Sport and Recreation Events Funding Program

1. Sport and Recreation Events Funding Program Information

1.1 About the program

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

2.1. International level — hosting international competition of national significance for a recognised sport.

2.2 National level — hosting pinnacle one-off national events recognised as the primary competition for that sport, age group, or discipline. 

2.3 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

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.

1.2 Outcome and objectives

The Sport and Recreation Events Funding Program aims to:

• Support organisations in planning, securing and hosting 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 deliver high-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 locally.
• Provide opportunities for the general public to participate in sport and/or active recreation events.
• Provide opportunities for regional Western Australian communities to experience and host major sporting events and sport development initiatives.  

Definitions

Active recreation

Activities engaged in for the purpose of relaxation, health and wellbeing or enjoyment with the primary activity requiring physical exertion, and the primary focus on human activity.

Mass participation event

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, with a minimum of 100 participants. This is an event, and not a come and try session.

Official

Someone who controls the actual play of a competition (e.g. umpire, referee or judge) and administers the rules and laws of the sport to ensure the proper conduct of a sporting fixture in a safe environment.

Low participation groups

Events that are considered the pinnacle national/international event for a low participation group. The groups may include people with disability, people from culturally and linguistically diverse (CaLD) backgrounds, adolescent girls (10 to 19 years), Aboriginal people/s, people from the LGTBQI+ community, seniors and disengaged youth.

Sport

A human activity capable of achieving a result requiring physical exertion and/or physical skill which by nature and organisation, is competitive and is generally accepted as being a sport.

Sport development opportunities

Opportunities to create legacy in a regional area through providing training and upskilling to players, coaches, officials and administrators. This may also involve initiatives to increase participation such as promotional events, come and try sessions and capacity building initiatives such as workshops, forums and training programs.

Come and try session

Provide the opportunity to try a sport or recreation under the guidance of experienced coaches or officials. These sessions are generally free or incur a small cost. Come and try sessions are not eligible event types for this grant program.

1.4 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/low participation group events
• National or international one-off sporting matches (not part of the regular/home-and-away season)
• Mass participation events (minimum of 100 participants)
• State league competitions (in regional WA only)
• Sport development opportunities (Country Sport Enrichment Scheme events only).

Ineligible events include:

• Events held outside of WA
• State championships
• Trade shows, exhibitions, festivals, conferences, awards functions or ceremonies
• Charity events or fundraising activities
• Sport development opportunities in the metro area.
  

1.5 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.

1.6 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.

1.7 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 10% cash or in-kind support to the total project costs.
• Grants should not constitute the entire financial base of an organisation.
• Auspice arrangements are not permitted.

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

1.8 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 1.7 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.

1.9 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.

2. 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 budgetThe 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. 
   

3. 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.

4. How to apply

4.1 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. 

4.2 Ready to apply?

Please refer to appendix 1 for the lodgement checklist.

5. Conditions of Grant Agreements

5.1 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.

5.2 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.

5.3. 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.

5.4 DLGSC acknowledgement 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.

5.5 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.
  

5.6 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.

5.7 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. 

5.8 Appeals and complaints

When you submit an application, your application is subject to a competitive assessment process. Your application is assessed against the assessment criteria and all applicants are notified of the outcome of their application as soon as possible following the conclusion of the assessment process.

Appealing an unsuccessful application

• Appeals will only be considered where there is an alleged breach of the assessment process. If you believe that the proper assessment process has not been followed for your grant application, please discuss your concerns with the relevant DLGSC contact for the grant program.

Lodging a complaint

• Following discussion with the relevant DLGSC contact for the grant program, if you consider your concerns have not been adequately addressed; you can lodge a complaint with DLGSC, in writing, by following the instructions outlined in the feedback section of the DLGSC website.

Further information