School Sport and Recreation Facility Upgrade Program Guidelines

Program 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 School Sport and Recreation Facility Upgrade Program will return in 2021-22.

The School Sport and Recreation Facility Upgrade Program provides financial assistance to Brisbane state schools to fund the upgrade of existing school sport and recreation facilities to increase community and school use.

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

Learn about the School Sport and Recreation Facility Upgrade Program:


The School Sport and Recreation Facility Upgrade Program is funded by Brisbane City Council and Department of Education Queensland. The Program provides financial assistance to Brisbane State Schools to fund the upgrade of existing school sport and recreation facilities in order to increase school and community use of these facilities.


The school must contribute a minimum of 20% of the costs toward the project. A grant of $5000 minimum and $30,000 maximum will be awarded to successful applicants. Funding is exclusive of GST.

Selection criteria

All applications will be assessed and ranked on their merit, against the following selection criteria:

  1. Demonstrated need for facilities to increase sporting activity in the school and wider community.
  2. Commitment to increase curriculum-based usage of upgraded facility by the school.
  3. Demonstrated commitment from sport and recreation groups to utilise the upgraded facility.
  4. Accessibility of the facility - visibility, security, booking system, etc.
  5. Initiatives to promote an increase in general community use of the upgraded facility.
  6. Demonstrated capacity to maintain upgraded facility.


To be eligible schools must meet a number of predetermined criteria. These include:

  • schools must be located in the Brisbane City Council boundary
  • schools must have existing sport and recreation facilities that are in need of upgrade
  • schools to sign a Community Use Agreement to encourage community use of the facilities
  • schools should be able to complete the project by 31 May 2021
  • schools with outstanding Council Grant acquittals/project completion will not be considered
  • the application must be approved by the Principal of the school.

Please visit the Education Queensland website to read about the Community Use of School Facilities Policy.

Eligible projects

Examples of eligible projects include:

  • the upgrade of fields or ovals to support an increase in the level or type of use or capacity
  • resurfacing of existing hard court or indoor court surfaces
  • the upgrade or installation of night lighting to outdoor courts and fields to support the extension of activities into the evening
  • the upgrade of training nets, equipment fittings and fixtures to complement courts and fields use
  • improvements to existing pool facilities that facilitate an increased level of community use
  • the repair of perimeter fencing to courts to provide improved user experience
  • project management costs.

Ineligible projects

Projects that will not be funded include:

  • the development of new sport and recreation facilities
  • the purchase of sports equipment including protective wear, gloves, rackets, bats and balls
  • retrospective funding, i.e. funding toward upgrades that have already taken place prior to the grant outcome notification date. The notification date for the 2019-20 round is anticipated to be June 2020.
  • any future or general maintenance and operating costs, including electricity
  • the payment of general and ordinary running costs, including electricity
  • the payment of insurance costs (public risk and property damage, etc.).

Conditions of funding

Please read the following conditions carefully.

  • project funds will be allocated on signing of the Construction and Community Usage Agreement
  • the funding may not be used for any purpose other than that for which it is granted
  • at the completion of the project, Council will require evidence substantiating all expenditure incurred
  • where the project runs over budget, Brisbane City Council and/or the Department of Education Queensland will not be responsible in any way for meeting the shortfall
  • the contributions from Brisbane City Council and the Department of Education Queensland to the project are to be acknowledged using signage and other promotional media available to the school including:
    • media releases
    • official openings/launches to promote the project
    • display of signage
    • school newsletters
  • the project and all expenditure incurred must be completed and reconciled before 31 May 2021.

Terms and conditions

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

Application process

Making your application

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

Applications are submitted online.

The online application system allows you to save, develop and print out your application before you submit it.

Once an applicant has submitted an application:

  • 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 Council's website.

Successful applicants will be required to meet all of the following:

  • 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
  • fully acquit the grant to Council in accordance with the terms and conditions of the Funding Agreement.

Essential supporting documentation

The following information must be supplied with the application. Failure to do so will mean the application will not be considered.

  • site plan – showing location of the facility/facilities within the school
  • description of current condition of facility/facilities
  • details of costings – quotes that establish the value of the project
  • statement that the school will sign a Construction and Community Usage Agreement for the Sport and Recreation Facilities, which is valid for five years
  • details of the Project Manager or Co-ordinator and his/her qualifications

Assessment of applications

An assessment group comprising Brisbane City Council and the Department of Education Queensland officers will be appointed to consider applications for approval by Council. Applications will be assessed against the selection criteria.


Information about grant decisions will not be released over the phone. A formal letter will be posted notifying applicants of the outcome.

Last updated:22 July 2020