Help Guides:
Smartygrants Help Guide for Applicants
Smartygrants Applicants FAQ's
Frequently Asked Questions (FAQ's)
How do I apply?
Select the relevant stream and click Apply Now to access the SmartyGrants application form.
All applications must be submitted online via SmartyGrants, Council's online grant management system. To begin, applicants will need to register or log in to SmartyGrants.
Attachments can be uploaded in any of the acceptable file formats listed in the Applicant Help Guide. The recommended file size is up to 5 MB, with a maximum limit of 25 MB per file.
You should save your application regularly as you work on it, and you can save your work in progress at any time and return to complete it later. When your application is ready, click Submit. SmartyGrants will send you a confirmation email once your application has been submitted.
The Apply Now button is available whilst the round is open. Additional information about each funding stream is available on its individual webpage and in the Guidelines.
Can I apply for more than one Grant?
No. Only one application per organisation is allowed, regardless of the funding stream.
Please ensure you select the most appropriate stream for your project or event:
- Community Grants
- Events Grants
- Business Grants (Building Facade Improvement Program)
- Trees for Farms Grants (New)
How do I know which Grant to apply for?
Each stream is outlined in the Grant Program Guidelines, including who is eligible to apply and the types of projects or activities that may be funded.
Please select the grant stream that best matches your project or event:
- Community Grants
- Events Grants
- Business Grants (Building Facade Improvements)
- Trees for Farms Grants (New)
If you have any questions reading the Guidelines, please contact the Grants & Development Officer by phone (03) 5232 9400, by email at: inq@colacotway.vic.gov.au, or in person at 2-6 Rae Street Colac.
Can I submit an application this year if I received funding in previous years?
Yes, you may apply again provided your previous project or event is complete and the grant has been fully acquitted.
Please Note: Applicants with an outstanding acquittal from a previous grant round are not eligible to apply for future rounds until the outstanding acquittal has been submitted, reviewed and finalised.
If your current project or event is unlikely to be completed before the application closing date, please contact the Grants Officer to discuss your situation.
If the Grants Program is over-subscribed, previous funding history will be considered.
When will I hear the outcome of my grant application?
Council will consider and endorse the recommended grant allocations at the June Council meeting. All applicants will be notified of the outcome of their application after this meeting. Key dates are listed under the tab above.
What is an Auspice arrangement?
If your community group is not incorporated (and is not a Community Asset Committee (CAC) acting on behalf of Council), you can still apply for a grant by arranging an auspice.
An auspice arrangement is a formal agreement where an incorporated, not-for-profit organisation supports your application by managing the grant on your behalf. This auspice organisation takes on the legal and financial responsibility for the funding, while your group continues to deliver the project or event.
What do I need for an acquittal report?
You must submit an acquittal report when your project or event is completed. The report will include:
- A summary of the project or event -what you delivered, what worked well, and what you learned.
- Project outcomes and achievements, includinghow they align with the Council Plan 2025-29.
- A project budget, including receipts or evidence showing how the grant funds and your matching cash contribution were spent. Please keep receipts for all eligible expenses. Refer to your application in SmartyGrants to confirm what the funds were approved for.
- A record of in-kind support, such as volunteer labour, donated goods or donated services.
- Details of local suppliers and contractors engaged for the project or event.
- Before and after photos (where applicable) to demonstrate the impact of the activity. Use this opportunity to showcase your project or event.
- Evidence of Council acknowledgement, such as copies of promotional materials or signage that recognised Council's support.
Who can I contact for queries and further assistance with my application?
For enquiries, contact the Grants Team by email at inq@colacotway.vic.gov.au, by phone on (03) 5232 9400 or visit us in person at 2 - 6 Rae Street Colac.
Hints & Tips
Tips for Writing an Application:
Top Tips for Grant Writing(DOCX, 339KB)
Tips for Completing the Budget:
Fact Sheet - Tips for completing the budget Grants Program(PDF, 533KB)
Example of a Funding Agreement:
Funding Agreement Example 2023 - 2024(PDF, 64KB)
Acknowledgement & Promotion Guide:
Acknowledgement Promotional Guide Colac Otway Shire Grants Program(DOCX, 30KB)
Hints & Tips Submitting Acquittal Photographs
Hints & Tips Submitting Acquittal Photographs(DOCX, 518KB)