KEY STAGES WHEN BEING AUSPICED: FROM APPLICATION TO ACQUITTAL

Navigating the world of funding can be complex, especially for independent artists and small organisations. That's why we're here to make the process smoother and more manageable. Our auspicing services are designed to support you from the moment you express interest in a grant or offered a commision, to the final wrap-up of your project.

Our team is committed to ensuring that your project runs smoothly and that all funding is managed effectively and transparently. If you're new to auspicing or have questions at any stage, please don't hesitate to reach out to us - we're here to support your creative journey.

Below, we've outlined the key stages involved in the auspicing process, from initial enquiries to the final acquittal.

eNQUIRY STAGE

• Contact the funding body, or read through the funding guidelines to find out if you can be auspiced when applying for the funding and/or to let them know you are interested in being auspiced. Start an open conversation.

• Contact Auspicious a minimum 10 business days before the grant closing date (phone us at 03 9690 6131 or send an email to info@auspicious.com.au to start the conversation!).

• Visit our Funding and Grants Management page for what we do and provide.

• Provide a draft budget (use Auspicious budget template, however we can assist if you haven’t started a budget and unsure where to start)

• Have a meeting with one of our Client Managers (either over the phone, in person or via zoom). Access needs, other funding opportunities and production timelines can all be discussed at this point. The main focus will be the budget in this meeting and we will assess if it is viable, competitive and compliant with funding guidelines.

• Once the budget is approved, Auspicious will provide a support letter, and any other documents that the funding body requires. For example, Public Liability certificate and audited accounts.  

• You will enter in all the details in your portal. Auspicious will be able to check that the finance section has been completed correctly. Once submitted, send a copy of the submission to Auspicious for record keeping.

• If you are not applying for funding but would like Auspicious to manage your performance or commission, please get in contact with Auspicious as soon as possible. Note that any projects that start less than 10 business days from contacting Auspicious may not be able to be auspiced.

Management Stage

• If you are successful, you will be provided with an auspice agreement to sign.

• Funding agreements will also be issued. In most instances, Auspicious will be required to sign the contract on your behalf, although this will vary with each funding body.  

• If the budget needs to be amended, you will need to liaise with your Client Manager. Depending on the terms of your funding agreement, you may be required to apply for a variation.

• Funds will be sent to Auspicious.

• An induction pack will be sent by your Client Manager. This will include all the documents that you need to work with Auspicious.

• Artist agreements will be drafted once you have completed our artist agreement spreadsheet. This can be found in our induction pack and should be provided to the Client Manager at least 10 days prior to the project starting.

• A risk management plan will be required prior to the production or project taking place.

• Any other documents, such as Working with Children’s Checks or visa’s will be required to be provided to or by Auspicious.

Production Stage

• All invoices are checked against the budget and paid upon the client’s approval.

• If there are any injuries or incidents that occur during the production, please notify your Client Manager immediately. Workcover documents and incident reports are available to be used and completed – these are available in the induction pack and upon request.

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