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The following is a list of frequently asked questions about Funding and the application process

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Funding FAQs

Application form FAQs

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Types and levels of funding

What is the difference between a project and a program application?

  • Program funding is for a contribution to an organisation’s costs of delivering its principal annual artistic program.
  • An annual artistic program is a series of activities delivered by professional artists and arts practitioners that is defined by a strong artistic rationale or curatorial premise. An annual program is often delivered over a full calendar year but there may be circumstances where a program takes place over a shorter time period.
  • Project funding is for a time limited activity or event with specific goals, a separate budget, and a definite start and end date.
  • Projects are generally for one-off events or activities, for example, a special one-off exhibition or performance.
  • Project applications may be submitted in addition to an application for an organisation’s annual program.
  • If you have never applied for funding from Arts NSW before, you may apply for program funding or for project funding for a single activity which is part of your annual program.

I live in Regional NSW. Are there any particular funding opportunities I should know about?

  • The Arts Funding Program is open to all eligible NSW based individuals and organisations. Additionally a number of other funding programs specifically target regional people and organisations. Arts NSW devolves funding to Regional Arts NSW for the Country Arts Support Program and Museums and Galleries Foundation for the Volunteer Initiated Museums Grants Program. Further information on these and other funding sources can be found here

What other funding and grants opportunities exist in NSW?

  • Arts NSW devolves funding to other organisations such as the Band Association of NSW, the Royal Australian Historical Society, Regional Arts NSW and Museums and Galleries NSW.
  • There are also numerous Government and non-government organisations that provide funding. These include the Australia Council for the Arts, the Department of Environment, Water, Heritage and the Arts, local government bodies, other State Government departments and philanthropic organisations.
  • Further information on our devolved funding and other sources of funding can be found here.

What’s the best way to decide which category to apply for?

  • For a brief overview of the Arts Funding Program, you can download a copy of our Summary Table.
  • The first thing you need to do is read the Arts Funding Program Guidelines carefully. Then, if necessary, contact us for clarification.

Are there limits to how much funding I can request from Arts NSW?

  • Arts Funding Program: There is no maximum limit for Annual Program Funding or Performing Arts Touring Project Funding. Each of the other project categories has a funding limit or suggested range. Please refer to the Arts Funding Program Guidelines for information on the limits for project funding. 
  • Fellowships, Scholarships and Awards each have a specific value. Further information can be found here.

Eligibility

Who is eligible to apply for funding from Arts NSW?

  • Organisations and individuals are eligible to apply for funding from Arts NSW.
  • To be eligible for funding, organisations must be legally constituted and be one of the following:
  • - a not-for-profit incorporated body
  • - a co-operative or trust
  • - a local government authority
  • - a tertiary educational facility.
  • Individuals may apply for Creation and/or Presentation Project Funding (auspicing required). Please read the Auspicing Fact Sheet for more information on auspicing. They may also be eligible to apply for Quick Response Project Funding and Fellowships, Scholarships and Awards.  More information on funding for individuals is available here.

Are there any restrictions on the types of things Arts NSW will fund?

  • Generally funding can be expended on any personnel or operating item required to deliver an annual program or project. However, some exceptions do apply and you should read the Arts Funding Program Guidelines carefully. Please contact us if you have any questions about the list of exceptions.

We want to make a consortium application, what do we do?

  • Applications may be made by a consortium or a group of organisations working collaboratively. One eligible organisation must be nominated as the lead organisation. If successful, the Funding Agreement will be between Arts NSW and the lead organisation.

Closing dates

What are the closing dates?

Do you accept post-marked applications?

  • No. Applications must be received by Arts NSW by 5pm on the closing date. Applications posted to Arts NSW on the closing date will not be accepted.
  • If required you can hand-deliver your application, but please note that hand-delivered applications also close at 5pm on the closing date.

How to apply

How do I apply?

  • Simply complete and submit an application form in one of the following ways:
  • 1. Use our online application system to complete and submit your application and receive email notification that your application has been successfully received.
  • Visit the Arts NSW Online Application System
  • 2. Download a copy of the relevant PDF application form. Instructions on how to submit this form are contained in the application form.
  • Application Forms

Are there any costs involved in making an application?

  • Not to the Arts Funding Program or for fellowships or scholarships. The NSW Premier’s History and the NSW Premier’s Literary Awards each have a submission fee of $40 per category.

Are there limits to how many applications I can submit?

  • Organisations may submit:
  • One Annual Program Funding application AND up to three Project Funding applications in total from the following:
  • - Capital
  • - Creation and/or Presentation 
  • - Performing Arts Touring
  • - Strategic Industry Development
  • In addition organisations may submit applications for:
  • - ConnectEd Arts: Access and Outreach 
  • - ConnectEd Arts: Extended Residencies 
  • - Screen Audience Development
  • - Quick Response
  • - auspicees
  • Individuals may submit:
  • - Up to three Project Funding applications for Creation and/or Presentation (auspicing required) AND applications for the following categories (auspicing not required):
  • - Quick Response
  • - Fellowships, Scholarships and Awards

 Can I be funded for activities that have already occurred?

  • No. Activities under the Arts Funding Program cannot commence until after 1 January of the next calendar year. Quick Response applications must have a commencement date at least 6 weeks after the closing date.

How can I be certain that my application has been received?

  • Online: you will receive automatic notification that we have received your application via email. The email goes to the address you have listed in the Contact for this application section of the form and to the auspicee (if relevant). 
  • Email: you will receive an automatically generated ‘to acknowledge’ reply.
  • Hand-delivered: you will be issued a receipt at the time of delivery.
  • Postal applications and all other applications will be acknowledged by email once the application has been entered on the database (within 15 working days). This email acknowledgement will contain a unique application number as a reference.
  • These emails are sent to the chairperson of the organisation/Council general manager and the application contact. If, within 15 working days, you or someone in your organisation does not receive an acknowledgement email you should contact the Funding Administration branch.

Will someone contact me if there are any problems with my application?

  • You may be contacted if your application lacks administrative information (e.g. an ABN or postal address) but it is your responsibility to ensure that all necessary information, including support material in the correct format, is provided at the time your application is submitted.
  • If your application is ineligible and cannot be assessed, Arts NSW will advise you in writing.

Sample delivery plans

Help with my application

Can I get help from Arts NSW with my application?

  • Yes. Arts NSW staff can answer telephone or email enquiries you may have regarding eligibility to apply and to clarify the guidelines and the funding categories. They can also help with questions about the application forms: Contact us. 
  • Staff are not able advise to you on what to apply for, how much to ask for or what sort of projects may be successful. 

Can I meet with someone from Arts NSW to discuss my application or my project?

  • Yes. However it is recommended that you call or email first to ascertain whether a meeting is suitable.

Are there any external parties who can help me with my application?

  • If you live in regional NSW you may be able to get help from one of the 14 Regional Arts Development Officers. Contact Regional Arts NSW on 9270 2500 or www.regionalartsnsw.com.au for details of your nearest RADO. Other service organisations in NSW, such as Accessible Arts, Ausdance and MusicNSW might also be able to help you. 

Auspicing

What is auspicing?

  • Auspicing is where a legally constituted eligible organisation works with an individual or unincorporated group to submit an application to the Arts Funding Program on their behalf.
  • The role of an auspicing organisation (auspicor) is to take responsibility for the Arts NSW funding, to provide project management assistance to the auspicee and keep financial records on the funded activity. This arrangement is used to ensure funds are properly managed and accounted for. . This assists Arts NSW in meeting audit requirements and provides a safeguard for Arts NSW and funding recipients. Please read the Auspicing Fact Sheet and the Arts Funding Program Guidelines for more information.

How do I find an auspicor? Can Arts NSW help me?

  • Arts NSW generally cannot provide specific assistance in finding an organisation to auspice your application; however some of the service organisations funded by Arts NSW may be interested in auspicing your application. See here for peak and service organisations contact details.

Assessment process

How is my application processed / assessed?

  • All applications to the Arts Funding Program are assessed using the following process:
  • Copies of applications and support material are forwarded to assessment panel members.
  • Each assessment panel member scores all applications against the Assessment Criteria. Each criterion is allocated an equal weighting in the scoring process.
  • Arts NSW collates the scores from all panel members for the panel to review at the assessment meeting.
  • At the assessment meeting, the panel discusses and agrees on a final score for each application against the Assessment Criteria. The panel then makes recommendations on the funding level.
  • These recommendations are reviewed by Arts NSW and prepared for the approval of the Minister for the Arts or authorised delegate.

When will I find out if my application has been successful?

  • All applicants are advised in writing as soon as possible after the Minister for the Arts has approved the funding recommendations. The timeframe for this will depend on the type of application submitted:
  • Annual, Triennial and Performing Arts Touring applicants will generally be notified in September/October
  • Other Project applicants in November/December
  • Quick Response applicants will be notified within 6 weeks of the closing date
  • We endeavour to notify fellowship, scholarship and award applicants within 3 months of the closing date (except where the award is to be announced at an event such as the NSW Premier’s Literary Awards).

Can I keep applying for funding if I miss out?

  • If you/your organisation is eligible you can continue to apply. If there are eligibility problems you would need to discuss this with the relevant staff. In some cases an eligible organisation might be able to auspice (manage) your application/s. Please read the Auspicing Fact Sheet.

Can I get feedback on my application?

  • Once you have been notified of the result of your application you may contact Arts NSW to request feedback on how your application was rated against the assessment criteria.

Can I appeal if my application is unsuccessful?

  • Yes, but decisions may only be appealed on the basis of probity. Such appeals will be considered by a panel chaired by an executive of the NSW Government not involved in the original process and consisting of independent members.
  • You should contact Arts NSW first to request feedback on your application. Then, if you wish to appeal the decision, contact the Executive Director to discuss your concerns.

Acquittal

What is an Acquittal?

  • An acquittal is the process of evaluating and reporting on how funds provided by Arts NSW for a specific purpose have been spent. Arts NSW is legally required to obtain acquittals from all grant recipients.
  • Refer to your Funding Agreement for the specifics of your approved program/project. You are required to acquit against this information, taking into account any approved variations to your Funding Agreement.
  • Each grant must be acquitted separately.

How do I acquit program and project funding?

  • To assist you in acquitting, Arts NSW is trialing an Acquittal form for program and project funding (this includes Artists in Schools: Extended Residency Funding).
  • To complete your acquittal, download the form and follow the instructions to complete and submit your acquittal.
  • Please note: If you have already begun acquitting your grant using the previous How to acquit guide or a template you have developed there is no need to start again using the new How to acquit form.

How do I acquit fellowships and scholarships?

  • To assist you in acquitting, Arts NSW is developing a new How to acquit form for fellowships and scholarships.
  • To complete your acquittal, download the acquittal form and follow the instructions to complete and submit your acquittal.
  • Please note: If you have already begun acquitting your grant using the previous How to acquit guide or a template you have developed there is no need to start again using the new How to acquit form.

Can I discuss my acquittal with Arts NSW?

Online application system

Do I need to have a specific internet browser?

  • Internet Explorer (version 7 or later), Safari, Google Chrome and Firefox are all compatible with the online application system.

Can I see what the whole form looks like before I start?

  • Not at the moment, but we are working on this and hope to make this feature available to you soon.
  • In the meantime, we suggest you download a copy of the PDF version of the form (the questions are the same) and have a read of this before you start and so you can see what’s coming up next. 

I want to see the next part of the form and the system won’t let me.

  • This is because each form has mandatory questions and the system won’t let you move on until you’ve answered all the mandatory questions in that part of the form. We’ve working a feature that allows you to preview the whole form and hope to make this available soon.

How do I save my application, so I can resume it later?

  • To save your application click on the Save and resume later button located at the bottom, centre of the screen.
  • You will then have the opportunity to enter your email address and a username and password which you will use to get back into your application.
  • You will receive an email with your user username and password in it for your reference and a link to get back into your application.
  • When you’re ready to continue with your application you can click on the link in your email or go straight to the online application system and click on the type of funding and then the Load unfinished application button, enter your username and password and continue with your application.

Help! I saved my application and I didn’t get an email with my username and password.

  • Don’t worry, this can occur for a couple of reasons including:
  • - the email went to your junk mail folder
  • - you entered the incorrect email address at the time of saving your application.
  • If you can’t locate the email after searching through your junk mail folder, please contact us and we will help you locate your application.

How long can I be inactive on a page without saving before it times out?

  • You have up to 6 hours of inactivity on any given page of the online application system before your application will timeout (i.e. the website will display an error timeout message when you click on the next or previous buttons).
  • We recommend you save your application form regularly using the save and resume later button so you do not lose your work to a session time out.

Help! I got an error message saying my application has timed out.

  • Don’t worry; in the majority of cases we can retrieve your data for you. Please contact us and we will do our best to locate your application and email it back to you so you can continue.

How do I upload support material?

  • There are instructions on the online system for uploading support material as well as a list of the files you are required to upload depending on the type of funding you’re applying for.
  • Click on the upload files link on the support material page of the site (this will be one of the later parts of the form) and upload your files.
  • You need to select the category of file you are uploading from the drop down menu (i.e. CVs, Letters of support, still images).
  • Please note: some funding categories have required support material, so the online system won’t let you continue with your application until you have uploaded these files.

The system won’t let me upload my support material file?

  • This may happen for a number of reasons:
  • 1. The file is bigger than the file size limit: This limit is listed in the file upload box. If you try to upload a file bigger than the limit the system will refuse it. We enforce this limit as our assessment panel members have lots of applications to read and need to be able to download your support material quickly.
  • 2. You are trying to upload a document type that we don’t accept: The system accepts the majority of file types and these are listed in the file upload box. We limit the type of files you can upload to ensure they are files our assessment panel members can open easily without having to download new programs first.
  • 3. You are trying to upload more than 4 files: We restrict applicants to 4 files each, but you can scan in files and turn them into 1 PDF document to maximise the number of documents you can send. (e.g. If you have 4 letters of support but also need to upload proof of your organisation’s legal status and some still images, you can  combine all the letters of support into 1 PDF and/or all the still images into one PowerPoint file.) We enforce this limit as our assessment panel members have a lot of applications to read and don’t have time to read/view numerous support material files per applicant.

I’m up to the support material part of the form and I still haven’t saved my application, should I do this?

  • Yes! It’s always best to save your application. It can take time to upload support material files (especially if your internet connection is slow) and you might have to collect and collate your files before you upload them. Even though you have 6 hours before it a session time out occurs, it’s always best practice to save your data. 

Can I upload zip files and links to thinks like YouTube or Vimeo videos?

  • Yes, BUT you still need to stay within the limits for:
  •  - the time limit (no more than 5 mins)
  •  - the number of files (4)
  • - the total file size limit in the case of zip files (no more than 12 MB)
  • DO NOT provide the link to the file in the body of the email or we might not see it – provide it as a word doc (or similar) with the link in it and clearly label the document. It is easier for the panel to see it there. If you don’t want the video to be public remember to password protect it on Vimeo and send us the password with the link or set it to private on YouTube.  

Can I send links to download my support material from a file download website?

  • No. Please DO NOT provide links to download websites as these tend to have an expiry date and we can’t guarantee that we will be able to download it in time.

Can I send links to download my support material from a file download website?

  • No. Please DO NOT provide links to download websites as these tend to have an expiry date and we can’t guarantee that we will be able to download it in time.

Help! My support material video is more than the 5 min limit and I don’t know how to reduce it.

  • The assessment panels have many applications to read and support material files to view in a short timeframe. They don’t have time to watch a 1.5hr long video of your work, so it is important to adhere to the 5 minute limit.
  • If you have a video file or DVD and don’t know how to edit it, here are some options for you:
  • - Adobe Premier and Windows Movie Maker are a few of the programs that allow you to edit video files. Windows Movie Maker is free to download if you are using a Windows operating system.
  • - You can ask an editing company to cut down your video file for you, but they will usually charge a fee for this service. 
  • - For future reference: when you get your video/DVD made, ask them to provide you with a 5 minute version too.
  • If you do provide us with a video file that is more than the 5 min limit please be aware that the assessment panel will only have time to view the first 5 mins and this may not be the 5 mins you wanted them to see. If it is a very large file, then it will be difficult for the panel members to download and they might not get time to view it at all.

How do I review my application before I submit it?

  • Once you’ve reached the end of your application you can use the menu on the right-hand side of your screen or the next and previous buttons to review your application and make changes if required.

How do I know you’ve received my application?

  • You will receive an email notification to the email address you listed in the Contact for this application section of the form. The auspicee, if there is one, will also receive this notification.

I’ve submitted my application and now I need to change something. What do I do?

  • At the moment our system is not set up to enable you to make changes to your online application once you have submitted it. Please review your application thoroughly before hitting the submit button.
  • If you need to make a change to your application post submission, please contact us and we will do our best to arrange this for you. Please note: you will not be able to make changes to your application after the closing date. 

PDF application forms

I don’t have Adobe Reader. How do I download it?

  • Arts NSW PDF application forms use Adobe Reader (version 9 or above). If you do not have Adobe Reader or have an older version of Adobe Reader you can download the latest version for free here.

I’m a Mac user and I’m having trouble using your PDF forms.

  • You might find it easier to use our online application system. This system is compatible with Internet Explorer (version 7 or later), Safari (Mac’s browser), Google Chrome and Firefox.
  • Mac has its own PDF program called Preview and unfortunately when you open Adobe PDF forms in this program it doesn’t allow you to save the data you type into the form.
  • Mac users need to download Adobe Reader for Mac and ensure that Adobe Reader is your default program for opening PDF documents before beginning a PDF application. Alternatively you can use the Arts NSW online application system.
  • Here are some instructions for making Adobe Reader your default program for opening PDF documents:
  • 1. Close any open programs or files.
  • 2. Navigate to your Mac’s Finder then click on any PDF file to select the file type. Click File and Get Info.
  • 3. Click the down arrow next to Open With. Scroll down the list of programs and select Adobe Reader.
  • 4. Click the Change All button to set Adobe Reader as the default application for opening PDF files. Then click the red button in the left corner of the Get Info box to accept the change.
  • Once you’ve done this, open the application form and check you’re getting a purple message at the top saying: You CAN save typed data into this form before beginning your application.

There are some pages of the form that I don’t need to fill in. What should I do?

  • That’s ok, just leave them blank. We try to provide more rows than you need in the tables (i.e. the delivery plan).

How do I complete the delivery plan?

  • Arts NSW has prepared some sample delivery plans (as mentioned in the Guidelines and application forms) to assist you in completing this section of the form. These are available to download from the publications section of the website or the sample delivery plans page.
  • You can also refer to the Glossary and explanatory notes for definitions of the terminology used in this section of the form.

How do I save my form so I can email it to you?

  • We recommend you save a copy of the form onto your computer before you start filling it in and then save it regularly as you go. To do this, once you have downloaded the form, click on the save icon at the top left or choose save as from the file menu.

What do all the budget terms mean?

Help! My budget doesn’t balance.

  • In most cases and for most types of funding your budget should balance (i.e. the net surplus/deficit should be $0). If your budget doesn’t balance please check it carefully and ensure you have indicated your own contribution to the project (if relevant) in the Income section.
  • If your budget is still in surplus/deficit after applying these checks, please ensure you explain why this is the case in the explanatory notes. 

There aren’t enough rows in this form for my needs?

  • If you find there aren’t enough rows in the PDF form for you to include all the information about your program or project, you can use our online application system. This system enables you to add more rows where you need them.
  • If you’ve already got a long way into the form before you discover you need to do this, don’t worry, all the questions on the online system are the same as the PDF, so you can copy and paste your responses across.

Why is there a limit on the number, type and size of support material files I can submit?

  • File size limit (12 MB in total): We enforce this limit as our assessment panel members have lots of applications to read and need to be able to download your support material quickly. There is also a chance we might not receive your email if you send huge file attachments with your application. 
  • File types: We accept the majority of file types and where we only accept a certain type of file we specify this in the support material section of the application form. We limit the type of files to ensure they are files our assessment panel members can open easily without having to download new programs first.
  • Number of files (limit: 4): We restrict applicants to 4 files each, but you can scan in files and turn them into 1 PDF document to maximise the number of documents you can send. (e.g. If you have 4 letters of support but also need to upload  proof of your organisation’s legal status and some still images then combine all the letters of support into 1 PDF and/or all the still images into one PowerPoint file.) We enforce this limit as our assessment panel members have a lot of applications to read and don’t have time to read/view numerous support material files per applicant.

Can I send zip files and links to thinks like YouTube or Vimeo videos?

  • Yes, BUT you still need to stay within the limits for:
  • the time limit (no more than 5 mins)
  •  - the number of files (4)
  • - the total file size limit in the case of zip files (no more than 12 MB)
  • DO NOT provide the link to the file in the body of the email or we might not
  • see it – provide it as a word doc (or similar) with the link in it and clearly label the document. It is easier for the panel to see it there. If you don’t want the video to be public remember to password protect it on Vimeo and send us the password with the link or set it to private on YouTube.  

Can I send links to download my support material from a file download website?

  • No. Please DO NOT provide links to download websites as these tend to have an expiry date and we can’t guarantee that we will be able to download it in time.

 Help! My support material video is more than the 5 min limit and I don’t know how to reduce it.

  • The assessment panels have many applications to read and support material files to view in a short timeframe. They don’t have time to watch a 1.5hr long video of your work. So it is important that you adhere to the 5 minute limit.
  • If you have a video file or DVD and don’t know how to edit it, here are some options for you:
  • - Adobe Premier and Windows Movie Maker are a few of the programs that allow you to edit video files. Windows media maker is free to download.
  • - You can ask an editing company to cut down your video file for you, but they will usually charge a fee for this service. 
  • - For future reference: when you get your video/DVD made, ask them to provide you with a 5 minute version too.
  • If you do provide us with a video file that is more than the 5 min limit please be aware that the assessment panel will only have time to view the first 5 mins and this may not be the 5 mins you wanted them to see. If it is a very large file, then it will be difficult for the panel members to download and they might not get time to view it at all.

General application form questions

I have a disability and require assistance submitting an application.

  • Please contact us on 02 9228 5533 or via the National Relay Service (NRS) on 133 677.

I need a printed copy of the application form.

I need to submit a postal or hand delivered application

  • That’s no problem, but did you know we have and online application system and PDF application forms that you can complete and email to us? These options allow you to attach support material to your application. 
  • If you would still like to submit a postal or hand-delivered application please make sure you submit 2 copies of your application form (printed) and 2 copies of your support material. If ANY part of your support material is electronic (i.e. disc, CD) ALL support material must be submitted electronically.

Can I hand write my application?

  • It is recommended that you type your application if possible, as this assists with our admistrative processes. However, we do accept hand written applications as long as they are legible.  
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