Sport and Recreation Events Funding Program

Sport and Recreation Events Funding Program Information

About the program

The Department of Local Government, Sport and Cultural Industries’ (DLGSC) vision is to make Western Australia a world-class arts, cultural, sport and Aboriginal tourist destination. The DLGSC aims to continue to increase the number of people visiting Western Australia from interstate and overseas so they can experience our unique arts, cultural, sport and Aboriginal attractions.

A diverse sport and recreation events calendar will attract more sports fans and sporting teams to Western Australia and maximise our opportunities to grow our sport and active recreation events. This will enable us to help create more jobs and more vibrant urban and regional communities, boost the economy and enhance Western Australia’s reputation as a major sport and active recreation tourism destination.

The Sport and Recreation Events Funding Program provides financial support to assist sport and active recreation organisations to plan, secure and deliver sport and mass participation events in Western Australia. 

The Sport and Recreation Events Funding Program comprises 3 components:

1. Event Projects — 2 types of event projects are supported:

   1.1. Event planning — development of a strategic events plan/business case to identify future sport and/or active recreation events that could be hosted in WA. 

   1.2. Event tender bid — development of well researched and high-quality bids for submission to a sport and/or active recreation events tender process.

2. Event Hosting – 2 levels of events are supported:

   2.1. National and international level — conducting a one off, stand-alone event, carnival or championship that has been identified as the pinnacle of the activity calendar of events and/or competition series for the sport.

   2.2. Mass participation events — conducting a one-off event that is open to the general public, without the need to qualify to participate, and requires support to grow participation numbers (minimum of 100 participants).

3. Country Sport Enrichment Scheme — 2 types of event initiatives are supported in regional WA:

   3.1. International, national and state league level — conduct international, national and/or new opportunities to conduct state league competitions in regional WA.

   3.2. Sport development opportunities — delivery of sport development initiatives around a high-level event/competition in regional WA by utilising elite athletes and/or other key personnel to assist.

Outcome and objectives

The outcome of the Sport and Recreation Events Funding Program is that:

• Organisations are supported to plan, secure and/or host international, national, state league and mass participation events in Western Australia.

The objectives of the Sport and Recreation Events Funding Program are to:

• Build the capacity and capability of the sport and recreation workforce and volunteers to plan, secure and/or deliver quality sport and active recreation events.
• Provide opportunities for talented Western Australian athletes, coaches and officials to participate at a national and/or international level in their home environment.
• Provide opportunities for the general public to participate in sport and/or active recreation events.
• Provide opportunities for regional Western Australians to experience and conduct major sporting events and sport development initiatives in a regional location.  

Definitions

Active recreation

Eligible events

The Program supports state league, national or international level sport and recreation events or large general public participation events within WA. 

Events may include, but are not limited to:

• national or international open/youth/junior/masters/special population events
• national or international one-off sporting matches (not part of the home and away season)
• mass participation events (minimum of 100 participants)
• state league competitions (new opportunities to conduct in regional WA only)
• sport development opportunities (Country Sport Enrichment Scheme events only).

Ineligible events include:

• events held outside of Western Australia
• state championships
• trade shows, awards functions or ceremonies
• charity events or fundraising activities
• sport development opportunities in the metro area. 
  

Eligible organisations

The following organisations are eligible to apply:

• National sporting organisations (NSOs).
• National sporting organisations for people with disability (NSODs).
• DLGSC recognised state sporting associations (SSAs). 
• DLGSC recognised state active recreation organisations (SAROs). 
• DLGSC recognised Peak Bodies.
• National sport league clubs.
• Regional sporting associations.
• Local government authorities (LGAs).
• Local sport and active recreation clubs and associations. 
• Community organisations.  

In addition, to be eligible for funding organisations must:

• be incorporated under the Associations Incorporations Act 2015 (WA) or a company limited by guarantee under the Corporations Act 2001 (Cth) or a registered local government entity in Western Australia;
• possess an Australian Business Number (ABN); and 
• maintain appropriate and sufficient insurance cover for the duration of the grant period. Please note, for Public Liability Insurance, a minimum value of $10 million per claim or occurrence giving rise to a claim is required.

In addition, the following will apply:

• Provide written evidence that the relevant state, national or international body is supportive of the event being conducted in WA and confirming that the event is the pinnacle event for the sport, age group or discipline. For Mass Participation events, a letter of support is still recommended. This may be provided by the governing body of the activity or the Local Government Authority where the event is taking place.
• Organisations with outstanding acquittals for any DLGSC grant may have payments withheld until outstanding acquittal documentation is satisfactorily completed.

Ineligible organisations

• State and Commonwealth Government agencies
• unincorporated not-for-profit organisations
• commercial or for-profit organisations
• educational institutions/agencies including schools, universities and TAFE colleges.

Sport and Recreation Events Funding Program Investment Framework

• The Sport and Recreation Events Funding Program is an open and competitive grants program with applications assessed against the assessment criteria and ranked based on the merits of the proposals.
• Organisations must contribute a minimum of ten per cent cash and/or in-kind support to the total project costs.
• Grants should not constitute the entire financial base of an organisation.
• Auspice arrangements are not accepted.

The Sport and Recreation Events Funding Program will invest in events as follows:

Funding can be used for

• Core event operational expenses including, but not limited to, signage, AV, sound, lighting, staging, seating, security, first aid and safety provisions. 
• Event Projects only:  (refer to the table above, under item Funding Investment Framework) interstate travel and accommodation costs.
• Intrastate travel and accommodation costs related to hosting events in regional WA.
• Venue and equipment hire (not owned or occupied by applicant). 
• Purchase of single use equipment (for example, timing chips). 
• Sanctioning fees. 
• Education courses for staff and/or volunteers (for example, event risk management, crowd safety, traffic management, critical response). 
• Training of volunteers and required approvals (for example, Working with Children Checks, first aid course fees and volunteers). 
• Consultant fees (including elite athlete fee for service related to delivering sport development initiatives through Country Sport Enrichment Scheme) (refer 1.6 Sport and Recreation Events Funding Program Investment Framework).  
• Advertising, streaming, publicity, promotion, marketing, printing and publishing costs. 
• Catering for volunteers and/or officials directly involved during the event timetable. 
• Provision of interpreting and translating services. 

Funding cannot be used for

• Event bidding submission or application fees.
• Athlete appearance fees and associated travel costs (related to competing in the event). 
• International travel and accommodation costs. 
• Interstate travel and accommodation costs for interstate-based competitors and staff to travel and stay in Perth. 
• Meals, catering or daily allowance for competitors and staff. 
• Vaccinations. 
• Existing, ongoing or recurrent organisational costs (for example, employee salaries and employment costs, insurance, lease or rental payments, administration expenses).
• Events/projects that would be more appropriately supported through an alternative funding source or existing DLGSC grants program. 
• Events undertaken outside of Western Australia.
• Events/projects that have already been funded by DLGSC.
• Events/projects that have already taken place or have commenced. 
• Capital works (for example, purchase of land or buildings, repairs, extensions, renovations or maintenance).
• Purchase of capital equipment (for example, computers, photocopiers and vehicles). 
• Purchase of merchandise or sporting equipment (for example, clothing, uniforms, water bottles, balls).
• Trophies, prize money or gifts.
• Hospitality functions (for example, awards dinners, catering, alcohol, entertainment).  

Important dates

Applications may be considered outside these timelines on a case-by-case basis (subject to budget availability). Factors to be taken into consideration may include: 

• Events/projects requiring funding approval earlier than the current funding rounds.
• Applicants that have been given late notice of event hosting duties.

Assessment criteria

Each assessment criteria are weighted equally.

Applications will be assessed against the following four criteria:

1. Strategic alignment and planning

   The application demonstrates that the event or project is aligned to the organisation’s strategic plan and will deliver long-term benefits for the sport and/or active recreation community in Western Australia.

2. Benefits

   The application demonstrates that conducting the event or delivering the event project will achieve at least one of the following sport and active recreation participation and/or development benefits which relate to your event/project:

   • Build the capacity and capability of the organisation’s workforce.
   • Support the sport’s talent development and high-performance pathway.
   • Provide opportunities for the general public to participate in sport and/or active recreation events.
   • Provide opportunities for regional Western Australians to experience and conduct major sporting events or access sport development initiatives in a regional location.
3. Organisational capacity and capability

   The organisation demonstrates its capacity and capability to deliver the event or project and manage identified risks.

4. Project Plan and Budget

The application is supported by a sound project plan and details how the event or project will be promoted and evaluated and is based on a realistic budget and represents value for money.  

Assessment and approval process

Applications will be: 

• Assessed by DLGSC Grants Administrators for compliance with the eligibility criteria.  
• DLGSC Grants Assessors will conduct a preliminary assessment of eligible applications against the assessment criteria and provide a summary. This may include scores, rankings, funding allocations and rationale, for consideration by an independent panel.
• Reviewed by an independent panel for strategic alignment, merit and value for money. The panel will comprise two independent DLGSC staff and one independent external assessor with relevant expertise.  
• Applications outside the planned timelines (out-of-round) will be reviewed by an independent reviewer for strategic alignment, merit, and value for money. The reviewer will be a DLGSC staff member with relevant expertise at Manager up to Executive level.
• Forwarded to the Minister for Sport and Recreation to approve the recommended applicants as per the relevant funding source legislation.  
• Successful and unsuccessful applicants will be notified in writing.  
• Applicants may not be successful or may not be funded to the full amount requested.   

How to apply

Important information

• Read and understand the grant guidelines before commencing the application process.
• You must discuss your project with your DLGSC Advisor or Regional Manager before applying. 
• Applicants are also encouraged to share a draft of your application with DLGSC for feedback.
• Only one application per organisation per round may be considered. 
• Late applications will not be accepted. 
• Incomplete applications may be considered unsuccessful upon submission. 

Ready to apply?

Lodgement checklist

1. Check that your organisation is eligible to apply

2. Check that your project is eligible to apply:

• Is your event an eligible type e.g. mass participation, national event?
• Are your event dates within the prescribed delivery dates? 

3. Have you discussed your project with a DLGSC Advisor or Regional Officer?

4. Ensure your organisation can enter into a DLGSC Grant Agreement and comply with the Program Guidelines. 

5. Complete all sections of the application form available from the DLGSC Grants Portal. A full assessment of your application cannot be completed without this information. 

• A copy of your organisations incorporation certificate 
• Current public liability insurance certificate (minimum required is $10million)
• Detailed event/project plan, including information on event proposal, evaluation and promotion 
• Comprehensive budget for the entire event/project 

Mandatory documents for specific categories

• State League, National or International Events, letter of support from relevant state or national body showing support for the event/project.

Conditions of Grant Agreements

GST

• If your organisation has an ABN and is registered for Good and Services Tax (GST), the grant will be grossed up by ten per cent of the grant amount.
• If your organisation has an ABN and is not registered for GST, no GST will be paid.

Grant agreement

• Approved applicants will be required to enter into a grant agreement that outlines the grant conditions, key deliverables and acquittal requirements. Once signed and returned, the grant will be paid directly to the eligible applicant body.
• No grant monies will be paid to an individual.
• Successful organisations will be required to provide evidence of key deliverables prior to conducting the project including, but not limited to; demonstrating that an appropriate program risk assessment process has been undertaken, support for the project has been confirmed by key stakeholders (e.g., land managers) and statutory approvals have been obtained.

Acquittal requirements

• At the completion of the project, your organisation will need to complete an acquittal report to demonstrate that the funding has been spent in accordance with the grant agreement.
• Your acquittal report must be submitted within 30 days of the project completion date as specified in the grant agreement.

DLGSC acknowledgment and evaluation

• Successful organisations will be required to acknowledge DLGSC. Further details will be provided to successful applicants within their grant agreement.
• Successful organisations will be required to participate in any research and/or evaluations relating to this funding and/or funded projects.

Freedom of information

• The Freedom of Information Act 1992 (WA) (FOI Act) gives the right to access documentation held by DLGSC subject to the limitations of the FOI Act. 
• These documents can be of a personal or non-personal nature and may apply to the grant administration processes.

Privacy

• The Privacy Act 1988 (Commonwealth) regulates how personal information is handled by DLGSC.
• All information provided to DLGSC and gathered during the grant assessment process will be stored on a database that will only be accessed by authorised DLGSC personnel. 
• That database is subject to privacy restrictions in accordance with the Commonwealth Privacy Act 1998 and Freedom of Information Act 1992.

Contact by Minister or local Member of Parliament 

• By applying for this program, applicants acknowledge and accept that successful applicants may be contacted by the Minister for Sport and Recreation or their local Member of Parliament to discuss their grant. 
• Applicants acknowledge that the contact details of the applicant may be provided to their local Member of Parliament for this purpose. 
• If you do not wish for your details to be provided to your local Member of Parliament, you may ‘opt-out’ at the time of application. 

Further information