Value In Kind 2024-2025

IMPORTANT: Please read information below to assist you in completing your online application.

BEFORE YOU BEGIN

Welcome to the City of Swan's online grant application service, powered by SmartyGrants.

You may begin anywhere in this application form. Please ensure you frequently save as you go. Hint: We recommend saving every 20 minutes.

Please review our Swan Value-in-Kind ‘Information Sheet’ and Resource Guide.

We ask that you please get in touch with the City of Swan’s Community Grants Team and or your local Community Development Officer to discuss your eligibility and guide you on submitting your best possible application. You can contact the Community Grants Team by calling 9207 8693 during business hours or email communitygrants@swan.wa.gov.au.

Please note, applicants may apply for multiple Value-in-Kind (or other) contributions throughout the year if they remain eligible, address all criteria and meet program objectives. However, the City of Swan ‘Value In Kind’ stream does not fund more than one organisation for the same event, retrospective costs, capital costs, political/religious intent, organisational recurrent or operational costs, Government services, and or solely private / ticketed activities. All funding is subject to available budget.

If you need more help using this form, download the Help Guide for Applicants or check out Applicant Frequently Asked Questions (FAQ's)

Have you read the Public Events Guidelines and completed the application?  See the City of Swan Organising a Public Event webpage.

Filling out this application does not ensure the booking of any City of Swan venues, bins or Public Event Approval, please complete your booking/event request before submitting this application.

You must submit your final application at least 8 weeks before your project start date.

ROUND CLOSING AND ASSESSMENT DATES

Value-in-Kind support is open all year round with specific assessment and award dates for the various levels of funding. Open all year round assessed on demand-driven “First-in First-Served” basis and alignment with Strategic Community Plan Objectives. Please ensure you apply at least 8 weeks prior to project start date. Example: If your project starts on 20 September 2024, you will need to submit your application by 26 July 2024.

MOVING THROUGH THE APPLICATION FORM

On every screen (page of the form) you will find a Form Navigation contents box, this links directly to every page of the application. Click the link to jump directly to the page you want.

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

If you wish to leave a partially completed application, press 'save and close' and log out. When you log back in and click on the 'My Submissions' link at the top of the screen, you will find a list of any applications you have started or submitted. You can reopen your draft application and start where you left off.

You can also download any application, whether draft or completed, as a PDF. Click on the 'Download PDF' button located at the bottom of the last page of the application form.

SUBMITTING YOUR APPLICATION

You will find a Review and Submit button at the bottom of the Navigation Panel. You need to review your application before you can submit it.

Once you have reviewed your application you can submit it by clicking on 'Submit' at the top or bottom of the screen or on the navigation panel. You will not be able to submit your application until all the compulsory questions are completed and there are no validation errors.

Once you have submitted your application, no further editing or uploading of support materials is possible.

When you submit your application, you will receive a confirmation email with a copy of your submitted application attached. This will be sent to the email you used to register.

If you do not receive a confirmation of submission email then you should presume that your submission has NOT been submitted.

Hint: Check the contents of the email and that it hasn't landed in your spam or junk email folder.

ATTACHMENTS AND SUPPORTING DOCUMENTS

You will need to upload attachments to support your application. This is very simple, but requires you to have the documents saved on your computer, or on a storage device.

You need to allow enough time for each file to upload before trying to attach another file. Files can be up to 25MB each; however, we do recommend trying to keep files to a maximum of 5MB – the larger the file, the longer the upload time.

It is in your best interest to upload all correct documentation so you may like to spend some time collecting these in advance. Please note that the funding level you apply for may determine the extent of documents you will need for your application. Some documents you may want to prepare include:

• Certificate of Incorporation (If Incorporated)
• Proof of Residence
• Letter from Auspice Organisation (confirming the auspice arrangement)
• Public Liability Certificate of Currency – Certificate of Insurance relevant for your project date.
• Working with Children’s Check – when your project requires child related work.
• Information to support your application, e.g. letters of support, plans, reports etc.
• Project management plan including risk management strategy

COMPLETING AN APPLICATION IN A GROUP/TEAM

A number of people can work on an application using the same log in details as long as only one person is working at a time. Ensure you save as you go. Hint: We recommend saving every 20 minutes.

You must submit your final application at least 8 weeks before your project start date.