Frequently asked questions

Learn more about our Grassroots Grants program, how you can apply, and other frequently asked questions.

How to apply and get help

1. Who is eligible for a Green Adelaide Grassroots Grant?

Funding is available for not-for-profit activities. Eligibility includes but is not limited to:

  • volunteer groups
  • schools, universities or other educational entities
  • individuals or partnerships
  • outdoor and recreational groups – e.g. sporting clubs, Scouts
  • organisations and businesses – e.g. foundations, charities, private businesses etc.
  • religious groups
  • community groups.

2. I am a landholder wanting a grant for a project on my property. Can I apply?

As an individual you are eligible to apply.

However, for your application to be competitive, you may wish to consider how your project could benefit the broader community, or provide opportunities for them to become involved.

Note: if undertaking activities which are considered the land manager’s statutory responsibilities under the Landscape South Australia Act 2019, matching land manager cash and/or in-kind contribution is required.

3. I run a commercial business. Can I apply?

Yes, as long as the project and activities are not-for-profit and meet one or more of the priorities in the Grassroots Grants Guidelines.

4. I’m part of a sporting club. Can I apply?

Yes, as long as the project and activities are not-for-profit and meet one or more of the priorities in the Grassroots Grants Guidelines.

5. Who can I ask for help with my application?

For help starting your application read our Grassroots Grants Guidelines.

Flick to page 9 of the Guidelines for a topic expert contact list to help with specific project ideas.

Sign up for our free Grant Writing Workshop held on 3 April at St Clair Recreation Centre (this will also be available online after the event).

If you have any further questions contact our grant team directly on (08) 7424 5760 or DEW.GreenAdelaideGGP@sa.gov.au.

6. What types of projects were successful last year?

Read our grant stories and the list of previous successful grants for ideas.

7. Can I apply for more than one grant in a round?

Yes, as long as the projects are separate and distinct, and you or your organisation has the capacity to deliver them.

8. Will I be able to get an extension for a late application?

No. Late applications will not be accepted.

9. How long is this grant round open?

Our Grassroots Grants Round 4 call for applications is open for 8 weeks from Wednesday 20 March and closes at 5pm on Wednesday 15 May 2024.

Grassroots Grants are annual. If you are unable to get your project idea together in time, there’s always next round.

It’s a great idea to use the time in between the rounds to plan your project ideas and get approvals started.

Who and what is a legal entity

1. What is a legal entity?

A legal entity is an individual, company, or organisation that has legal rights and obligations.

This includes, but is not limited to:

  • individuals (also legally known as natural persons).
  • partnerships (made up of two or more individuals).
  • corporations/companies under the Corporations Act 2001 – which have a unique CAN and are represented by ‘Pty’, or ‘Pty Ltd’ or ‘Ltd’ following the company name.
  • associations – incorporated under the Associations Incorporation Act 1985 (have ‘Inc’ after their name).
  • trustees in a trust (e.g. John Smith as trustee for the Smith Family Trust).

2. What is not a legal entity?

  • An unincorporated association or group.
  • A trust (e.g. Smith Family Trust) however the trustees (e.g. John Smith) can be legal entities. The trustees may be individuals or companies.
  • Businesses/business names (the legal entity is the owner of the business).
  • Some private schools (incorporated or company private schools are, but many are not).
  • Public schools are not a legal entity, however the contract would be with the Minister of Education and Early Childhood Development, which is a legal entity.

3. When would I need to have a grant sponsor?

If you are not a legal entity you will need a legal entity to sponsor your grant application.

This legal entity is legally responsible for receiving and managing grant funding and reporting. A sponsor must be a legal entity.

When submitting your application you’ll need to provide proof (e.g. sponsor letter) to confirm the sponsorship agreement.

Your grant sponsor can apply for funding to cover administration costs of up to 10%.

Application requirements

1. What activities/items are ineligible for funding?

  • Time spent preparing the grant application.
  • Activities causing or with the potential to cause environmental damage, either directly or indirectly.
  • Purchase of assets that could be considered for personal use – e.g. a car, fridge etc.
  • Components of projects that have no environmental benefit, such as retaining walls, shelters etc.
  • Infrastructure – e.g. pergola, shed, bird cages/chicken coops.
  • Fire pits.
  • Nature Play equipment/assets, such as, playground equipment, mud kitchens, murals.
  • Vegetable gardens – not including bush tucker gardens.
  • Irrigation will only be funded if it directly relates to ‘new’ plantings associated with this grant.
  • Research projects must demonstrate how delivery of the outcomes associated with the project will be implemented, i.e. include on-ground works.
  • Funding for advanced trees will be considered for ‘high use’ areas or for instant cooling benefits.

This list is not exhaustive, please see Application Guidelines for more information.

2. Can I apply for training costs?

Yes you can apply for training, such as cultural awareness training, within this grant.

However, any training must be co-funded by the applicant. Meaning that the applicant must cover 50% of the cost.

3. Is it mandatory to include outcomes for First Nations peoples in my project?

It is not mandated for you to construct a First Nations aspect to your project.

If your project has a First Nations focus or outcome it must be genuine, and early engagement with the relevant First Nations group is required – include documentation of this in your application.

You’ll need to factor in any costs associated with engaging First Nations communities in your proposed grant project.

4. Do I have to plant local native species?

It is preferred that you plant locally sourced native plants in your project area.

Local native plants have a huge range of benefits. They:

  • are low maintenance
  • are drought tolerant
  • save you money and time
  • require minimal watering, conserving our water supplies
  • don’t need fertilisers or pesticides
  • provide habitat, food and shelter for local fauna such as birds, butterflies and small lizards
  • are adaptable for various landscaping styles, producing striking results
  • flower at different times so you can have a flowering garden all year round.

A list of native growers is available. Using local native plants is an easy and rewarding way to help look after our environment.

If you are unable to use local native plants for your proposed project it is important that you discuss your planting ideas with us beforehand.

5. What is tubestock?

Tubestock plants are those that have been grown in a small, square-shaped pot called a ‘tube’. The idea is that these plants are mature enough to be planted straight into the ground for conservation purposes.

Tubestock plants are smaller than plants in 150mm (or larger) pots when you purchase them, however there are a range of benefits to buying/planting tubestock over other sizes of plants including:

  • buying in bulk- tubestock plants are much cheaper than other plants.
  • adaptation to the local environment – being smaller in size is an advantage of tubestock. They have small roots which have not yet acclimatised to any one soil type or condition. This is beneficial because the plant will get used to growing in its new environment much quicker than a larger plant will.
  • being ready to grow – Although they are smaller in size, tubestock plants are mature enough that they will quickly acclimatise to new environments, will quickly outgrow larger plants, and have much healthier root systems.

6. What is greening, and what is revegetation?

Greening is the conservation, restoration or creation of green infrastructure, including trees and vegetation in and around urban areas that benefit people and nature. Greening may include:

  • streetscapes and transport corridors – car parks, green roofs, street trees, verges, rain gardens, rail corridor plantings.
  • urban parks – local parks, sportsgrounds, community gardens.

Revegetation is the process of replanting vegetation for the purpose of rehabilitating or protecting degraded land. Revegetation may include planting of local native plants through tubestock planting and/or direct seeding.

7. What details should be included in a risk management plan?

Your grant application risk management plan should identify potential risks to the project, estimates the impact and the probability of them happening and then define mitigation tactics and outcomes.

Your risk management plan may include different types of risks such as financial risk, procurement risk, WH&S risk for on-ground activities and ICT risk to name a few.

It’s important to remember that risks aren’t all bad. A risk is a moment of uncertainty. They exist in some form in everything we do. The purpose of the risk management plan is to flesh them out and troubleshoot them.

8. Extra information required for projects over $50,000

If your project is applying for funding over $50,000 the following mandatory information is required:

  • Project brief – can include plans, images, concept designs, specification, timeline etc.
  • Detailed risk assessment
  • Timeline of delivery
  • Site drawing/design – this can be very basic, but just helps us to see what you are planning to do

9. What is required in a project brief?

A project brief is required to be uploaded to your application for projects greater than $50,000.

The key requirements of this document are as following:

  • Description of the project - can expand on what is outlined in the application
  • Aims – what you are hoping to achieve with this project, e.g. eradication of olives from a 20 hectare area, greening of school through planting of 200 trees.
  • Timeline of delivery – this can be quite broad, e.g. planting in Autumn 2025
  • Photos of site the work will be undertaken at
  • Drawing/design – for greening projects or projects undertaking on-ground works, e.g. installing a raingarden

10. What is a Vendor Creation Form?

This form is required to be uploaded to the application, and is a mandatory document. The form should not take long to fill out, it is only one page. Only the ‘Payment Details’ section and the ‘EFT Bank Details’ section are required to be filled out

You can either print this document to fill out or you can fill it out within the document.

Please make sure the bank details you enter into the form are correct, as this will be the account that you will be paid into if you are successful.

11. How to fill out page 4 of the application form: Activities and Outputs

The questions on this page are new to the application for this year. Basically we want you to tell us what ‘activities’ you will be undertaking and what ‘outputs/targets’ you will be delivering.

Please see this document for step by step instructions/detail on how to undertake this page of the application.

Funding expectations

1. Can I ask for 100% funding or do I have to match it?

You can ask for your project to be fully funded. It is preferable that volunteer hours or other in-kind support are detailed in the application.

The only exception to this is that training costs must be co-funded by the applicant. Meaning that the applicant must cover 50% of the cost.

2. Can funding include the purchase of equipment to help me undertake the project?

Funding is not provided for the purchase of assets which become the sole property of an individual. You are encouraged to borrow or hire equipment.

Volunteer groups that are registered with Green Adelaide for volunteer support are able to apply for essential tools, equipment and materials through the ‘Core Needs’ program for up to $2,000. Please contact Pip Robinson– Engagement Officer on 0448 984 561 for more information on this Core Needs program.

3. Can funding for a person’s time be included in an application?

Project management costs are only available for the delivery of the project and will be considered on a case-by-case basis.

The amount for a full-time equivalent (FTE) and/or hourly rate must be specified in your application.

4. Not registered for GST, what do I do?

Successful applicants or sponsors registered for GST will receive funding including GST, so should fill out the application’s budget table with GST exclusive amounts.

However, in the case where the applicant is a legal entity, but is not registered for GST, it is recommended that you include the total amount (GST inclusive) in the budget table (this should match quotes submitted from suppliers that include GST).

Permit requirements

1. Do I need any permits for my grant application?

This depends on the land where your project will take place. The best first step is to have a chat with the landholder about any permit requirements.

If a permit is required, this must be identified in the application with evidence of the approved permit or evidence that the relevant permit approval has been sought.

2. Do I need a Water Affecting Activity Permit?

You may need this permit if there is waterway in or around the proposed project area.

Read more about how to apply for a Water Affecting Activity Permit.

Next steps

1. When will I find out if I’ve been successful?

Applicants will be notified in August/September 2024.

2. When will I get paid my successful grant funding?

Projects requesting funds of up to $10,000 will be paid 100% upfront

Projects requesting funding over $10,000 (may include multiple year projects e.g. 3 years) will be paid in instalments. Instalments will be based on milestones and subject to satisfactory reporting as agreed to by the applicant and Green Adelaide.

3. When do I need to start my project?

If successful, you are required to commence your project on signing of the grant agreement.

If you don’t think you will have the ability to commence soon after signing it may be worth considering applying in the next round.

4. What reporting is required after I received my grant?

6 monthly reporting is required as agreed to by the applicant and Green Adelaide. A final report is required to be submitted at the project end date. It is important that this final report includes the following:

  • Photographs and/or videos of activities and outcomes (e.g. before, progress and after photos)
  • Contractor report (if applicable)
  • Key outputs – e.g. number of plants planted, number of species planted, number of events held etc.
  • Budget table – filled out with expenditure and attached receipts/invoices

5. What happens if I’m not successful?

If your application is not successful, you’ll receive an email outlining this from us. This email will contain contact details to seek feedback.

It is highly recommended that you contact us for feedback. As Grassroots Grants are an annual grant call you may be able to apply again using the same project idea, but taking on the feedback from the assessment panel.

We want to work with you to make your project idea a success!