Key information
- Status: Open
- Grant amount: From $10,000 to $250,000
- Application opened: 7 October 2025
- Application closes: 1 December 2025
Program objective
The objective of the Newcastle Port Community Contribution Fund Round 9 is to revitalise and energise the Port of Newcastle and surrounding areas for the benefit of the community and its visitors.
The intended outcomes of the program are to:
- foster stronger community bonds
- enhance accessibility
- boost visitation
- increase participation in cultural and artistic life, and
- enhance public, environmental or business infrastructure.
Funded projects must contribute to and will be assessed against delivery of these outcomes.
Round 9 is aimed at projects that will provide benefit to residents, workers and visitors to the Port of Newcastle and surrounding areas.
Please read the Program Guidelines and Frequently Asked Questions (FAQs). Please note the FAQs may be updated with additional information throughout the application opening period.
Applicants are encouraged to watch the online information session available here.
Applicants can also review a sample funding deed. This is an example only.
Applicants can submit multiple applications. Each application must cover only one project in the program’s eligible location.
This program is administered by Department of Primary Industries and Regional Development.
This program is funded and administered by Department of Primary Industries and Regional Development.
Eligibility
Who can apply
To be eligible for grant funding under the program, an applicant must meet all of the following requirements:
- have an Australian Business Number (ABN), Australian Company Number (ACN), or be registered under the Associations Incorporation Act 2009.
- have operations applicable to the program’s eligible project location
- be one of the following entities:
- an incorporated association, cooperative, or community organisation
- a Local Aboriginal Land Council
- City of Newcastle, as a Local Council
- a public/private not-for-profit organisation with Australian Charities and Not-for-profits Commission (ACNC) registration
- a company incorporated in Australia
- a Partnership or Trust
- a registered training organisation
- a nationally accredited provider of tertiary education
- an Aboriginal and Torres Strait Islander Corporation incorporated under the Corporations (Aboriginal and Torres Strait Islander) Act 2006.
- be financially viable - private businesses must be able to demonstrate ongoing viability through provision of three years* of accounting statements (Profit and Loss, Cash Flow, Balance Sheet) from Financial Year 2022/2023.
- hold or commit to obtaining public liability insurance of not less than $20 million per occurrence or hold equivalent or better self-insurance to the satisfaction of the department, prior to executing a funding deed with the department
- be a fit and proper person/legal entity
- not be insolvent, bankrupt or subject to ongoing legal proceedings
- declare in the application form that the applicant is not aware of any issues which could cause reputational or other risks to the NSW Government
- if applicable, provide evidence of capacity to make the minimum co-contribution if successful.
*Applicant entities with less than three years operating experience may be considered under exceptional circumstances and must contact the department prior to submitting an application.
Where applicants submit a joint application, a lead applicant will need to be nominated. If the application is successful, the lead applicant will enter into the funding deed and be ultimately responsible for delivering the project.
Applicants are requested to ensure they use the correct organisation name and details when applying as this generally cannot be changed once the project has been assessed.
If an applicant’s circumstances in relation to the above eligibility criteria change, the applicant should provide updated information by contacting the department using the Enquiries/Getting Support details in the Key information.
Exclusions: Businesses that are reliant on local population serving markets such as retailer, localised trades and professional services, hospitality, and accommodation providers are generally ineligible to apply for funding.
Eligible Location: Projects must be located and delivered within the Port of Newcastle and surrounding areas, as identified on the map in the Program Guidelines.
Who the grant is targeted towards
The intended recipients of grants under the program are community organisations, not-for-profit organisations, local councils or Local Aboriginal Land Councils, education providers or businesses that are eligible organisations that own, manage or occupy land subject to a lease or licence within the program’s identified eligible locations, or have the owner’s written consent to deliver a project on land within the program’s eligible locations.
Types of projects funded under this grant
The project/activities must meet all of the following requirements to be eligible:
- Timeframe: The project must be able to meet the project delivery timeframe listed in the Key information
- Funding request: Requests must be for between $10,000 and $250,000 (exclusive of GST)
- Eligible location: As defined per the map included in these guidelines at Eligible locations, the project must be primarily located within the defined project area. Projects located in the waterways adjacent to the defined area are also eligible
- Inclusion and accessibility: The project may aim to improve community participation, liveable communities and accessibility and inclusion outcomes. These outcomes assist people with disability and accessibility requirements to participate independently with equity and dignity. The project may provide fit-for-purpose, accessible and safe facilities, and increased participation opportunities by increasing accessibility and inclusion/universal design
- Project types must be of one or more of the following:
- environmental (e.g. infrastructure, pollution control, clean up works)
- public domain (e.g. parks, cycleways, community facilities, tourism facilities)
- port related community infrastructure (e.g. boat ramps, services, access)
- business infrastructure or expansion (e.g. fixed equipment, facilities, utilities)
- heritage restoration or interpretive works (for land, buildings or equipment)
- activation (e.g. place making projects, community and tourism-based events)
- smart technology or innovation (e.g. smart public amenities or facilities)
- other high-quality projects that foster stronger community bonds, enhance accessibility, boost visitation, increase participation in cultural and artistic life, or enhance public, environmental, or business infrastructure with demonstrated public or community benefit.
- Applicants may only seek funding for planning, design and project management where:
- it is sought in conjunction with funding for the delivery of a project
- the amount sought for these elements is no more than 15% of the total funding requested.
- Evidence of land ownership, or landowner’s consent must be provided where the land on which the project is to be delivered is not owned by the applicant. This must be written consent and should specifically state that landowner’s consent is granted at the address where the works will be carried out.
What costs you can apply for
The project costs must support the objectives of the program.
Funding can only be used for external third-party costs directly associated with delivering project activities (internal management fees may be considered where additional internal resources are required). These cost estimates should be supported by at least one competitive quote.
The following types of project costs are eligible to apply for funding: costs for capital works, events and exhibitions, programs, infrastructure, training sessions, workshops.
Some examples of eligible project costs are as follows. They are listed as guidance only:
- construction, upgrade and specific project related restoration works
- remediation, pollution control and clean up works
- project management fees (internal management fees may be considered where additional internal resources are required) up to the eligible amount.
The total funding requested can include up to:
- 20% for project contingency costs to allow for any cost escalations
- 15% for project management and administration (this includes any allocation to planning and design).
What costs you can't apply for
The following project costs are ineligible for funding under the program:
- retrospective project costs already incurred prior to the executed funding agreement
- activities already funded or budgeted through the City of Newcastle or another NSW Government agency
- costs/works already funded through another grant program including a previous round of the Newcastle Port Community Contribution Fund
- Development Application (DA) fees
- project costs over-runs in excess of the eligible 20% contingency allowance and 15% project management and administration
- equipment financing arrangements
- financing costs, including interest and debt financing
- costs related to rent and utilities unless specifically related to the project for the duration of the project
- costs related to buying or upgrading non-fixed equipment or supplies unless considered essential to the overall project delivery and are incidental costs to the project budget
- costs relating to the purchase of vehicles, buses, boats, trailers, motorhomes, or other modes of transportation
- advertising costs, including marketing campaigns
- costs relating to depreciation of plant and equipment
- purchase of land or buildings
- information and communications technology (ICT) related costs that are not specifically related to the project and essential to its success
- costs that would be considered business-as-usual activities and operations, or wages not specifically related to the project, or beyond the duration of the project (including costs associated with recruiting employees, staff development and training)
- operational expenditure, including but not limited to ongoing repair and maintenance and administration
- costs related to alcohol, gambling, or raffles.
The department has discretion to part-fund a project where some itemised project costs have been assessed as ineligible.
Types of projects not funded under this grant
Projects are not eligible for funding under the program if they are:
- located outside the area identified on the map - see Program Guidelines
- not submitted by an eligible applicant
- not clearly providing benefits that will significantly contribute to the objectives of the program
- projects that would be considered business-as-usual activities and operations the recipient of any grant funding from another NSW Government grant program for the same project
- for the delivery of essential or core government services that should be funded from another source such as local government, the NSW Government or the Commonwealth Government.
Example projects
Community infrastructure or amenity
Upgrades to existing community infrastructure or amenity that is used primarily for public benefit
- Construction of a multi -purpose accessible outdoor function area
- Repair and renew a community memorial
- Upgrades to Port boat ramps
Community events
Activation of public space, fostering community connection and encouraging tourist visitation
- Development and delivery of a community event
- Exhibitions, shows or events to acknowledge local or cultural celebrations
Community programs
Activation of public space, fostering community connection
- Utilising a unique historical space to provide arts practice to children in an open and accessible way with broader access to the entire community
- Community naturalisation program to return vegetation, improve the function and quality of waterways, and increase viable habitats
Business infrastructure
Increasing local economic activity, or local job creation, benefitting the local community.
- Upgrades to business amenities that are available for public use
- Upgrades to manufacturing processes to deliver locally manufactured, high-quality products, and retaining and upskilling local jobs.
Environmental infrastructure or programs
Improving local environmental air, land and waterway quality
- Development of flood debris sensors and data systems
- Upgrades to environmentally efficient equipment
- Programs to assist community and small business environmental efficiency and sustainability
What co-contributions are required
Not-for-profit organisations and Local Aboriginal Land Councils do not need to provide a co-contribution. However, applicants are strongly encouraged to provide some financial and/or in-kind co-contributions to demonstrate collaboration and provide more certainty of project delivery.
Local councils, private businesses and any other eligible organisation must provide matching funding (at least 50% of the project total) for their projects. Co-contributions must be in cash and not in-kind.
Cash co-contributions can be demonstrated through: a letter from the Chief Executive Officer, General Manager, Senior Finance Officer or equivalent person from the organisation that confirms the co-contribution will be made available as cash towards the project; copies of bank statements and/or financial records; or, a letter or confirmation from a bank manager or similar to confirm that funding will be made available through a loan if required.
Applicants cannot include other NSW Government grants as co-contributions.
What your application needs to include
Prepare your application with this checklist
Each application must include the information or documents listed in the application form which include the following:
- a completed application form
- a clear project scope
- a completed project plan
- evidence of financial viability for private businesses
- a project budget based on quotes or detailed estimates, reasonable assumptions or previous experience with similar projects
- recent evidence to support the costing of project activities (i.e. quotes)
- evidence of regulatory approvals (if required)
- evidence of $20 million Public Liability Insurance in the name of the applicant
- evidence of land ownership or landowner consent if the land is not owned by the applicant
- evidence of entity type
- partnership agreement to confirm partners and signatories for partnership entities
- current trust deed confirming signatories for trust entities
- proof of incorporation for community groups
- evidence of co-contributions (where required)
- evidence of community consultation and strong community support for the project.
Address the eligibility criteria
Each applicant, as part of an application response, must confirm that they meet the eligibility criteria.
Applicants that do not address the eligibility criteria in full may be excluded from the application process at the department's discretion.
Address the assessment criteria
Applications that have met the eligibility criteria will be assessed against the merit-based assessment criteria. Applicants must address all of the assessment criteria.
Community benefit and Strategic alignment
Consistency of the proposal with the objectives of the program, including demonstrating community benefit by providing social, economic, or environmental outcomes.
Alignment with NSW Government policy objectives.
Assessment considerations:
- Evidence of a demonstrated need or requirement in the project location and a clear explanation of how the project will address this need
- The degree of sustainable public or community benefit
- The project’s contribution to local tourism, community engagement, activation, community infrastructure and amenity, heritage or environmental quality, innovation or smart city technology
- How the project fosters stronger community bonds, enhances accessibility, boosts visitation, increases participation in cultural and artistic life, or enhances public, environmental or business infrastructure with demonstrated public or community benefit
- Evidence of community support for the project
- Alignment with relevant local and regional NSW Government strategies, policies or plans, including supporting regional development plans and aligning with Aboriginal priorities.
Value for money
Demonstrates value for money.
Assessment considerations:
- The total project cost and whether it represents value for money
- The potential for the project to deliver long-term economic and social benefits
- Whether the project is likely to proceed without NSW Government investment
- Any financial co-contribution in addition to the minimum requirement (if applicable)
Deliverability and Feasibility
Project is ready, viable and can be delivered and maintained by the applicant organisation.
Assessment considerations:
The applicant’s capacity to deliver the project in a reasonable time (applicants are expected to deliver their projects within 2 years of executing a funding deed)
- The applicant’s demonstrated skills and experience to deliver the project through past performance in delivering similar projects
- The provision of a risk management plan with risk mitigation strategies how the project outcomes will be measured and sustained after the project is completed are important factors how the applicant and their partners (if applicable) will deliver and maintain the project
- The applicant’s financial viability
Start the application
How to apply
Applicants can submit multiple applications.
Each application must cover only one project to be delivered in the program's eligible location.
Applicants must submit their applications via the online application page.
When to apply
Applications will open at 12pm Tuesday 7 October 2025 and will close at 11.59pm on 1 December 2025.
Late and incomplete applications will not be accepted. Make sure you leave enough time to submit your application to avoid any technical issues.
The department retains discretion to accept late applications in extenuating circumstances.
Note: If you are a new applicant to SmartyGrants, you will need to register and create a password. If you are already registered, you can log in with your existing username and password.
Apply now
After the application is submitted
Successful applications will be decided by: Minister for Regional NSW
Stages
Determining which applications are successful involves these stages:
- eligibility assessment
- merit assessment
- decision-making
Please note that the department typically receives far more applications than it can support.
Applicants are not guaranteed funding even if the application is of high merit. Further, successful applications may not be funded to the full amount requested.
At any stage, applicants may be referred to other, more suitable NSW Government programs.
Applicants may need to update their applications to meet the criteria of the referred program.
Eligibility Assessment
Staff from the department will assess the applications against the eligibility criteria.
Applications that have met the eligibility criteria will move to the next stage.
Merit Assessment
The assessment team will assess eligible applications against the merit assessment criteria. The assessment team also ensures a high level of consideration of local issues and governance in recommending projects for funding to the final decision maker.
Assessment team
The assessment team consists of staff from the department, external local subject matter experts, and independent representatives from other agencies.
The assessment team may seek advice from other NSW Government agencies and other sources such as probity advisors.
The assessment team may contact applicants seeking clarification of information in the applications or further supporting material.
Assessment process
The assessment team, including an Assessment Panel convened by the department, will assess each application on its eligibility, merits and competitively against the other applications.
The Assessment Panel will consist of senior representatives from the department, external local subject matter experts, and independent representatives from other agencies.
The assessment team may consider principles including, for example:
- the total amount of funding available
- geographical distribution of projects across the eligible location
- funding a variety of projects in size, scale and type
- suitability of a project for other government funding opportunities
- alignment of the project with other NSW Government policies and strategies
- issues which could cause reputational or other risks to the NSW Government.
The department and the program assessment team may recommend part-funding to projects where appropriate and in consultation with the applicant. If this occurs the department will work with applicants to revise the project scope, so it is within the funding amount awarded.
Applicants should consider being able to stage their projects should full funding not be available.
Recommendations
The Assessment Panel will form a list of projects that are deemed suitable/not suitable for funding consideration to the decision maker.
The Assessment Panel may recommend a lesser amount of funding or defer a recommendation pending further information.
Decision maker
The decision maker is the Minister for Regional NSW, as listed in the Key information.
The decision maker will review the availability of grant funds, the recommendations of the assessment team and, where relevant, the outcomes of the eligibility assessment.
The decision maker may take other factors into account including advice from a probity advisor and issues that could cause reputational or other risks to the NSW Government.
In limited circumstances, the decision maker may waive selection criteria, for example, where not doing so would: lead to perverse or unfair outcomes; be contrary to the policy intent; or damage the reputation and integrity of the program.
If the decision-maker departs from the assessment team’s recommendations, the decision maker will arrange for the departures to be published with reasons.
Final decision
The decision maker’s decision is final in all matters, including:
- the approval to award a grant
- the amount awarded
- the terms and conditions of the grant.
Notification of application outcome
The department will send successful applicants a letter of conditional offer.
Successful applicants may be required to sign confidentiality undertakings, promising to keep the outcome of the application process confidential until the NSW Government makes a public announcement.
Successful applicants will be required to sign a funding deed with the department. Additional information may be requested by the department as part of the contracting process.
The department will notify unsuccessful applicants in writing of the outcome of their applications.
Feedback and appeal
The department will offer unsuccessful applicants a feedback information session.
There is no appeal mechanism against the decision-maker’s decisions.
Announcements
The NSW Government may announce the outcome of funding applications at its discretion.
Anticipated assessment outcome date is from February 2026
Support and contact
Please contact: contact.regionalprograms@dpird.nsw.gov.au