Public Regional Galleries Improvement Fund

Overview

The Public Regional Galleries Improvement Fund provides funding to support improvements and upgrades to public arts and cultural galleries in regional Western Australia.

Primary objective

To support improvements to the quality of public art gallery infrastructure in regional WA.

Supporting objectives

• Contribute to the long-term sustainability of public art galleries in regional WA.
• Engage new audiences and contribute to the liveability and vibrancy of regional communities.
• Improve the capacity of public art galleries in regional WA to receive touring or loaned art works requiring controlled environmental and security conditions, such as the State Art Collection.

Funding categories

How much can I apply for?

You can request up to 70% of your total project cost. You must demonstrate at least 30% income from other sources with at least 10% in cash, or your application will be ineligible.

Minor upgrades and support

Eligible applicants can apply for between $5000 and $25,000.

Major upgrades and support

Eligible applicants can apply for between $25,001 to $100,000.

The amount requested should be based on:

• the scale and complexity of the upgrade project
• potential benefits for the gallery and community
• potential contribution to the growth and sustainability of visual arts touring circuits in WA
• potential employment opportunities for regional artists and artworkers.

What can I apply for?

Minor upgrades and support

Eligible applicants can apply for funding to support the costs associated with the minor upgrades, which may include:

• temporary signage (internal and external; digital or analogue, including for way finding and accessibility)
• gallery hanging systems, plinths, display cases, hardware toolkits
• acoustic improvements
• lighting and audio-visual equipment or accessories such as public address and microphone systems, speakers, amplifiers, projectors, smart TVs, iPads or tablets, headphones
• mobile or fixed seating
• wireless communication systems and any consumables, cords or cables required for the listed equipment.

Major upgrades and support

Eligible applicants can apply for funding to support the costs associated with the major upgrades, which may include:

• gallery lighting systems
• climate-controlled monitoring systems (that is, thermometer hygrometer)
• storage for artworks or touring artwork crates
• art collection management systems and infrastructure, such as new databases or digitisation
• permanent signage (internal and external/digital or analogue including for way finding or accessibility)
• building security systems.

When can I apply?

The key dates calendar has application opening, closing and activity start dates.

You are encouraged to submit your application before the closing date to ensure you have plenty of time to allow for technical or eligibility/resubmission issues.

All times are in AWST (for Perth, Western Australia).

Applicants will be notified of the outcome of their application approximately 12 weeks after the closing date.

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.

What can’t I apply for?

• wages, salaries or staffing costs, sitting fees for committees
• administrative and office equipment considered necessary for daily operating requirements, for example office furniture, stationery or grounds-keeping equipment
• capital works for new buildings or venues
• projects for public and private education facilities
• projects previously funded through the PRGIF
• the purchase cost of land and/or buildings
• landscaping or external works associated with an existing or new facility surrounds, such as car parks, access roads and other infrastructure on existing or proposed facilities, unless demonstrating direct improvement to artistic activity
• debt reduction
• private entertainment, food, beverages, plaques, awards or scholarships
• project feasibility and planning expenses, such as the development of architectural, engineering and other technical services necessary to initiate the project
• recurring maintenance or operational costs (for example, refuse collection, emergency service levy, rates, utilities and building insurance or other insurance)
• activities already funded by Department of Local Government, Sport and Cultural Industries (DLGSC) or Royalties for Regions
• display, restoration or conservation of cultural and/or historical material
• interstate or overseas travel (inbound or outbound, including airfares) and related accommodation costs
• the work of state or federal government departments
• projects that have already taken place.

What will make my application ineligible?

Your application will be ineligible and will not go through to assessment if you:

• do not include the mandatory support material
• do not adhere to budget requirements including requesting more than 70% of your project cost
• do not adhere to budget requirements, including not providing evidence of 10% cash contribution
• submit a project that contains details listed in the What can’t I apply for section
• start the activity before the eligible start date
• submit an application late
• exceed application limits
• have any key personnel with an overdue acquittal
• are a staff member of the DLGSC (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 the DLGSC
• are not a public gallery located in regional Western Australia.

How many times can I apply?

Eligible applicants may submit 1 application per round.

Applications to this program must be completed within 12 months of the eligible start date.

Applications to this program do not count towards the general DLGSC culture and the arts grants two-application limit (which applies to the arts projects for organisations and arts projects for individuals and groups programs).

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.

The key dates calendar has opening and closing dates, activity start dates and draft review deadlines.

5 components of your application

There are 5 components of a grant application:

1. facility report questions
2. core application questions
3. project outputs
4. financial information
5. support material.

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

Facility report questions

1. What is the name of the venue?
2. What is the venue’s address?
3. Who is the owner of the venue?
4. If there is a lease, how long is the lease for?
5. What is the age of the venue?
6. What is the venue’s current public opening hours?
7. Is the venue heritage listed, and if so, what type of heritage listing?
8. Is the venue a full or associate member of:
   • CircuitWest
   • Regional Arts WA
   • Galleries West
   • Art on the Move 
   • Aboriginal Art Centre Hub Western Australia (AACHWA)
9. Is this venue shared with other groups? If yes, who are the primary users?
10. What arts and/or cultural activities does the venue support?
11. How many visual arts events were held in the last 12 months?
12. How many professional touring events were held in the last 12 months?
13. How many people attended visual arts events in the last 12 months?

Core application questions

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

Each question has a 1500-character limit. If you need more information on how to prepare your application, please read the application manual.

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

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

Q1 What is the upgrade you are seeking funding for?

Provide a summary of the planned activity, outlining its key elements and what these will involve.

Q2  What challenges or issues will this upgrade address?

What long-term challenges to art collection, program or venue access and sustainability will the upgrade address? Provide a rationale for the project proposal and address its relevance to the funding objectives. Outline any research you’ve undertaken to identify them, further detail on this should link to your support material.

Q3 What outcomes will be achieved?

What will this funding allow you to do that you have otherwise not been able to?

Provide a brief overview of exhibitions (including touring exhibitions), workshops and other gallery programs that will be supported by the upgrades, further detail outlining this can be provided in your support material.

Consider how the upgrades benefit the gallery and community by contributing to the growth and sustainability of visual arts touring circuits in WA such as increasing potential employment, opportunities for regional artists and artworkers, improving the accessibility or quality of art experiences for audiences.

Q4 How will you plan, manage and deliver the activity?

Provide a brief timeline and summary of the key milestones in your project planning and delivery. It is recommended you include a detailed timeline within your support material.

Q5 How will you evaluate the impact of the upgrade?

With reference to questions 2 and 3, outline how you intend to evaluate the impact of the upgrade.

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 

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.

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 (whether or not you intend to include these as support material) 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

Eligible expenses are those directly related to undertaking the proposed works identified in the scope of the project, for example, project management and consultancy fees, costs of materials, supplies, technical expertise, installation and other related labour costs. 

Expenditure items can vary significantly from one activity to another. Any legitimate expense that is eligible may 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 list for ineligible items.

Eligible expenditure items

Preparation and development

Costs related to the planning, production and delivery of the activity. Eligible items may  include costs of materials, supplies and  installation.

Salaries, fees and living allowances

Expenditure in this category may include external management and consultancy fees where relevant.

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. For long-term activities, it may be appropriate to pay artists a rate based on a yearly salary for a similar kind of work. If this is the case, you need to clearly explain the rationale for the pay rate in your budget notes.

All rates should be relative to level of experience.

Please note that organisations, such as Media, Entertainment and Arts Alliance, predominantly provide information on minimum base rates for employees engaged on a full-time, part-time or casual basis. Rates for artists and arts workers engaged as contractors will include a loading to cover the costs of being self-employed. Full-time, part-time and casual rates do not factor in these costs and should not be used when engaging contractors.

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 does not fund 100% of your activity costs so you must demonstrate at least 30% income (including a mandatory 10% cash contribution), which may include in-kind support, or your application will be ineligible.

Eligible income Items

1. Earned income — may include ticket sales, product sales, exhibition fees, royalties, artwork and/or merchandise sales.
2. 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.
3. Philanthropic donations — may include contributions from fundraising, crowdfunding, donations, gifts and bequests.
4. Australia Council, other Commonwealth Government, other state government, local government — all grants and sponsorship being sought from local government, State Government, Commonwealth Government, the Australia Council and other government sources must be included, whether or not this support has been confirmed. If your application is to be assessed by a peer assessment panel, we will attempt to confirm the status of any pending funding applications directly with the funding body prior to the panel assessment. Do not include department grant funds being requested as part of this application.
5. 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.

Support material

Support material is essential to allow assessors to fully gauge the value of your activity and your readiness to undertake the activity. The support material you choose should provide further information and evidence to support the project outlined in your application.

Your choice of support material should help to demonstrate the four assessment criteria: quality, reach, good planning and financial responsibility, as well as how your project will meet the objectives of the program (see “How will my application be assessed” below).

Support material summary

• text — maximum 20 A4 pages
• images — maximum 10
• audio/video — maximum 12 minutes

Support material — mandatory

For this program, the following items are mandatory must be included within the limits noted above. 

• gallery and engagement program — provide an example of your annual gallery program including exhibitions, talks, workshops and other engagement programs activities
• quotes for major expenditure items — any expenditure over $1000
• images or video — showing the gallery or buildings relevant to the application
• evidence of other income — evidence of financial commitment from other sources including cash and in-kind support.

Please note:

• the support material formats and limits are required 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
• formats that will not be viewed include: .pages, .zip, .excel, MP3s (or similar) and .eml (however, screenshots of emails converted to PDF 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
• where possible, please only upload one document or file per support material type
• items of support material cannot exceed 5 MB file size
• as an online grants portal user, you must upload your support materials with your online application.

Types of accepted support material you may provide

1. Text

Maximum 20 A4 pages of text, in PDF or Word format. Preferably in a single document (maximum file size 5 MB. All text must be legible at 100%). Note: weblinks are not accepted.

Examples of material you may wish to include:

• overview of future programming that will benefit from the proposed activity
• organisation profile
• excerpts of the organisation’s strategic plan
• applicant CVs, biographies or profiles for key creative or artistic personnel
• quotes for major expenditure items/confirmation of fees*
• letters of peer/industry support (external to your activity)
• evidence of confirmed events, activities or appointments*
• confirmation of consultation and/or support from the target community/participants, such as Aboriginal communities or young people
• evidence of significant Aboriginal involvement, participation and decision making (where required)
• project plans or activity plan/s such as community engagement plans
• marketing or promotional plan/s.

*Can include multiple screenshots of emails and quotes. We suggest taking a screenshot of the essential information and pasting up to 4 per A4 page so they are still legible when viewed at 100%

2. Images

Maximum 10 images in one PDF or Word document or up to 10 image files. The maximum file size 5 MB with one line of text caption permitted for each image.

Note: weblinks are not accepted.

Examples of material:

• examples of previous work or activities
• documentation of existing venue
• examples of proposed improvements to venue.

3. Audio and video

Maximum 4 links to audio and video content not exceeding 12 minutes combined listening or viewing time.

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. Do not use Spotify.

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

• YouTube
• Vimeo
• Soundcloud
• Bandcamp

Examples of material:

• examples of previous work or activities
• interviews, recordings, or presentations that support your activity
• a recorded explanation of your proposed project
• testimonials of support for the project.

Draft reviews

Applicants to this program can request a draft review when the application is complete. Check the key dates calendar for the draft review deadline date.

You can request a draft review any time before the draft review request deadline. Only one request for review can be submitted per application.

You are strongly encouraged to make the request for a draft review well before the deadline to give staff enough time to provide feedback as well as time for you to update your application on receipt of the review.

Contact onlinegrantsupportca@dlgsc.wa.gov.au if you require assistance requesting a draft review in Online Grants.

How will my application be assessed?

Applications to this funding program are assessed by peer assessment panel(s). A high volume of applications may require multiple peer panels for assessment. 

All applications are assessed against four criteria:

• quality
• reach
• good planning
• 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. You are not expected to address all dimensions and definitions, only those most relevant to your application.

To be eligible, your application must align with the primary objective and supporting objectives. Assessors will consider your application against the relevant dimensions and definitions and allocate a weighted score for each of the 4 criteria. See the application manual for more information about how your application will be assessed.

Final approval of successful applications depends on available budget and approval by the Minister or delegated authority.

1. Quality — weighting of 20%

Quality refers significance of the activity, and relevance to your exhibitions and engagements as an organisation. Quality may be demonstrated by, but not limited to examples of previous work, sector support, timeliness of the work and a strong track record in engaging community with exhibitions and engagement.

2. Reach — weighting of 30%

Reach refers to the level of impact the activity is likely to have. Reach may be demonstrated by clearly outlining the need, relevance and impact of your project to your exhibition and engagement program. Reach should also consider the impact of the proposed activity on the venue capacity, programming, audiences and wider community will also be assessed. You may consider including information for networking opportunities, relevant marketing and promotional strategies, number of participants and the potential increase in audience or markets.

3. Good planning — weighting of 30%

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.

4. Financial responsibility — weighting of 20%

Financial responsibility refers to the sound management of the budget. Financial responsibility can be demonstrated by but is 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 and the activity goes some way towards self-sufficiency.

Acquittal report

If you are successful you will be required to complete 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 the funding agreement. You will need to attach relevant documents, images and videos that substantiate the delivery of the activity and that may demonstrate the impact and outcomes achieved. As a rough guide please refer to the support material formats and limits as listed above for your acquittal report support materials. Refer back to your activity outcomes for guidance in selecting suitable material.

If possible, please provide your support material in one PDF document (for text and images). Audio and video material to be supplied separately as applicable.

The 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.

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