Sport and Recreation Facility Guide

Depending on the type of use being requested, users of Council sporting facilities are to complete either a:

• Sporting field seasonal booking
• Casual facility booking
• Local law application (for large-scale/special events). See ‘Large scale sporting events (Local Law applications section). If you are unsure if a separate booking is required, please email us.

Once an application has been received it will be assessed and the applicant will be notified of the outcome.

Facility users do not have the authority to approve or decline use of fields to any other user.

Council will not recognise informal arrangements that may be made between booked/approved facility users outside of Council’s formal booking processes.

Seasonal permit applications

Allocation of Council sporting facilities to a seasonal user will be conducted on a season-by-season basis (i.e. Winter and Summer) each year, operating within the following dates:

• Summer season: 1 October - 31 March
• Winter season: 1 April - 30 September

Alternative dates may be negotiated dependent on fixtures seasons and dates of training and finals matches.

Application forms will be sent to existing seasonal user groups in February and August each year for the winter and summer seasons. Facility users must submit the application at least 21 working days before the season starts. Use can occur only after the facility user has received a booking confirmation.

Known seasonal users have priority, though not exclusive use of the fields/courts allocated to them in their booking confirmation for the seasonal period. New users can be incorporated into the operation of the facility where it will not clash with a known pre-existing seasonal user.

If a user’s competition schedule is not known at the time of the application being submitted, the seasonal booking is to be completed with any known competition dates at time of application. Further dates can be added once available.

Once the competition draw has been finalised, a revised copy of the seasonal booking form - competition section found in the seasonal booking application must be submitted by emailing us. Only dates provided within the application will be confirmed as per the booking process.

Seasonal booking requests will need to identify specific times of use for the different facility components (i.e. field, clubhouse etc). This is to ensure Council can better understand the utilisation of its facilities. For example, if the field is required from 9am - 4pm and the clubhouse/canteen is required from 8am - 6pm, the booking request needs to reflect this. In this example, the field should be booked from 9am - 4pm and the clubhouse booked from 8am - 6pm. Ensure the booking concludes within three hours of the last game. For example, if your last match of the day is from 2:30pm - 5:30pm your booking will only be approved until 8:30pm.

Fees are available at Register of Fees and Charges.

Casual booking applications

Casual or temporary usage of council facilities may be granted to individuals and groups for an agreed period of time. This applies to schools, non-commercial, commercial and private facility users as well as other casual applicants, for one-off or irregular use less than 12 times per year.

Approval will only be issued if an application form is received at least 10 working days prior to the proposed usage date. A late fee will apply to bookings received less than 5 working days prior to the first day of the event/park use unless the application is deemed to be an emergency use/access by the Manager of Parks and Recreation Services Branch. Please note, an application may not be processed at all if it is a late application. No use can occur without an approval.

A bond may be requested.

Fees are available at Register of Fees and Charges

Local Law applications

Any requests for the use of facilities other than for standard sports competition use may require special consideration. A separate application is required for:

• large scale sporting events, which are additional to regular season competition matches. This includes gala days/carnivals where multiple teams/clubs will participate, and the demand on facilities and amenities is expected to be greater than regular use
• installation of structures i.e. marquees, inflatables/jumping castles
• food vendors
• delivery of additional amenities
• line marking
• any additional type of use not included in the original booking confirmation letter.

If you are unsure if a separate booking is required, please email us.

All exceptional uses will be referred to Council’s Manager Environmental and Regulatory Services for consideration and final determination / approval.

A bond may be requested.

General application process by type of use

For questions about bookings, email us or contact us on 131 872.

Insurance

Applicants must provide Council a copy of their current public liability insurance in an amount not less than $10,000,000.00 at time of submitting an application form.

Facility users who hold a seasonal booking should hold contents insurance for the facility user owned equipment stored within the canteen, clubhouse building or storage sheds. Council is responsible for insuring all Council owned buildings, including clubhouse buildings and storage sheds, but not the contents of these buildings.

Allocation of sporting facilities

Council allocates sporting grounds to meet the needs of individual facility users, schools and other facility users with consideration given to the type and standard of sport to be played. Council seeks to minimise facility overuse by ensuring the efficient allocation of facilities and eliminating inappropriate use.

Managing demand for council sport facilities

There are times when the demand for facilities is greater than supply.

Applications are assessed considering the following principles:

• Location of club. Clubs based in the Toowoomba Region are given priority.
• An applicant’s previous history including, but not limited to:
  • use of facility
  • dealings with Council (i.e. fees paid on time, cleanliness of clubhouse, care of the sports ground and support of Council’s objectives, compliance with the terms of previously issued permits).
• The suitability of the applicant’s activity in relation to the requested facility.
• Overall community benefit (e.g. accessibility, economic benefit, cultural, environmental impact, etc.)
• Ability to meet Council’s credit requirements
• Representativeness of the sporting participants in the community. i.e. Numbers of participants and engagement of community and the activity.

Notification about application

Written notification will be provided regarding the outcome of the facility user's application. This will be provided 21 business days from receipt of a properly submitted application. Where there are multiple facility users seeking the use of the same facility, the application processing time may be longer. All applications are required to be reviewed to ensure fair use.

Council may also apply specific conditions to the booking which will be outlined in the park booking confirmation letter.

Approval of an application is subject to the facility user reading and agreeing to the terms and conditions outlined in this guide and any conditions specified in the park booking confirmation letter. Clarification should be sought from Council regarding any element that is not fully understood.

Accounts

Once an application has been approved the applicant will be sent payment details or advise on amount to be invoiced if the facility use has a debtor account.

If an approved facility user wishes to change their booking request, please email us.

Council reserves the right to withdraw the availability of a sports field/court or public open space if:

1. it is seeking to protect the playing surface or if the area is deemed unfit for use (e.g. due to maintenance works or due to poor weather conditions).
2. a facility user has an overdue account. In these cases, the facility user will not be allocated any future use of Council grounds until the account is paid or special arrangements have been made with Council’s Accounts Payable section.
3. the facility user has breached the conditions of use outlined in these guidelines (also see ‘Breach of conditions of use’ section) and/or conditions specified in the confirmation letter.
4. a facility user causes excessive and/or repeated damage to sports fields/court or amenities.

Repeated failure to abide by the schedule of use conditions will mean that an application for a particular use can no longer be approved as a booking. Failure to abide by the conditions of use described in this facility guide may also mean that the activity is no longer exempt from a local law approval and therefore will constitute an offence under Local Laws for the region. Failure to comply can result in:

1. The issuing of an infringement notices for an offence under local law;
2. Commencement of a civil compensation claim for damages;
3. Suspension or cancellation of a booking; or
4. Refusal of consent to use the land or facility for future activities.

Damage to a facility is particularly serious and when it occurs, management action against a facility user can be instigated at the discretion of the Manager Parks and Recreation Services. Management actions that may be applied include:

First offence

• Official warning from Council.
• Cost of any rectification works required to be passed onto the responsible group/s.
• Repairs to damaged areas will not be a priority of council’s maintenance staff, and fields may remain closed for a period until rectification works are undertaken, and the area is suitable for use.

Second offence

• Cost of any rectification works required to be passed onto the responsible group/s.
• The facility user/s will be suspended from using any council sports ground or facility for a 7-day period, including competition matches.
• Repairs to damaged areas will not be a priority of council’s maintenance staff, and fields may remain closed for a period until rectification works are undertaken, and the area is suitable for use.

Third offence

• Cost of any rectification works required to be passed onto the responsible group/s.
• The facility user/s will be suspended from using any council sports ground or facility for a 28-day period, including competition matches.
• Repairs to damaged areas will not be a priority of council’s maintenance staff, and fields may remain closed for a period until rectification works are undertaken, and the area is suitable for use.

Repeated offence

• Council reserves the right to withdraw the use of its sports field/s and facilities to a facility user who causes repeated damage to sports fields and facilities due to use during or after wet weather conditions or for any other reason. If there were multiple facility users using these facilities/grounds during this period and there is no clear hirer/user that has created the damage, all facility users will be responsible for rectification works evenly. Council's decision on whether excessive damage has been caused shall be made by experienced staff and is final.

To ensure Council can efficiently manage facilities and ensure facility user compliance, an entry and exit report is required to be completed.

Photos of each area the facility user has access to will need to be provided. The entry and exit reports will include questions to assist the facility user to prepare for the coming season, or with finalising their use for the season. E.g. Has all electrical equipment been turned off?

To ensure a smooth change over from one facility user to the next, Council will arrange an inspection of the facility at season’s end. The purpose of the inspection is to:

• Review the cleanliness and condition of the facility before being occupied by the next facility user. The management actions listed in section 2.5 may be implemented if facility users fail to keep the facility in a clean and tidy manner.
• Identify maintenance issues requiring rectification. The management actions listed in Section 2.5 may be implemented if facility users fail to maintain the facility in a clean and tidy condition, or if maintenance issues are not reported to Council by seasonal facility users.

Seasonal entry report

To be completed at the beginning of seasonal use. Facility users are required to complete their entry report within 10 days of commencing seasonal use.

The purpose of this report is to capture the condition of the facility prior to the facility user commencing their use, and to report any maintenance issues that need to be actioned.

Seasonal exit report / end of use checklist

To be completed at the end of seasonal use. Facility users are required to complete the exit report within 10 days of the end of their approved use.

The purpose of this report is to capture the condition of the facility after the facility user’s period of use and provide guidance on steps to be taken to finalise the use for the season.

Casual facility use and event use entry and exit report

Facility users accessing a facility under a casual use or local law permit (event), who use more than the sporting field/oval/court and public toilets are required to complete a “Casual and local law permit use entry and exit report”. The 'entry' section of the form must be completed to capture the condition of the facility prior to the use commencing. The exit section must capture the condition of the facility after use has finished.

Fees and charges apply per Register of Fees and Charges.

Seasonal facility users must complete a credit application form as part of the application process. Casual facility users pay nominated fees up front or if the facility user has a current debtor account, the fees may be invoiced.

Seasonal facility users will be sent an invoice within four (4) weeks of being issued a booking confirmation. Please contact us to make payment.

Fees apply for electricity consumption for clubhouses and amenities including canteens, and sports field lighting. Electricity consumption by non-seasonal facility users and security lighting is deducted from these fees. If a facility user vacates before the end of the season, they must notify council that all their equipment has been turned off and/or removed.

Any facility users with electrical equipment used/stored/left running in canteens outside of a seasonal booking are responsible for the electrical costs incurred. All electrical equipment must be kept up-to-date with test and tag compliance. Approval from Council must be obtained regarding electrical equipment that is to be left in clubhouses and it is important to note that Council may recommend other facility users contact one another to negotiate the use of electrical equipment as per the fees and charges.

Costs incurred for repeated after hours callouts to reset breakers that tripped due to overloaded circuits, will be passed onto the relevant facility user.

Shared clubhouse electricity consumption

Where multiple facility users are using electrical resources at a clubhouse, the facility users are to complete the ‘Clubhouse electricity shared cost agreement’ form. This includes facility users who have appliances left plugged in and running during off seasons. If a form is not completed and submitted to Council for the current season, the current seasonal facility user will be responsible for the electrical costs incurred, or it will be split evenly between the current seasonal facility users (where a facility has more than one seasonal facility user for a given season). Please email us to get a copy of this form.

A key/access card bond applies per Register of fees and charges.  To arrange collection of keys / access cards please email us.

Upon request for a key/access card, the facility user will be provided instructions for payment.

Payment can be made at one of our Customer Services Centres or contact us on 131 872.

Once payment is made and a copy of the receipt is provided to park bookings the key(s) / access card(s) can be collected from Council’s Principal Depot. A minimum of 48 hours’ notice is required for key collection. A minimum of 72 hours’ notice is required for access card collection.

Keys must be returned at the conclusion of the approved use as outlined in the End of Approved Use section.

If keys are not returned by the required date, Council may re-key the facility and the cost to re-key the facility will be passed onto the facility user and the key bond will not be refunded.

If facility users wish to retain a key to storage facilities beyond the approved seasonal use, please contact Park Bookings for a determination. Facility users must ensure Council has a key to any sheds/storage facilities.

The reissuing of keys will be assessed upon receipt of any further bookings.

If keys are damaged/broken please contact 

If keys/access cards are lost, please email us immediately. Keys/access cards must be retained by current committee members only.

Access cards will be deactivated at the end of season use at Council’s discretion.

Council undertakes regular inspections of its sporting facilities. Where changes to the field status are required for example, due to wet weather, facility overuse, the Sporting field status webpage will be updated accordingly (refer to the Closures section).

If Council identifies damage or items requiring repair, the last recorded user of the facility may be held responsible and charged for associated repair costs. Facility users must inspection the condition of the facility prior to commencing use and report any issues immediately.

Facility users are also required to conduct weekly inspections of fields and courts to assess playing surface conditions ,in accordance with their relevant league or association ground inspection requirements, prior to matches commencing.

If upon commencing use, a facility user becomes aware that the facility has been damaged, left unclean or rendered unusable by a previous facility user, contact us immediately on 131 872 and email a photo of the evidence. 

Facility users must not arrange third-party cleaning contractors. If a third-party cleaning contractor is engaged without Council approval, the organising facility user will be responsible for all costs incurred.

Closures (e.g. wet weather)

During periods of wet weather, Council aims to update the status of Council sports fields/courts on Sporting fields status homepage by 2pm each business day. Should the field/court have a status of open and the field/court has experienced wet weather after the webpage has last been updated, facility users must conduct their own inspection to determine if the sports field/court can be used safely and without damaging the playing surface.

The status of Council sports fields/courts will fall into one of the following categories:

Further action by Council will be taken (refer Breach of Conditions section), should the facility user be found to:

1. be using the sports field(s)/court(s) contrary to the closed status or
2. to be using sports fields contrary to the conditions listed in the Wet weather inspection form, including providing false information on that form.

For a breakdown of maintenance responsibilities during seasonal use, please refer to:

• Appendix 1 (Building maintenance responsibilities) and
• Appendix 2 (Grounds maintenance responsibilities).

Any maintenance issues identified by a facility user can be reported online or by contacting us on 131 872

Urgent repair issues should be reported to Council on 131 872 (including after hours).

Requests for upgrades, improvements or embellishments to facilities (outside maintenance/repairs) must be submitted via the Facility upgrade request form prior to purchasing infrastructure.

Any upgrades, improvements or embellishments to Council facilities e.g. posts, canteen infrastructure/equipment etc are to be made available for any eligible facility user with an approved booking from Council.

Any upgrades, improvements or embellishments to Council facilities will be considered contributed assets (council owned) unless stated otherwise. The applicant understands that there is no entitlement for compensation if the organisation relocates to another venue.

Generally, the process for a facility upgrades request follows these steps.

1. The applicant or group proposing the upgrade should engage a suitably qualified contractor to provide quotes (including any approvals), plans and scope of works to submit with the upgrade request form. The applicant will also need to provide evidence if development and/or building approval is required.

2. Once submitted to Council, the application will be reviewed. If additional information is required, we will request this from the applicant. If Council staff are satisfied that all requirements have been met, the upgrade request will be submitted for final approval. If not, the applicant will be advised of council's decision, including any alternative solutions/options that may be explored.

3. Once approved, council staff will likely meet on site with the contractor and applicant to discuss the project and ensure all parties are clear on expectations and requirements.

4. The contractor/applicant will liaise with council staff regarding dates for work to be completed. At this point a park access permit will be required to enter/undertake work in a park. This may include a vehicle access request and an associated bond if vehicles are accessing the park, particularly sporting grounds.

5. Once completed, council staff will assess all the work has been completed to the agreed expectations and if so, release any bond money.

Approvals

Some facility upgrades also require approval from Council/a Building Certifier e.g. additional structures such as sheds/shipping containers/grandstands. Independent advice should be sought on what approvals are required and what information needs to be submitted with the facility upgrade request form. For advice please contact us on 131 872 or email us.

Selling food at canteens/temporary food stalls is not permitted unless the applicable food licences and approvals have been granted by Council’s Environmental and Regulatory Services Branch for each use. Groups using Council facilities must comply with the Food Act 2006 and the Food Safety Standards. If you require further information, contact Council us on 131 872.

Where a facility user does not have access to a canteen facility and wish to engage a vendor, please email us.

Canteen equipment

Facility users are responsible for providing their own canteen equipment (for example fryers, fridges and freezers), additional to any fixed items provided by Council (for example sink and benches).

All electrical equipment must be tagged and tested by a qualified electrician. Facility users are encouraged to consider the amount of electrical equipment that is used to avoid overloading circuits.

Canteen access

Where multiple groups hold a booking for the same facility, each approved facility user will be provided access to the canteen/kitchen area. Use of the equipment within will be managed under the following conditions:

1. In the first instance it will be up to the facility users to organise shared use arrangements between Facility user A (current owner of canteen equipment) and Facility user B (other group provided approval to use facility).
2. If an agreement cannot be reached, Council will act as a mediator to ensure a fair outcome is achieved. As part of this mediation some conditions that may be applied include:
   1. Facility user A to be permitted to charge a maximum single use fee, or a maximum seasonal use fee, for the use of canteen equipment for the duration of the season. Council’s decision is final.
   2. Council suggests Facility user B complete an inspection checklist before and after each use, including before and after photos (similar to Council’s Wet Weather Inspection Form). These checklists and photos are to be kept by the facility user, in case of any claims for damage/misuse etc.
   3. Facility user B to ensure adequate insurance cover for operation of a canteen.
   4. Electricity costs to be paid by each individual facility user for their use as outlined in the ‘Clubhouse Electricity Shared Cost Agreement’ which is to be signed by the appropriate Committee Member of each facility user.
3. There will be some items that will need to be worked through individually, as each site will be unique (in regard to storage of cold items, equipment available etc).
4. If Facility user A does not still wish to enter into an agreement, then they will be required to remove their equipment after each use so Facility user B can use the canteen space as they are entitled to.

Canteen cleanliness

Canteen cleanliness is the responsibility of the facility user. Canteen facilities should be kept clean and tidy at all times. See Appendix 1 (Building maintenance responsibilities) for a breakdown of responsibilities.

If canteen areas are not adequately maintained and cleaned, a warning letter will be issued in the first instance to prompt the facility user/s to conduct a thorough clean. If the facility users do not comply, Council will engage a professional cleaner and pass the costs onto the facility user/s.

Council reserves the right to retract canteen access from facility users who repeatedly fail to keep the space clean and tidy.

Vendors

Where a facility user does not have access to a canteen facility and/or wish to engage a vendor, an approval must be sought from Park Bookings. There are two types of vendors permits:

1. Seasonal Vendor Permit – permission for a vendor to be at a facility for the duration of the season. Forms for this are available by request from the Park Bookings Officer and should be submitted with the facility user’s seasonal user booking application documents.
2. Once off vendor permit – a once off permit, usually for events.

Vendors will receive approval for a designated location and must not deviate from it. If a vendor has been approved to drive into a sports facility or park (beyond designated parking areas), that access will be revoked if the facility status is set to 'Inspection Required' or 'Closed' due to wet weather.

Any repairs required to Council facilities as a result of inappropriate use by facility users, are the responsibility of the relevant facility user. This includes repairs required due to misuse, deliberate damage or unreasonable wear and tear. Council will invoice the facility user for damage caused to sports fields, where such damage is considered to be excessive and greater than would be expected from normal wear and tear.

Where it is determined by Council that the facility user have caused excessive damage by misuse, repairs to sports grounds will not be a priority for Council's maintenance staff. In such circumstances, Council gives no guarantee that damaged sports grounds will be repaired by the next game or within the current season of the respective sport.

Modifications or alterations to any facility on the sports ground will not be permitted without approval from Council, via a 'Facility upgrade request' form.

Repeated instances of facility misuse may result in a security bond being required, prior to any approvals being provided for the use of Council facilities in the future. Individual bond amounts and conditions may vary.

Significant and repeated non-compliance may result in refusal of a facility user’s applications to use Council facilities.

Facility users that wish to provide temporary shade structures must ensure the structures are securely anchored (weighted, not pegged) to the ground at all times and not attached to buildings or trees. If the structure is to be pegged it must not interfere with underground services such as power, water and gas as it is an offence under Local Law No. 4 (Local Government Controlled Areas, Facilities and Roads) 2018 – Schedule 1 Prohibited activities for local government-controlled areas and roads). In some cases, installation of shade structures may require Council attendance to identify the locations of underground infrastructure prior to installation. An event application may be required to be submitted for this type of structure. If you are unsure, please email us.

When considering the installation or renewal of any type of signage including sponsorship, advertising, identification, operational or event signage, an application to Council is required. 

Council sport and recreation facilities are public assets used by multiple clubs, user groups, and the broader community. Signage at these facilities must support safe use, wayfinding, and appropriate recognition of users, while maintaining public access, equity, and amenity.

Council seeks to manage signage so that facilities do not appear to be permanently allocated to, or identified with, a single user unless expressly approved.

General signage principles

As a general rule, Council will consider signage that:

• Is inclusive of all approved users of the facility.
• Supports wayfinding, safety, or facility identification.
• Is appropriate to the public and shared nature of the facility.
• Does not imply exclusive or permanent use by a single club.
• Is consistent with Council’s Parks and Recreation Services Signage Guide.

At minimum, requests will be assessed under Subordinate Local Law 1.4 (Installation of Advertising Devices). Considerations/requirements in addition to those outlined in this local law may apply

Council will not generally support signage that identifies a facility as the “home of” a single club or organisation where the facility is used, or may reasonably be used, by multiple user groups.

Where facility identification signage is proposed, Council may require that such signage Identifies multiple approved users rather than one individual user.

Types of signage considered

Subject to approval, Council may consider the following signage types at sport and recreation facilities:

• facility identification or wayfinding signage
• operational or safety signage
• event or temporary signage associated with approved activities
• sponsorship signage (see Sponsorship signage and club advertising)

Each signage type is assessed on its own merits and may be subject to specific conditions.

Approvals required

User groups must hold a valid booking for the facility where signage is proposed to be installed.

All signage at Council facilities:

• Requires written approval from Council prior to installation.
• Must not be installed, altered, or relocated without approval.
• May be required to be removed, covered, or amended where installed without approval or where circumstances change.

Applications for signage approval must be submitted through Council’s Sport Facility Upgrade Request process.

Council may impose conditions relating to location, size, design, duration, installation method, removal, and maintenance.

General signage standards

All signage at Council sport and recreation facilities must:

• be securely fixed and constructed of appropriate, durable materials
• not pose a safety risk to users, staff, or the public
• be maintained in good condition and free from graffiti
• be proportional to the scale and use of the facility
• not detract from the visual amenity of the facility or surrounding area

Council may place restrictions on signage visibility, particularly in relation to public roads, car parks, neighbouring properties, and shared use environments.

Content restrictions

Signage must not:

• contain offensive, discriminatory, or inappropriate material or language
• promote tobacco products, illegal drugs, adult entertainment, or other content contrary to Council policy or community standards
• conflict with Council policies or the intended community use of the facility

Council reserves the right to refuse or revoke approval for signage that is assessed as inappropriate

Maintenance and responsibility

User groups are responsible for:

• the ongoing maintenance and condition of approved signage
• repairing or removing damaged or vandalised signage as directed by Council
• repairing any damage caused to Council infrastructure by signage
• removing all signage at the conclusion of the approved period unless otherwise approved in writing

Shared use, removal, and Council access

Council reserves the right to:

Require sponsorship signage to be temporarily covered or removed to accommodate shared use, events, maintenance, or alternative bookings

• Require permanent removal of signage where a club no longer holds an active booking or approval
• Install Council information, wayfinding, or facility signage on Council owned buildings and infrastructure
• Failure to comply with signage conditions may result in approval being withdrawn

Sponsorship signage and club advertising

Toowoomba Regional Council recognises that sponsorship provides an important source of income for sporting clubs and community organisations and supports reasonable sponsor recognition at Council owned and Council managed sport and recreation facilities, where this can be achieved safely and in accordance with Council requirements.

Sponsorship signage is considered a specific category of signage and is assessed in addition to the general signage principles outlined in 'General signage principles'.

Sponsorship signage versus advertising

For the purposes of this guide:

• Sponsorship signage acknowledges or recognises a business or organisation that provides financial or in kind support to a club using the facility.
• Sponsorship signage is intended to be viewed primarily by participants, spectators, and visitors to the facility.
• Sponsorship signage is distinct from third party or commercial advertising and is not intended to target passing traffic or the general public.

Location and form of sponsorship signage

Subject to Council approval, sponsorship signage may be considered on:

• sports field perimeter fencing
• clubhouse or amenities buildings
• scoreboards or similar sporting infrastructure
• playing fields by exception (line marking paint, to be temporary only)

Sponsorship signage must be oriented primarily toward the field of play, courts, or internal areas of the facility, and be directed at participants, spectators, and facility users.

Sponsorship signage is not permitted to be oriented toward public roads, car parks, or surrounding residential or commercial properties, unless expressly approved by Council.

Building signage is limited in number, size, and location and must be appropriate to the scale, design, and use of the building. As a general rule, Council supports one consolidated or bulk sponsor sign per user group per building, rather than multiple sponsor panels or repeated sponsor listings.

Duration of sponsorship signage

Approval to display sponsorship signage is linked to the period of an approved facility booking.

Where a club’s use of a facility is seasonal, sponsorship signage is ordinarily approved only for the duration of that season.

Off season and non use periods

Council may approve sponsorship signage to remain in place outside an active season where:

• The facility is not allocated to another user during that period.
• The signage does not adversely impact public amenity or safety.
• The club continues to maintain the signage; and
• Written approval is granted by Council for the extended period.

Approval for off season signage may be time limited and subject to review.

Vehicles

No vehicles are to be driven into the park except where prior authority has been granted. If vehicle access is required for a specific operational purpose, please email us for further information. Owners or drivers of vehicles found to be in the park without prior authority may be subject to a fine. It should be noted that Council has the power to issue ‘on the spot fines’ to such offenders. It is the user group’s responsibility to ensure access points remain locked.

Car parks

Council provides free car parks at its parks. Facility users must not charge for car parking or restrict public access to car parks without prior approval from Council.

Entry charges

Council parks and sporting facilities are public spaces intended to remain open and accessible to the community.

Under Local Law No. 4 (Local Government Controlled Areas, Facilities and Roads), activities that involve controlling or restricting access to public land require specific approval from Council.

Facility users operating under a seasonal or casual booking are permitted to use the facility for approved activities (e.g. training and competition); however, this does not give the right to control or restrict who can enter the facility.

Charging a gate fee, entry fee, or any form of mandatory payment for access requires individuals to pay to enter what is otherwise a public space and therefore constitutes a restriction of access. As a result, entry or gate fees are not permitted without prior approval under Council’s Local Law framework.

This includes (but is not limited to):

• charging spectators an entry or gate fee;
• requiring payment to access fields, viewing areas, or associated facilities;
• restricting or managing entry based on payment.

Facility users must ensure their activities comply with Council’s conditions of use. External competition or governing body requirements do not override these conditions.

Council recognises that clubs incur costs in hosting activities and may seek support from participants and spectators. Voluntary donations may be requested, provided that:

• no person is required to pay to enter the facility;
• access is not restricted or controlled in any way based on payment; and
• any contribution is clearly optional.

Any arrangement where payment is required, implied, or expected as a condition of entry will be considered a gate fee and is not permitted.

Where a facility user wishes to charge entry or control access to a site, a separate application under Council’s Local Law framework is required.

Local Law approvals are generally considered for larger-scale, higher impact, or commercial-type events, where access control is appropriate and can be properly managed. These applications are subject to a separate assessment process, conditions, and fee structure.

Standard seasonal or casual sporting use is not intended to operate under this model.

Permitted areas of use and areas generally surrounding the grounds are to be kept in a clean and tidy condition that is free from litter after each use. Facilities must be left in a clean and tidy manner, to ensure the next facility user is provided safe and easy access. If an area is left in an unclean condition, Council may clean the area or contract a commercial provider to clean the area. Costs will be charged back to the facility user.

Consumables

Facility users must supply their own consumables and cleaning equipment for the duration of their booking. This includes but is not limited to:

• Toilet paper
• Hand towels/Paper towel
• Hand soap/wash
• Hand sanitiser
• Brooms
• Dust pans
• Mop
• Cleaning products e.g. ajax/spray and wipe/disinfectant.

Seasonal facility users will be provided with a limited quantity of toilet paper to off-set third party or casual use of the facility. Once a booking confirmation is provided, please email us to arrange delivery of the allocated quantity of toilet paper. Once this supply is depleted the facility user is responsible for maintaining the supply for their use.

Bins

Facility users are responsible for providing bins to manage waste generated as a result of their facility use. The general park bins located throughout facilities and parks are not intended to manage waste generated by facility users. If extra bins are required for your use, arrangements must be made between the applicant and a waste service provider (e.g. JJ Richards) for payment, delivery and removal of the waste.

Groups wishing to obtain an industrial bin at the facility must obtain permission from Council first. The facility user will be responsible for payment, delivery and servicing of the bin. It is recommended that groups consider restricting access to industrial bins e.g. locks.

General waste in the facility user provided bins must be emptied after each use. If there is an industrial bin which is full, the general waste must be removed from the premises and disposed of at an approved waste facility.

Council will provide one sanitary bin in the female toilet/changeroom at each facility to accommodate for general public use. Any additional sanitary bins required will be the responsibility of the facility user to organise and manage.

Equipment

Approval must be obtained from Council for storage of equipment at Council Facilities. Storage at Council facilities either within or outside a seasonal booking is a privilege, not a right. Council will facilitate requests for storage where it can, and the storage won’t inconvenience any other booked facility users.

All equipment must be stored in designated storage areas which must comply with relevant standards and codes. Equipment is not to be stored in toilets, change rooms, first aid rooms, or across doorways and access passages. Where there is more than one facility user using a facility, storage space is to be shared and negotiated and agreed upon by the facility users. If an agreement cannot be reached, Council will allocate use to each Seasonal booking applicant.

Any facility user equipment that is stored onsite, is done so at the facility users own risk. Any equipment left in communal spaces (e.g. multipurpose room, canteen, changerooms) will be available for use by all facility users. If a facility user has equipment, they do not wish other facility users to access, it must be stored away in the designated storage areas.

Portable equipment (for example soccer goal posts, sight screens etc)

All sporting furniture, equipment and temporary fences used by the applicant must be removed from the playing field and stored safely at the completion of the season and must comply with all relevant standards and codes. There is no guarantee that equipment can be stored on site while not in use, and facility users may need to investigate alternative off-site storage solutions.

Soccer clubs are responsible for ensuring that all portable soccer goal posts at a Council facility comply with the relevant Australian Standards with regards to the manufacture, installation, use, storage and maintenance.

Hazardous items

Any hazardous items (i.e. cleaning products, gas bottles etc) must be stored correctly and in a safe and secure place, away from general public access and out of reach of children. All cleaning chemicals should be locked in a secure cupboard. Hazardous chemicals must be used in accordance with the requirements of the relevant Safety Data Sheet.

Food and alcohol

Food items and alcohol must also be stored appropriately. Facility users are responsible for the removal of all facility user-owned equipment or goods from the clubhouse at the conclusion of each season, except where an agreed arrangement is in place between co-facility users.

The lighting infrastructure at the varying sporting facilities is either key operated or uses the IllumiTrac system. Irrespective of which system is used, the following general principles apply:

1. Ensure lights are switched off after use. Should lights be accidentally switched off, a cool down period of at least 20 minutes is required before switching back on.
2. The use of field lighting must only provide illumination for the purposes of undertaking the activity. Measures should be undertaken to reduce light spillage from undertaking the activity.
3. Fees apply to the use of all lighting and electricity.

There is a special condition for facility users of Kuhls Road Sporting Reserve that light use must conclude at 8.30pm, as per Development Approval (DA) conditions.

The operation of sports field lighting at facilities is at the user’s risk.

Key operated

The facility user is to ensure that the switch and lighting boxes are locked at all times. Facility users are advised to lock the switch box after activating the lights to prevent accidental or malicious interference during the activities. If a key is required, please refer to Keys and Access Cards section.

IllumiTrac code

The IllumiTrac lighting system allows facility users to switch sports field lighting on and off using a unique code which is sent as a text message by the facility user. If your group does not have the IllumiTrac codes for the facility, please email us at least one week prior to commencement of use to request the codes. The facility user representative will be given instructions on how to use the IllumiTrac system. The codes provided are specific to a facility user and allow Council to track consumption and accurately allocate costs.

Upon the completion of an approved booking, IllumiTrac codes will be removed from the system. New codes will be generated for each new approved booking. Users will be invoiced for lighting use.

Fields

Facility users are responsible for any line marking required. Line marking can occur by using the following Council approved methods:

• Product: water based paint/Supaturf;
• Preparation: 20 L to 60 L of water;
• Comments: Water based paint is not toxic. Roundup or any other weed killer is not to be mixed with this product

Under no circumstances are chemical substances or any other methods to be used to permanently mark points for boundaries, sidelines or any field of play boundaries.

If you require a vehicle to access the park to undertake line marking, a vehicle access approval is required. Please contact Park Bookings.

Other field marking

An upgrade request is required for any other field marking that deviates from general field marking required for each sporting code. For example, sponsorship logo field markings.

Courts

If the existing line marking has become faded facility users can submit a Sporting field maintenance request form to request for the lines to be re-marked.

If the facility user wishes to change the line markings e.g. new use of the existing courts, the facility user can submit a Facility upgrade request. Refer section ‘Facility upgrades’ for further information about upgrades.

Facility users are not permitted to undertake mowing of Council parks or facilities. Council will undertake mowing as per its Service Standards. At some Council facilities, historic agreements have been entered into regarding facility users mowing Council facilities. These agreements are subject to regular review.

Facility users may request additional mowing in preparation for events, carnivals or important fixtures. The outcome of such requests will depend on the type of request and availability of Council resources.

The use of chemicals on Council fields is not permitted, including spraying for weeds or to manage grass growth.

Requests for spraying can be made using the maintenance request process identified in section 4.2 Related Policies, Processes and Guidelines.

If you plan to sell or serve alcohol at one of our facilities, you must obtain the appropriate licence or permit under the Liquor Act 1992 through the Queensland Office of Liquor and Gaming Regulation (OLGR).

Our endorsement is required before you can submit a liquor permit application for one of our facilities.

Facility users must ensure they comply with the Queensland Tobacco and Other Smoking Products Act (1998). Check the Queensland Health Smoking laws in Queensland homepage for information on restrictions. Smoking restriction signage for the facility / grounds is required. Signs can be sourced from Queensland Health. If you would like additional signage, please email us.

Facility users must refer to Toowoomba Regional Council Subordinate Local Law 1.14 (Undertaking Regulated Activities on Local Government Controlled Areas and Roads) 2011 or request a copy by contacting park bookings or a Sport and Recreation Officer on 131 872.

Schedule 1 (Undertaking regulated activities on local government-controlled areas and roads) specifies the requirements relating to noise, dust and light. The general provisions are in s4 (Additional criteria for the granting of an approval) of the Schedule:

(5) If the prescribed activity is the holding of a public place activity on a local government controlled area or road—

(a) the undertaking of the prescribed activity must not generate significant noise, dust or light pollution or other significantly adverse effects on the surrounding area; and…

Noise

Schedule 1 – Section 2 (Activities that do not require an approval under the authorising local law), subsection 8 states:

(w) any noise resulting from the undertaking of the activity must—

1. between 12:00am and 7:00am, not be audible; and
2. between 7:00am and 10:00pm, not exceed 70dB(A) at the nearest noise sensitive location; and
3. between 10:00pm and 12:00am, not exceed 50dB(A) or 10dB(A) above the background level, whichever is the lesser; and

(x) as far as practicable, amplified sound must be directed away from neighbouring noise sensitive locations; and

(y) the activity must not generate significant annoyance on areas surrounding the location of the activity by ensuring—

1. potential sources of annoyance are identified; and
2. contingency plans to deal with foreseeable risks and hazards, including corrective responses to prevent and minimise annoyance, are implemented.

Dust

Schedule 1, Section 6 (Conditions that will ordinarily be imposed on an approval), subsection 4 states:

(m) minimise annoyance from dust by—

1. employing, at regular intervals, suppression techniques throughout the undertaking of the prescribed activity so that dust particles do not leave the boundaries of the place at which the prescribed activity is undertaken; and
2. eliminating dust nuisance problems for patrons of, and persons engaged in, the undertaking of the prescribed activity

Light

Schedule 1, Section 6 (Conditions that will ordinarily be imposed on an approval), subsection 4 states:

(b) provide specified illumination for the purposes of the undertaking of the prescribed activity and take specified measures to reduce light spillage from the undertaking of the prescribed activity.

The primary and secondary point of contact in the seasonal booking application can contact us for any enquiries. We aim to acknowledge contact by a facility user within five business days.

When completing your seasonal booking application, please nominate a committee office bearer such as President or Secretary and an email address similar to president@club.gmail.com is used. Please let us know immediately, if the representative or contact details change. 

Council contact information

Council seeks to acknowledge contact by a facility user within five business days. Where possible the resolution/response will be provided in the acknowledgement email/phone call. However, in some cases this may be delayed if further information is required. The table below outlines the contact details depending on the nature of the enquiry.