Medium Grants

To be eligible, applicants must:

• Be a not-for-profit organisation or incorporated community group. Unincorporated eligible individuals, groups and organisations can apply through an auspice arrangement
• Have Public Liability Insurance cover for the duration of the project or festival/event
• Have an Australian Business Number (ABN)
• Make sure projects or festival/events must be primarily delivered in Brimbank and show a clear benefit to Brimbank residents. In limited cases, parts of a project may take place outside of Brimbank where there is a clear and direct benefit to our residents.
• Be compliant with acquittal obligations for other grants funded under the Brimbank Community Grants Program.
• Plan to deliver and complete the funded project or festival/event within the agreed period.
   

Please read the guidelines document before making an application.

Medium Grant Guidelines 2026-2027 (PDF 4.6MB)

You will find information about:

• What we can fund
• What we won’t fund
• Assessment criteria

You must speak with a Subject Matter Expert Contact Officer before applying.

They can help refine your ideas, provide data and statistics to support your application and connect you with other organisations or groups that could support your project or event. 

Download the list (PDF 108 KB)

Before you apply, make sure that you have discussed your project idea with your group or organisation’s representatives. Make sure your group or organisation's committee is aware and supportive of your project. As part of your application, you will also need an Action Plan and a Budget. 

Watch this video if you want to turn your idea into a fundable project.

Make an application through the SmartyGrants online form.

Click the 'Submit an Application' button to begin your application. Save your progress every 10-15 minutes. 

Please make sure you submit on time. Late applications won't be accepted.

Make sure your application includes all the required and supporting documents before you submit.

• Public Liability Insurance - Certificate of Currency (provide your existing PLI)
• Auspice authorisation form (if you are using an auspice)
• Statement by Supplier (if you do not have an ABN)
• Supplier’s financial details form (DOCX 84KB)
• Support letters, quotes, booking confirmations, and other documents that support your application

• Applications open: Tuesday 28 April 2026
• Information and grant writing sessions: May/June 2026
• Applications close: Sunday 14 June 2026 at 11:59 pm
• Grants assessments: July – September 2026
• Notifications, Funding Agreements signing and grants distribution: October 2026
• Implementation of funded projects and activities: November 2026 – December 2027
• Progress report: April 2027
• Acquittal report: January 2028 
   

We assess and score eligible applications using the criteria below. You can find more detailed information in the Guidelines.

Community festival/event

A community festival or event is a time-limited, community-organised, singular-focus activity. It is delivered to the wider Brimbank community or has a target audience of 100 - 5,000 attendees.

Examples include art, music, environmental or cultural celebrations.

All festivals and events must:

• Show strong economic and social value to Brimbank as a creative, cultural, or community sporting event.
• Be a temporary, organised public gathering. Hybrid in-person/online events are allowed for accessibility.
• Be open to the public and advertised, whether ticketed or not. Free registrations help with crowd numbers and planning.
• Take place as a standalone event for one day or as a series over a weekend or a month.
• Positively impact the local community, such as by supporting nearby businesses.

Additional requirements

• Complete additional Takso questions in the application form
• Comply with Brimbank City Council's event planning requirements, including obtaining any necessary event permits
• Hold a minimum of $20 million public liability insurance, plus any other relevant insurances
• Notify Council at least 12 weeks before the festival/event date if using a privately-owned or commercial venue, to ensure all regulations and safety standards are met
• If your festival or event will be held in the Bowery Theatre, you must speak to a staff member at the Bowery to obtain a quote to ensure venue hire and venue staffing costs are adequately accounted for in your budget.

If you have any questions about festivals and events, contact the Festivals and Events team at SimoneG@brimbank.vic.gov.au and JaneA@brimbank.vic.gov.au

Auspice organisations help individuals or small organisations that are not incorporated or do not have an ABN to access grant funds. An auspice organisation must be a not-for-profit organisation, have an ABN and Public Liability Insurance.

They accept legal and financial responsibility for the grant if successful. Applications can be submitted directly by groups being auspiced. However, the funding agreement for successful grants will be made between the auspice organisation and Council. The grant money will be paid directly to the auspice organisation. 

All applications through auspice organisations need to submit an Auspice Organisation Authorisation Form at the time of grant application. 

Download the Auspice Organisation Authorisation Form (DOCX 281KB)

Applicants are asked to include a copy of their public liability insurance policy document with their application. Council requires that all grant recipients provide evidence of public liability insurance in the form of a copy of the certificate of currency with an adequate level of coverage before payment is made. Organisations being auspiced may be covered by the auspice body’s public liability insurance and so will need to provide a copy of their certificate of currency.

Receiving a grant

• We'll inform you of the outcome via email.
• You will enter into a contractual funding agreement with Council. This will formalise you as a grant recipient and outline the terms and conditions that apply to the use of approved grant funding.
• To accept the offer, you need to sign the funding agreement and return it to Council. Your grant funding will not be paid until the contractual funding agreement is in place.
• Grant funding is paid by EFT (Electronic Fund Transfer).
• Funds must be used in accordance with contractual funding agreements and only for the purposes stated in the grant application and approved by Council before the change or variation is exercised.
• At the end of your project, complete an acquittal form that shows how you used the grant money. Receipts and proof of payment must show expenditure in accordance with the approved budget. Proof of payment can be in the form of receipts, a copy of bank transfer or a tax invoice with a $0 balance owing.

Council will require the grant to be returned if:

• You are unable to provide proof of expenses/payments.
• You have unused funds
• There has been misuse or unauthorised use of grant funds, as determined by Council and in line with the Community Grants Policy. Council reserves the right to request financial statements, receipts or progress reports to ensure funds are used appropriately.

Updating your project

If you need to change your proposed project or activity, you may need to fill out a Project Variation Form. A Project Variation is an amendment to your funding agreement that must be approved by Council in writing before making any changes.  

To discuss any variation and obtain a Project Variation Form, please email CommunityGrants@brimbank.vic.gov.au.

Running your project

Some useful links to help make your project a success:

• Halls and meeting rooms for hire 

• List your community events for publicity on our website 

• Community Training Programs and support 

• Connect with Subject Matter Expert Officers in Council for advice or promotion