Newcastle Port Community Contribution Fund Round 8 Frequently Asked Questions

Eligible applicants are encouraged to check these frequently asked questions for the Newcastle Port Community Contribution Fund Round 8, prior to submitting their application.

When do applications open and close?

Round 8 opens on Thursday 12 January 2023 and closes at 5pm on 28 February 2023.

When will applications be assessed?

Applications will be assessed March to April 2023.

Can a project cross the map boundary area?

Your project must be substantially delivered within the project area.

If a project is already in progress, is it eligible?

No, unless funding is being sought to extend an unfunded stage of the project.

I'm not sure if my project is eligible. What should I do?

If you’re unsure, you can refer to examples of eligible projects in the
Newcastle Port Community Contribution Fund Round 8 Guidelines. (PDF 7.77MB)

You can also email your question to

What information do I need to provide?

To apply, you need to describe all the project elements and be able to complete the questions in the application form including:

  • a clear project scope
  • a project plan
  • a project budget
  • landowner consent (DOCX 66.03KB)
  • evidence of $20 million Public Liability Insurance
  • evidence of any project co-contributions
  • evidence of consultation and strong community support
  • information on how the project will address the program criteria
Are co-contributions mandatory?
  • Not-for-profit organisations and Local Aboriginal Land Councils do not need to provide a co-contribution. Applicants are strongly encouraged to provide some financial and/or in-kind co-contributions to demonstrate collaboration and provide more certainty of project delivery.
  • State agencies and councils must provide matching funding for their projects. Any other organisation or corporation that owns, manages or occupies land subject to a lease or licence within the NPCC Fund Project Area must provide matching funding for their projects.
If my project is successful how do I acknowledge financial support from the New South Wales government?

All recipients of NSW Government funding should acknowledge financial support received from the Newcastle Port Community Contribution Fund as per the Funding Acknowledgement Guidelines. Acknowledgement includes joint involvement in media releases and social media posts, photo opportunities such as promoting project milestones, project launches and openings. You must also seek approval for signage acknowledging the funding support.

When do projects need to start and be completed?

Projects must commence within six months of the funding being announced and be completed within two years of the funding deed being signed. The funding deed will outline the requirements for the project such as what is expected to be delivered by what date, and the type of evidence you need to supply to claim your payment.

What happens if a NPCC funded project is not completed within the two years?

Your funding deed will contain milestones that you agree to meet. If you are unable to comply, you must email the Department of Regional NSW at and request a deed variation. Your request will then be assessed.

How will projects be assessed?

An independent panel will assess projects on their eligibility and assessment criteria outlined in the Guidelines. Applications will be assessed against the economic, environmental, and social benefits of the project. This will include consideration of the:

Economic, environmental and social benefits of the project

  • degree of sustainable public or community benefit
  • project’s contribution to local tourism, community engagement, activation, community infrastructure, and amenity
  • heritage or environmental quality
  • innovation or smart city technology
  • degree to which the project addresses a demonstrated need or requirement.

Project readiness, viability and delivery

This includes considering project attributes such as:

  • the total project cost and whether it represents value for money
  • how the applicant and their partners will deliver the project
  • the applicant’s occupation of the land and, where occupation is temporary, the arrangements for long-term management where the project is permanent in nature
  • the applicant’s capacity to deliver the project in a reasonable time. Applicants are expected to deliver their projects within a two-year period
  • compulsory matching co-funding for Local and State Government agency projects 
  • compulsory matching co-funding for any other organisation or corporation that owns, manages or occupies land subject to a lease or licence within the NPCC Fund Project Area
  • the applicant’s capacity to effectively manage funds and spending
  • project risks and proposed risk management approaches.

Projects that are collaborative in nature and can leverage or provide other funding may be given preference.

Who makes final decisions on the project funding?

Recommendations on projects to be funded will be made by an independent assessment panel with final approval by the NSW Government.

Do I have to apply online?

Yes, all applications are submitted through the SmartyGrants portal.

Can I use an existing SmartyGrants account to apply?

You can use an existing SmartyGrants account to apply under the NPCC Fund. If you are applying for a different organisation, you may want to create a second account to ensure the projects are considered and managed separately.

Are quotes required to verify costs in the budget?

Yes, budgets should be based on substantiated quotes or assumptions with evidence of either uploaded to the application.

Should my grant request include GST?

GST is not payable on grant payments to local councils and state government agencies as the payments are between government related entities. For eligible community organisations registered for GST and where it is payable, the Department of Regional NSW will pay the approved grant amount plus 10 percent of the approved funding. If eligible community organisations are not registered for GST, they will need to incorporate any GST paid by them to third parties into the project budget and grant amount.

Can project budgets include a contingency allocation?

Yes. Budgets can include up to 15 percent of the total project cost for combined contingency, project management and administration costs. Should your project be successful, and the contingency costs included in your budget not used, this amount will be deducted from the final grant payment.

Can a project be located on private land?

Yes, however, the applicant will need to clearly demonstrate how the facility will be open to the community and how the project will benefit the public, or a sufficient section of the public.

The applicant will also need to provide confirmation of the Landowner’s consent to apply for the project using the landowners consent form (DOCX 66.03KB).

How are the outcomes of a project measured?

As part of the application process, you are required to identify how you will measure the expected outcomes and benefits of the project once delivered. This information will form part of the assessment process and be incorporated into your Funding Deed.

Do applications for indigenous projects require support from the Local Lands Council?

A letter of support from your Local Lands Council and/or other local Aboriginal Community groups is recommended.

Does a two-year project need to prove it has ongoing viability beyond this period?

NPCC funding is only available for two years. If the intent is for a program to continue beyond the funding period, you must demonstrate that you can do so independently of NPCC funding.

Are private companies eligible to apply?

Yes. If your application can outline community benefit and if the project is easily accessible to the community, your organisation is eligible to apply.  Successful private companies will need to make a matching co-fund contribution.

Note: Projects that are private or commercial, or on private land that is not accessible to the community (either physically or visually) will be ineligible.

How do I prove my organisation’s not-for-profit status?

As part of your application in SmartyGrants, you will be asked to provide your organisation’s ABN (Australian Business Number). The ABN details confirm whether your organisation is registered with the Australian Charities and Not-for-profits Commission (ACNC).

Does the assessment process give weight to a multi-faceted project with more than one specific benefit to the community?

The assessment panel will look at each application’s merit individually. If a project can demonstrate more than one benefit to the community, because it covers a range of features within the one application, it will receive more points against the criteria. 

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