Healthy and Physical Activity Grants guidelines

Grant update

Brisbane City Council has prioritised funds to create the new Lord Mayor’s COVID-19 Direct Assistance Program in 2020-21. This Program will support our community organisations as a result of the coronavirus pandemic.

Refer to the Lord Mayor’s COVID-19 Direct Assistance Program to check your eligibility and to find out more.

The information in this guideline is for use by not-for-profit incorporated organisations seeking to develop a project that increases participation in community sport recreation and physical activity.

Applications for this grant are closed. This program will return in 2021-22.

Learn about the Healthy and Physical Activity Grants Program:


The Healthy and Physical Activity Grants encourage projects that increase participation in community sport recreation and physical activity.


Healthy and Physical Activity Grants objectives are to:

  • increase community participation in sporting and recreational activities through innovative programs and activities
  • increase the community's health through participation in physical activity
  • support community organisations to develop new sport and recreation opportunities in Brisbane
  • generate long-term, ongoing participation in physical activity.

Eligible applications

The grant provides funding to not-for-profit incorporated organisations that are seeking to develop a project to achieve the Healthy and Physical Activity Grants objectives.

An applicant applying for a grant must operate within the Brisbane Local Government Area (LGA) or be able to demonstrate that the project will benefit residents of the Brisbane LGA.

The applicant must:

  • demonstrate that the grant will be used for community benefit
  • be a not-for-profit  incorporated organisation, or be sponsored by a not-for-profit  organisation that is incorporated and able to accept legal and financial responsibility for the project or activity
  • have met all acquittal conditions of previous Council grants; have no debt to Council; and be financially viable
  • have appropriate insurance and workplace health and safety policies in accordance  with the funding agreement.

Ineligible applications

The following will NOT be funded:

  • retrospective funding - projects that have already commenced or where your organisation has committed expenditure prior to the notification date. The projected notification date is December 2019.
  • projects that are considered to be the core responsibility of other levels of government, e.g. Queensland Government departments such as Department of Education and Training, Queensland Health
  • primarily commercial or fundraising ventures
  • event or conference sponsorship, prizes or award ceremonies
  • catering for the event or project
  • general operating expenses - funding will not cover expenses such as electricity, lease/rent payments, telephone, uniforms, etc. that are part of the organisation's ongoing expenses
  • general public liability costs for the organisation (public liability costs specific to the project are eligible
  • research projects
  • debt payment.

Funding available

You can apply for a grant ranging from a minimum of $5000 to a maximum of $20,000. As resources are limited, not every application that meets the assessment criteria will necessarily receive a grant.

Council may fund the full cost of a project, however applications that include contributions from the applicant are encouraged and will have a higher priority than those that seek 100% of project costs. The applicant's contribution may be cash, other funding assistance, or 'in-kind' e.g. voluntary labour or materials.

In some instances successful applicants may not receive the full amount of funding, but rather a percentage of the total sought. If your project cannot proceed without full funding from Council, this should be indicated in your application.

Council may also consider projects where other funding agencies are contributing to the overall cost e.g. 50% funding from state government, 50% funding from Council. Funding from other agencies must be secured prior to the closing date of this grant.

Financial arrangements


If you are successful in obtaining a grant, Council will send you a Funding Agreement that must be completed and returned prior to funding being provided.


If you or your sponsoring body are GST registered, 10% GST will be added to your grant as an itemised GST gross-up.

If you or your sponsoring body are not GST registered the 10% GST will be added to your grant, but not itemised as GST.

For advice on GST, please contact your tax advisor or the Australian Taxation Office on 13 24 78 or via its website on

Assessment process

Once eligibility criteria are checked, each project will be scored on the following Assessment Criteria:

Assessment criteria for Healthy and Physical Activity Grants 2012/2013 applications
Criteria #  Assessment criteria Percentage weighting
1.  Whether the project meets one or more objectives of the chosen theme (as outlined in section 1.1)  20%
2.  The capacity of the organisation to undertake all aspects of the proposed project (project planning, budget development, evaluation, documentation, marketing and application presentation) 20% 
3. The extent to which the budget is comprehensive, realistic and provides value for money 15%
4. The extent to which the organisation or local community demonstrates need and/or support for the project 15%
5. Evidence of effective consultation and networking. 10%
6. Outcomes or benefits that will continue beyond the project 5%
7. Demonstrated financial need 5%
8. The extent to which alternative and complimentary funding sources have been explored or secured 5%
9. The applicant's ability to promote the program to a wide audience 5%

Following the initial assessment by Council officers, recommendations will be provided to the Comparative Assessment Committee which makes recommendations to Council's Civic Cabinet for consideration. Civic Cabinet then makes the final decision about grant collection.

Applications that are predominantly equipment purchases will have a lower level of priority in application assessment.

Application process

Making your application

A budget table is required to support your application. Before you apply, it is highly recommended you review a budget table example to assist you with developing your budget.

All applications are to be submitted online.

The online application system will allow you to save, develop and print out your application before submitting. Support material can also be attached to your online application.

Applications will only be accepted if submitted on the online application form and associated templates.

Once an applicant has submitted an application:

  • the applicant will receive an email confirming receipt of the application
  • submitted applications will be kept confidential and the contents will not be disclosed to any person outside the application and assessment process
  • the list of successful applicants will be published on this website.

Successful applicants will be required to:

  • ensure continued compliance with these Guidelines;
  • deliver the approved project in accordance with the contents of the submitted applications approved by Council for the provision of a grant;
  • fully comply with the terms and conditions set out in the Funding Agreement (including any special conditions) provided by Council to the successful applicants; and
  • fully acquit the grant to Council in accordance with the terms and conditions of the Funding Agreement.

Planning your application

Before applying for funding, you must undertake planning for your proposed project and ensure that:

  • your organisation is eligible
  • your project and its components are eligible
  • you have considered the Assessment Criteria and responded directly to them
  • your project effectively responds to the objectives of the Healthy and Physical Activity Grants
  • you have identified the need for your project and can document how you identified this need
  • you have carefully considered to what extent your organisation can contribute financially or 'in-kind', e.g. voluntary labour or materials, to the project
  • you have identified the objectives of your project and can demonstrate, with specific performance measures, how they will secure a wider community benefit
  • you have carefully considered your budget, ensured that your figures are reliable and are able to demonstrate 'value for money'
  • you have thought about how you can manage the project and can demonstrate how you plan to deliver the results in the project timeframe
  • you have consulted with all relevant stakeholders about your project, including your local councillor, and can demonstrate support for the project, e.g. letters of support
  • you have considered whether your project would be improved if you worked with other organisations to deliver it.

You are encouraged to obtain a minimum of two recent quotes or provide documentation that shows that the funding request demonstrates value for money return on the investment being made by Council.

Preparing your application

  • ensure that you have read this information carefully
  • begin collecting all information needed to support your application
  • complete the application by answering all questions and supplying all information requested
  • before you commence your draft proposal, please contact Council and ask to speak to a Council Active and Healthy team member about the project
  • ensure you have a current audited financial statement, insurance certificates, support material and quotes
  • all applications must be approved by either the Chairperson, President or Chief Executive Officer of your organisation.

How and when will I be notified?

Applicants for the 2019-20 round will receive a letter advising whether their application is successful or not in December 2019 - January 2020.

You have 12 months from the time of the notification of your successful application to complete the project and acquit the grant, unless otherwise negotiated.

Successful applicants

You will receive an Approval Letter, and a Funding Agreement. The Funding Agreement will include Terms and Conditions of the grant, any special conditions that have been attached to your grant and GST information. You will need to complete and sign the Funding Agreement before any funding will be released.

Unsuccessful applicants

Failure to receive funding is not necessarily due to a poor application but may be the result of the demand for funds. For feedback on your grant application, please refer to the contact telephone number given in your notification letter. You may wish to consider submitting your application to another grants program.

The Our Community website and both the Queensland and Australian Governments have websites that list available grants.


Further information is available by contacting Council and asking to speak with the Healthy and Physical Activity Grant Program Officer.

If you have a hearing or speech impairment, please contact us through the National Relay Service:

  • TTY users phone 133 677 and then ask for 07 3403 8888
  • Speak and Listen users phone 1300 555 727 and then ask for 07 3403 8888
  • internet relay users connect to the NRS ( and then ask for 07 3403 8888.

If you require this information in other languages, please phone the Translating and Interpreter Service (TIS) on 131 450 and ask to be connected to Brisbane City Council on 07 3403 8888.

All enquiry services are free.

Terms and conditions

Successful applicants must abide by Council’s terms and conditions which are contained in the Funding Agreement. The Funding Agreement will be provided to successful applicants on notification of Council approving the application.


The glossary contains a number of terms and phrases applicants may need to be familiar with when planning an application.

Not-for-profit organisation
An organisation whose constitution states that any profits or surpluses must be used to further the objectives of the organisation rather than benefit an individual.

The online Acquittal Form is due within 12 months from the notification date and explains the outcomes of the project and how the funds were spent. It demonstrates that the funding has been used for the purpose for which it was provided, including a certified report of financial transactions and whether the project achieved its intended objectives.

Community benefit
How your project will provide access and inclusion opportunities to people accessing or participating in your organisation and the wider community.

Sponsor organisation (Auspice)
A not-for-profit organisation that accepts and manages the legal and financial responsibility of the grant on behalf of the unincorporated organisation.

Social inclusion
Processes which support all people to feel valued, have their differences respected, and their basic needs met so they can live in dignity.

In-kind contribution
The dollar value of non-cash contributions to a project, e.g. office space, staff time or voluntary labour, that would otherwise have needed to be paid for. The items/services must be such that there would normally be a charge for them, and must be essential to the implementation of the project.

Equipment (non-consumables)
Equipment is purchased to be used during the project but can continue to be used after the completion of the project.

Materials (consumables)
Materials are purchased to be used during the project but are used up by the completion of the project.

Target group
Primary group(s) of people that the project is aimed at appealing to or specific population group(s) intended as beneficiaries of the project.

For example:

  • Aboriginal and Torres Strait Islander people
  • seniors
  • people with a disability
  • young people
  • multicultural groups or communities.

Letters of support
Letters of endorsement or commitment to the project from partners, other community organisations, elected members.

Organisational governance
The way a committee or board works to inform, direct, manage and monitor the activities of the organisation toward the achievement of its objectives. This includes the committee’s structure and processes.

Last updated: 9 December 2020