Key information
- Status: Closed
- Grant amount: From $10,000 to $300,000
- Application opened: 4 November 2024
- Application closed: 30 January 2025, 10:00 am
Program objective
The NSW Government is committed to preserving the most significant heritage places and objects across NSW. Through the Caring for State Heritage Grants program, Heritage NSW is seeking projects that directly support better management, maintenance and conservation of State Heritage Register (SHR) listed items, as well as innovative ideas that will increase public access to these important assets.
The SHR is a list of items that are protected under the Heritage Act 1977 and represent heritage of particular importance to the people of NSW.
This is a competitive funding round and eligible applicants can apply for up to:
- $50,000 (ex GST) to develop a heritage management document for a State Heritage Register (SHR) listed item, or
- $300,000 (ex GST) for works to a State Heritage Register (SHR) listed item.
Successful applicants must match funding and successful projects must be delivered between July 2025 and May 2027.
View the 2025-27 Caring for State Heritage Guidelines.
This program is administered by Heritage NSW.
Eligibility
Who can apply
You are eligible to apply for the Caring for State Heritage Grants category if you:
- are the owner, manager, long-term lessee or custodian of an item listed on the SHR in NSW:
- with written support of the owners of the site (if you are a manager or lessee)
- with written support of all owners or owners’ corporation (if the site has multiple owners).
- have legal responsibility for maintenance and repair of the SHR listed item
- agree to provide matched funding for the project
- are a local council, business, non-government organisation, community group or individual, with your operations and headquarters in NSW (if you are a business or incorporated entity).
Applicants without an ABN or ACN will have to provide a statement by supplier form.
Please note, you are required to hold at least $20 million in public liability insurance in order to enter into a funding deed with the NSW Government. You are not required to have this insurance at the time of application. If successful, you will be asked to provide a copy of your certificate of currency when entering into a funding agreement.
Who the grant is targeted towards
This grants category is for:
- a single item listed on State Heritage Register (SHR) by the NSW Government
- applicants who fall under the following categories:
- business with operations and headquarters in NSW
- individual
- local government in NSW
- not-for-profit (non-government organisation or community group) with operations and headquarters in NSW.
- applicants who are the owner, manager, long-term lessee or custodian of an item listed on the SHR, with written support of the owners of the site (if you are a manager or lessee), and/or with written support of all owners or owners’ corporation (if the site has multiple owners)
- applicants who have legal responsibility for maintenance and repair of the heritage values of the item listed on the SHR.
Types of projects funded under this grant
Before you apply it's important to understand the different types of heritage listing.
There are 4 levels of heritage significance in NSW. Each level of heritage significance has a corresponding statutory listing and responsible authority for conserving these items. These are outlined below.
- Local heritage items are listed on Local Environmental Plans (LEPs) by local councils in NSW.
- State heritage items are listed on the State Heritage Register (SHR) by the NSW Government.
- National heritage items are listed on the National Heritage List by the Australian Government.
- World heritage items are listed on the World Heritage List by the United Nations Educational, Scientific and Cultural Organization (UNESCO).
To be eligible for this grant program the heritage item must be listed on the State Heritage Register (SHR) by the NSW Government.
This short video explains the different types of heritage listings.
You can apply for funding if:
- it is for a heritage management document or works to an SHR listed item
- there are no active NSW Heritage Act 1977 compliance issues at the site
- the project will be delivered between 1 July 2025 and 1 May 2027
- the project will commence within 3 months of the funding agreement being signed
- you have sought advice from Heritage NSW's free pre-lodgement service for Heritage Act 1977 approvals for works projects
- the project is not already underway. Retrospective projects will not be funded. Pre-planning of projects prior to the grant opening date is accepted however if works have been approved and/or have commenced the project is ineligible
- the project will be delivered by an eligible applicant as outlined above.
Please note that only one application per SHR item will be accepted.
When the project can start and end
Funding for this grant program is committed to the 2025-26 and 2026-27 financial years. Therefore, the project must be delivered between 1 July 2025 and 1 May 2027. Extensions beyond this timeframe will only be considered in exceptional and unforeseen circumstances.
Projects must commence within 3 months of executed funding agreement and be completed within 2 years.
The project should be started by 1 July 2025 and the project must be completed by 1 May 2027.
Outcomes for projects funded under this grant
To support better management, maintenance and conservation of a State significant heritage item, as well as innovative ideas that will increase public access to these important assets.
What costs you can apply for
Below are examples of eligible project costs allowed under this grants category:
- fees for heritage consultant, including specialists required to oversee the project for compliance purposes
- costs associated with purchasing of heritage materials, including transportation from the source
- fees for specialist heritage tradespeople
- costs related to obtaining approvals under the Heritage Act 1977, including section 60 application fees.
A contingency should be included in your budget, recognising that costs may fluctuate over time. Payment of approved grants will be based on actual expenditures, up to the approved amount.
Funding caps include:
- administration costs are capped at 10% of the total project cost
- contingency costs are capped at 10%.
Who can’t apply
You are not eligible to apply for the Caring for State Heritage Grants category if:
- your property or item is not an SHR listed item
- you are a State or Federal Government agency
- the SHR item is owned and managed by a State or Federal Government agency
- your business or entity is located or incorporated outside of NSW
- you do not provide sufficient information to assess against the eligibility criteria
- you have outstanding/overdue grants with Heritage NSW
- you have a current compliance matter regarding the SHR item with Heritage NSW.
The Agency may also consider any whole-of-government policy or guidelines that restrict an applicant’s access to grants programs.
What costs you can't apply for
Below are examples of project costs not allowed under this grants category:
- any project works, purchases or commitments (excluding pre-planning) that occur before 1 July 2025
- ongoing employee positions or in-house project management by salaried staff, whether as voluntary or cash contributions
- purchase or relocation of heritage items and buildings
- purchase of equipment, such as lawn mowers, tools, computers, touch screens, audio-visual equipment, etc
- routine maintenance tasks, such as gardening, gutter cleaning, carpet cleaning, etc
- catering costs, except for an opening event
- business set-up or operating costs
- insurance costs, other than public liability insurance
- programs, festivals or events to be hosted at the site
- marketing, promotional campaigns or advertising
- development of strategies, such as ongoing investment, activation or tourism
- co-contributions from other NSW Government grant programs.
Types of projects not funded under this grant
Below are examples of projects not allowed under this grants category:
- projects for items not listed on the SHR
- ongoing operational costs such as rent, utility bills, equipment leasing, etc
- project works (excluding pre-planning) that commence before 1 July 2025
- project works that cannot be completed by May 2027. Extensions will only be considered in exceptional circumstances
- works with high negative impact on the site's heritage values and that are unsuitable or unsympathetic to the site
- works that do not conserve or maintain the heritage values of the item
- construction of new buildings
- purchase or relocation of heritage items and buildings
- construction of commemorative monuments or headstones, plaques or memorials
- purchase of equipment, such as lawn mowers, etc
- routine maintenance, such as gardening, gutter cleaning, carpet cleaning, etc
- business set-up or operating costs, such as rent, utility bills, equipment leasing, etc
- ongoing employee positions or in-house project management by salaried officers as either voluntary or cash contributions
- programs, festivals or events
- projects dependent on ongoing funding from this program.
Example projects
Below are examples of projects that you can do as a part of this grants category.
1. Develop a heritage management document for an SHR listed item. Examples are listed below:
- archaeological assessment reports
- cultural values assessment reports
- collections management plans
- conservation management plans
- condition surveys
- conservation management strategies
- cost-benefit analyses for conservation purpose
- cultural tourism plans
- disaster preparedness plans
- economic feasibility studies for conservation
- interpretation plans or strategies
- landscape management plans
- maintenance plans
- other heritage management reports.
2. Works for an SHR listed item. Examples are listed below:
- physical conservation works, including restoration, reconstruction, repair, reinstatement, preservation and conservation
- fire, safety, access or building services upgrades, compliance and upgrading works to meet current Building Code Australia, the Disability Discrimination Act 1992 and Work Health and Safety Act 2011requirements
- maintenance outlined in the Minimum Standards of Maintenance and Repair as set out in the Heritage Regulation 2012
- works for disaster recovery and preparedness.
What co-contributions are required
Successful applicants are required to provide matched funding. For example, if you are awarded a $50,000 (ex GST) grant, you must also contribute at least $50,000 (ex GST) towards the project, resulting in a total project cost of $100,000 (ex GST).
Reasonable in-kind contributions, such as realistic hourly rates for relevant activities, can be included. However, in-house project management by salaried staff is not eligible as part of the co-contribution.
You can submit multiple applications under this grant category, but each application must be for a different project and must pertain to a separate SHR listed item. Only one application per SHR item is permitted.
Please note, funding from other NSW Government grant programs cannot be used to meet your co-contribution requirements.
Additional eligibility requirements
If you are applying for a works project, you must nominate a Heritage Specialist, such as an engineer, heritage architect or local government heritage advisor or officer to supervise your project. If your application is successful, they will be required to complete compliance certificates confirming that the project is being completed in accordance with the approved scope and any Heritage Act 1977 and local council approvals/consents. Any costs associated with this supervision should be included in your costings and budget information.
All applicants for works projects must obtain the free pre-lodgement service offered by Heritage NSW prior to submitting an application as part of this application process for works projects.
The pre-lodgement service requirements do not apply to applications to produce conservation management documents.
What your application needs to include
1. Verify eligibility:
- Confirm that your property or item is on the State Heritage Register (SHR) and obtain your SHR listing number.
- Multiple applications under this grant category can be submitted if you own or manage more than one SHR item. Each application must be for a different project and must pertain to a separate SHR listed item. Only one application per SHR item is permitted.
2. Ownership approval:
- If there are multiple owners or managers of the SHR item, determine who will be the applicant.
- Secure and provide evidence of owner/manager approval to apply for the grant and to deliver the project if successful.
3. Mandatory pre-lodgement service:
- For works projects, all applicants must use Heritage NSW's free pre-lodgement service for advice on Heritage Act 1977 approvals.
- Note that items listed on the SHR may require approvals under the Heritage Act 1977 before any work begins. The approval process is separate from the grant application and can be initiated before or after you apply.
- Be sure to account for this approval process in your project timeframe and budget and include the cost of obtaining approvals in your grant budget.
4. Prepare supporting documents:
- Gather necessary documents such as quotes, photos, plans, evidence of support, permissions from owner(s), and any existing approvals.
- Determine if there is an existing Conservation Management Document and how this may support your project.
5. Funding requirements:
- Ensure you can meet the matched funding requirement.
6. Application completeness:
- Incomplete applications or those lacking sufficient information to assess eligibility will be deemed ineligible.
7. Using SmartyGrants:
- If you are new to SmartyGrants, make sure you register.
- All applications must be submitted online through SmartyGrants, including any supporting documents and materials.
Reach out via phone on 02 9873 8500 or email heritagemailbox@environment.nsw.gov.au if you have any questions about project eligibility, using SmartyGrants or heritage approvals.
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.
The assessment criteria outlined below is used to rank then decide which projects will be funded. Please note that your application will only be assessed if it is deemed eligible and complete. Funding is limited, and meeting all eligibility and assessment criteria does not guarantee a grant.
Assessment criteria
1. Heritage conservation: What long-term heritage outcomes will the project achieve?
The Agency will assess the project’s impact on the site’s heritage significance, and the risks if the work is not done. Projects with long-term and significant heritage benefits will be prioritised. The Agency may also consider how the project aligns with existing heritage management documents and whether it follows best practice heritage management.
2. Lasting impact: What is the level of lasting public benefit?
The Agency will assess the sustainability of the use and public accessibility of the site, including long-term public benefits such as heritage tourism. Projects should demonstrate how they will connect communities by conserving values of SHR listed items and facilitate interpretation and education of the heritage values for future generations.
3. Value for money: How does your project demonstrate value for money?
The Agency will assess your project’s detailed budget, scope, and supporting documents to ensure that public funds are being used effectively and efficiently. Projects that have proven cost-effective solutions and demonstrate a responsible approach to budgeting will be given priority. Please include any details about financial efficiencies or cost-saving measures you have identified, such as leveraging partnerships, sourcing competitive quotes, or utilising in-kind contributions. These factors will help demonstrate how your project maximises the use of available funding while delivering long-term heritage outcomes.
4. Quality of the project planning and proof of concept: How comprehensive is you project planning?
The Agency will assess the thoroughness of your project planning by reviewing key aspects such as:
- Consultation: Who has been or will be consulted to ensure the quality and accuracy of heritage information? Consider including heritage professionals, local authorities, or relevant stakeholders to validate your project’s approach
- Pre-lodgement advice: Have you sought advice via the Heritage NSW free pre-lodgement advice portal for works projects? This is a mandatory requirement.
- Approvals and exemptions: Clearly identify any required approvals or exemptions related to the project. The Agency will assess whether you have accurately determined these and taken steps to secure them if needed.
5. Capacity and commitment to deliver the project: How likely is the project to be successfully delivered, and what risks have you identified and planned for?
Projects should illustrate any foreseeable challenges and how they plan to mitigate them. The Agency will assess the feasibility of your project by examining its delivery plan and your approach to managing potential risks including:
- Foreseeable challenges: Identify any potential risks and challenges that may arise during the project and outline your strategies for overcoming them.
- Risk mitigation: Describe your risk management plan, including steps you’ve taken to minimise risks related to project delays, budget overruns or changes in scope.
- Track record: Highlight any experience with similar projects, including previous grant delivery, to demonstrate your capacity to complete the project on time and within budget.
- Collaboration and Partnerships: If applicable, include details about collaborations or partnerships that bring relevant expertise and support to ensure successful project delivery.
- Matched funding: Provide the overall feasibility of the project, including timeline, budget, approvals and your ability to secure any necessary matched funding.
6. Funding sustainability: What is the availability of alternate funding?
The Agency will assess whether there are other funding sources available for your project and the likelihood of the project proceeding without the grant funding from this program. Consider detailing any commitments or prospects for additional financial support that would contribute to the project’s success.
The Agency reserves the right to consider any other relevant information that emerges following receipt of applications.
After the application is submitted
Successful applications will be decided by: Director Customer Service, Heritage NSW
Step 1: Eligibility check
- A completeness check of your application will be conducted, ensuring it meets all eligibility criteria. Only complete and eligible applications will proceed.
- All applications submitted through SmartyGrants by the deadline will undergo an eligibility review.
- Late applications will not be accepted. It is recommended to submit well before the deadline to avoid technical issues.
- Supporting documents and material must be uploaded online with the application. Submissions via email or after the round closes will not be accepted.
Step 2: Suitability check for eligible applications
- Eligible applications undergo a suitability review conducted by technical and heritage experts at Heritage NSW. This review ensures that the project methodology and proposed works are suitable for the SHR item.
- If your works are identified in an existing Conservation Management Document, include this reference in your application. Supporting letters from your heritage specialist or tradespeople can also strengthen your submission.
- It is mandatory to have consulted Heritage NSW's free pre-lodgement service as part of this check if applying for works. If deemed unsuitable, the application will be ineligible and will not proceed.
Step 3: Merit assessment
- Applications will be reviewed by an assessment panel convened by the Agency to ensure consistency in assessment. The assessment panel will consist of the Heritage Council's Grants and Sponsorship Advisory Committee (the panel). Each application will be assessed on its merit and compared to other eligible and suitable applications before a recommendation is made in writing by the panel to the decision maker. The decision maker is the Director Customer Service, Heritage NSW in accordance with Departmental delegations.
- The panel may also consider factors such as total funding available, suitability for other government funding, and alignment with NSW Government policies.
- Additional advice may be sought from NSW Government agencies or other sources such as probity advisors.
Step 4: Decision
- The Director Customer Service, Heritage NSW will make the final decision based on the panel's recommendations. The Director will:
- decide which project to fund
- assign any special conditions
- determine if any projects will be placed on a reserve list.
- There is no appeal process, and the decision is final.
Step 5: Notification
- You will be notified of the outcome of your application by 30 May 2025.
- If unsuccessful, the Agency can provide feedback on your application.
Step 6: Funding agreements
- Successful applicants will receive a funding agreement to sign electronically via DocuSign.
Step 7: Project commencement
- Successful projects may commence from 1 July 2025, once the funding agreement is executed.
- The project must start within 3 months of signing the funding agreement and be completed by 1 May 2027.
- You will receive grant funding over a 2-year period which will be paid against the milestones as outlined in your funding agreement.
- By July 2025, you will receive 50% of the grant funding paid up-front once the funding agreement is executed. Another 40% will be split between progress reports.
- In May 2027, the Agency will review your outcomes achieved and expenditure to check all funding requirements were met, before paying the remaining 10% funding as a reimbursement. Full conditions for payment will be outlined in the funding agreement and its payment schedule.
Step 8: Reporting and acquittal
- The successful project must submit progress reports as follows:
- Milestone 1: Funding agreement entered into (July 2025).
- Milestone 2: Project commencement update on progress (by September 2025). All necessary approvals should be applied for by this time.
- Milestone 3: Progress update (March 2026).
- Milestone 4: Progress update (September 2026).
- Milestone 5: Final report due (1 May 2027). This must detail project outcomes and expenditure.
The Agency or its representatives may visit the project at time to inspect progress, provide advice and support, or to promote the project's progress.
Anticipated assessment outcome date is 30/05/2025
Anticipated date for funding deed execution with successful applicants is 01/07/2025
Support and contact
For more information or clarification, contact Heritage NSW between 9:00am and 5:00pm Monday to Friday (excluding public holidays) on:
- Email: heritagemailbox@environment.nsw.gov.au
- Phone: (02) 9873 8500