Seasonal use of Council sporting facilities are offered to sporting clubs on a bi-seasonal basis. Seasonal periods are as follows:

• Summer season: 1 October to 31 March (or agreed end of fixtured season*).
• Winter season: 1 April to 30 September (or agreed end of fixtured season*).

*Fixtured season does not necessarily include training for finals or finals matches.

Use of facilities outside of the above dates will be considered on a case-by-case basis for those sports that do not align to these seasonal dates.

Who can book

• Not-for-profit, incorporated locally based organisations.
• Groups that are incorporated under the Associations Incorporations Act, or under the auspices of an incorporated group association and can provide proof of said incorporation.
• Schools.

How to book

1. Complete the Sporting field booking - Sporting facility seasonal permit application form (contact us for a copy of the application form) and abide by the Sport and Recreation facility guide. Submit the application at least 21 working days before the season starts.
2. Submit a copy of the organisation's current public liability insurance and other documentation required as per the Seasonal Permit Application Form and the Sport and Recreation Facility Guide. 

Fees and charges

Fees and charges may apply for your intended use of our facility. The fees and charges will be provided when making the booking, or alternatively these can be found in the fees and charges section. Fees may include:

• permit field fee
• lighting fee
• bond

Casual activities utilising our sporting facilities provide a wonderful opportunity for residents and visitors to participate in a wide range of social, recreational, community and cultural activities. Our sporting facilities are available for hire by individuals or groups on a casual basis. 

A casual permit application should be completed by user groups requiring use of a Council sporting facility for a sporting activity for one off or irregular use,  less than 12 times per season. If your booking is for greater use than this, please complete a Sporting Facility Seasonal Use Permit Application.

Who can book

• Schools
• Non-commercial users
• Commercial users

How to book

1. Complete and submit a Sporting field booking - Sporting facility casual permit application form (contact us for a copy of the application form) and abide by the Sport and Recreation facility guide. Submit the application at least 10 working days before the proposed usage date.
2. Pay the bond if required (bond may be requested from new user groups or groups hosting large events). Bond will be advised at the time of booking confirmation.

Fees and charges

Fees and charges may apply for your intended use of our facility. The fees and charges will be provided when making the booking, or alternatively these can be found in the fees and charges section. Fees may include:

• permit field fee
• lighting fee
• bond 

General conditions for use of parks 

Toowoomba parks are a great location for a variety of events including sport training and fixtures.

• The submission of an application form does not constitute approval for park usage. The application form submission is a registration of interest only.
• By signing the sporting facility application, the applicant states they have read and understood the conditions for a sporting facility and agree to comply with all conditions set out therein.
• Please note that annual and major events take precedence over training and fixtures. 

Casual permit 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 users as well as other casual applicants, for one-off or irregular use less than 12 times per season.

Council’s seasonal booking periods are as follows:

Summer Season: 1 October to 31 March
Winter Season: 1 April to 30 September

• Approval will only be issued if an application is made in writing via the standard form, ‘Sporting Facility Casual Permit Application’ at least 10 business days prior to the proposed usage date.
• A bond may be requested from new user groups or groups hosting large events. This will be advised by Council at the time of booking confirmation and will be in accordance with Council’s Fees and Charges Schedule.

Schools use of sports grounds 

• The application process and use of sports grounds by schools is subject to the conditions outlined in the ‘Sporting facility casual permit application’.
• Schools can be regarded as casual users and should follow the same application process as outlined in the Casual Use section above. Schools will be subject to the same conditions, times of use, responsibilities as casual users.

Fees 

• Fees and charges may apply for the use of sporting facilities in accordance with Council’s Fees and Charges Schedule.
• Parks booking officers will confirm applicable costs once a completed booking form has been received. Alternatively, Council’s Fees and Charges Schedule can be found on Councils website.
• A booking/use administration late fee applies to all park bookings received less than 5 working days to the first day of the event/park use.

 Payment options 

• Cash, debit card, and credit card are accepted. Payment can be made over the phone or at any Toowoomba Regional Council service centre.

Re-allocations 

• Council reserves and retains the absolute authority to reallocate times and/or days allocated if such re-allocation is considered by it to be necessary and/or desirable.

Other users 

• Applicants do not have the authority to approve use of fields to any other users. Approval must be obtained from the Council.

Conditions of use

When booking one of our sporting fields user groups must agree to the conditions outlined in the Sport and Recreation Facility Guide and any other conditions included in the booking confirmation letter. 

Booking arrangements and for further information 

• If you wish to make a booking, please complete the Sporting Facility Casual Permit application and forward to:

Mail to

Toowoomba Regional Council

PO Box 3021

TOOWOOMBA QLD 4350

Hand deliver to

Your nearest Customer Service Centre

Email

parkbookings@tr.qld.gov.au

Please retain a copy of this form and conditions for your information and reference.

• For further information, please visit our website (www.tr.qld.gov.au) or Email: info@tr.qld.gov.au

Schools wishing to utilise Council parks and sports fields and/or facilities for school sport or sporting carnivals must obtain approval prior to use.
Schools can be seasonal or casual users.

How to book

Pending the activity type the following options apply:

1 - Seasonal use applies for bookings more than 12 times per season, Winter - April to September (Term 2 & 3), Summer - October to March (Term 1 & 4). Complete the sporting field booking - Sporting facility seasonal permit application form (contact us for a copy of the application form) and abide by the Sport and Recreation facility guide. Submit the application at lease 21 working days before the season starts.

2 - Casual uses defined as one off or irregular use of a park, field or facility less than 12 times per season (Winter - April to September of Summer - October to March).

Casual use is for open space or field and amenity use only.

Casual use does not include the following activities:

• Use of electricity (fees apply)
• Vehicle entry (emergency vehicles exempt)
• Vendor access
• Erection of structures
• Additional amenities or building use i.e. canteens

Complete and submit a Sporting field booking - Sporting facility casual permit application form (contact us for a copy of the application form) and abide by the Sport and Recreation facility guide.

3 - Event use is defined as larger use which includes Gala Days and Carnivals where multiple teams or large participant numbers and when additional resources are required. Fees and park/key bonds apply.

Event applications can request the following use/resources:

• Use of electricity (fees apply)
• Vehicle entry (emergency vehicles exempt)
• Vendor access
• Erection of structures
• Additional amenities or building use i.e. canteens

Complete and submit a Local law approval application form - Undertaking commercial and/or community activity

Fees and charges

Fees and charges may apply for your intended use of our facility. The fees and charges will be provided when making the booking, or alternatively these can be found in the fees and charges section. Fees may include:

• permit field fee
• lighting fee
• park or key bond

Additional information:

During periods of wet weather, Council aims to update the status of Council sports field/courts by 2pm each business day.

One of the benefits of our region are the beautiful parks which support a range of activities including fitness classes. A permit system is in place for regular commercial fitness activities in our parks. 

Fitness service providers have the option to partner with us to create a healthy and active community under the Active Parks initiative. In return for delivering low cost activities, providers will have the annual permit and bond fee waived. Interested? Read more here...

When you need a permit

If you deliver regular fitness services/activities in one of our parks and receive a commercial benefit, you are required to apply for a permit. Examples may include personal trainers, exercise physiologists, commercial sporting bodies and not-for-profit groups. 

Fitness services/activities are services or activities that improve people’s fitness (e.g. cardiorespiratory endurance, muscle strength, flexibility and balance). Examples of fitness services/activities include group exercise classes and informal sports programs. 

How to apply for a permit

1. Complete and return a Commercial fitness permit application form (contact us for a copy of the application form), with copies of the essential documents listed below: 

• Public liability insurance cover (minimum $10 million)
• Professional indemnity insurance cover (minimum of $2 million)
• Industry qualification/s (eg, Certificate IV in Fitness, Bachelor of Human Movement / Exercise Science)
• Site plan of requested location within the park where requested activities will be undertaken

2. Upon receipt of your application, a provisional approval/rejection letter will be sent to you to advise the outcome of your booking request. If approved, the letter will outline how to make any necessary payments. Your booking will be confirmed via receipt of payment.

Commercial fitness service permit information - fees, charges, accepted activities, conditions etc.

Annual Permit fee (renewal at the end of each financial year)

An annual fee per site is applicable for the use of a selected area in our parks for the financial year (waived if an Active Parks booking). Fees can be found in the 'Parks and Recreation Services - Use of parks - 200>1000m2' fees listing. 

Bond fee

A bond per site is required (waived if an Active Parks booking) for the use of a selected area in our park for one year (pro-rata rates do not apply). The bond fee can be found in the 'Parks and Recreation Services - Use of parks - 200>1000m2' fee listing.

Bonds are refunded at the conclusion of the use year if there has not been any damage or costs to us. In the event of damage or costs, no refund will be given until a determination has been made regarding damages or costs incurred.

Electricity and lighting charges

Electricity and lighting charges apply if used. Price on application.

Damage / costs

Users will be held liable for any damage (other than fair and reasonable wear and tear) to the park, or its facilities, as a result of the fitness services provided. Users will also be held liable for reimbursement of any repair costs we incur as a result of the use. We are the final arbitrator with regards to assessment of damages and liability for costs.

Cancellations / refunds

If you cease operation of your activities under a commercial fitness services permit, you may apply for a pro-rata refund of any permit and bond fees paid to us for the remainder of your booking within the financial year.

Permit locations

Fitness services / activities must only take place in the area/s approved by us and, unless otherwise approved, must not interfere with public park use (e.g. pedestrian flow, use of public amenities, picnic gazebos / shelters etc.).

Permit activities

Permitted activities to be delivered under the commercial fitness services permit include any services or activities that improve people’s fitness (eg, cardio-respiratory endurance, muscle strength, flexibility and balance). Examples of fitness services / activities include group exercise classes and informal sports programs.

Active Parks activities must be delivered in a manner suitable for beginners, and in a ‘pay as you go’ format only. Only approved activities using approved equipment (as outlined within the booking form) may be conducted.

Fitness permit holders must ensure:

• activities are conducted only in the area/s approved by us via the application process.
• currency of public liability and professional indemnity insurance, and industry registrations and qualifications, are maintained for the full permit period
• potential health and safety risks to participants associated with their participation in the permit holder’s activities are managed appropriately (in accordance with industry guidelines). This includes:
• checking venues are suitable for use prior to commencing activities (i.e. conducting a site assessment prior to each activity session).
• conducting relevant industry-standard ‘participant readiness’ checks (e.g. exercise readiness questionnaires) prior to participants joining activities.
• conducting relevant industry-standard risk assessments of activities to identify and implement appropriate control measures to manage potential health and safety risks to participants associated with their participation in the applicants activities.
• any A-frame / tear drop banner signage approved via the application process that is displayed during activities is erected and removed within 30 minutes of the activity starting / finishing.
• the area is left clean and tidy after use.
• compliance with all provisions of our local laws or subordinate local laws relevant to the permitted location and permitted activity under this permit.

Fitness permit holders are aware that:

• annual and major event park bookings (e.g. Carnival of Flowers) and various sporting associations bookings (including any necessary park recovery time) takes precedence over any fitness permit booking arrangements in place.
• we may undertake non-programmed / emergency maintenance within parks beyond our control, in addition to programmed park maintenance works. In these instances you may be required to relocate your fitness service location.
• we are not responsible for any inconvenience caused by any loss of income due to unforeseen circumstances (such as storm damage or vandalism).
• we may limit use of parks if required to ensure ‘fair use’ of facilities by organisations across the community, and that priority will be given to providers working in partnership with us to provide accessible, low-cost classes for the community.
• receiving a permit approval does not guarantee exclusive use of an area within a park (or its facilities).
• the permit application letter and receipt may be required to be sighted by an authorised Council officer during the duration of your booking.
• all permits are for one year renewable at the end of each financial year. 

Fitness permit holder’s activities must not involve:

• conducting any activities not approved via the permit application process.
• using any equipment (e.g. ropes, ladders, tyres etc.) not approved via the permit application process.
• driving vehicles onto parks.
• serving / selling catering / foods / drinks.
• digging holes.
• displaying unapproved signage within parks (e.g. tying banners to posts / trees / park furniture, leaving any approved signage in parks for longer than permitted etc.).
• any actions prohibiting public use of parks (e.g. blocking pedestrian flow or use of public amenities, picnic areas, etc.), or actions that cause nuisance, inconvenience or annoyance (such as noise using loudspeakers / megaphones, blowing whistles and playing amplified music).
• misusing park facilities / infrastructure for any unintended purpose (e.g. using trees, garden beds / edging, tables, benches, seats, shade structures, playgrounds, BBQ facilities and other park infrastructure as equipment during activity sessions).
• injuring, defacing, marking or otherwise damaging any buildings or structures within parks.
• removing any plant, equipment, fixtures, fittings and furniture from parks.

Generally the process for a facility upgrade 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.

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.