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 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.
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.
Which form do I fill out to apply for a grant?
For full functionality and visibility of our forms and application buttons, you will need to use the latest version of Internet Explorer and Adobe Acrobat Reader.
Grant application forms expire 6 months after being downloaded from our website. If your form has expired, please call us for advice on how to progress your application. Grant application forms cannot be downloaded from mobile devices.
Where can I find the Delegated Signing Authority form?
What happens if my project or organisation details change?
Please tell us if details for your grant project or some of the people involved have changed. We can work with you in responding to any differing or changed circumstances.
We also need to know if the changes relate to your organisation's details such as bank details, name, delegated authority or GST status. For changes to bank details, please complete our change of bank details form.
How do I use the online application forms?
- Select the grant type which best fits your needs
- Download the application form for the grant type you've selected and proceed to develop your application (Handy hint: Click the 'Save to my computer' button on the last page of the form to complete it offline without internet access)
- Save or print your completed form to keep a record of it, a prompt will recommend you do this before submitting it online to us
- Submit your application online (Handy hint: To attach documents and submit them electronically, click the attach button located at the end of the form. This will give you an option to browse your computer and find the document(s) you want to include with your application. Then click the attach button to attach them to your form.)
- You should receive a receipt with an application number and can refer to this number when inquiring about your application
How can I apply if I don't have the internet?
We strongly encourage you to apply online as the process is easier for you and helps us process requests faster and with greater accuracy. You only need to have internet access to download and submit your application. The process of completing the form can be done 'offline' on your computer.
Can I apply for more than one grant at a time?
In some cases, requests for different grant types can be grouped together in one application. Please call us if you would like to discuss a number of requests.
Can I save a draft application and return later?
You can press 'save' at any point and leave your application. When you return to your draft application on your computer you can start where you left off.
How can I keep track of my application?
When you submit your form online you will be given a receipt with an application number. Please refer to this number when inquiring about your application.
Should I save a copy of the application that I have submitted?
Yes. We recommend that you save a copy of your application before sending it to us.
Can more than one person work on an application?
Yes, if you download the form to your computer, you can email it to your colleagues who can include information as required and also attach documents before sending it back to you or submitting it themselves.
Am I using the most recent version of the form?
We continue to make improvements to our forms. If you've previously downloaded the application form to your computer, and you haven't started it, we suggest you download the form again to access the latest version with any updates and enhancements. If you've completed or partly completed your application form and are experiencing difficulties, please call us for assistance.
Why doesn't the 'Check my details' button recognise my organisation?
Can I re-use my application form?
You can't resubmit an application form that has already been submitted to Lotterywest. This is because every application form you download has a unique number so we can track its progress once it is received. Every time you wish to apply you must download a new form.
What do I do if my form expires?
Grant application forms expire 6 months after being accessed from our website. If your form has expired, please contact us for advice on how to progress your application.
How do I use the form with an Apple Macintosh computer?
Please call us for advice on how to progress your application.
How do I use the form with different operating systems and web browsers?
The following internet browsers versions successfully support our Smartforms:
- Internet Explorer 11+
- Firefox 37+
Please note: The forms were tested with these browsers using the current version of Adobe Acrobat Reader Version DC.
Can I download a grant application form from my mobile device?
Unfortunately this isn't possible at the moment.
Where can I find the change of bank details form?
For changes to bank details, please complete our change of bank details form.
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 to I get the right support to turn my idea into reality?
Financial and in-kind support can help organistions transform their idea into reality. Getting the right support for your project can mean bringing in more financial resources, new expertise, contacts and in-kind support. The information below has some questions for you to consider and tips for gaining external support.
Generally we would not expect to be the only source of funding for your request, even though we may be the major contributor. We also anticipate that most organisations will make a contribution from their own resources, whether financial or in kind. We are able to work with you to offer ideas for other resources and relationships that you may be able to source to make your project more viable.
Before looking for external support, it’s important to think through and be clear about why you need support and what for. Starting from this point will help you to decide who to approach, how to engage them in a relevant way, and rouse enthusiasm for your proposal. It can help to think about questions such as:
- What is it that we are trying to do?
- Why do we think this idea will make a difference to our community?
- Are we sure that in all likelihood the project will work, and difference it will make, are worth the time, effort and money it will require?
- Would other ideas be effective?
- What makes us the best organisation to receive support for this?
- Are there other organisations we could work with on this?
- Do we have the skills and resources to do this properly?
- Is this project viable or sustainable?
- What might go wrong and prevent this project being completed or being effective?
- How can we reduce and manage risks?
- What are the most appropriate sources of funding?
Other helpful tips:
- Identify and prioritise your goals and what is needed first. Question whether it reflects your strategic and business plans
- Keep all the information needed for completing application forms, including official details and documents, media articles, planning documents, statistics, annual reports and other in-house publications, letters of support, auditor’s reports, insurance information and copies of previous applications
- Remember that seeking, obtaining and then managing a grant can be a lot of work and comes with responsibility. Before you look for support for any idea or project, think through its feasibility and likely effectiveness to make sure it is worth it
- Call us and discuss whether your proposal is something that will be considered by the organisation you’re targeting for support
Which online directories may assist me in developing my grant idea?
- The WA Department of Local Government and Communities’ online grants directory provides information on a wide range of grants available to communities and local governments.
- The Pro Bono ‘Source’ Directory provides national goods and services information for the not-for-profit sector.
- The Connecting Up ICT Suppliers Directory provides details of Information Technology consultants, and suppliers.
- Contracts WA provides information on Western Australia's whole of Government contracts, known as Common Use Agreements (CUAs). Local Government Authorities and registered Public Benevolent Institutions can request access to the CUAs.
What other funding or finance sources may be available?
- Other support may come from a range of sources including government, agencies, philanthropists, corporates, local governments, crowd funding, financing arrangements and your own fundraising activities with individuals and the community.
- The Department of Local Government has developed an online grants directory to help communities and local governments in regional and metropolitan Western Australia in locating sources of financial assistance for their projects and initiatives.
- It may be appropriate to seek a loan or leasing arrangement to help meet some of the costs of your project. Banks and other financial institutions will often support not-for-profit organisations with financing solutions for capital items such as buildings, information technology or vehicles. You may want to talk to your own bank first to discuss what financing options might be available to your organisation and then see what other options may exist from other providers.
What is a technology needs assessment?
A Technology Needs Assessment (TNA) provides your organisation with the information needed to make decisions about investment in technology. A TNA should establish a clear link between your organisation’s strategic plan, proposed technology and the business outcomes required. The TNA should outline what your organisation does, what else needs to be done, and how newer technology will help your organisation achieve its goals. A staff member may undertake the TNA for your organisation or you may engage an external “expert” to provide information about the possibilities technology can offer based on the needs you identify.
How to Create a Technology Needs Assessment and Planning Your Technology Initiatives are helpful online resources. Other information you may source, to guide you through the development of a TNA. We encourage you to use these, along with other information you may source, to guide you through the development of a TNA.