Sports Ground Booking Procedures
- Sports Ground Bookings
Council will request booking applications from associations/clubs for sports ground usage prior to the commencement of each season. Each year is divided into two sporting seasons -
Summer season from 1 October to 31 March
Winter season from 1 April to 30 September
Associations are responsible to ensure the completion and submission of the relevant sports ground booking applications are submitted to Council’s Booking Officer for their pre-season/season training, weekly competition, representative games, light bookings, etc.
All bookings are made by completing an online sports ground booking application located on Council’s website, email or other written correspondence will not be accepted. Unless, it is stated that the Sportsgrounds Conditions of Use have been read and accepted.
Access to sports grounds will not be permitted without sports associations having a written booking confirmation from the Booking Officer.
A current Public Liability Insurance policy must be held by each association/club at all times. It is the association/clubs responsibility to provided Council with a current copy of a renewal each year.
All bookings for sports grounds on Game Days must be made prior to the start of the season.
Failure to book a sports ground could result in serious implications should an incident occur and an insurance claim is made. If there is no booking recorded in Council’s booking system the sports association/club do not have prior permission from Council to be at the sports ground.
Council will at no stage guarantee that a sports association’s sportsground allocation will be as per their initial request.
Council reserves the right to refuse an allocation request on any reasonable grounds.
In the case, of a club being required to book training sessions during their regular season for visiting teams that will be competing against the club in question, they will not be charged an additional fee provided there is no additional impact upon facilities and amenities, such as waste management, field maintenance, light usage, ground marking, facility servicing etc. However, bookings will be required to be submitted to Council’s Bookings Officer. Clubs will be charged the appropriate fee should any additional services or facilities be used.
- Pre-season training
Pre-season training is NOT permitted on any Council sports ground without a booking being submitted to Council’s Bookings Officer and written acknowledgement being provided to the sports association. Pre-season training periods are –
Summer pre-season from 1 August
Winter pre-season from 1 November
Sports clubs/associations that are paying a seasonal sports ground user fee per player for the year will not be subject to a casual user’s fee for pre-season training bookings. Any light usage during the pre-season training will be invoiced on a monthly basis to clubs.
Sports associations who hire sports grounds for pre-season and not during the season for training purposes, will be charged a per player sports ground user fee.
- Dual use facilities and pre-season bookings
In the case of dual use of facilities (ovals that are used for cricket as well as football), the current season hirer will be given preference for use of a facility over any pre-season training bookings. E.g. In the case of a summer sport (e.g. cricket) operating during the summer allocation period, that sport will be given preference for their training and matches over any requests for pre-season training from the regular winter sports user (e.g. a football club).
In the case of dual use facilities and the period of cross over when pre-season training occurs during regular season training/matches, the involved clubs/associations are encouraged to reach mutual agreement regarding facility use and scheduling where possible.
In the event that no agreement is forthcoming and clubs/associations are unable to resolve matters, then Council will resolve the issue subject to the above paragraph and any further considerations deemed necessary.
In the case of dual use of cricket ovals, winter sports clubs are not permitted to train on wicket tables (particularly when players are wearing studded boots). Any damage caused to cricket pitches due to pre-season activities of winter sports may result in the offending sports club being invoiced the repair costs and potentially losing their pre-season training privileges.
- Sports Ground Lights
User groups are responsible for placing their light requirements with Council’s Booking Officer. A minimum of 48 hours’ notice is required on casual hire or alternations to bookings. Bookings are to be completed on a bookings application. User groups are to provide the name and mobile number of responsible officers whose role will be to activate lights on behalf of each club to allow the program to be setup.
New users are to ensure they read the light instructions provided, before attempting to activate the light. If they have any problems with the instructions, they are to contact the Booking Officer during business hours.
Any light usage will be invoiced on a monthly basis to hirers. A printout showing actual usage will be emailed to sports clubs/associations at the start of each month, followed by an invoice within a week.
- Risk Assessments
User groups have a duty of care to their players and members of the public and are responsible for checking the condition of the grounds and facilities prior to use to ensure they are safe.
All user groups are required to undertake a written Risk Assessment of the grounds (including the amenities buildings, playing surface, seating, fencing, etc.) prior to the event. The completed Risk Assessment must be made available to Council upon request.
Wagga Wagga City Council will not accept responsibility for any injuries caused due to circumstances outside its control (including vandalism, broken glass etc.).
- Rental - No reduction
The grounds are to be accepted on the clear and distinct understanding that the amount of rental payable is set by the Council irrespective of weather conditions prevailing, and further that the Council will NOT be prepared to grant any concession in rental whatsoever, should weather conditions hinder the holding of any sporting fixture.
Sub-letting of the whole or part of a sports ground by a user is prohibited without the express approval of the Council and in these circumstances no rental charge shall be made by the allocated user to a sub-user in respect of unenclosed sports grounds.
Reasonable expenses associated in making the grounds adaptable to the particular sport may be recovered by the allocated user.
- Provision and removal of goal posts and equipment
The provision of, set up and removal of, and cost of goal posts and other equipment necessary for the playing of approved sport is the responsibility of the sporting body granted the use of the sports ground.
All goal posts and equipment erected by the sporting body are to be removed from the ground immediately at the conclusion of the sports season and stored safely so as not to cause injury to users of such sportsgrounds. Should the Council have to remove any such equipment through failure of the sporting body to do so, any costs incurred will be payable by the sporting body concerned.
All goal posts and equipment used by a sporting group or association must be in a structurally sound condition and safe for use in a public environment.
Council reserves the right to ask a sporting group or association to remove, repair or replace an item that it deems to be a safety concern to the general public.
In relation to baseball, the organisation conducting baseball shall ensure that all steel spikes are removed from the ground after each match to prevent damage to Council's mowers and plant or persons. The organisation in relation to baseball acknowledges by entering into the agreement that they shall be held liable for any subsequent damage caused to Council's mowers and plant as previously mentioned and in relation to injuries to persons shall indemnify and keep indemnified Council against any claim or cause of action taken for and on behalf of the injured person.
- Marking of playing fields
All marking of playing fields shall be by surface marking only, user groups are to supply council with products proposed to be utilised. Marking playing boundaries by chipping or burning (with petrol or chemicals) or otherwise disturbing the surface of the playing field or the turf is strictly prohibited and associations will be liable for any costs incurred.
- Buildings and training lighting
No building, whether permanent or temporary, or any form of lighting installations for training or other purposes shall be erected without the prior approval of the Council.
- Keys to grounds and buildings
A sports ground key can be requested by sending a written request to the Booking Officer, who will then advise the sporting association when the key is ready for collection at Council’s Customer Service.
- A key deposit bond is to be paid on each sports ground key issued to a sporting club
- The key deposit bond is determined by Council's Revenue & Pricing Policy
- The key deposit bond is divided into two components the 'deposit' to be refunded and the 'administration fee' to cover the administration of keys
- If the key is lost, another deposit is required to be paid before a new key is issued.
- If a key is damaged the key is to be returned to Customer Service and replaced with a new key, no additional bond is required if the key is returned.
- Each year sports clubs are to notify the Booking Officer of the holders who are currently holding the keys issued to their club, for that season.
- Council requirements - Special purposes
It is a provision with the allocation of sports grounds, that Council has the authority to use a venue for any special purpose at any time, such as an international, interstate or intrastate match or sporting fixture of any kind,
Council must provide at least 1 weeks’ notice to the allocated sporting group or association should it require a venue, to enable the ground concerned to be properly prepared and brought to a fit and proper state as befitting the occasion.
- Damage to Grounds & Amenities
The sporting association shall be held responsible for any wilful damage to fences, gates, buildings, seats, plant material, scoreboards and any other Council property which occurs whilst a sports ground is hired to that user.
The user will be invoiced for the cost of repairs or replacement that occurred during the duration of their booking.
- Cleaning of Sports Grounds & Amenities
All sports grounds and amenities allocated to sporting associations are to be maintained at all times in a clean condition by the user.
In the event of Council staff having to clean the fields and/or amenities following a booking, the cost of cleaning will be invoiced to the Hirer.
Cleaning of any premise that is currently under a lease or licence agreement is at the responsibility of the associated user.
- Field Maintenance
Council will undertake regular maintenance (i.e. mowing and irrigation) of the sporting fields throughout the season.
Maintenance will be carried out in accordance to Council’s maintenance schedule.
Council may alter this schedule at any time.
Should a user request for additional works to be carried out (i.e. additional mowing) the user may be asked to contribute to the cost of these works.
- Liquor booth
Sporting associations are required to submit a written request to Council for approval to hold a Liquor booth on a sports ground. Prior approval is to be given by Council before sporting association can submit their application to the Liquor and Gaming Board of NSW.
- Wet Weather/Restriction of use
Council Officers reserve the right to cancel an allocation of a sports ground without notice if they consider that a sports ground will be unduly damaged by use. In such cases, re-allocations may be arranged at another location or at later date where possible.
Ground closures due to wet weather will be updated on Council’s Sportsgrounds Status page by 12 midday each day, during wet weather.
- Motor vehicles
Motor vehicles are not permitted onto any sports ground, except where special parking facilities are provided within the limits of such sports grounds.
- Failure to observe this requirement will be treated as a serious matter by the Council, and could result in legal proceedings being taken against any offenders apprehended
- Organisations having the use of Council sports grounds are expected to effectively co-operate by:
- Ensuring that any associated person observes this requirement,
- Controlling motor vehicles attending any function held on a Council sports ground, at which a sporting fixture has been organised.
- Turf cricket wickets
The maintenance of turf cricket pitches located on Council sports grounds is the sole responsibility of the user of that pitch.
Users are NOT under any circumstances to place sand, sawdust or foreign soil of any type on turf cricket wickets.
Users are requested NOT to water during the hours of 10am and 5pm. Watering is to be carried out in one hour periods, prior to 10am on pitches.
After completing maintenance on pitches, users are requested to pack up hoses, rakes, etc. Any injuries/incidents caused due to these items being left out will be the responsibility of the user group and they will be liable.
- Associations, Leagues, etc.
It is the sole responsibility of all Associations, Leagues. etc., to ensure that all Clubs with which they are associated are fully and completely informed of all conditions of the Council relating to the usage of sports grounds and any non-compliance by any Club will be the direct responsibility of the Association, League etc.
- Failure to Comply
Failure by any sporting body to comply with any or all the conditions attached to the use of Council sports grounds will result in the Council considering the withdrawal of the sports ground allocation. It is the sole responsibility of all Associations, Leagues etc., to ensure that all Clubs with which they are associated are fully and completely informed of all conditions of the Council relating to the usage of sports grounds and any non-compliance by any Club will be the direct responsibility of the Association, League etc.
The user will indemnify and keep indemnified the Council from and against all actions, suits, claims, demands, proceedings, losses, damages, compensation, sums of money, costs (including solicitor and client costs) charges and expenses whatsoever to which the Council shall or may be liable for or in respect of or arising out of the use by the users of the said sports ground or for or in respect of all losses, damages, accidents or injuries of whatsoever nature or kind and howsoever sustained or occasioned (and whether to any property or to any person or resulting in the destruction of any property or the death of any person or not) at upon or in connection with the use by the licensee/s of the said sports groung or any equipment or device thereon or therein and although outside the same. It shall be a fundamental condition of this agreement that the user will effect, and keep in force, a Public Liability Policy with an approved Insurer, for a sum not less than $20,000,000 with Council noted in the policy for their Respective Rights and Interests.
The user organisation shall produce a certificate of currency after the renewal date each year to the Council.
- Advertising on council sportsgrounds
The Council shall retain all advertising rights on Council owned and controlled sports grounds and all forms of advertising by persons other than those specifically authorised by the Council shall be prohibited.
The Council retains the right to remove unauthorised signs from its sports grounds without prior reference to any person and the costs associated with the removal/demolition shall be a charge against the offender.
The Council may, in its absolute discretion, upon terms, grant to the user of the sports ground or enclosed sports ground the right to advertise provided however that it must be acknowledged by the user there is no obligation on the Council to grant any application submitted to it.
All signage must be inspected and maintained by the relevant sporting group or association.
- Rights reserved
The Council reserves the right to cancel any sports ground allocation without notice in the event of any contravention of the Ordinances and Council's policies for the care protection and management of sports grounds, or of these conditions by the user or any member of the user’s organisation to which the allocation has been made.
- Council employees
Any authorised officer of the Council shall at all times, notwithstanding any hiring, be entitled to free access to any part of a sports ground to undertake Council business.
- Users property
The Council undertakes no responsibility for the property of any organisation which may place it on any part of a sports ground and/or its facilities.
- Charges to other organisations
Controlling bodies’ allocated sports grounds cannot, without Council permission, charge Social Clubs or any other bodies for the use of Council's sports grounds, which have been allocated to them. However, if a turf wicket is located on the ground a reasonable charge may be made to recover the cost of preparation of the wicket.
In respect of unenclosed sports grounds, admission fees cannot be charged for entry to these fields unless Council approves prior application for permission to charge admission fees or charges at special functions.
Annexed hereto is a copy of Council's current resolution for charges for the sports ground the subject of this agreement. The parties acknowledge to be bound by the resolution. The following definitions and method of implementation of these sports ground fees and charges will apply:-
- Junior fees will apply to all persons under 18 years of age as at the commencement of the particular season.
- Senior fees will apply to all persons 18 years and over as at the commencement of the particular season.
- Fees will be charged on the number of junior and senior members as advised by individual sports associations and not on the number of teams, sports associations have.
- Council will charge sports associations for fees and they will be responsible for payment to Council. Payment of sports ground fees is to be made by a predetermined date as advised by Council each season. Council will not deal with individual clubs.
- At the midpoint of each season i.e. summer mid-January each year, winter late May each year, sports associations will be responsible for advising Council of the exact number of junior and senior players participating. Council will forward accounts to sports associations based on the numbers submitted. Council reserves the right to contact any club/associations governing State or National Body in order to verify the accuracy of their player numbers. Should any club/association be found to have provided false information regarding their player registration figures Council will amend their invoice amounts accordingly and reserve the right to charge an additional administration fee.
- School sportsground hire
Schools are required to book a Council facility for any school activity. Schools are not permitted to use a sports ground or park without prior written confirmation from Council.
The following Conditions will apply to schools when booking a Council facility:
- Bookings for sports grounds are made through Wagga Wagga City Council and not with sports clubs.
- A sports ground or park is booked by completing an on-line application on Councils website, under Parks and Recreation. (See below for links to application forms)
- Main fields are not available for use unless unusual circumstances permit. Council requires at least 7 days’ notice to ensure the school booking requested fits in with maintenance schedules and other bookings at a facility.
- Schools are responsible for collecting toilet amenities keys from Council’s Customer Service Centre, where required.
- Schools are responsible for the completion of a Risk Assessment worksheet prior to using any facility.
- Schools will ensure all amenities are kept in a clean and tidy condition. Toilets are to be checked intermittently throughout the booking. Litter is to be collected and placed in the bins provided.
- Schools will be invoiced for any clean-up that is carried out by Council staff after their booking.
- Council is to be supplied with approximate attendee numbers in advance, to ensure adequate waste bins are supplied and the toilets are stocked to accommodate the number of attendees.
- In accordance to Council’s Revenue and Pricing Policy, fees will apply for the hire of the Jubilee Park, Athletics Track and cleaning of the toilet amenities after school athletic carnivals.
- Athletics carnivals will be permitted at other venues if available but Council will not attend to any preparation for these nor take any responsibility for ground standards.
- Individual schools through the CWHSSA will provide accurate numbers and details of sports ground usage.
- Schools will note that the major users of sports grounds have first priority and their requirements will be taken into consideration prior to allocations to school groups.
- With the exception of the athletics track at Jubilee Park. Council is not responsible for the marking of any sports ground. This is the responsibility of sports clubs.
- Schools are responsible for contacting sports clubs to organise the use of their equipment. Council staff cannot give permission for the use of a clubs equipment.
- Schools are responsible for contacting sports clubs to organise the use of their canteens. Council staff cannot give permission for schools to use sports clubs canteens.
- Schools are responsible to pay for light usage on their bookings that require lights. If another organisation is paying the light fee, please advise the details at the time of booking.
- School representatives booking combined school athletics carnivals are to advise invoicing details at the time of booking, to ensure the invoices are sent to correct person for payment.