Getting the Show back on the Road – Stream A

Program guidelines

This program has been revised due to COVID-19.
Please ensure you read the information below.

The department acknowledges that the arts and cultural industries have experienced, and will continue to experience, disruption from the impacts of COVID-19. Please refer to the Western Australian Government website for COVID-19 latest information.

It is important that we resume our programs to maintain creative activities, support ongoing arts practices, facilitate experimentation and encourage viability during this period. In response to COVID-19 we ask that all applicants consider the following in relation to their project or program of activities before submitting an application:

  • advise of any risks identified in your project as a result of COVID-19 and how you plan to mitigate these risks 
  • consider including a Risk Management Statement as part of your support material if your project includes activities which are impacted by, or could be impacted by, public heath restrictions, such as public gatherings
  • reference the Department of Health's guidance on events

Providing this information, either through answers to application questions or support materials, allows assessors to consider your application against the relevant criteria. The level and detail of information provided should be commensurate with the risks identified.  

If you have any questions regarding your application, please contact us

On this page

Getting the Show back on the Road – Stream A eases the financial risks for performing arts organisations, live music producers and presenters, festival organisers and commercial event companies to stage a show or tour during this uncertain time. 

The Getting the Show back on the Road program is a part of the WA Recovery Plan’s $15 million shared risk package to reactivate live performances and touring activities. 

Objectives

Getting the Show back on the Road – Stream A supports live music and performing arts events in metropolitan and regional WA in order to:

  • maintain operations in live performance and event production
  • mitigate some of the financial risks involved in the production of live performance and events due to impacts associated with COVID-19
  • share the risk associated with the potential loss of ticket sales
  • support the reactivation of live performance to re-ignite economic activity in the community and for the industry
  • increase audience attendance and confidence
  • encourage other types of investment and sponsorship. 

What can be applied for?

Getting the Show back on the Road is a shared risk program that supports a percentage of box office loss in the situation where there has been a negative impact due to COVID-19 for the presentation of performing arts and live music events.

Getting the Show back on the Road – Stream A provides shared risk payments, following completion or cancellation of an event, where losses are experienced due to COVID-19 related issues as outlined below.

This includes the impact on an event due to a change or extension of restrictions from the time it was planned to the planned event date(s), for example:

  • events planned and undertaken in Phase 4 of the WA COVID-19 roadmap that are impacted due to existing limitations on audience capacity or a future possible increase in restrictions
  • events planned in Phase 5 of the WA COVID-19 roadmap that are impacted due to any future need to modify existing restrictions.

Who can apply?

Applications will be considered from WA performing arts organisations, live music event producers and presenters, festival organisers (for a program of activities or a component of the program) and commercial event companies.

Applicants are required to have:

  • Australian citizenship or permanent resident status
  • a current Australian Business Number (ABN). Funding will be paid to the applicant associated with the ABN provided.

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 event.

It is recommended that the application is prepared and submitted by the party taking the lead in coordinating the event. If successful, this primary applicant will be issued with the contract and will be responsible for completing the report and receiving any payments.

Eligible disciplines

Disciplines may include:

  • Circus and physical theatre
  • Comedy
  • Dance
  • Multi-arts festivals
  • Music
  • Music theatre and opera
  • Other performing arts
  • Theatre.

What can’t I apply for?

  • Retrospective funding for events that have already occurred
  • Events that include international activity (events must take place in WA)
  • Purchase of capital equipment including instruments, equipment, software, computers and/or uniforms
  • Capital works such as construction or purchasing of studio or workspace equipment
  • Costs relating to fundraising, competitions, prizes and trophies
  • Events that will be academically assessed or any school curriculum-based activity
  • Ongoing staffing costs.

What will make my application ineligible?

You will make your application ineligible if you:

  • do not provide the mandatory support material as listed in the Support material section
  • do not adhere to support material limits and format requirements
  • submit an application later than 25 business days prior to your event start date
  • submit an application that does not enable assessment, contracting and payment to occur before 30 June 2021 (assessments for applications and claims of funding (if successful) will take approximately 10 weeks combined)
  • have any key personnel with an overdue acquittal report
  • apply for activity that is delivered as part of an educational institution’s curriculum
  • are a staff member of the Department of Local Government, Sport and Cultural Industries
  • are a portfolio organisation of the DLGSC (staff of portfolio organisations may apply subject to meeting the DLGSC Code of Conduct and Secondary Employment Policy).

How much can I apply for?

Your application will be assessed to determine the possible level of support that could be provided to your show or tour in the instance of COVID-19 related impacts. 

Shared risk payments will be provided at an agreed rate of between 50 to 75% of your loss of related event and box office income due to the impact of COVID-19, to an agreed maximum amount up to $150,000. 

Payments will be made following completion or cancellation of your show or tour where losses are experienced due to COVID-19 related issues.

When can I apply?

You can apply at any time. 

Your application closing date is generally 25 business days before the start date of your activity (plus any system upgrades or public holidays).

Please use the Business Day Calculator to work out your closing date. All times are in AWST (for Perth, Western Australia).

You are encouraged to submit your application before your closing date to ensure you have plenty of time to allow for technical or eligibility/resubmission issues. Early submission will ensure you receive notification of your funding before your activity start date.

Please take into consideration that assessments for applications and claims of funding (if successful) will take approximately 10 weeks combined. Applications must be submitted to enable assessment, contracting and payment of any claims to occur before 30 June 2021.

If your application is successful you will be sent:

  • a contract that must be signed and returned to the department
  • a percentage determined by the assessment of your application against a sliding scale of 50% to 75%. If you need to claim against a loss this percentage will be used to determine the funding amount if your claim is successful. 

How many times can I apply?

There are no limits to the number of times you can apply, however each application will need to focus on an individual event, with possible support capped at $150,000.

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

How will my application be assessed?

A panel assesses applications using the four criteria:

  • Financial Responsibility
  • Good Planning
  • Quality
  • Reach.

Assessors will consider your application against the relevant dimensions and definitions and allocate a weighted score for each of the four criteria. 

More information about the criteria can be found in the application manual.

Final approval and payment of your claim will depend on the available budget and approval by the Minister or delegated authority. 

Financial responsibility 

Weighting 35%

Financial responsibility refers to the sound management of the budget. Financial responsibility can be demonstrated by, but not limited to; efficient use of resources, reasonable expenses and an accurate and comprehensive budget. Other sources of income have been considered and included where appropriate.

Good planning 

Weighting 25%

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. Applications to this program must also include an approved COVID-19 Event Plan.

Quality

Weighting 20%

Quality refers to the level of artistic and cultural significance of the activity. 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 20%

Reach refers to the level of impact the activity is likely to have. Reach may be demonstrated by including information for relevant marketing and promotional strategies, number of participants and the potential increase in audience or markets, and the flow-on benefits to local businesses and suppliers.

Application information

There are four components to your application:

  1. Core application questions
  2. Financial information
  3. Project target information
  4. Support material. 

Core application questions

Each question has a 1500-character limit. 

You can extract a copy of your draft application in Online Grants at any stage to share with others for their feedback.

  1. What is the show/tour you are producing or presenting?
    Describe the show/tour you are producing or presenting. This can include information detailing the scale and content of the event, the key personnel, the venue and the performers.
  2. Who is undertaking the production and presentation of the event?
    Provide details of who will manage the production and the presentation. Ensure you provide biographies of all key personnel in your support material.
  3. How will you plan, manage and deliver the show/tour?
    Provide details of how the presentation of the show will be managed and how any COVID-19 related risks will be mitigated.  Ensure you provide risk management, approved COVID-19 event plans and marketing plan in your support material.

Financial information

Your financial information will demonstrate to assessors that all elements of your show/tour have been considered, thoroughly researched, and costed. If you are registered for GST do not include GST in the budget figures. 

A good budget also provides confidence for the DLGSC that your activity will be a sound investment for the State of Western Australia.

Once you have completed your budget, your activity may demonstrate a deficit. The Online Grants system will automatically indicate that figure as your request for funding, however this does not reflect your possible shared risk payment. All financial information will be taken into consideration when your application is assessed in terms of overall viability and will go towards calculating your final percentage of possible shared risk support.

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.

  • Box office targets should be in-line with current capacity restrictions at the time of application. The forecasted Box Office income will be assessed against the scale and type of event proposed within current restrictions
  • The budget must include marketing and promotion costs to the industry standard for the scale and type of event proposed
  • The budget must indicate all event expenses including production, artists fees and other event costs (please indicate up-front fixed costs such as non-refundable artists booking fees or venue deposits. You can use the Additional notes to confirm the up-front costs)
  • All State Government COVID-19 related support, including Lotterywest relief and resilience support, venue waiver or rental support or reductions in venue and staffing costs need to be identified in the budget.

Please ensure all amounts are in Australian dollars. For each expenditure or income item you add to the budget, use the notes area alongside the item to demonstrate 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.

Do not duplicate costs in the budget form. For example, if you receive a quote for advertising which includes design, do not add an additional item for design. Simply use ‘advertising’ as the expenditure item, and add a note explaining that the cost includes design.

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. 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. Advertising, PR fees and production of marketing collateral costs.

Production and presentation

Costs related to the remount, production, and delivery of the show. Eligible items may include venue hire, lighting hire, set construction, technical crew, props and audio-visual costs.

Salaries, fees and living allowances

This will 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. Outline how reasonable rates have been calculated.

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

Eligible income items
Earned income

Must include projected ticket sales, product sales, royalties or merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.

Government funding

Must include State and Federal Government funding, including existing program or project funding, COVID related funding and support, other one-off funding. Include venue waiver or rental support or reductions in venue and staffing costs needs to be indicated.

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.

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.

All State Government COVID-19 related support including venue waiver or rental support or reductions in venue and staffing costs needs to be indicated.

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 yourself), negotiated discounted fees and allowances. Anything given to your project at no expense to you is considered in-kind.

All in-kind expenditure 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 should be used to list your upfront costs for the show/tour. 

It also provides an opportunity for you to detail any additional information you feel may help to clarify items within your budget.

Taxation

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

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.

Application support material information

Support material is crucial to the successful assessment of an application. It is essential for assessors to fully gauge the value of your activity and to provide evidence if you need to claim your awarded funding. 

Mandatory application support material 

  1. Comprehensive marketing and promotional plan
  2. Biographies and confirmation of all key personnel
  3. Confirmation of venue/s
  4. Company profile or applicant CV
  5. A copy of your completed and approved COVID-19 Event Plan
  6. If your activity has significant Aboriginal community involvement, participation and decision-making, provide confirmation and/or letters of support from the target community (up to 3 letters, no images to be included). 

Optional application support material (see below formats and limits for optional support material) 

  1. A copy of the original event budget for previously planned events and funded activities. This should be provided in PDF and not excel.  
  2. Quotes for major expenditure items*
  3. Reviews on previous work (up to 3 examples).
  4. Video demonstrating previous work.
  5. Audio demonstrating previous work.

*Can include emails as screenshots, converted to PDF or printed. For quotes, you can take a screenshot or snip of the essential information and we would suggest up to 5 per A4 page.

All text must be legible at 100%. If text is not legible the assessors will be unable to review the document.

Formats and limits for optional support material 

You must strictly adhere to these formats and limits or your application will be ineligible.

Formats that are NOT eligible are: .pages, .zip, .excel, MP3s and .eml (however screenshots of emails are ok).

As an Online Grants portal user, you must upload your support materials with your online application.

Audio and/or video files must be uploaded to file streaming sites like Vimeo, YouTube, Bandcamp or SoundCloud that do not require a log-in to access.

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

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

Audio limits 

  • 6 minutes of audio (combined total length of all audio submitted for assessment).
Acceptable formats and limits
  • Maximum 3 links
  • Maximum 6 minutes total listening time (all files).

If your audio files are longer than 6 minutes in total, you must specify the exact minute markers the assessor should start and finish listening.

Video limits

  • 6 minutes of video (combined total length of all video submitted for assessment).
Acceptable formats and limits 
  • Maximum 3 links
  • Maximum of 6 minutes total viewing time (all files).

If your video files are longer than 6 minutes in total, you must specify the exact minute markers the assessor should start and finish viewing.

Image limits

  • 10 images only
Acceptable formats and limits 
  • Maximum 10 images in one of the following formats:
  • One PDF document containing up to 10 images (maximum file size 5 MB)
  • 10 image files (maximum file size 5 MB per image).

Note: Website links to images or information online is not accepted. Do not use Dropbox, Google Drive or similar document sharing services for submitting any support material.

Project target information

This data is not used for assessment however all applicants are advised to provide targets for their relevant areas of activity. 

Claim information

How can I claim my payment?

If you have been successful and you experience a financial loss due to the impact of COVID-19 you can make a claim for a shared risk payment by completing and submitting a report. 

Payment will only be made following successful submission and approval of the report.

Use the Online Grants web portal to access the Report form.

Notification and payment will be provided within 20 to 25 business days of the submission of your report.

ALL successful applicants are required to complete this report to close the contract.

What will make my claim ineligible?

  • Submit a claim report later than 13 weeks after your activity end date
  • Submit a claim report less than 25 days before 30 June 2021  
  • Not providing the mandatory support material as listed in the Support material section
  • Not adhering to support material limits and format requirements.

Claim report information

There are four components to a claim report:

  1. Report questions
  2. Project targets (originals and actuals)
  3. Financial information
  4. Support material.

1. Report questions

Each question has a 1500-character limit. You can extract a copy of your draft report in Online Grants at any stage to share with others for their feedback.

a. Did your show break even?

If yes, please mark all pages complete and submit your assessment form.
If no, please complete the questions, update your Financial Information and provide Support Material for the assessment of your claim.

b. What was the loss incurred? 

Provide this information as an amount in dollars and cents. 

c. Explain why you believe you incurred the loss and what you did to mitigate it. 

This can include the impact of COVID-19 restrictions, known deficit prior to the event including box office targets not met or unforeseen upfront costs incurred related to COVID-19.

2. Project target information

This data is not used for assessment however all applicants are advised to provide targets for their relevant areas of activity. 

3. Financial information

Your claim assessment form will have your original budget figures included. You will need to add your actual income and expenditure against these figures.

4. Claim report support material information

You must provide the following documents as evidence to support your claim. 

Mandatory claim support material

If your event incurred a loss you must provide:

a. Evidence of box office/ticket sales 

This can be provided in the form of validated Box Office reports, a Perth Theatre Trust Events Settlement Report or other box office statements. 

b. Profit and loss statement and a balance sheet for the quarters immediately preceding and following the event

These financial statements will need to be certified as accurate and true by the applicant by signing the claim declaration.

c. Evidence of cancellation (only for cancelled event claims) 

This can be provided in the form of venue cancellation evidence. 

d. Statutory Declaration form (signed) 

You may download this form here below.

Assistance for applicants

If you need more information, please read the program guide and application manual.

Grants 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 Grants 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

Grants Officers

For enquiries relating to this funding program, including advice or assistance with your application, contact a Grants 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:

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 1476 or 1800 634 541.

Regional applicants

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

Email the Grants Officers: grantsprogramsca@dlgsc.wa.gov.au

Page reviewed 04 December 2020