Terms and conditions
The Celebrating Reconciliation Grants program is conducted by the State of Queensland acting through the Department of Treaty, Aboriginal and Torres Strait Islander Partnerships, Communities and the Arts (DTATSIPCA) in accordance with the program guidelines and on the following terms and conditions.
By lodging your application, you agree to be bound by the funding agreement upon written approval of the application by DTATSIPCA.
Any applicant who applies for a grant to run an event/activity for children or young people must ensure persons working with children have had a ‘Working with Children Check’ and, if deemed required, possess a blue card. Read more about the Working with Children Check.
Definitions
In these terms and conditions:
- “A company limited by guarantee” is a specialised form of public company designed for non-profit organisations. In Australia companies limited by guarantee are subject to the Corporations Act 2001 (Cth) and administered to by the Australian Securities and Investments Commission (ASIC).
- “Acquittal report” means the report about the applicant’s financial performance for the event/activity the grant is provided for.
- “Applicant” means the organisation applying for a grant.
- “Application” means the official application for the grant submitted by the applicant.
- “Approval date” means the date on which the funding agreement commences and is the date on the letter of approval provided by DTATSIPCA to the applicant.
- “Closing date” means midday on Monday, 29 January 2024.
- “Commencement date” means the date on which the event/activity actually commences.
- “DTATSIPCA” means the State of Queensland acting through the Department of Treaty, Aboriginal and Torres Strait Islander Partnerships, Communities and the Arts.
- “Event/activity” means the event/activity detailed in the application for which the applicant is seeking a grant.
- “Funding agreement” means the written agreement to be entered into between DTATSIPCA and each successful applicant when DTATSIPCA approves the application in writing, such funding agreement being comprised of:
- these guidelines and terms and conditions
- the application submitted by the applicant relating to the event/activity
- the letter of approval of the grant from DTATSIPCA to the applicant, and
- any other terms agreed in writing between the parties.
- “Grant” means the funding provided under the Celebrating Reconciliation Grants program for an event/activity in or around National Reconciliation Week 2024.
- “Guidelines” means the guidelines for the program made available to the applicant as part of the application process.
- “Minister” means the Minister with responsibility for the Celebrating Reconciliation Grants program.
- “Personal information” has the same meaning as in the Information Privacy Act 2009 (Qld).
Eligibility of applications
- DTATSIPCA’s decision upon the eligibility of an application shall be final and no correspondence will be entered into.
- Applications received after the closing date will be considered ineligible and will not be assessed.
- The applicant may withdraw their application at any time by notifying DTATSIPCA in writing or by email crg@dsdsatsip.qld.gov.au.
Liability
- Except for any liability that cannot be excluded by law, DTATSIPCA (including its officers, employees and agents) excludes all liability (including negligence) for any personal injury; or any loss or damage (including loss of opportunity); whether direct, indirect, special or, arising in any way out of the application or participation in the Celebrating Reconciliation Grants program.
- Applications received, including material and documents accompanying the applications, shall not be returned to the applicant.
- DTATSIPCA (including its officers, employees and agents), members of the assessment panel, and the like, will not in any way be held responsible for loss of documentation or materials submitted as part of the application.
- The conduct of inviting applications does not give rise to any legal or equitable relationship.
- DTATSIPCA may, by direct notification to the applicant or via its website (www.qld.gov.au/recgrants), change the program guidelines (including these terms and conditions), or cancel or vary the application process at any time, whether before, on or after the closing date. If this occurs you must comply with any changes.
- No person shall be entitled to claim compensation or loss from DTATSIPCA for any matter arising out of the application process, including, but not limited to, failure by DTATSIPCA to comply with the program guidelines or these terms and conditions.
Personal information
- Personal information contained in the application may be disclosed to the assessment panel for the purpose of assessing the applications, and if the application is successful, the applicant agrees that details of the applicant and the event/activity may be used by DTATSIPCA for advertising/promotional purposes.
- If your application is successful, the applicant:
- authorises the use and/or publication of the applicant’s name and details of the event/activity, in relation to any editorial or advertising purposes in conjunction with the Celebrating Reconciliation Grants program. The applicant warrants that the use of such information or material by DTATSIPCA and/or Minister will not infringe the rights of any third party or any law, and
- agrees that it is not in breach of any law, its constitution or any other requirement it is bound to comply with.
Disclosure and publication
- By submitting an application, the applicant:
- acknowledges that submitting an application does not guarantee that the applicant will be eligible to receive a grant. Selection of the applicant for a grant shall be at DTATSIPCA’s sole and absolute discretion
- acknowledges that in the event that the application is approved, the applicant has read, and agrees to be bound by the funding agreement throughout the term of the funding agreement
- if successful, authorises the use and disclosure by DTATSIPCA and/or the Minister, of the applicant’s name, contact details and details of the event/activity (including grant amount), for any promotional, advertising or accountability reporting purpose in relation to the Celebrating Reconciliation Grants program
- acknowledges that the Information Privacy Act 2009 (Qld) provides members of the public with a legally enforceable right to access documents held by Queensland Government agencies, subject to the exemptions under that Act
- warrants that the applicant is not in breach of any law, constitution or any other requirement the applicant is bound to comply with
- warrants that the applicant is not bankrupt or insolvent
- warrants that the use of such information or material as above will not infringe the rights of any third party or any law.
Assessment
- DTATSIPCA will assess applications against the assessment criteria and will provide recommendations to the DTATSIPCA delegate for approval.
- All decisions and recommendations of DTATSIPCA are binding and final and there is no process of appeal.
Successful applications
- Successful applicants will be required to enter into a funding agreement with DTATSIPCA within a reasonable time of being notified that the application has been successful.
- Provision of the grant support to the successful applicant, will be subject to, and conditional upon, the applicant executing the funding agreement.
- By submitting the application, the applicant agrees that if successful, it will provide appropriate recognition to the Queensland Government (DTATSIPCA), including, but not limited to:
- logo acknowledgement (in print and online form)
- verbal acknowledgement (including, but not limited to, speeches, Master of Ceremonies notes and announcements)
- acknowledgement in event/activity media and publicity relating to the event/activity
- provision of photographic images (with appropriate licences)
- incorporating of key National Reconciliation Week messaging and promotion of the broader event/activity program in connection with the event/activity.
These requirements will be included in the funding agreement.
- The successful applicant:
- must deliver the event/activity in or around National Reconciliation Week 2024 (in May or June). Provision of the grant to the applicant will be subject to, and conditional upon, the applicant’s compliance with the funding agreement
- obtain all appropriate documentation for the event, e.g. permits, approvals, insurance and any legal requirements, and provide copies to DTATSIPCA on request
- complete the event/activity in or around National Reconciliation Week 2024 (in May or June), unless otherwise agreed in writing by DTATSIPCA
- advise DTATSIPCA of all event/activity changes immediately via email to crg@dsdsatsip.qld.gov.au
- fulfil all reporting and acquittal requirements as per the funding agreement.
Insurance
- Successful applicants agree that they must hold and maintain the following insurances during the term of the funding agreement:
- public liability for a sum of no less than $10 million per claim with an Insurer authorised by the Australian Prudential Regulation Authority (APRA) to operate in Australia.
- workers’ compensation insurance in relation to employees of the successful applicant in accordance with the Workers Compensation and Rehabilitation Act 2003 (Qld).
- Applicants must provide to DTATSIPCA, with their application, copies of certificates of currency demonstrating the required insurance covers.
Payments and GST
- The applicant acknowledges that, should the applicant’s application be successful, the total amount of grant funding committed to the applicant’s event/activity will be paid by DTATSIPCA as a one-off payment on the signing of the funding agreement.
- The applicant acknowledges that if the application is successful, the grant funding amount payable is exclusive of GST.
- The applicant must submit a valid tax invoice to DTATSIPCA in accordance with GST legislation and reporting requirements.
- Payment of the grant will be made via electronic funds transfer to the applicant.
Reporting
- By submitting an application, the applicant acknowledges that if the application is successful, the applicant will be required to provide a final report to DTATSIPCA detailing specifics of the outcomes of the event/activity, including a financial acquittal (due within four weeks of the completion of the event/activity).
Contact us
Department of Treaty, Aboriginal and Torres Strait Islander Partnerships, Communities and the Arts
Frequently asked questions
Who can apply?
Check the program guidelines to see if you are eligible for a grant.
What if my organisation is not eligible?
Non-incorporated bodies may apply but the application must be auspiced by an incorporated body that accepts legal and financial responsibility for the grants. You will need to provide these details on the application form.
The applicant, or the organisation auspicing the grants application, must have the capacity to administer the grant in accordance with the grants reporting requirements.
How much funding can I apply for?
Eligible applicants can apply for grants of $5,000 and $10,000 (exclusive of GST).
Do I need an ABN (Australian Business Number)?
Yes, you are required to have an ABN. The ABN identifies your business to the government and shows evidence that you are a Queensland based organisation.
Do I need to be registered for GST?
No, you do not need to be registered for GST. GST is not payable on the grant amount provided.
What if my organisation is not eligible?
Grant applicants that are not incorporated should partner with an incorporated organisation with demonstrated capacity to undertake and oversee community events and activities. This is an auspice arrangement. The auspice organisation details should be included in the application form.
My organisation operates a number of branches across the state. Is each branch allowed to submit an application?
The Department of Treaty, Aboriginal and Torres Strait Islander Partnerships, Communities and the Arts (the department) defines a branch as part of a larger organisation, having significant local capacity and identifiable client or member base in its own right, and a committee to oversee the operations of the branch.
In this case, yes.
Our organisation is looking at submitting a joint application with another organisation. Will we be eligible?
Yes. A group of eligible organisations may submit a joint application for grants. Each submitted application, regardless of it being submitted by a group, partnership or single entity, is eligible for one grant.
What if our organisation does not have insurance?
As part of the terms and conditions of the grants, an organisation wishing to apply for grants must have the following current insurance policies in place:
- public liability for a sum of not less than $10 million per claim with an insurer authorised by the Australian Prudential Regulation Authority to operate in Australia.
- workers’ compensation insurance in relation to employees of the successful applicant in accordance with the Workers Compensation and Rehabilitation Act 2003 (Qld).
Am I able to secure additional grants from the Queensland Government for my Celebrating Reconciliation Grants 2024 event/activity?
No. If a grant is provided through this program, no further grants or funding support are available for your activity from the Queensland Government.
If I am applying for an existing program that has received a guarantee of grants from the Queensland Government, am I eligible?
No. Activities that have already received a guarantee of grants from the Queensland Government are not eligible through this program.
Am I able to secure additional grants from the Queensland Government for my event/activity for Celebrating Reconciliation Grants?
No. If a grant is provided through this program, no further grants or funding support are available for your activity from the Queensland Government.
What if our organisation has applied for another grant for this activity from another Queensland Government agency, however we have not received a response?
Please provide details of this application within the grant’s details section of the application form.
I am developing an activity that has some elements of reconciliation but focuses on other objectives. Can I apply?
No. Activities with a different focus should apply for grants from other available Queensland Government programs. The aim of this program is to fund activities that align with the Celebrating Reconciliation Grants objectives.
Can I raise money by selling tickets to the event?
No. The event must adhere to the program guidelines.
How do I complete the budget?
A budget table has been provided as part of the application process. Use this to itemise the costs associated with your activity as well as the income you may receive. This includes in-kind support. All budget amounts should be GST exclusive.
Tips for writing a grant application has more information about costs / budget.
What is in-kind support?
In-kind support is a contribution of a good or a service other than money. Examples include voluntary labour (volunteer time) and donated goods (bus/venue hire, recording equipment). Please provide an estimate of the financial value of the in-kind contribution.
How do I apply?
Applications should be submitted through SmartyGrants.
What if I can’t access SmartyGrants to submit an application?
Applications can only be submitted through SmartyGrants.
When do applications close?
Midday on Monday, 29 January 2024.
Can I submit a late application?
No. Late applications will not be accepted.
Will I receive acknowledgement of my application?
Receipt of all applications will be acknowledged via email, so please ensure you provide a correct email address on your application form. If you do not receive an email acknowledgment within five (5) business days, it may mean that your application was not submitted. Please contact the Culture and Reconciliation Team via email on crg@dsdsatsip.qld.gov.au.
How will my application be assessed?
Eligible applications will be assessed as part of a competitive process against how well the application aligns with the Celebrating Reconciliation Grants program objectives and the assessment criteria. The assessment criteria is included in the program guidelines.
What are the assessment criteria?
Applicants are encouraged to carefully consider the assessment criteria and the weighting of the assessment as outlined in program guidelines.
What is weighted scoring and what does it mean for my application?
Weighted scoring allows the department to prioritise the parts of the assessment criteria. As a grant applicant, it allows you to see which areas require a greater focus in your application and how your application will be assessed to determine the final scoring.
What am I required to do if I am successful?
You will be required to:
- enter into a funding agreement with the Queensland Government through the Department of Treaty, Aboriginal and Torres Strait Islander Partnerships, Communities and the Arts
- deliver the event/activity as per your grant application and supporting documentation(s)
- acknowledge the Queensland Government’s support as stipulated in the funding agreement
- deliver on milestones as detailed in the funding agreement
- incorporate and display any logos, signage and merchandise provided by the Queensland Government
- liaise with the Culture and Reconciliation Team regarding the event/activity and any modifications that may be necessary
- provide a final report and images within four weeks of completion of the event/activity.
Who do I contact for assistance?
For more information please contact your local regional office or the Culture and Reconciliation team on email crg@dsdsatsip.qld.gov.au or phone (07) 3003 6440.
Tips for writing a grant application
1. Check your eligibility
Before you get started check that your organisation is eligible to apply for the grant.
If you wish to apply, you must meet the eligibility criteria:
- be based in Queensland and the activity must be delivered in Queensland
- have a valid Australian Business Number (ABN)
- a company incorporated in Australia
- a company limited by guarantee
- an incorporated trustee on behalf of a trust
- an incorporated association
- a registered charity or not-for-profit organisation
- a local government body.
To find out more, please read the program guidelines.
If you are unsure of your eligibility, please contact the Culture and Reconciliation team on email crg@dsdsatsip.qld.gov.au or phone (07) 3003 6440.
2. Partner up!
The more people that know and support your event, the better it is. Connect with your community and show how your event will benefit the community. Partnering with organisations in your community will strengthen your application.
How are you including Traditional Owners and/or Elders in your event? If you need assistance in connecting with Traditional Owners and/or Elders for your local community, please contact your local regional office.
3. Prepare your application
To prepare your grant application take some time to:
- check the application closing date to see how much time you have to complete your application.
- familiarise yourself with the application form and know what is being asked.
- check what supporting documents you will need to include such as Certificate of Incorporation and Certificate of Public Liability Insurance (if your application is successful).
4. What to include in your grant application
When writing your grant application, make sure you outline:
- what you are going to do – a description of your event/activity
- how the event matches the objectives of the grant program
- how you will deliver your event/activity for 2024 National Reconciliation Week
- why your event/activity is important
- what you hope the event/activity will achieve for National Reconciliation Week
- who will benefit from the event/activity and how
- who your event/activity will target and how many people
- where your event/activity will be delivered
- a timeline of when key deliverables will be achieved
- who the key people are that will help you deliver your event/activity
- how you will know your event/activity is successful.
Remember to keep your responses clear and concise. Word limits will apply to the responses.
5. How much can I apply for?
Eligible applicants can apply for up to $5,000 and $10,000 (GST exclusive) per event. Applicant organisations may be offered a smaller funding amount than requested at the discretion of the assessment panel.
6. Research how much your event will cost
Before writing your grant application, research how much your event will cost. Remember:
- you may need to get quotes for parts of your events/activity such as artists, venue hire
- make sure your budget is fully allocated. For example, if the total budget for your event costs $8,500 and you have applied for the $5,000 grant, you will need to break down the $5,000 budget you are asking for. Note: All budget amounts must be GST exclusive.
When researching your event cost, it is important to consider what other funding sources are available and include this in your grant application. Other funding sources can include:
- local councils
- philanthropic organisations
- members of Parliament
- local businesses
- volunteers
- in-kind contributions (free bus hire, donated time or equipment).
Remember, if you don’t ask, the answer is always no!
Budget example
| Item | Total cost of event | Grant contribution | Details of in-kind or financial contribution |
|---|
|
Marketing
|
$1,000
| |
$1,000 (paid advertising funded by Council)
|
|
Venue and equipment hire
|
$2,500
|
$1,500
|
$1,000 (donated video equipment)
|
|
Materials and supplies
|
$1,000
|
$1,000
| |
|
Performers and entertainment
|
$3,000
|
$1,500
|
$1,500 (donated DJ and equipment)
|
|
Catering
|
$1,000
|
$1,000
| |
| Total expenses | $8,500 | $5,000 | $3,500 |
7. Submit your application by the closing date
Applications closed midday on Monday, 29 January 2024.
For more information please contact the Culture and Reconciliation team on email crg@dsdsatsip.qld.gov.au or phone (07) 3003 6440.
