Economic Activation and Event grants

Register online

Register online at SmartyGrants. Applications open 19 May 2025.

You must register before you can apply.

Attend an information session

Attend an information session to gain additional information and insights into lodging an application.

Register to join one of our upcoming sessions:

Thursday 15 May 2025 6 – 7 pm

Wednesday 4 June 2025 6 – 7 pm

Thursday 5 June 2025 6 – 7 pm

Thursday 19 June 2025 6 – 7 pm

Gather information

Plan, research and gather the information required for the application, including site information and permits.

Submit an application

Complete all questions, upload supporting documents and submit the application online before the closing date and time.

Submit the application via Smartygrants.

Apply online

No further editing or supporting materials will be accepted once the application has been submitted.

Submit one application per activation only.

No additional City of Stonnington grants can be applied for or used in conjunction with the Grant for the same project.

Receive confirmation

On submission, you will receive an electronic reply acknowledging receipt from SmartyGrants.

To be eligible for an Economic Activation and Event Grant of up to $20,000, applicants must:

• be a registered business or an incorporated association or not-for-profit (NFP), and have an Australian Business Number (ABN). Note: individuals or community groups that are not incorporated must formally enter an auspice arrangement with a not-for-profit incorporated organisation that has an Australian Business Number (ABN)
• provide proof of current Public Liability Insurance of no less than $20,000,000
• have no pending acquittals or debts to the City of Stonnington
• be over the age of 18 years
• propose a project within one of the 27 activity centres within City of Stonnington boundaries
• submit a concept overview and relevant documentation that addresses the assessment criteria outlined in these guidelines
• make a co-contribution of 20% of total project budget, to the delivery of the activation - in-kind, financial or a mix of both.

Additionally, please note the following.

• The City of Stonnington will only accept one activation concept per application annually.
• Applicants must hold/seek the relevant permits required for the activation to ensure the activation meets safety and compliance requirements. It is advised that applicants seek/advice regarding relevant permits at filmandeventpermits@stonnington.vic.gov.au. Note: Permits that may be required for the activation are not guaranteed, despite the awarding of the grant.
• Applicants are encouraged to work with delivery partners, local community groups or local creative organisations to ensure successful delivery. This will be viewed favourably in any application.

Who is not eligible to apply?

Economic Activation and Event Grants will not be awarded to:

• applications that do not meet the eligibility or assessment criteria
• political organisations or businesses that have a political purpose
• entities funded by the Special Rate Schemes in Stonnington
• government departments or agencies, foundations or grant making bodies
• businesses with a primary focus on fundraising
• an employee or Elected Member of the City of Stonnington or their immediate family. This does not include an application from an organisation that an employee, Elected Member or their immediate family member may be part of
• an applicant who has outstanding debts to the City of Stonnington
• an applicant who is in legal conflict with the City of Stonnington
• an applicant who has failed to provide satisfactory acquittal reporting for any previous City of Stonnington funding
• an applicant who has already received City of Stonnington funding (including in-kind) for the same project within the same financial year
• an applicant who has already applied for City of Stonnington funding (including in-kind) for the same project within the same financial year, and been refused
• an applicant who conducts themselves in a way that the City of Stonnington considers to be injurious or prejudicial to the character or interests of the municipality.

• Concept Plan
• Detailed technical drawing and engineering certificate for structures
• Project budget, including verified quotes with assumptions if necessary
• Project delivery plan and timelines
• Certificate of incorporation or registration of business name
• Public Liability Insurance for up to $20 million coverage; including personal volunteer accident insurance and professional indemnity insurance if required
• Skills and qualifications of key personnel who will be working on the project
• Evidence of other funds required to deliver the activation
• Marketing and promotion plan
• Provide evidence of the proposed co-contribution to the delivery of the activation - either in-kind, financial or a mix of both
• Documents required for relevant permits
• Business engagement plan
• Letters of support from relevant community members, local traders or organisations, if available.

If successful, on completion of the activation, you will also need to provide an acquittal report of receiving funding.

If your activation is on City of Stonnington-owned land you will require an event permit.

AUSPICING

If you are a Sole Trader or your group is not incorporated, you will need to be ‘auspiced’ by an Incorporated partner group that has an ABN in order to be paid.  

Council cannot pay Sole Traders. An auspice can enter into an agreement to receive the grant funds then pass it on to you.   

WHAT IS AN INCORPORATED ORGANISATION? 

An incorporated organisation, or incorporated association, is incorporated in a state or territory under that jurisdiction’s laws. Incorporation establishes it as a not-for-profit legal entity separate from its individual members. You can recognise an incorporated association by the word ‘Incorporated’ or the abbreviation ‘Inc.’ after its name. 

An incorporated organisation must meet the requirements and regulations of the state or territory in which it is incorporated. More information about incorporated organisations can be found on the Consumer Affairs Victoria website. 

WHAT DOES THE AUSPICE ORGANISATION DO? 

The auspice organisation is responsible for ensuring that the grant funds are utilised as outlined in the formal ‘Sponsorship Agreement’. This includes: 

• receiving, banking, managing and administering the grant funds 

• ensuring that the applicant uses the funding on time 

• making sure the money is accounted for (acquitted) 

• signing the acquittal form. 

An auspice organisation may also provide additional support and/or request additional involvement, such as: 

• providing insurance for the project 

• acting as a mentor for the successful applicant 

• monitoring project progress 

• administering a fee for auspice services, negotiated between you and the organisation. 

WHAT AUSPICE ARRANGEMENTS ARE REQUIRED FOR A GRANT APPLICATION? 

As part of the grant application, you are required to provide the auspice organisation’s contact information, financial documents, evidence that they are an appropriate legal entity (such as their Certificate of Incorporation), and an Auspice Agreement Form. 

It is important to spend time with the auspice organisation so that they understand your proposed project and you both agree with the auspice arrangement. Once a written Auspice Agreement Form has been obtained and signed, you must provide a copy as part of the application. 

WHAT IF AN AUSPICE AGREEMENT IS NOT RECEIVED IN TIME? 

Preferably, we would like applicants to have finalised their auspice agreements prior to submitting their applications. However, if for some reason the final agreement has not been received prior to submission, a one-week extension to submit your agreement can be granted. After this time, pre-eligibility checks of applications will commence. If you require this 

extension, please include in your grant application all correspondence had with your auspice organisation and advise that the agreement will be provided within the week. It is the applicant’s responsibility to submit this agreement via email to placemaking@stonnington.vic.gov.au. 

ACTIVATION GRANT ADDITIONAL INFORMATION

ENGAGING BUSINESSES  

Advising businesses 

• Create a flyer with contact details that clearly describes your activation and personally drop off to all nearby businesses, so they understand your activation.

• Drop the flyer at a quiet time for the business e.g. after morning rush, before or after lunchtime 

• Answer any questions the businesses may have. 

Aligning with/collaborating with businesses 

• Determine which surrounding businesses will best align to your activation 

• Look at opportunities to use local business products in your activation so you create synergy – spend local where possible 

• Approach those businesses that you feel will best align, and ask them to participate 

• Think creatively about how businesses can assist without relying on free items or services.
•  Be clear and concise with your purpose. What are you asking from the business? Keep in mind, businesses may be short on time

• You may not get to talk to the business owner or decision maker first time. Leave your details and ask them to contact you or go back at a time convenient to the owner. 

OBTAINING A PERMIT 

Once you have worked out what your project will be, you will need to work out what you need to do to get your permit. It is important to understand your costs and requirements before you apply for the grant. For information on permits: 

https://www.stonnington.vic.gov.au/Community/Plan-an-event/Apply-for-an-Event-Permit 

BOOKING A VENUE 

You can refer to our map on available locations for different types of activations that are close to our business precincts. To pre-book park or an indoor facility, visit: https://www.stonnington.vic.gov.au/Community/Parks-and-sporting-facilities/Hire-a-park

Alternatively you can talk to the Event Permit officer for more information:  

Email: filmandeventpermits@stonnington.vic.gov.au

Phone: (03) 8290 1102

EVENT SIGNAGE  

Clearly demonstrate how your project will be marketed and signposted

Find out more about what type of signage is and is not permitted to display to bring people to your activation: 

Temporary Advertising on Council Land Permit City of Stonnington

FOOTPATH ADVERTISING (including A-frame boards) 

https://www.stonnington.vic.gov.au/Business/Business-permits-and-approvals/Apply-for-a-Footpath-Trading-Permit  

 ADVERTISING/PROMOTING YOUR ACTIVATION

1. Create a Simple ‘Coming Soon’ Teaser. Post a fun image or short video that hints at what’s coming. Add the date and location, and say something like: “Something exciting is popping up in [suburb]! Stay tuned...”
2. Show the Setup and Build Curiosity. Share behind-the-scenes shots as you get ready. Keep it casual and fun. For example: “We’re getting ready to bring something special to [location] this weekend!”
3. Use Clear and Inviting Language. When promoting the event, keep it friendly and local. Try lines like: “Free activity for all ages!” “Come say hi – we’re here at [location] all day!” “Perfect school holiday fun – don’t miss it!”
4. Use Stories and Reels on the Day. Post short, real-time videos of people interacting, enjoying, or walking past. Add simple captions like: “We’re live at [activation] today!” or “Look who stopped by!”
5. Tag @whatsonstonnington and Use #StonningtonGrants This helps the City’s pages find your post and reshare it. More visibility means more foot traffic.
6. Encourage Locals to Share and Tag You. Add a sign or social prompt at the activation like: “Post a photo and tag us to be featured!” or “Tag us in your stories – we’d love to see your visit!”

 REPORTING

Successful applicants must deliver audience surveys to measure the success of their projects. Council will provide a template and QR code for this. 

CONTACT

If you have further enquires or would like someone to call you to discuss your project, email: placemaking@stonnington.vic.gov.au