Tax

If you are not registered for GST you must show your expenditure items inclusive of the GST component. For example, you have been quoted $550 including GST for lighting hire. In your expenditure budget you would show lighting hire of $550. If your activity is funded, the department payment will include the GST component for those items on which GST is payable.

Mandatory support material

Support materials are crucial to a successful application and are essential for assessors to fully gauge the value of your activity. It is highly recommended you pay close attention to the support material you choose and make sure it offers the best support for your application. Your choice of support material should help to demonstrate the 4 assessment criteria: quality, reach, good planning and financial responsibility. 

You must provide support material for each of the following items:

• evidence of the short notice opportunity: The original letter or email of invitation/confirmation, with date of offer included (maximum one page in Word or PDF format)
• confirmation, if relevant, from all key personnel listed in application (maximum 2 pages in Word or PDF format)
• CV or biography for yourself, and biographies for key personnel and any organisation you may be working with  (maximum 4 pages in Word or PDF format).
• quotes for major expenditure items. For example airfares and accommodation (maximum 3 pages in Word or PDF format. You may paste up to 4 small quotes per A4 page. They must be legible at 100%)
• examples of your previous work or activities. You may choose from any or all the following:
  • up to 10 pages of text in Word or PDF format
  • up to 10 images in a PDF or Word document or as individual .jpegs
  • up to 6 minutes of audio
  • up to 6 minutes of video.

If you are submitting audio and/or video files you must upload them to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require an account or log-in to access. Do not use Spotify.

As an Online Grants portal user, you must upload your support materials with your online application. Individual files cannot exceed 5 MB.

Please note: the support material formats and limits are requested to ensure equality between applications in competitive programs. If you exceed the support material limits, the assessor will only watch, listen or read up to the specified limit.

Files and links in ineligible formats will be deactivated and not viewed by the assessor.

Please use Word and PDF for text and image support material (images can also be uploaded individually as .jpegs).

Formats that are not eligible are: .pages, .zip, .excel, MP3s (or similar) and .eml (however screenshots of emails pasted into Word or PDF documents are okay). 

Links to support material using file sharing services such as Dropbox, OneDrive or Google Drive will not be viewed.

Weblinks to text and image information online will not be viewed.

Items of support material cannot exceed 5 MB file size. 

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

• YouTube
• Vimeo 
• Soundcloud 
• Bandcamp

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

How will my application be assessed?

Applications to this funding program are assessed by department staff.

Draft reviews are not available for this program.

All applications are assessed against the 4 criteria:

1. quality
2. reach
3. good planning
4. financial responsibility.

Each has a subset of dimensions and weightings which can be found below. More information about the dimensions and definitions, which have been developed by artists and creatives representing their sector, can be found in the application manual.

Quality

Weighting 40%

Quality refers to the level of artistic and cultural significance of the opportunity. Quality may be demonstrated by, but not limited to, examples of previous work, sector support, timeliness of the work and a strong history in your area of practice. It may also be demonstrated through the skills and experience of the people involved in the activity, and the alignment of those skills and experience to deliver the project. 

Reach

Weighting 30%

Reach refers to the level of impact the opportunity is likely to have. Reach may be demonstrated by including information for; networking opportunities, relevant marketing and promotional strategies, number of participants and the potential increase in audience or markets. 

Good planning

Weighting 15%

Good planning refers to the level of consideration which has been given to practically undertaking the activity. Good planning can be demonstrated by, but not limited to; carefully considered preparation, confirmation of key personnel, a realistic timeline and achievable outcomes, documented research and/or consultation, and a process of evaluation. 

Financial responsibility

Weighting 15%

Acquittal report

If your application is successful you will be required to fill in an acquittal report when your activity has finished. An acquittal report details your activity and how you spent the grant. The acquittal report will be available for you to access in Online Grants, via the Edit/View Report button or Reports tab on the Home page, once a copy of your signed funding agreement has been received.

Your acquittal report must be submitted within 90 days of the activity completion date as specified in your funding agreement. 

You will need to answer the following questions:

• What was the project or activity?
• What outcomes were achieved?
• How did you evaluate the project or activity?
• What marketing, promotion and/or distribution strategies did you use for the project or activity?

The acquittal report will also include your activity budget and you will be required to enter all the actual figures against each budget item and add any additional items not in the original budget. Variations between budget and actual figures are acceptable; however, you must provide an explanation for large variations in the Notes for that item. As you enter actual figures, the activity profit/loss will be automatically updated and displayed at the top of the Financial Information page.

Support Material: You must upload relevant documents, images and/or videos that substantiate the delivery of the activity and that may demonstrate the impact and outcomes achieved. 

Consider including receipts for your major expenditure items, any reviews or feedback from attendees or stakeholders, examples of your work, photographs or video documenting the process or presentation, evidence of box office or sales where relevant, examples of any promotional material produced, and any evaluation related documents. 

As a rough guide please refer to these formats and limits for your acquittal report support materials:

• Up to 10 images (JPEGs, PNGs or PDF document – no larger than 5MB)
• Up to 20 pages of text (Word or PDF documents only)
• Up to 12 minutes of audio/video (must be uploaded to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access)

Do not use zipped files, or file sharing services such as Dropbox, OneDrive or Google Drive to submit your support materials, or any streaming services that require a log-in to access, such as Spotify. 

You may use links to websites as acquittal report support material where relevant, for example if you were funded to create or update your website. 

Refer back to your application’s activity outcomes for guidance in selecting suitable material.

If possible, please provide your support material in one PDF document for text and one document for images. Please note there is a 5MB size limit for documents. Audio and video material must be supplied as separate URL links directly in the Online Grants portal.

The funding acquittal report also includes the option to provide feedback to help us to continually review and improve the service we provide.

Assistance for applicants

More information on how to apply can be found in the application manual.

Project officers are available via telephone and email to answer queries about applications and suitability of activities to specific programs.

If you need extra assistance due to disability, language barriers or any other factor that may disadvantage you in completing your application, please contact us.

The advice provided by project officers does not guarantee the success of your application.

Due to the high number of applications received, each funding round is highly competitive.

All applications are considered on their own merits and against the assessment criteria and program objectives.

Contact us

Online Grants portal technical support

For assistance using Online Grants or to report any related technical issues, contact the Online Grants Support Team: onlinegrantsupportca@dlgsc.wa.gov.au

Project officers

For enquiries relating to this funding program, including advice or assistance with your application, contact a project officer:
Telephone 61 8 6552 7400
Toll Free (Country WA callers only) 1800 634 541
Email grantsprogramsca@dlgsc.wa.gov.au

Assistance for people with disability

The department is committed to supporting applicants with disability. Information can be provided in alternative formats (large print, electronic or Braille) upon request.

If you require special assistance in preparing your application, please call 61 8 6552 7400 or toll free for regional WA callers on 1800 634 541.

Family, friends, mentors and/or carers can attend meetings with you.

If you are deaf, or have a hearing or speech impairment, contact us through one of the following:

• National Relay Service (NRS) then ask for 1800 634 541 
• Internet Relay Calls
• Captioned Relay Calls
• TTY users phone 133 677 then ask for 1800 634 541
• Speak and Listen users phone 1800 555 727 ask for 1800 634 541.

Interpreting assistance

For interpreting assistance in languages other than English, telephone the Translation and Interpreting Service on 13 14 50 and ask for a connection to 6552 7400 or 1800 634 541.

Regional applicants

Toll Free (Country WA callers only): 1800 634 541.

Email the project officers: grantsprogramsca@dlgsc.wa.gov.au