FAQs

The Policy sets out how Kingston City Council allocates sportsgrounds and sporting pavilions to ensure access is fair, consistent, transparent and sustainable. It balances club demand, community access and maintenance needs, while supporting inclusive participation and long‑term facility condition.

The User Guide explains how clubs interact with the system day‑to‑day, including applications, managing facilities, conditions of use and compliance requirements.

Both documents should be read together.

An allocation is a confirmed booking that provides exclusive operational use of a facility for approved times. Allocations:

• Apply to matches, training and approved activities
• Are administrative and do not create a lease or licence
• May be adjusted or cancelled due to safety, maintenance or Council priorities

Allocations are classified as:

• Seasonal Allocations – weekly, recurring bookings during a recognised season
• Casual Bookings – one‑off or short‑term bookings, including pre‑season use

Pre‑season use is managed through the Casual Booking process.

The Policy outlines:

• The purpose, background and scope of facility allocations
• Key definitions and alignment with Council legislation, policies and strategies
• How allocations are implemented in practice, including reference to: 
  • The Sportsground and Facilities Allocation User Guide
  • The Sports Facility Allocation Prioritisation Matrix

The User Guide covers:

• Application processes for Seasonal Allocations and Casual Bookings
• Access, keys and security arrangements
• Council and club obligations (maintenance, cleaning, damage and utilities)
• Rights and responsibilities of Council and user groups
• Fees, charges and seasonal changeover requirements

The Prioritisation Matrix is a transparent and consistent decision‑making tool used by Council when demand exceeds available capacity. It considers factors such as:

• Commitment to Fair Access and inclusion
• Participation numbers and growth
• Historical and home‑ground use
• Compliance and tenancy record
• Governance and documentation
• Ground capacity and sustainability

The Policy applies to all users seeking organised use of Council‑owned sporting facilities, including:

• Community sporting clubs and associations
• Schools
• Social and casual sport providers
• Not‑for‑profit organisations
• Commercial hirers

All users with a Seasonal Allocation or Casual Booking must comply with the User Guide. Accepting an allocation means agreeing to its conditions.

The Policy does not apply to:

• Facilities governed by a lease or licence
• Informal, unbooked community use of reserves.

The Policy applies to Council‑owned:

• Sportsgrounds (e.g. ovals, pitches, courts and tracks)
• Sports‑associated buildings (e.g. pavilions and clubrooms)

Outside confirmed booking times, most reserves remain open for informal community use.

The Policy largely reflects current allocation practices, including the online booking system. Updates include alignment with contemporary Council priorities and the introduction of a clearer Prioritisation Matrix to assist with resolving scheduling conflicts more transparently.

No. While historical or home‑ground use is recognised and valued, it does not guarantee ongoing or exclusive access. Council must also consider participation growth, equity and inclusion, facility capacity and broader community benefit.

The Policy aligns with Council’s Fair Access Policy (2024). Where demand exceeds capacity, priority may be given to clubs that demonstrate inclusive practices and provide opportunities for under‑represented groups.

Existing fees and charges continue to apply. Council is developing a separate Fees and Charges Policy, with community consultation planned for late 2026.

Council is responsible for routine ground and building maintenance

Clubs are responsible for: 

• Leaving facilities clean and safe after use
• Reporting damage or maintenance issues promptly
• Avoiding misuse of facilities

Clubs may be liable for damage caused by negligence or misuse.

Yes. Informal activities (such as a casual kick, walk or exercise) are encouraged when there is no confirmed booking in place.

Yes. Community groups and schools can request access through the Casual Booking process.

Some non‑sporting uses may be classified as an event. Groups should contact the Sport and Recreation team early to discuss requirements, which may include additional approvals or forms.