Participation (National Multicultural Festival ) Grant Program

2018-19 Guidelines

Guidelines [PDF 212KB]

Applications open 9am on Friday 10 August 2018

Applications close midday on Monday 17 September 2018

Please read these guidelines carefully before completing your application online


The Inclusion and Participation Division is pleased to announce the 2018‑19 Participation (National Multicultural Festival) Grant Program.


This grant program will provide funding for projects that highlight and promote community participation, cultural diversity, and inclusion at the National Multicultural Festival.

Applicants are encouraged to demonstrate how their activity, event or project will embrace cultural participation at National Multicultural Festival.

Eligible organisations may apply for funding for the following:

  1. showcase the vibrancy and heritage of multiculturalism through celebrations and events at the 2019 National Multicultural Festival (excluding stall hire and related
  2. foster cross-cultural awareness, understanding and respect; and
  3. enable ACT multicultural communities celebrate and showcase their talents and traditions through cultural performances (dance and music) and in other meaningful ways.

Available funding

A total of $85,000 (GST exclusive) is available in the 2018-19 funding round and the maximum grant that can be applied for is $8,000 (GST exclusive).

It is the intention to ensure as many multicultural organisations as possible benefit from the funds available. In the case of recommended applications exceeding the available funding, the assessment panel will review and adjust the level of funding offered to successful applicants where necessary.

Applicants are encouraged not to rely solely on this grant funding for the viability of their activity, event or project. Applicants are encouraged to secure other funding sources including partnering with other organisations to deliver the activity, event or project.


Eligibility Requirements

Organisation eligibility requirements

To be eligible to apply, organisations must:

  1. be incorporated or be auspiced by an incorporated organisation;
  2. be a registered not-for-profit or charitable organisation; and
  3. have no overdue reporting obligations for previous ACT Government grants including:
    1. evaluations
    2. acquittal reports and
    3. audited financial statements.

Non-Profit Organisations

A Not-for-Profit (NFP) organisation does not operate for the profit or gain of its individual members, whether these gains would have been direct or indirect.

A NFP organisation is not an organisation that has not made a profit, a NFP organisation can still make a profit, but this profit must be used to carry out its purposes and must not be distributed to owners, members or other private individuals.

For more information please visit the Australian Charities and not-for-profit Commission, The Australian Taxation Office and the Charities ACT 2013.

Who can not apply

Individuals, profit making groups, government entities and registered political parties are not eligible to apply.

Project eligibility requirements

Eligible organisations may apply for multiple projects in a single application.

Eligible projects must meet the aim of the PNMFG program through providing a service/program located primarily in the ACT and primarily for the benefit of ACT residents.

Eligible aplicants must demonstrate the value/contribution their project/ performance will provide to the 2019 National Multicultural Festival.

The project/ performance must take place on the 2019 National Multicultural Festival footprint from 15 to 17 February 2019.

The funding must be used to assist with the associated costs of the project/performance including artist assocoiated fees, costumes and equipment purchase/ hire.

Obligations of auspicing organisation

An auspicing organisation must provide a letter of support with the application stating that it will:

  1. accept responsibility for the grant funding for the Project and administer the funding in accordance with the Grant Guidelines and Letter of Offer;
  2. disburse grant funding to the organisation applying for funding in accordance with the Grant Guidelines and Letter of Offer and not unreasonably withhold funding for the implementation of the Project (unless other arrangements are agreed); and
  3. comply with all grant funding contractual obligations, including the provision of progress reports, final reports and financial acquittal documentation.

If you do not comply with the above eligibility requirements, your application will not be assessed for funding.


What the funds can be used for?

Applications will be considered for the following activities:

  1. to assist Canberra’s new and emerging multicultural communities participate at the 2019 National Multicultural Festival; i.e. multicultural performances, celebrations or observances at the 2019 National Multicultural Festival;
  2. to enhance community relations and intercultural or social harmony in the ACT at the 2019 National Multicultural Festival;
  3. that contribute to information dissemination and cultural exhibitions at the 2019 National Multicultural Festival; and
  4. support multicultural communities to express their cultural heritage, promote cultural dialogue and understanding through participation at the 2019 National Multicultural Festival.

What the funds cannot be used for?

Applications will not be considered for the following:

  1. Projects that do not contribute to the aim of the grant program;
  2. Projects and events run primarily for commercial or fundraising purposes (e.g. hire and other costs related with food stalls, etc);
  3. Recurrent administrative organisational costs or ongoing commitments such as salaries and public liability insurance;
  4. Activities that would normally be funded under other grants programs such as the Participation (Multicultural) Grant Program, the Community Support and Infrastructure Grant Program and the Participation (Digital Communities) Grant Program;
  5. The purchase of photocopiers, computers, machinery, vehicles or capital equipment of any kind; and
  6. Events that promote or are held for a political purpose.

Assessment of applications

An assessment panel will review all eligible grant applications and make recommendations to the delegate.

All eligible grant applications will be assessed against the following selection criteria:

Event summary and purpose

The application demonstrates that the activity, event or project aligns with the aim of the grant program and adds cultural value to the National Multicultural Festival.

Evidence of need

The application demonstrates that the activity, event or project has clear and logical expected outcomes.

Benefit to community

The application demonstrates how the activity, event or project will benefit the organisation participate at the National Multicultural Festival.

Timeframes and Budget

The application demonstrates the activity, event or project:

  1. has a realistic timeframe; and
  2. budget is based on sound cost estimates, realistic and clearly details all the expenditure for the project and demonstrates value for money.


Accepting a Grant

Grant requirements

  1. Successful applicants will be required to enter into an Agreement with the ACT Government setting out the terms and conditions for which funding will be provided, including acquittal requirements within the agreed timeframe. This Agreement will be a Letter of Offer.
  2. Funds may be spent only on items and activities specified in the Agreement. Any unspent funds must be returned to the Community Services Directorate.
  3. The names, project descriptions and funding amount of all successful applications will be posted on the Community Services Directorates website following the assessment process. By accepting a grant you agree to this requirement.
  4. Grant recipients must ensure that the assistance provided by the ACT Government is appropriately acknowledged in any promotional or other materials. The ACT Government’s Branding Guidelines and “Supported By” logo are accessible at:
  5. Grant recipients must inform the Community Services Directorate in writing if they have applied for any other grant program for the same activity or engaged any external sponsors. A copy of this agreement will be required upon signing the acceptance letter by the recipient.

Acquittal/reporting requirements

All successful applicants/organisations must expend the funds within the timeframes nominated in the Letter of Offer. For the 2018-19 Participation (National Multicultural Festival) Grant Program, the successful recipients must submit the completed acquittal and expenditure by 30 June 2019 or at the completion of the activity, event or project.

When you have expended the funds, please log on to SmartyGrants and complete the Acquittal Report forms. Use the same username and password to log in that you used to register with SmartyGrants when you applied for the grant.

We require you to keep ALL receipts for all related expenditure including evedance of any income to performers and artists . Copies are required for your Acquittal Report.

PLEASE NOTE: To be eligible for funding in future grants rounds, applicants must meet all acquittal and reporting requirements.


For many projects the organisation must carry out at least $10 million in Public Liability Insurance.

The requirement to have insurance and the level required is determined by an assessment of the risks and liabilities of the proposal. Usually low risk proposals are not required to have additional insurance.

Successful applicants will be notified in their Letter of Offer if additional insurance is required.


Important Information for Applicants

When to submit your application

  • Applications open 9 am on Friday 10 August 2018.
  • Applications close midday on Monday 17 September 2018.

Late applications will not be accepted.

How to submit your application

All applications must be submitted via the online Participation (National Multicultural Festival Entertainment) Grant Program Application Form at

Hardcopy or email applications will not be accepted.

You will need to create a log in to begin your application and you may begin anywhere in the Application Form. Please ensure you save as you go.

If you are having difficulty in accessing the online application form or if an error occurs, please contact the Service Funding Support Unit for assistance on (02) 6205 5313 during business hours, or email

Navigating (moving through) the grants application form

On the right hand side of every screen, there is a box which links directly to every page of the application. Click on any page to jump directly to that page. You can also click 'next page' or 'previous page' on the top or bottom of each page to move forward or backward through the application.

Saving your draft application and returning

You can press 'save' at any point and log out. When you log back in, your draft application will be saved and you can start where you left off.

Submitting your application

The submit button is on the final page. You will not be able to submit your application until all the questions are completed.

Attachments and support documents

You may wish to upload/submit attachments to support your application. For some Categories you will have to include attachments. This is very simple, but requires you to have the documents saved on your computer, on a zip drive, or similar. If you are not able to upload a document, please contact the Program Officer for support.

Completing an application in a group/team

A number of people can work on an application using the same log in details provided that only one person is working on the application at any given time. Ensure you save as you go.

Once you have completed your application it will be submitted to the Program Officer.

PLEASE NOTE: The Grants Program Officer is unable to view your application until it is submitted. All supporting documentation must be submitted with the grant application.

If your application does not include all required documentation, such as quotes, it will be deemed ineligible. You can upload supporting documentation to your application on the page after the declaration and privacy statement.


Any additional information provided by the Community Services Directorate as part of this grant program will be posted online at

In addition, all applicants that have started or submitted an online application form will be notified by email to the address that is registered with SmartyGrants.



All material submitted to the Community Services Directorate is provided in confidence. However, the ACT Government may promote successful applicants for the mutual benefit of the Grants Program and the applicant. Details of applications will not be made available to third parties without permission.


What you can expect

A complaint is defined as an expression of dissatisfaction in relation to the application process and/or an unsuccessful application for a grant.

You or your representatives have the right to raise your concerns. This information supports us to improve services and supports your right to ask questions about the grant application process as well as decisions made in relation to an unsuccessful application.

You can expect to:

  1. be treated respectfully, fairly and in confidence;
  2. have your concerns dealt with as soon as possible;
  3. be informed of progress; and
  4. be told of the outcome.

Further information

For more information or to lodge a complaint, please contact the Program Officer:

Phone: (02) 6207 1080


If you are having difficulty in accessing the online application form or if an error occurs, please contact the Service Funding Support Unit for assistance:

Phone: (02) 6205 5313