Seasonal Sportsground Applications - 2018/19 Summer Applications Now Open
We invite sporting associations and clubs to submit seasonal applications for the use of our sportsgrounds each winter and summer. Park Committees, sporting associations and clubs that have utilised our sportsgrounds during the previous season will be forwarded a seasonal application form.
The 2018/19 Summer Season for our Sportsgrounds commences Monday 1 October 2018 and concludes on Sunday 31 March 2019. Applications closed Friday 7 September 2018.
For summer seasonal sportsground licensing, please complete a Seasonal Application Form
(pdf) and return to City of Newcastle, PO Box 489, Newcastle 2300 by the due date. There is a checklist provided on the final page of the application to ensure that all required information is provided. A Certificate of Currency outlining the club’s Public Liability Insurance must be submitted with the application. Cover up to $20 million is required with City of Newcastle noted as an interested party.
For clubs that use sportsgrounds managed by a Park Committee, please forward the application form to the relevant Park Committee.
While we will endeavour to meet all reasonable requests there is no guarantee that sufficient sportsgrounds will be available to satisfy all user demands. Prior to the start of each season, we reserve the right to book a sportsground to other user groups for training, competitions and carnivals. All seasonal and casual bookings are to be made on our official application forms and the appropriate fees and charges applied.
For competitions that commence outside seasonal periods, ie. NPL, NewFM and WPL please ensure a Casual Sports Application Form is submitted. Please be reminded the current seasonal licence holder has priority of use of sportsgrounds during this period.
It is suggested that all known casual bookings be forwarded to us at the one time to minimise additional application fees being charged. Any further casual bookings not included in seasonal allocations will incur an additional application fee.
Please ensure the 2018/19 Summer Season Sportsground Information Booklet
(pdf) is the reference as a first point of call and made available to all your club executive.
Casual Sportsground Applications
Please complete if you wish to book a sportsground for casual use.
Casual Sports Application Form (pdf)
Schools Sportsground Applications
There are two application forms for schools who want to book a sportsground during school hours (8am - 3.30pm).
Term School Booking Form (pdf) for weekly term sport.
Casual School Booking Form (pdf) for one-off events such as athletics carnivals.
We reserve the right to prohibit the use of any Sportsground in the event of heavy rain, in times of drought, or where damage is likely to be caused. Wet weather refers to a rainfall event which may affect the characteristics of a Sportsground and subsequent use of the Sportsground is likely to cause damage to the playing surface and/or player injury.
Sportsground closures, as a result of wet weather are determined by us from Monday to Friday 6am - midnight inclusive for local, district and regional sportsgrounds. On Saturday, Sunday and Public Holidays sportsground closures are the responsibility of the Licensee with sportsgrounds to be assessed by the Licensee against our Ground User Information Application.
Should wet weather conditions develop, inspections should be carried out throughout the licenced period to ascertain if there is any deterioration to the condition of the sportsground. If excessive damage is noticed, it is the responsibility of the Licensee to cancel further games and/or training with the Licensee to update our Ground User Information Application.
Council's Ground User Information Application
Our Ground User Information Application provides the most up-to-date status of our sportsgrounds conditions.
Monday to Friday the Ground User Information Application will be last updated by us by 2pm. From 2pm weekdays, if the sportsground is declared open, the sportsground must be monitored closely by the Licensee for any change in conditions and reinspections carried out as necessary. If wet weather conditions develop inspections must be completed throughout the licenced usage times to ascertain if there is any deterioration to the condition of the sportsground. If excessive damage is noticed, then further games and/or training should be cancelled.
The sportsground is declared open, however, the sportsground must be monitored closely for any change in conditions and reinspections carried out as necessary. If wet weather has been present in the week proceeding, is forecast by the Australian Government Bureau of Meteorology or wet weather conditions develop inspections should be completed throughout the day to ascertain if there is any deterioration to the condition of the sportsground. If excessive damage is noticed, then further games and/or training should be cancelled. The assessments via the Council Ground User Information Application.
The sportsground is declared closed and may not be used for competition or training. Once a sportsground is closed, it will remain closed until a reinspection declares the ground open. The assessments are to be conducted via the Council Ground User Information Application.
*A closure exemption will apply in the circumstance that the cricket wicket only has scored a hazard rating of 3, in this instance the ground may remain open for training only with the provision activities will only take place outside the cricket wicket square at a minimum distance of 5m.
**Where the assessment is being carried out for an event, in the circumstance the cricket wicket only has scored a hazard rating of 3, the boundary around the wicket or covering of the wicket must extend to a minimum of 10m from the wicket edge.
Please see Sportsground Closures for current status of our Sportsgrounds.
Fees and Charges
For current hire costs please refer to the Fees and Charges for 2018/19 (pdf)