Instructions for grant recipients

Step 1: Sign in or register

To submit your information you will need to Sign in to your Have Your Say account or Register. Please read our privacy notice before you register.

Step 2: Notify the department of your upcoming significant event(s)

The program Guidelines and Funding Recognition Guidelines require you to notify the department of your upcoming commemorative event(s) and other significant project event(s). Upcoming event information is provided for the department’s internal use and is not made public. Please use our event notification form to provide your upcoming event details.

Step 3. Share your commemorative event(s)

The program Guidelines, your grant agreement, and the program’s Event Protocols require that immediately after your commemorative event(s) you submit at least 2 suitable photos of each event, along with the location and details of your event(s).

Photos are to be of good quality and have a file size of at least 2MB each. Ensure you gain permission from people in your photos for them to be used publicly on this website.

Please have your grant agreement, event details, and photo files on hand before completing Steps 3.1 and 3.2.

Step 3.1: Submit your first (and best) commemorative photo and details of your event for the public to view

  • Note: The photo provided in this step will appear on our interactive map for the public to view.
  • Go to the interactive map and navigate to your project event location using the zoom (+/-) and pan functions or use the map search function to find the address or locality.
  • Create a pin’ on the map by clicking on the plus (+) sign on the left-hand side menu with your mouse and dragging a ‘Commemorative event’ pin onto the map to your site location. If necessary, you can zoom/pan further and re-position your pin more precisely by dragging it with your mouse.
  • Complete the required questions using the information in your grant agreement and from your event.
  • Add your best photo to your pin by clicking on the ‘Add image’ button. Navigate to the location of your photo file, select it, and then select ‘Open’. Edit your photo as needed using the crop, rotate and/or flip functions and then press ‘Save’ to save your photo. If you make a mistake, you can delete the photo using the ‘X’ button.
  • Press the ‘Submit’ button to submit your project details to the department.
  • You will receive an email notification to your account email address advising your event details have been lodged.
  • Refresh your internet browser window to see your project pin and project details on the map.

If you experience issues submitting your information or require changes after submission, please email us at

Step 3.2: Submit your second commemorative event photo to the department (and any additional photos you wish to provide)

  • Note: The photo(s) provided in this step will be provided to the department for potential use in program communications. They will not appear publicly on our interactive map.
  • Go to Upload additional photos (post event) to provide your project details and attach your project photo(s).

Step 4: Share more about your tree planting events and achievements (optional)

You are encouraged to share photos and good news about your project, achievements and tree planting activities with the department and public.

Similar to Step 3.1, you can share a photo and your good news publicly by adding an ‘Other events or achievements’ pin to the interactive map, completing the relevant questions, and adding a photo.

Sharing information about your achievements helps form a lasting record of this moment in history. In the event summary of your map ‘pin’ you may wish to highlight:

  • the ways you honoured The Queen
  • the significance of your site
  • the environmental benefits of your project (e.g. improved food sources and habitat for native fauna, improved connectivity, tree cover and condition of natural habitats), and/or
  • the benefits to your community’s well-being and enjoyment of the local environment (e.g. beautification through creating colour or enhancing local vegetation themes).

You may also share additional photos with the department for potential use in program communications with the public:

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