Regional Media Fund Round 2 Program Guidelines

All applications will be assessed for eligibility and only eligible applications will be considered for funding. 

To be eligible, applicants must demonstrate that they: 

• are an established newspaper with a primary focus on creating, producing, and distributing local, regional and rural news and current affairs to an audience in regional NSW 
• have a printed circulation in and across rural or regional NSW
• have been trading for over 3 years
• are located in or have resources based in at least one of the identified eligible Local Government Areas (LGAs) in regional NSW (as per Appendix A)
• predominately gather and distribute news and current affairs to communities located in one or more of the eligible LGAs in regional NSW 
• have a minimum of 2 full-time equivalent (FTE) employees, who have been employed for at least 6 months prior to the program opening date.

Applicants must have an ABN and provide evidence that they are one of the following:

• a company incorporated in Australia
• a company limited by guarantee
• an incorporated trustee on behalf of a trust
• an incorporated association or co-operative
• a partnership or sole trader (not including sub-contractors or labour hire)  
  an Aboriginal corporation.

Applicants must be able to demonstrate that they are financially viable and have at least $20 million in public liability insurance or be willing to secure the insurance before entering into a funding deed if the application is successful. 

Examples of eligible project types include: 

• training to increase usage of digital platforms and channels. Note: it is a requirement that all projects involving new website development, comply with Web Content Accessibility (WCAG 2.0) Level AA 
• development of business tools to measure and monitor reader demographics to target and increase advertising and circulation 
• salaries and wages to assist in the implementation of eligible projects, which may include the coordination of assets, systems, people and processes to deliver news and current affairs to rural or regional communities 
• develop opportunities for youth to increase employment pathways 
• diversification to reduce printing and operational production costs of news and current affairs content 
• develop avenues with community to participate in the creation of local stories 
• innovation in the delivery of critical, factual, information that supports informed decisions and social cohesion.

Projects must be located within and deliver benefits to one or more of the 95 regional LGAs, Lord Howe Island and the Unincorporated Far West. 

Projects located within or delivering benefits to the Greater Sydney metropolitan area LGAs are ineligible for funding.

A full list of eligible project locations is listed in Appendix A.

• All eligible project costs must be incurred in NSW.
• Internal staff wages and other employee costs are eligible when directly related to delivering a project within the period for the project. Costs must be directly attributed to one of the program objectives. 
• Purchase of new equipment and/or technology to improve printing production or diversification for delivering news.  
• Training and learning courses in the use of new equipment and technology to deliver the project.
• Creation of local youth induction and education materials for immersion activities. 
• Upgrading or enhancing of existing facilities, equipment, machinery and/or technology where necessary to deliver project outcomes. 
• Costs related to improving the use of accessible online media including compliance with Web Content Accessibility Guidelines (WCAG 2.0) Level AA and/or delivering Easy Read content. 
• External consultant or specialist costs when providing direct inputs into project.  

Note: Above examples of project types and costs are not intended to represent all project options. Eligible organisations are encouraged to apply for projects that align with their organisation and local community needs.

The NSW Government is seeking to support regional communities by providing dignified and equitable inclusion to social and community programs for people with disability.

Applicants are encouraged to consider how their project supports accessibility and inclusion in their application.

Ineligible applicants include:

• news or other organisations with the majority of their circulation outside regional NSW
• organisations that primarily provide news and content for a niche audience. For example, local sporting clubs, exercise groups, community groups and events, political parties, lifestyle and tourism focused material
• sole traders with no employees, general subcontractors, freelance journalists, start-up businesses and newspapers with less than 2 FTE staff
• Australian or NSW Government agencies, State Owned Corporations or statutory authorities
• broadcasters including community, commercial and amateur (ham) radio operators, television stations, lifestyle magazines and on-line content creators
• Local Government Authorities or their Section 355 Committees
• organisations that do not have an ABN
• unincorporated associations
• other unincorporated organisations
• businesses that are insolvent.

Examples of project types that are not eligible for funding include:

• projects facilitated by organisations based outside regional NSW that are not primarily for the benefit of communities in rural or regional NSW
• activities already receiving or expecting to receive NSW Government funding
• projects that require ongoing grant funding from the NSW or Australian government.

Examples of project costs that are not eligible for funding include:

• costs that are considered business-as-usual activities and operations (i.e. cost outside the scope of the project) 
• costs involved in the purchase or hire of software (including user licenses) and computer equipment that is not directly related to the project 
• costs such as rent, utilities, and on-costs (e.g. superannuation, leave) unless specifically related to the project 
• costs incurred prior to the funding deed being executed 
• marketing, advertising and signage that is not directly related to the project 
• activities, equipment or supplies that are already being supported through other grant or government subsidised funding
• financing costs including chattel mortgages, leases, interest and debt financing 
• insurance costs (applicants must hold and maintain adequate insurance coverage for any liability arising from their participation in funded activities) 
• depreciation of plant and equipment beyond the life of the project 
• opportunity costs relating to allocating resources to the agreed grant project.

Eligible applications will be assessed against the following merit-based assessment criteria.

Criteria 1: Alignment with Program Objectives

Applications will be assessed on how the project: 

• will improve the long-term sustainability of regionally focused newspapers through innovation and diversification 
• will support innovation in the sourcing and delivery of news and current affairs stories 
• will maintain and create employment pathways and opportunities in regional newspapers 
• will deliver a diverse range of news and current affairs to regional communities.

Criteria 2: Project Scope and Deliverability Assessment 

Applications will be assessed for deliverability and affordability as demonstrated through: 

• a project plan including a budget and an approach to measuring and reporting project outcomes on completion 
• previous journalism experience /or an outline of the capabilities of key personnel who will deliver the project 
• forecasted changes in audience/readership size, circulation and engagement as a result of the project.

The Smarty Grants link will have clear instructions on how to complete the application form.

All applications must include (at a minimum): 

• a project plan which includes project scope, budget and outcome reporting mechanism
• evidence of $20 million Public Liability Insurance in the name of the applicant.
• evidence to confirm the eligibility of the applicant, project type and location  
• evidence of alignment with program objectives

Applicants should ensure they provide as much information as possible with their application.

A conflict-of-interest declaration must be submitted with all applications.

The department will assess all submitted applications against the eligibility criteria identified in these guidelines. Where there is uncertainty or unintended outcomes arising from the eligibility requirements, the department will take a discretionary approach that, in its opinion, best achieves the objectives of the grant program. 

Any ineligible applications received will not be considered for further assessment. 

Not all entities invited to apply are guaranteed funding under RMF2, unless all criteria are met.

The relevant assessment team within the department will assess eligible applications against the objectives of this program and the assessment criteria outlined in these guidelines. The department may ask applicants to provide additional information to assist in the assessment process. 

Confidentiality will be maintained throughout the process.

The department may recommend to the final decision maker any specific funding condition(s) to be applied, where appropriate.

Advice may also be sought from other NSW Government agencies or other sources (such as probity advisors).

The decision maker for the grant is the Executive Director, Regional Programs & Partnerships, Regional Development and Delivery, of the Department. 

The decision maker will review the assessment team’s recommendation before deciding which grant applications to approve. 

Further, even if an application is successful, it may not be funded to the full amount requested.

The decision maker may take other factors into account that may result in an application being considered unsuitable for funding, including issues that could cause reputational or other risks to the NSW Government.

The decision maker’s decision is final in all matters, including:

• the approval of the grant
• the terms and conditions of the grant. 

Independent probity advisors will provide guidance to the department on any issues concerning integrity, fairness and accountability that may arise throughout the application, assessment, and decision-making process. This will ensure decisions are made with integrity, fairness and accountability, while delivering value for money for NSW.

Successful applicants will be notified in writing via a Letter of Conditional Offer with Confidentiality Agreement. 

The contracting process will commence after the signed Letter of Conditional Offer with Confidentiality Agreement is returned to the department. 

The department is required to publish information about grants awarded on the NSW Government Grants and Funding Finder at nsw.gov.au/grants-and-funding within 45 day of the funding being awarded.

Successful applicants will be required to enter into a funding deed with the NSW Government.

To enter a funding deed, successful applicants will be required to confirm project information and provide a copy of all relevant and applicable insurances, project approvals (e.g. development approvals, landowner’s consent) and/or other supporting documentation relevant to the project or as requested by the department, as part of the contracting process. 

Payment of the total grant amount will be made once all required documentation has been provided to, and approved by the department, through forms provided in the online portal and the funding deed has been signed by both parties. 

The department makes no binding funding commitment to an applicant unless and until both parties sign a funding deed. Successful applicants must not make financial commitments for funded activities until funding deeds have been executed by both parties.

Successful applicants will be required to submit a completion report at the end of their project to the NSW Government as outlined in the funding deed.

Applicants must keep funding decisions and assessment outcomes confidential until announced by the NSW Government or the applicant is advised that announcement can proceed. Successful applicants will be required to provide a confidentiality undertaking. This means they must keep the outcome of the application process confidential until the NSW Government makes a public announcement.

Upon entering into a funding deed, details about the funding deed may be made publicly available (subject to information which the department deems to be commercial in confidence).

The applicant agrees not to disclose any confidential information pertaining to the grant program application or funding deed without prior written consent of the department.

Applicants should note the following:

• Requests for variations or changes to the project will only be considered in limited circumstances. 
• All awarded grants will be GST exclusive. If a successful applicant is registered for GST, this will be applied on top of the agreed grant value when payment is made. 
• Grants are assessable income for taxation purposes, unless exempted by taxation law. It is recommended applicants seek independent professional advice about taxation obligations or seek assistance from the Australian Taxation Office. The NSW Government does not provide advice on individual taxation circumstances. 
• Successful applicants will be required to pay back unspent funds or those funds which have not been spent in accordance with the funding deed. 
• Any information submitted by an applicant may be used for promotional material prepared by the NSW Government, if the applicant is successful. 
• The NSW Government may choose to publicly announce funding for individual applications. It may also use non-identifying information provided in the funding deed to develop case studies. 
• All recipients of NSW Government funding must acknowledge this financial support as per the Funding Acknowledgement Guidelines for Recipients of NSW Government Grants available on the Sponsorship and funding acknowledgement web page.  
• The department reserves the right to undertake an audit of grant funding within a period seven (7) years from the signing of the funding deed. 
• Applicants must advise the department of any changes to their legal status or of changes or delays to their project.

Unsuccessful applicants will be notified in writing of the outcome of their application and will be offered a feedback information session.

The Grants and Funding Finder should be considered the authoritative source of all Grant information.  

Where applicants have questions regarding the application form or Smarty Grants technical issues please contact regionalmediafund@dpird.nsw.gov.au.  

Please check with the department prior to submitting if you are unclear about any part of the application. Applicants should seek advice from their legal, business and financial advisers to determine the suitability of the funding before applying.

Any concerns about the fund or individual applications should be submitted in writing to regionalmediafund@dpird.nsw.gov.au. If you do not agree with the way the department handled the issue, you may wish to contact the NSW Ombudsman via ombo.nsw.gov.au.

Applicants should be aware that information submitted in applications and all related correspondence, attachments and other documents may be made publicly available under the Government Information (Public Access) Act 2009 (NSW). Information that is deemed to be commercially sensitive will be withheld. 

The Government Information (Public Access) Act 2009 (NSW) makes government information accessible to the public by: 

• requiring government agencies to make certain sorts of information freely available
• encouraging government agencies to release as much other information as possible
• giving the public an enforceable right to make access applications for government information
• restricting access to information only when there is an overriding public interest against disclosure.

Applicants must not participate in any anti-competitive conduct.

It is a condition of the grant program application process that no gifts, benefits or hospitality are to be made to any department/agency employee at any time. Any inducement in contravention of this condition may result in an applicant’s proposal not being considered.

The department may, in its absolute discretion, and without limiting any other right which the department may have, do all or any of the following at any time:

• require additional information from an applicant
• change any of the requirements of these Guidelines
• alter or vary any process, procedure or timing related to the grant opportunity, including any process, procedure or timing regarding the consideration or the evaluation of any proposal or all applications
• suspend or terminate the grant opportunity
• negotiate with one or more preferred applicants without prior notice to any other applicant
• terminate any negotiations being conducted with any applicant
• readvertise for new applicants
• consider any non-conforming application
• terminate further participation in the grant opportunity by any applicant for any reason (including where the applicant has engaged in conduct that might cause reputational damage to the NSW Government, or if the department reasonably considers an application to contain any false or misleading claims or statements)
• not proceed with any funding deed, or
• proceed with a funding deed in ways not contemplated in these Guidelines.

All intellectual property rights in these guidelines remain the property of the department. Applicants are permitted to use these guidelines for the purpose of preparing an application only, and if successful, managing grant expenditure in accordance with these guidelines. Applicants must not use these guidelines, or any information contained in these guidelines for any other purpose.

Applications and information submitted in response to these guidelines may be used by the department for promotional material if successful, unless otherwise agreed between the applicant and the department. The applicant agrees that the department may make copies and reproduce applications for any purpose related to the grant opportunity. In addition, the department will retain (electronic and hard) copies of all applications.

These guidelines are not an offer, recommendation or invitation by the department in respect of any contract or commitment and are subject to a funding deed being fully executed by the parties involved.

The department may, in its absolute discretion, issue an addendum to these guidelines. In each case, an addendum becomes part of these guidelines.

Information in this publication is provided as general information only and is not intended as a substitute for advice from a qualified professional.

The department recommends that users exercise care and use their own skill and judgment when using information from this publication and that users carefully evaluate the accuracy, currency, completeness, and relevance of such information. Users should take steps to independently verify the information in this publication and, where appropriate, seek professional advice.

These guidelines are subject to change at any time at the sole discretion of the department.

Projects must be located within and deliver benefits to one or more of the 95 regional LGAs, Lord Howe Island and the Unincorporated Far West.