Festival and Event guidelines 2026-2027

Festival and Events Annual Funding Program

Applications open: 10am Friday 3 April 2026

Applications close: 10am Monday 11 May 2026

Applications

All applications are to be made online. If you require assistance completing the application, please contact one of the relevant program officers listed below.

Apply Here

Program officers

For all telephone enquiries regarding the fund please ring 1300 65 65 64.

Elise Ploenges - Corporate Business and Events Officer eploenges@moyne.vic.gov.au

The following provides key dates for the program. These timelines may be subject to change. Groups are encouraged to continue to check the grants page on the Council website for any changes / updates to key dates.

Through the Moyne Shire Council Community Grants Program, Council aims to build stronger communities and deliver benefits to residents and visitors. The Program assists to facilitate a culture among community groups and encourage groups to work in partnership with Council to promote long-term outcomes that benefit the wider community.

• Applicants should demonstrate in their application the economic, visitor, social and environmental benefits of their event to the community and Moyne Shire Council.
• Reference should be made to local supply of good and services in your application in support of our local businesses and providers.
• Applications must be for festivals, events, programs or activities that will assist in the ongoing development or creation of sustainable programs and communities and meet the needs of residents and visitors.
• Applications must clearly outline aims and objectives together with a full description of the service, event or project.
• Applicants must consider and describe how their project/ event encourages and supports the principles of access and equity.

Council may request additional information about individual applications.

Festival and Event Annual Funding Program

Supplementary funding of up to $15,000 is available per event to assist in planning and/or delivery of a range of community festivals and events held within the Shire. The Program recognises the valuable contribution that community organisations and local business make to the social, cultural, economic and environmental wellbeing of Moyne.

Funding is available for projects and events between 1 August 2026 to 31 July 2027. It's important to note that the availability of funds for the festivals and event program is contingent upon Council approving the program’s budget allocation in July of each year.

• All applicants must discuss their festival/event with a program officer listed
• Applications must be submitted via the online electronic application form. If an applicant has difficulty accessing the form, please contact one of the program officers who will be able to support you.
• Provide all required supporting evidence and documentation when applying.
• Applicants must be an incorporated not-for-profit community group or be auspice by an incorporated not-for-profit community group. Organisations that operate for profit, generate a significant profit, or distribute profits, are not eligible 
• The organising committee to retains funds raised from the event to directly support the event ongoing delivery and financial sustainability
• Applications should seek to support disadvantaged and or vulnerable community members to access the event where relevant, including recognising and honouring companion card holders.
• Applicants must seek to ensure all activities are undertaken in a socially, environmentally, and economically responsible manner.
• Applicants are encouraged to continue to seek alternative income sources to ensure the events financial sustainability, reducing the reliance on council funding to subside it.

• Funding is eligible for festivals and events held within the geographical boundaries of the Moyne Shire.
• In the spirit of fairness and transparency, late applications will not be considered.
• Funding can be to support the hire or purchase of a marquee which will serve as essential infrastructure for the event. This financial assistance aims to assist with the costs associated with the marquee up to the value of $500
• Enter into a funding agreement with Council and fully acquit funds for the purpose of the grant using Council's post event form within three months of event completion, or by 31 July 2027, unless otherwise formally agreed with Council.

Ineligible applications

The following applicants or festival / events are not eligible for funding under the following criteria.

• If you have not discussed your festival/event with a Program Officer, your application will not be considered.
• Late applications will not be considered.
• Applications seeking retrospective funding for activities, programs and projects that have already started or are completed will not be considered.
• Applicants where previous Council funding has not been fully or appropriately acquitted, or there are outstanding debts, financial or other disputes with Moyne Shire Council. However, please discuss existing projects that are under a grant arrangement with Council if this currently funded project may not be delivered by the agreed time.
• The requested funding would otherwise be covered by insurance.
• For programs and events that are more suited to funding by another level of government or agency.
• Commercial "for-profit" activities or projects, sponsorships for events, fundraising events, trophies or prize money.
• Schools that are more suited to funding by another level of government or agency.
• Applications where the festival/event promotes religious, discriminatory or party-political views for the purpose of advocacy or membership growth.
• Applications that have received funds for the current festival/ event, from other Moyne Shire Council contributions.
• Applications where the festival/event promotes religious, discriminatory or party-political views for the purpose of advocacy or membership growth.
• Your event is not going to be delivered between the funding program timelines as set out on page one.
• If your festival or event is primarily a fundraiser that will distribute event profits to external organisations.
• Events that are linked with or sponsored by gaming and gambling venues

   

Other program conditions

• Once the initial grant has been approved, no additional Council funding will be provided to meet cost escalations, or over-runs of the event or project.
• Moyne Shire Council is to be acknowledged by the successful applicants on occasions, as per the Acknowledgement Guidelines.
• Applicants must provide financial statements identifying their capacity to meet their agreed contribution; with the exception of a group exempted by Council.
• Supply of quotes for the delivery of services, products or equipment as part of the application process are required.

Cultural and arts festivals

Festivals and events celebrating music, arts, theatre, or cultural heritage.

Community-based events

Festivals and events that bring together local communities, celebrate diversity, or promote social cohesion.

Tourism and economic events

Festivals and events that attract visitors, promote regional tourism, or contribute to the local economy.

Environmental and educational events

Programs that raise awareness of environmental issues, sustainability, or local educational initiatives.

It is a condition of the Festival and Event Funding Program that you must discuss your festival/event application with a program officer prior to making a submission.

The program officer will be able to provide guidance on the below.

• Program officers
• Confirm your funding eligibility for the program before you start your application
• Provide advice and guidance about your application, including what is and what isn’t required in your application
• They can also advise you about aspects of your project such as planning, management and implementation:
  • Do you need a planning or building permit? 
  • Do you need land or asset owner permission?
  • What about quotes for works and services?
  • How will funds be paid and distributed if you are successful?
  • Who will be responsible for the asset or works once installed?
  • Are you covered for insurance?

  * Permits can add time to your project delivery schedule and also put your application under time pressure if you need to wait for owner / permit approvals. Permit fees may also be incurred, which will need to be included in your project budget and implementation timeframe.

• program officers may also be aware of other funding programs that you could apply for if your project does not meet the criteria or you need to provide additional funding to support your project.
• Building relationships with the program officers will ensure they have an understanding of your project before they receive your application. Key application documents.

Program officer 

For all telephone enquiries regarding the fund please ring 1300 65 65 64. 

Elise Ploenges - Corporate Business and Events Officer eploenges@moyne.vic.gov.au 

Required documentation is also listed in the application checklist and includes the following:

Mandatory documents

• Completed income and expenditure spreadsheets using templates provided.
• Supplier quotes for services, products and other project costs.
• Your most recent financial statements such as treasurers reports or bank statements.
• Certificate of Currency for Public and Products Liability Insurance. In most circumstances, Council requires applicants to hold current Public and Products Liability Insurance (unless you are covered under Moyne Shire Council’s policy) to protect against legal liability for third party injury, death and/or Damage to Property caused by an occurrence in connection with the applicant's activity.  If your group does not wish to purchase public and products liability insurance, you may apply through an auspice organisation.

Other documents where applicable

• Evidence of land / asset owner permission.
• Confirmation of any other funding sources being provided for the project or that have been applied for but not yet confirmed.
• Completed Statement by Supplier form if you are not providing an ABN.
• Supporting documentation such as letters of support, project/ event map, design plans and any other relevant documentation.
• Permits and approvals if confirmed or references to applications if underway.  If permits and approvals are not confirmed or under application, confirmation that permits or approvals are required. 
• You can purchase public and products liability insurance from any insurance provider deemed appropriate for the activity in connection with the funding or by contacting Local Community Insurance Services, call 1300 853 800 or email insurance@lcis.com.au).

Certificate of Incorporation (if applicable)

All community groups and organisations (non-commercial entities) who are applying for funding must be:

An incorporated association - Incorporation provides a community group status as a legal entity or hold another legal entity status such as a DELWP Committee of Management or be auspiced by an incorporated body - If your group is not incorporated and does not wish to become incorporated, you may apply through an auspice organisation who must be an incorporated association.

If you are not incorporated and would like to become incorporated, you may contact the Office of Consumer Affairs Victoria on 1300 558 181

An auspiced application

If your group is not incorporated or does not hold current public and products liability insurance, you may still apply through an auspice organisation.

An auspice organisation is one that is incorporated and holds current public and products liability insurance and agrees to take responsibility for your grant. The organisation receives the funding on your behalf and distributes the funds to your group for the delivery of the project. The auspicing organisation is also responsible for acquitting the grant funds. 

A letter confirming the auspice arrangement, on the auspice organisation’s letterhead, must be attached with your funding application.

You can find out more about auspicing at Justice Connect

Applicants will be required to acknowledge Moyne Shire Council’s funding support provided through the Community Grants Program.

An approved logo should be included on appropriate materials including but not limited to project collateral, media releases and signage.

The Grantee must liaise with Moyne Shire Council to coordinate any announcements related to the project:

• Any press releases or announcements regarding the project should recognise Moyne Shire Council’s contribution, support, and the nature of funding, e.g. the Community Grants Program.
• Any promotional material or other information such as newsletters published for the project should acknowledge Moyne Shire Council’s contribution and support and the nature of funding, e.g. the Community Grants Program.
• Recognise Moyne Shire Council at any event or activity recognising the building, upgrade or celebration of the project and provide invitations to Moyne Shire Councillors.

The Grantee is required to acknowledge the funding support provided by Moyne Shire Council using the following terminology: ‘Project Supporter’

Agreement

Successful applicants will be required to enter into a written funding agreement with Moyne Shire Council.

The Funding Agreement will detail how fund payments will be made and other funding conditions based on project / event milestones and other payment needs, this will be sent via Enquire.

The term of each agreement is one year.

The funding decision made by Council is final and is contingent upon the delivery of the event programming outlined within the application submitted. In the event there are significant changes to the event scope and programming, the funding amount may be reviewed.

Payment

Successful applicants are required to forward an invoice to Council prior to the event commencing with bank account details as per the conditions in the Funding Agreement

Post event reporting

A final acquittal report is required that includes financial reporting demonstrating that the project has been completed and how it met the assessment criteria. The acquittal report is to be provided within three months of the event date or by 30 June 2027 for other funding unless agreed with Council. Failure to provide satisfactory acquittal reporting will result in the applicant being ineligible for future funding or potential repayment of Council funds already provided for the project / event.

Note: For ease of submission, a post event report will be sent via the funding online portal for completion 

• Council reserves the right to publicise any aspect of the activity associated with its Funding program. Recipients must assist Council with publicity as required and adhere to the accompanying Moyne Shire acknowledgment guidelines.
• Successful applicants may be required to provide an evaluation report to Council on the outcome of the project/activity when completed.
• Applicants are to provide an Australian Business Number (ABN) unless proof is supplied they are exempt whereby, a "Statement by a Supplier" form should be completed and forwarded with the application.
• Receipts and acquittal must be submitted to Council within three months of project completion and no later than 31 July 2025 unless otherwise agreed. Council may consider a formal time variation to a project but no further funding will be made available to cover escalation or cost over-runs.
• Groups or organisations receiving funding immediately preceding rounds of Community Assistance will receive a lower priority than those who have received no such funding.
• Projects identified in community plans or organisational strategic plans will be given priority for funding over other projects.
• An applicant meeting the key selection criteria is not guaranteed funding.

Online applications

All applications are to be made online via the electronic application form. If you require assistance completing the application, please contact Elise Ploenges - Corporate Business and Events Officer eploenges@moyne.vic.gov.au 1300 65 65 64.

Information sessions

In order to support applicants, a program officer will be available to discuss your event and application before submitting an application. Applicants will have the opportunity to arrange individual meetings at a mutually agreeable time if required.

Feedback on the Community Grants Program and the application process is always welcome. Please address your comments to one of the program officers.

Child Safe Standards

The Moyne Shire is committed to being a child safe organisation and has zero tolerance for child abuse. The focus of our work is on children under the age of 18. The Council recognises our legal and moral responsibilities in keeping children and young people safe from harm and promoting their best interests. The Council is committed to creating environments where all children have a voice and are listened to, their views are respected and they contribute to how we plan for, design and develop services and activities. The Council expects all staff, volunteers, contractors and funded recipient organisations to observe child safe principles and expectations for appropriate behavior towards and in the company of children and young people.

Privacy Statement

Your personal information will be collected during the grant application and assessment process for the purpose of reviewing your eligibility of the application. Moyne Shire Council "Council" will be advised of your application and communicated to throughout the submission, assessment and acquittal process. Council is required to collect this information for financial management and reporting requirements under the Local Government Act 2020. Council uses Enquire by Tactiv Pty Ltd software program to administer grant applications.