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 the To Apply button to reach SmartyGrants.
All applications must be submitted online via SmartyGrants - an online grant management program. Applicants are required to register or log in to SmartyGrants to start a submission.
Attachments can be uploaded in acceptable formats (refer to Applicant’s Help Guide) and recommended size is 5mb, however 25mb is the limit.
Applications can be saved regularly, allowing you to save your work and return to it later. When the application is complete, select SUBMIT. Applicants will receive a confirmation email from SmartyGrants when submitted.
The APPLY NOW link is available when the round is open, along with further information on each funding stream's page.
Can I apply for more than one Grant?
No. One application only may be submitted per organisation, regardless of the funding stream.
It is important to select the most relevant stream to apply to: Community Grants, Event Grants or Business Grants.
How do I know which Grant to apply for?
Each grant stream is explained in the Guidelines, highlighting eligibility of who can apply for each type of grant and project activities that may be funded.
Select the grant stream that best matches the project or event you are applying for:
- Community Grants
- Events Grants
- Business Grants (Building Facade Improvements)
- Trees for Farms Grants
If you have a query after reading the Guidelines, contact the Grants & Development Officer by Phone (03) 5232 9400, by email: 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 can apply again as long as 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.
When will I hear the outcome of my grant application?
Council will endorse the grant allocations at the Council meeting in June. All applicants will be notified of the outcome of their application. Key dates are listed under the tab above.
What is an Auspice arrangement?
If you are a community group that is not incorporated (and not a Community Asset Committee (CAC) on behalf of Council), you can still apply by arranging an Auspice. An auspice is a formal arrangement where an incorporated, not-for-profit organisation manages a grant on behalf of an unincorporated group, assuming legal and financial responsibility. Your group would still deliver the project or event.
What do I need to prepare for an acquittal report?
An acquittal report at the completion of the project or event must be submitted. The report will include:
- A summary of the project or event, what worked well and what you have learnt from delivering the activity.
- Project outcomes, achievements and how they align with the Council Plan 2025-29.
- A project budget including receipts or evidence of how the grant funds were expended, to the value of the grant and your matching cash contribution. Keep receipts for all eligible purchases made. Refer to your application in SmartyGrants to check what the funds are approved to be spent on.
- A record of in-kind support - volunteer labour, donated goods or services.
- Details of local suppliers and contractors used.
- Photos of Before (if applicable) and After the project or event will be required. Use this opportunity to showcase your activity.
- Evidence of acknowledgement of Council's support. Copies to be included in the Acquittal Report.
Who can I contact for queries and further assistance with my application?
Contact the grants team on email: inq@colacotway.vic.gov.au ,by phone (03) 5232 9400 or 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)