In the House program guide

In the House is an invitation-only grant program supporting the expansion of annual performing arts programs delivered by performing arts venues in regional Western Australia over a two-year period. 

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Objectives

  • Raise the quality, scale and profile of the performing arts in regional centres
  • boost tourism and employment opportunities in regional Western Australia
  • enable regional performing arts venues to better leverage investment and generate income
  • increase opportunities for regional communities to participate in arts and cultural activities at performing arts venues.

To be successful, your application should align to these objectives.  

Categories

  • High Capacity
  • Moderate Capacity
  • Limited Capacity

As identified on page 25 of the CircuitWest 5-year Touring Strategy.

What can I apply for?

  • expansion of the venue’s existing annual program to enable a diverse range of contemporary professional performing arts productions
  • community engagement activities and residencies that are clearly aligned to the annual program.

If your project does not correspond in some way to any of the above, contact a Grants Officer for advice before starting an application.

Who can apply?

Applications to In the House are by invitation only and open to regional performing arts venues. Selection of applicants is limited to regional venues that have received funding in the past from the department’s Raise the Roof program. 

Those recipients demonstrated:

  • a proven track record delivering a diverse, high quality annual performing arts program
  • a sustainable operational, financial and/or business model, with evidence of consistent audience attendance, ticket sales and other forms of revenue
  • a willingness to diversify performing arts programming.

What can’t I apply for?

  • purchase of capital equipment including instruments, equipment, software, computers, tablets (iPads) and/or uniforms
  • capital works such as construction or purchasing of studios, work spaces or gallery spaces 
  • activities already funded by Department of Local Government, Sport and Cultural Industries’ (DLGSC) culture and the arts grant programs
  • activities relating to radio broadcasting
  • display, restoration or conservation of cultural and/or historical material
  • costs of manufacturing and/or producing prototypes
  • fundraising, competitions, prizes and trophies
  • the work of Western Australian or Australian 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
  • film and television activities such as:
    • the development or production of narrative shorts or features, pilots for television series, mainstream animation e.g. 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 artform being used is film or digital, unless it’s in support of an artist’s work.

What will make my application ineligible? 

Your application will be ineligible if you: 

  • do not adhere to support material limits and format requirements
  • do not adhere to budget requirements
  • 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 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 Western Australian group, organisation or individual.

How much can I apply for?

Eligible applicants can apply for funding up to $80,000 per year and a total of $160,000 over the two-year period. 

Applicants should note funding through this program is intended to supplement rather than replace existing sources of funding or revenue. Accordingly, venues must demonstrate funding from local government or other sources will be maintained at a level consistent with the preceding two financial years (e.g. 1 July 2017 to 30 June 2019).

When can I apply?

The key dates calendar has application opening and closing dates, activity start dates, draft review deadlines and notification dates. All times are in AWST (for Perth, Western Australia).

You are encouraged to submit your application before your submission date to ensure you have plenty of time. 

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 funding before the activity begins.

How many times can I apply?

As this is an invitation-only grant program you will only be able to apply once invited.

How do I apply?

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

Please apply using the Online Grants web portal.

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

How will my application be assessed?

Applications to this funding program are assessed by a peer assessment panel.
All applications are assessed against the four criteria:  

  • Quality
  • Reach
  • Good planning
  • Financial responsibility. 

Each has a weighting and a subset of dimensions with definitions. 

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. Assessors will consider applications against the objectives and the relevant dimensions and allocate a weighted score against each of the four 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.

Quality

Dimensions of quality

Imagination, authenticity, originality, inquisitiveness, excellence, captivation, relevance, innovation, challenge, risk and rigour.

Weighting 25%

Definition

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

Dimensions of reach

Diversity, platform, collaboration, leverage, number and growth.

Weighting 25%

Definition

Reach refers to the level of impact the activity 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

Dimensions of good planning

Realistic, achievable, considered, demonstrated research and/or consultation, evaluation.

Weighting 25%

Definition

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

Dimensions of financial responsibility 

Value, comprehensive budget, financial self-sufficiency.

Weighting 25%

Definition

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.

Four components of your application

There are four components of a grant application: core application questions, target output information, financial information and support material. 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 a concise overview of your activity. 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.

Respond to the following questions with reference to the assessment criteria and program objectives:

Q1. What is the proposed expanded annual program for the venue?

Outline the key elements of the venue’s expanded annual program and any additional touring product you propose to purchase with In the House funding. Outline the additional resources (e.g. additional programming budget or employment of additional staff) that are required to deliver the expanded programming. Remember to attach the full annual venue program with your support materials.

Q2. Why and how and will the venue benefit from the proposed expansion to its annual program?

Outline the rationale for your programming proposal and why the proposed additions or expansions to the program are a good fit for the venue, audience and/or region. Refer to any research on past attendance or other evidence to support your proposal.

Q3. Who are the key people involved and what is their role in delivering the expanded program?

Describe the background and experience of the key persons or parties involved (not the performers or artists) and explain how they will contribute their expertise and experience to the development and delivery of the expanded program. 

Q4. What regional employment and professional development opportunities will be created through the proposed expanded annual program? 

Describe any paid work that will be undertaken by regional people to deliver the expanded program. This can include work undertaken by technical crew, production staff, creatives, and any other regional people whose employment directly relates to the expanded program. Also describe any opportunities that will be provided to regional people for professional skill development as part of the expanded program. This can include work experience placements/internships, workshops and any activity in which there is knowledge exchange related to the expanded program. 

Q5. How will you plan, manage and deliver the expanded program?

Outline the key planning, management and programming methodology, structures and/or approaches you will use to plan and deliver the expanded annual program.

Q6. How do you plan to engage and involve the community?

Describe how your project will engage and encourage involvement from members of the regional community. Provide details of any community engagement or participatory activities that will be delivered as part of the expanded program. Note: a community engagement plan must be submitted with your support materials.

Q7. How will you interest audiences in attending performances at your venue?

Provide a summary of your future marketing, promotion and/or audience development strategy, and describe how or why your project will attract interest from your target audience. Note: a detailed marketing plan must be submitted with your support materials.

Target output information

All applicants are required to provide target outputs for their activity.

The target outputs provide the department with quantitative data. The aggregated target output data provides important information about your activity as well as capturing trends in the arts, cultural and creative sectors for research, analysis and advocacy purposes.

You only need to provide information for the categories and items relevant to your activity.

If your application is successful you will be required to report against the planned targets at the acquittal stage.

To assist you with preparing your application, the target outputs will be on the In the House page of the DLGSC website as soon as they are available. Please contact us if you have any questions.

Financial information

The financial information provided in your application for In the House is the additional expenditure and income from the proposed expanded program for years one and two.

For example, if for year one you are applying for an additional salary of $40,000 per annum, additional programming budget of $40,000 per annum and additional box office revenue of $20,000 per annum, then your total ask for year one is $60,000. If your plan for year two is the same, then your total request would be $120,000.

Your budget must be itemised with separate entries for each item for each year of the expanded program.

For example: Additional Salary Year One $40,000, Additional Salary Year Two $40,000.

You should complete the budget so it is clear which expenditure and income is associated with each year of the expanded program.

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

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

Unlike our standard grant programs, In the House may fund 100% of your expanded activities.

You should indicate which expenditure items you want the department to support. List those items in the additional notes section of the Online Grants budget page.

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.

For each expenditure or income item you add to the budget, use the notes area alongside the item to explain how it relates to the delivery of your activity and how the cost was calculated. If relevant, include a breakdown or itemisation of costs.

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.

Examples of eligible expenditure items are listed below. Make sure you check for ineligible items.

Eligible expenditure items

Administration

Expenses related to the management and administration of the activity e.g. telephone/internet, insurance, postage and stationery. Eligible expenditure items in this category may also include 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 e.g. 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 creation, development, production and delivery of the activity or its deliverables, including the costs of presentation. 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:

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.  

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

Please include only the additional income you are expecting from the expanded annual program.  

Eligible income items

Earned income

May include ticket sales, product sales, performance fees and merchandise sales. For performances, this amount should factor in the number of performances, average ticket price and projected venue capacity.

Corporate sponsorship

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, State and federal 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 DLGSC 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 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 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. If you receive a grant you are encouraged to discuss your tax implications with your tax agent or the ATO.

Registered for GST? 

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 you are registered for GST and 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 GST?

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 you are not registered for GST and your activity is funded, the department payment will include the GST component for those items on which GST is payable.

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 to make sure it offers the best support for 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 the objectives of the program.

There are 5 mandatory units of support material for In the House. You must submit all 5 units. 

Within each unit there are acceptable formats and limits. 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 (screenshots of emails are accepted).

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 a log-in to access.

Do not use Dropbox for any support material.

You can find instructions on how to use these sites at the following links:
YouTube 
Vimeo 
Soundcloud
Bandcamp

The Supplier Creation Form (if required) does not count towards your support material limits, however, if required, it must be submitted with your support materials.

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

Online submission of support materials is preferred however we do accept posted materials. If you need to submit by post, please contact us to discuss your options.

Support material units (all mandatory)

Unit 1 Annual program plan

The annual program plan for the venue, outlining its existing and proposed expanded annual program, programming rationale and audience surveys.

Acceptable formats and limits

Up to 10 A4 pages in a Word or PDF document only (maximum file size 5MB)

Unit 2 Annual budgets

The venue’s annual budgets for:
• 2018-19 (actual)
• 2019-20 (estimated)
• 2020-21 (projected incorporating the Expanded Annual Program request amount).
Acceptable formats and limits

Up to 6 A4 pages in Word, PDF or Excel (maximum file size 5MB)

Unit 3 Confirmation letter

A confirmation letter from your main funder confirming that funding will be maintained over the next two financial years.

Acceptable formats and limits

Up to 3 A4 pages in a Word or PDF document only (maximum file size 5MB)

Unit 4 Community engagement plan

A community engagement plan outlining the venue’s proposed strategy to promote community participation, including a summary of related activities.

Acceptable formats and limits

Up to 10 A4 pages in a Word or PDF document only (maximum file size 5MB)

Unit 5 Marketing plan

A marketing plan to support the expanded annual program, as agreed with the venue and presenting partners. 

Acceptable formats and limits

Up to 10 A4 pages in a Word or PDF document only (maximum file size 5MB)

Draft review

Applicants to In the House can request a draft review when the application is complete. Check the key dates calendar for the draft review deadline. 

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

How to request a draft review in Online Grants:

  1. Ensure you have marked each section of your application complete by ticking the box at the bottom of each application screen, then click save and close at the top right of the screen. This will take you back to your Grant Applications page.
  2. Locate your draft grant application in the list. In the Actions column, click on more to view additional actions, then click Request Draft Review.
  3. Click Yes to proceed.

You will receive a message confirming your draft has been successfully submitted for review.

Acquittal report

If you’re 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 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. 

You will also need to report on the target outputs you defined in your application.

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

If you need more information, please read the 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

For help to use the portal or for technical issues, contact the Online Grants Support Team: onlinegrantsupportca@dlgsc.wa.gov.au

Grants Officers

For enquiries relating to grant programs, including advice or assistance with your application, contact a Grants Officer: 

Email grantsprogramsca@dlgsc.wa.gov.au  

Assistance for people with disability

The Department of Local Government, Sport and Cultural Industries 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.

This document contains information, opinions, data, and images (“the material”) prepared by the Department of Local Government, Sport and Cultural industries (DLGSC). The material is subject to copyright under the Copyright Act 1968 (Cth), and it is owned by the State of Western Australia through the DLGSC.

DLGSC encourages the availability, dissemination and exchange of public information. Should you wish to deal with the material for any purpose, you must obtain permission from DLGSC. Any permission is granted on the condition that you include the copyright notice “©State of Western Australia through Department of Local Government Sport and Cultural Industries” on all uses

To obtain such permission, please contact the Corporate Communications team at:

Department of Local Government, Sport and Cultural Industries
246 Vincent Street Leederville WA 6007
Postal address: PO BOX 8349, Perth Business Centre WA 6849
Email info@dlgsc.wa.gov.au

Disclaimer

Whilst the information contained in this document has been formulated with all due care, the department does not accept any liability to any person for the information (or the use of such information) which is provided in this document or incorporated into it by reference. The information contained herein is provided on the basis that all persons accessing the document undertake responsibility for assessing the relevance and accuracy of its content.

Page reviewed 24 March 2020