Frequently Asked Questions
How much can I ask for?
We accept applications from $1,000 upwards. Please don't under or over estimate your request. Apply for the amount that will serve the need properly.
- There are limits for unincorporated groups and organisations not GST registered. The limit is a combined total of up to $15,000 for each financial year.
How long is the process?
If your application is complete when you submit it to us it will generally take four months to progress to the Lotterywest Board for consideration. If your request is more complex, or there are aspects of your application that are outstanding or need development, it can take longer. The process from application to approval can take less than four months for simple requests where all the supporting information is provided with the application. Please factor in these timeframes for funding your event or project. We will let you know as soon as possible if your application is not eligible for Lotterywest support, not ready to progress or hasn’t provided enough time for us to assess it before you need an outcome.
How likely am I to be successful?
Lotterywest approves around 1,000 grant applications every year. Our intent is to support your idea if we can.
How many times can I apply?
There are no set limits on how often you can apply. We consider the need for the request and the benefit it will support. Please call us if you plan to make multiple applications in a year so we can work with you on how best to do this.
How do I show ‘good governance’?
To help us understand an applicant organisation’s governance arrangements we typically ask you to provide us with your organisation’s constituent documents, including governance arrangements, and a list of Directors/Board Members. Relevant information can also be found in documents such as minutes from Board or Management meetings, policies and codes of conduct. Advice is available to help not-for-profit organisations make sure they have appropriate governance arrangements in place. The following links provide information to assist not-for-profit organisations ensure the appropriate governance arrangements:
- WA Department of Commerce - guide for Incorporated Associations in WA
- ACNC – resources for governing charities registered with the national regulator
- ATO – self-governance checklist for NFP organisations
- Linkwest – good practice governance for members of NFP management committees
- Australian Institute of Company Directors – good governance principles and guidance for NFP organisations
- Governance Institute of Australia – good governance guides
How much information should I provide?
We have no limit on the amount of information you can provide, although we encourage you to provide only the level of detail necessary. If your application includes a lot of information, it can be helpful if you add an index to your attachments. It may also be useful to provide a summary to give us an overview of your request.
How much of my request will Lotterywest support?
We do not have set amounts, however we would not expect to be the only source of funding. We expect to be a complementary funder. We anticipate that most organisations will make a contribution from their own resources, whether financial or in kind. We can offer ideas to help you to combine our grant with other sources of support.
What if the request is for items that relate to services that are purchased by government?
Lotterywest can consider requests to funded organisations that are outside the scope of government purchase arrangements. This can include value add components to the purchased service, items that support aspects of the organisation’s work that are not part of government purchase arrangements and items that support the organisation’s corporate services and development.
More information is provided on our grants approach to purchased services guide.
How are applications assessed?
Your application will be assessed by a member of our team who then makes a recommendation to the Lotterywest Board. Our Board reviews all grant recommendations. A final recommendation is then presented to the Minister for Lotterywest for approval.
A typical grant process looks like this:
- Seek information via website
- Talk with us about your proposal
- Gather your requirements and necessary documentation
- Develop and submit your application
- Assessment, including referee checks and any follow up conversation with you
- Our internal review and recommendation to the Board
- Board meeting and review
- Recommendation to the Minister for Lotterywest
- Application decision and advice
- Grant payment and acquittal
- Sharing your good news
Can I submit a joint application with another organisation?
Of course! However, one of the organisations will need to be responsible for each application and be the applicant.
Can I apply for another grant, if I haven't acquitted the last grant yet?
Short answer: yes! We will need to consider what stage your previous grant is at, and why it hasn't been acquitted. Any decision on a new grant request will take this information into consideration.
Are there any grant conditions?
All organisations are required to agree to the Lotterywest General Conditions of Grant.
- General Conditions of Grant
- Lotterywest Building Grant Agreement
- Lotterywest three party Building Grant Agreement (where the property is a leasehold property)
- Lotterywest three party Building Grant Agreement (where the property is a freehold property)
- Lotterywest Project Grant Agreement
Please note: The clauses listed in these documents are provided as a guide. Further conditions may apply to your grant and these would be communicated in your grant approval advice letter if a grant is approved.
Can retrospective requests be considered?
We can’t provide grants to cover items or expenses incurred prior to grant approval unless exceptional circumstances apply. Call us before you make an application if you believe exceptional circumstances apply.
Do I need to provide an Australian Business Number (ABN)?
If you have an ABN yes, please provide your eleven digit number in your application. We can't provide grants to your organisation if it is eligible for an ABN but does not have one.
If you do not have an ABN, as part of the conditions of grant you will need to declare your organisation:
- Is not eligible for an ABN because you do not meet the definition of ‘enterprise’ for tax purposes, or
- Has an ‘exempt income’ status, or
- The application for an ABN has been rejected by the Tax Office
What about my GST status?
No matter what your GST status please don’t include the GST in your request.
If your organisation is not registered for GST and would find it difficult to pay the tax, please call us to discuss.
What do we mean by a delegated signing authority?
Can Lotterywest help me prepare my grant application?
We can’t prepare an application for you, however a member of our team will be happy to talk about your proposal and provide information to help you develop the application. It is important that you call us to discuss your idea or project and any questions about applying before you apply.
How will I know if my application has been approved?
We give written advice on the outcome of all applications. If your grant is approved, we will advise you of payment arrangements and our requirements for acquitting the funds.
How are payments made?
Once a grant is approved, we will send you a letter telling you what has been approved and what is required for payment to be made.
Grants are paid through an electronic funds transfer. Please make sure that the bank account details you provide in your application are those of your organisation’s main operating account.
How do I acquit my grant?
All organisations who receive our support are accountable for the expenditure of a grant within a given timeframe. Our grant acquittal processes are very simple and are explained once your grant is approved. It’s important to read your grant approval letter.
Generally grant acquittal will require you to:
- Comply with the grant agreement
- Meet any grant conditions
- Show expenditure of the grant by providing copies of invoices or receipts
or by submitting a completed Payment Request Form
Can I acknowledge Lotterywest support?
Yes, we would appreciate publicity of your grant, although the potential for this in no way influences our assessment. Most organisations are happy to acknowledge the support Lotterywest has provided and we know that this can also be of benefit to your organisation. Your grant approval letter will detail whether or not we have asked you to acknowledge our support.
Can I get feedback if my proposal is not successful?
Yes, you will receive feedback along the way from the member of our team who is assessing your application. Our team focuses on building relationships and we are always happy to talk about your needs and ideas.
Can I request that a grant recommendation be reviewed?
Yes, the request should be made in writing to the Lotterywest CEO and signed by your organisation's Chairperson or authorised delegate within 60 working days of receiving formal advice of the decision. Please include the reason for the request and what you seek as resolution. We will advise you of the outcome as soon as possible. A request will not impact on the consideration of any future applications.
Should I engage a consultant?
Whether you are developing a strategic, business or marketing plan, conducting a training review, planning your information and communications technology needs or designing a community facility - engaging a consultant may help in the following circumstances:
- If you need expert advice
- When you don't have enough people to do the work
- If attempts to do something internally haven't worked
- To help move past internal differences of opinion
- When you need a fresh view
- To challenge your organisation’s culture and assumptions
Choose a consultant who is recommended by others and has a proven track record in providing relevant, high quality advice. They should also have the ability to offer fresh ideas and someone who understands your organisation, its work and values so that they may add value by sharing and building skills with your staff.
We can help with the cost of engaging a consultant, for details please refer to our organisational development grants. You may also want to explore options for pro bono (free) or discounted consultancy support.
We’ve developed a to help you look for consultancy support to suit your project. The Lotterywest Directory of Consultants provides details of consultants, together with referees, who’ve provided services to other community organisations and/or local government authorities in a range of areas.
The inclusion of a consultant in the Directory is not an endorsement of their work by Lotterywest. It is up to you to do your own research to decide whether a consultant is suitable for your project. You do not need to use the services of one of these consultants for your project to be supported. We welcome your feedback to help us keep the Directory current and useful.
Other helpful tips:
- Don’t hire a consultant to justify a decision that has already been made
- Make sure everyone in your organisation understands what the consultant is doing and what will be provided
- Provide a clear written brief to the consultant before engaging them outlining what you want done and why
- Make sure you agree what you want the consultant to deliver, together with a defined timeframe
- Check the contract before you sign and engage the consultant
- Be prepared to modify the contract if circumstances change
- Use the contract as a reference point to make sure you receive what you have agreed before making a final payment
Common Use Agreements (CUAs) are whole-of-government standing offers. They are awarded to a single or panel of suppliers to provide goods or services commonly used by government agencies. Western Australian public authorities, other government entities, local government authorities and registered Public Benevolent Institutions can buy from CUA suppliers. Your organisation may be in a position to benefit from CUA arrangements. Find out more at Contracts WA.
The Connecting Up Suppliers Directory connects Not-For-Profit organisations with IT providers. Visit Connecting Up for more information.
How do I create successful partnerships?
Partnerships between organisations can deliver improved outcomes from streamlining administrative tasks and shared workspaces to working together to deliver a community project.
We often achieve more when we work with others. Many organisations say that their best partnerships have created opportunities and results never imagined when they started working together. The information below shares ideas to help you create successful partnerships.
There are many forms of partnership. For the purpose of this section, we are referring to a relationship which endures for a period ranging from a few months to several years.
Partnerships often develop between community organisations in the same sector working together to deliver better services, share facilities or combine administration functions.
Community-business partnerships develop when a community organisation works with private business to raise funds, build capacity, share work spaces, increase opportunities, improve outcomes or achieve other goals. Community organisations can also form partnerships with public sector agencies. This is most common at local government level however they are also developed at State or Federal level.
Good partnerships often have:
- Support by the leadership of both partners
- Mutual understanding and respect
- Alignment of organisational values and culture
- Careful and thorough planning
- Well understood objectives for all parties and the partnership, as well as the resources required
- Clear, open and regular communication throughout the partnership
- Clarity on roles, responsibilities, goals and boundaries as well as criteria for success and how each party will exit the partnership when the time comes
- Commitment and honesty
- Shared responsibilities, contributions and benefits
Other helpful tips:
- Don’t rush the beginning stage – take time getting to know each other
- Start small. Tackle manageable objectives together first before taking on bigger ones
- Build ownership of the partnership across all levels of organisations
- Each partner should agree on issues such as requirements and responsibilities for risk and insurance
- Decide who will communicate with the media
- Be willing to learn and adapt as the partnership develops
- Make time to communicate regularly
- Look out for ways to add value to the partnership
- Remember that business, government and community sectors can have different cultures relating to time and priorities
- Express appreciation and communicate benefits
How do I plan well to meet my objectives?
Planning can help organisations mitigate risk and take advantage of arising opportunities. Whether developing a computer system, event, or project, planning will help to identify issues so you can mitigate risk and take advantage of opportunities that arise. The Planning Resource Kit contains tips to help with strategic, business and project planning. It also offers suggestions about planning approaches, such as what is involved in undertaking a needs analysis or a feasibility study. There are ideas for your consideration on each of the following topics:
- Needs analysis
- Feasibility studies
- Strategic plans
- Business plans
- Project plans
- Planning summary
Ultimately good planning provides an integrated and unified way to deliver your business objectives. It’s important to document strategies you’re planning to use to help achieve your outcomes. You’ll also need to identify an ongoing method to evaluate and monitor your progress. To keep your eye on the ‘big picture’, an effective way of reporting is essential. Reporting will allow you to review your progress and ensure a considered approach to decision making.
Many organisations will already have sound planning processes in place and won’t need this resource. It is offered as a tool to help those getting started. There are many models and approaches to planning and we don’t assume to know what is best for your organisation. Please use whatever approach works for your organisation.
When considering a request for a grant e.g. towards a complex project, we need to be confident that it has been planned appropriately. While you may not be required to submit your organisational or strategic plan to receive a grant, the planning processes of defining and responding to problems, consultation and analysis are intrinsically valuable to your organisation.