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Active Gameday Projects frequently asked questions

General application queries

  • Active Gameday Projects applications must be submitted using the online application portal that will be available through the department’s website from 27 September 2021.

    To be able to apply, all eligible organisations must be registered in the Sport and Recreation Grant Registration Portal (GRP). GRP registrations should be completed as early as possible prior to submitting an application.  For more information visit https://www.qld.gov.au/recreation/sports/funding/grants-portal

  • Online applications will close for Active Gameday Projects at 5pm (AEST) on 5 November 2021.  Please note late submissions will not be accepted.

  • No. Eligible organisations can submit one application only. If your organisation has the same ABN across multiple sites, you can still only submit one application.

  • Unsuccessful applicants may seek feedback on their application from the department. Announcements of successful applicants are anticipated in early 2022.

  • For this program, field of play is defined:

    • install or upgrade of sports lighting
    • develop or upgrade playing space(s)
    • install or upgrade of irrigation

    Which would include a pitch, court, field, pool, track or other facility that sport and recreation is generally conducted on for training or competition.  This includes essential safety fencing or barriers that surround the activity area, and separate participants from spectators or other amenities.   It does not extend to:

    • player seating (including but not limited to dugouts and interchange benches) and coaching/officials’ areas
    • toilets and change rooms
    • parking and marshalling areas,
    • access pathways
    • whole site fencing
    • off field lighting

Funding

  • Funding from $50,000 up to $150,000 (GST exclusive) will be available for eligible organisations and projects.

    Yes, a 20 per cent co-contribution towards the project cost is also a requirement of the program. For clubs located in discrete communities, contact your local Sport and Recreation office for advice on this requirement.

  • No. In-kind costs and non-cash contributions are not considered eligible for the required co-contribution from the applicant organisation.

  • Yes, approved funding from another funding program can be used as the 20% contribution if the funding was for the same initiative or project, and that project has not yet commenced.

  • Successful applicants will receive two payments and will be required to complete one acquittal report at the completion of the project.

  • It is expected that all Active Gameday Projects funding will be expended in Queensland, unless it can be demonstrated that expenditure outside Queensland is essential to ensure successful delivery of the project. Project costs must be deemed appropriate for the project and reasonable in nature by the Department.

Eligibility

  • Outdoor recreation organisations are able to submit an application under this program providing they meet the organisation eligibility requirements for the program. (Section 5 Organisation eligibility)

  • An upgrade is an enhancement to the existing infrastructure that will increase/support participation in sport or active recreation activities e.g. Installation of lighting to an existing, unlit rugby league field. (Section 6.2 Eligible Projects)

    Whereas maintenance is defined as work on existing infrastructure undertaken with the intention of:

    • reinstating the physical condition to a specified standard
    • preventing further deterioration or failure
    • making temporary repairs for immediate health, safety and/or security reasons.

    Replacement projects are considered ineligible under the program and is defined as replacing components at the end of their useful or economic life.  End of life will not be considered. (Section 6.3 What will not be Funded)

  • Reinstating a previous level of illumination using the same technology (e.g. Metal Halide) is not an eligible project under the program as it is considered maintenance.  However, upgrading from Metal Halide to LED at the same lux level or upgrading to the levels specified in Appendix F is eligible as it is considered an upgrade under this program. (Section 6.2 Eligible Projects)

  • Works external to the project site are not eligible project costs as they are considered to be outside the "field of play". (Section 6.2 Eligible Projects)

  • Applications may only be submitted under a single project type. All costs included in the application should relate directly to the project type requested. (Section 6.1 Funding Priorities)

  • 'Off field’ infrastructure including amenities, club houses and storage areas are not a funding priority and therefore ineligible in this program. (Section 6.2 Eligible Projects)

  • Installation of fixed shade structures over playing surfaces is considered an eligible project costs as it enhances on field participation experience.  This does not extend to shade covering over spectator areas, dugouts, interchange benches which are not considered "field of play" and therefore are ineligible.

  • The relocation of existing light structures to a new facility is considered an eligible cost under the program.  Project costing should include certification that the infrastructure being moved meets current standards.

  • The installation of solar lighting to Council active spaces including walk, cycleways and skate parks is considered an eligible project within the Program Guidelines. (Section 6.2 Eligible Projects)

  • Local Government area applications are limited to a single application located at one location or Lot & Plan. (Section 6.2 Eligible Projects)

  • Purchase and installation of fixed rainwater tanks are an eligible component under the program. Applicants must ensure that the rainwater tanks are located on the same site as the project and are part of a larger irrigation project.

  • For Type 2 projects, fixed goal posts as part of a field upgrade or a new field are considered an eligible project cost under the project guidelines.

    Any portable assets and equipment are not considered an eligible cost for this program.

    Section 6.2 Eligible Projects

  • If your organisation’s activity is listed as an eligible activity (see Appendix C) and is not listed on Appendix F of the Program Guidelines, please contact your nearest Sport and Recreation office Sport and Recreation office locations | Recreation, sport and arts | Queensland Government (www.qld.gov.au) . Any activity not covered by Australian Standards will be considered as long as they comply with the British/European Standard BS EN 1219:2018.

    If your activity is not covered by either AS 2560.2:2021 or BS EN 12193:2018 but is listed on Appendix C, you must provide either State or National organisation evidence of the illumination levels required by the activity. The levels used in the design must be the lowest in the range to ensure the project remains within the program principles of meeting community-level requirements.

  • For Type 2 projects, new fixed pontoons or new boat ramps are considered an eligible project cost under the program

    Any portable assets and equipment are not considered an eligible cost for this program.

    Section 6.2 Eligible Projects

  • Yes, projects on privately owned land are eligible if they meet the mandatory application requirements including evidence of the landowner’s permission to undertake the proposed project, and evidence of land tenure.  (Section 6.4 of the guidelines - Mandatory Application Requirements).

    This is with the exception of projects located on non-Education Queensland State School land. All projects on non-Education Queensland State School land are considered ineligible under the program guidelines.

  • The figures specified in Appendix F of the Program Guidelines are based on the “Average horizontal maintained illuminance column” contained in the numerous Light Technical Parameters (LTP’s) tables contained in AS2560.2:2021 to suit the applicable sport. The new standard was published on 27 August 2021.

    As the target audience of the guidelines is predominantly volunteer-based sport and active recreation organisations, the terminology has been simplified, hence the reference to maximum lux level which implies a lux target level. It is expected and required that lighting designers will design according to the relevant Standards and use the Light Technical Parameters (LTP’s) associated with the levels specified in Appendix F as well as the other parameters in the Standard including pole height, measurement and calculation point grids, maintenance factor and any others as required.

    In summary, lighting designers need to use the levels in Appendix F as the target (and as per the LTP’s of each relevant sport and all other design criteria required under AS 2560.2:2021). If lighting projects are designed at levels different to Appendix F then the design could be considered non-compliant at assessment, and the application made ineligible. The department under this Program does not support illumination levels that exceed those specified in AS 2560.2:2021.

Community use of schools

  • No. Only applications for projects located on Education Queensland State School land will be eligible for consideration under this program.

  • Approved funding cannot be paid to an organisation to deliver the project on the approved organisation's behalf. The approved organisation must contract directly with the supplier to deliver the project.

  • If an applicant is an organisation on school grounds (public state schools only) a copy of a Joint Use Agreement/Hire Agreement with the owner/controller of the land is required. The occupancy arrangement must be for a minimum of three years from 1 January 2021 with a commitment to use the land for sport and active recreation activities. Should the agreement expire within the three-year minimum timeframe, then an additional letter from the school principal is required stating a commitment to renew the occupancy agreement. If an applicant does not currently have an agreement, then a letter from the school principal confirming intent to enter an arrangement will be accepted.  (See Section 6.4.1 of the Program guidelines – Land tenure and right to occupy)

Mandatory requirements

  • This type of contribution is classed as in-kind support and is an ineligible cost under the Program Guidelines (Section 4 Funding Available).

  • Skilled or unskilled labour from salaried or waged staff is considered in-kind contribution and is an ineligible cost under the Program Guidelines (Section 4 Funding Available).

  • Once submitted applications are final, all mandatory requirements must be evidenced as stipulated in the Program Guidelines at the time of submission. Applicants should review al supporting documentation provided prior to submitting an application. (Section 7 What is the application process?)

  • Applicants must provide 3 comparable quotes or may also obtain an independent Quantity Surveyor estimate (not available for type 1 lighting projects) as evidence of project costs.  Organisations located in a remote or very remote Local Government Area may be considered for an exemption to allow an applicant to submit 1 quote where evidence of unsuccessful attempts for procurement is provided. (Section 6.4.5 Quotes)

  • Applicants must provide 3 comparable quotes or may also obtain an independent Quantity Surveyor estimate (not available for type 1 lighting projects) as evidence of project costs.  If your project cannot be delivered by a single contractor then 3 comparable quotes are required for each element that is quoted separately. (Section 6.4.5 Quotes)

  • Online calculators would not suffice for a commercial development. Organisations should make every effort to obtain 3 comparable quotes or for non-lighting projects a Quantity Surveyor estimate to cost their project appropriately. (section 6.4.5 Quotes)

  • Evidence of building approval and development approvals or equivalent are a mandatory requirement of the program. One of the following must be provided with an application:

    • Development and/ or Building Approvals,
    • Approved Application for Works (or similar), or
    • Completed Council Endorsement Form as evidence that BA/DA are not required or have been considered and not yet lodged

    (section 6.4.6 Development and Building Approval)

  • Yes, as per the Queensland Building and Construction Commission licence requirements, installation of new or upgraded irrigation requires a contractor who is registered and has a QBCC license number.

Assessment

  • Assessment will include if the application:

    1. has been submitted by an eligible organisation (refer to Section 5)
    2. if the project is eligible for funding (refer to Section 6); and
    3. includes the mandatory application requirements (refer to Section 6.2).

    If the above considerations are met, an application will be deemed eligible and move to the Moderation Panel for consideration in the prioritisation of projects.

  • Approved projects can commence upon execution of a funding agreement with the Department.

Last updated: 26 Oct 2021