Sporting Club Grants Program, Round 2: Program Guidelines

For accessibility, the program guidelines have been published in full on this web page. Scroll down to read the guidelines online or download a copy via the links below.

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Download: 2024-25 Sporting Club Grants Program Guidelines Round 2 ( , 109.6 KB)

On this page

Guidelines and the Department

These program guidelines are subject to change at the discretion of the Minister for Community Sport.

These program guidelines provide an indication of what will be considered for funding and a list of some of the items and projects that will not be funded. This is not an exhaustive list. Prior to submitting their application, applicants that are unsure if proposed items or projects are eligible for funding should contact us.

The Department’s reserved rights

Notwithstanding anything to the contrary in these program guidelines, the Department reserves the right to do any or all of the following, in its absolute discretion, at any time for any reason, with or without notice:

  • suspend or cancel the Sporting Club Grants Program
  • withdraw, amend or replace these program guidelines and any application terms
  • suspend or cease the assessment of any application
  • withdraw any offer it has made to a successful applicant through an Email of Acceptance or Grant Agreement.

1. About the program

The Sporting Club Grants Program provides funding for community sport and active recreation organisations across Victoria, to help address barriers in participation, develop safe and sustainable practices and build social and active local communities.

1.1 Program Categories

Grant funding will be made available through 4 categories:

Category 1: On-field Uniforms or Equipment

  • Up to $1,000 to purchase on-field playing uniforms, participation equipment for competitors and active participants, safety, injury prevention and first-aid equipment.

Category 2: Volunteers and Officials

  • Up to $5,000 to improve the skills and knowledge of volunteers, coaches and/or officials, or introduce or enhance an ongoing volunteer program.

Category 3: Access and Engagement

  • Up to $1,000 for tools and resources that improve accessibility, governance and strengthen engagement with members and participants, or
  • Up to $4,000 to plan and deliver a new or modified sport or active recreation program.

Category 4: Competitors

  • Up to $750 towards the costs of travel, accommodation and event registration fees for individual athletes selected to attend representative competition, selection trials or training camps.

1.2 Strategic Alignment

Sport and Recreation Victoria’s strategic framework is Active Victoria 2022-2026. It was developed from a vision to build a thriving, inclusive and connected sport and active recreation sector that benefits all Victorians.

The Sporting Club Grants Program aligns with the Active Victoria 2022-2026 priorities and outcomes

Active Victoria Priorities

  • Connecting communities – All Victorians have the opportunity to participate in sport and active recreation initiatives that are high ‑quality, inclusive and appropriate
  • Building value – The sport and active recreation workforce create positive experiences for people
  • Enduring legacy – A connected system that generates long‑term benefits for the sector and Victoria.

Active Victoria Outcomes

  • Sustained participation – More Victorians participate equitably in sport and active recreation
  • Sector capability – The sport and active recreation workforce is highly skilled and leads a strong, sustainable industry
  • Good governance – Sport and active recreation is a safe, inclusive and resilient sector
  • High performance – Victorians can achieve success at the highest level.

2. Program objectives and 2024-25 priorities

The Sporting Club Grants Program objectives, 2024-25 priorities and program outcomes include.

Program objectives

  • Increase access to uniforms and equipment that are essential for participation, first aid and safety
  • Expand community sport and active recreation club capabilities to attract, build the capacity and retain a skilled workforce – both volunteer and paid
  • Increase equity, diversity and inclusiveness
  • Implement good governance practices
  • Help organisations to create new programs to increase participation of individuals and communities who participate less
  • Build a robust sector that responds to current and changing community needs
  • Support athletes to realise their potential and achieve success in their sport
  • Align with the priorities of Active Victoria 2022-2026.

2024-25 program priorities

  • Projects that support more regional Victorians to get and remain physically active
  • Projects that support the sustainability, capability and capacity of community sport volunteers and the paid workforce in regional Victoria
  • Projects that will increase participation in communities or population groups with existing low levels of participation in sport and physical activity. These population groups include people with a disability, women and girls, Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse communities, LGBTQIA+ and older adults
  • Organisations located in areas identified with high levels of socio-economic disadvantage (supported by 2021 Australian Bureau of Statistics Census data)
  • Organisations that have not previously received funding through the Sporting Club Grants Program
  • For Category 4, athletes who possess an Australian Government Health Care Card (HCC), Pensioner Concession Card (PCC), or currently reside in Victoria Care Services (out-of-home care)
  • For Category 4, athletes who travel regularly, or further distances in regional Victoria.

End-of-program outcomes

  • More Victorians are participating in sport and active recreation opportunities at club level
  • Victorian community sport and active recreation clubs have increased capacity to deliver initiatives
  • More people with existing low levels of participation in sport and active recreation, including women and girls, Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse communities, LGBTQIA+ and older adults, are participating in sport and active recreation (on and off field) across Victoria.

3. Key Dates

2024-25, Round 2

Funding is available for projects commencing or items purchased from Friday 28 March 2025.

If successful, recipients must complete the project and spend grant funds within 12 months.

  • Applications open: Thursday 20 February 2025
  • Application close: 4:00 pm, Thursday 27 March 2025
  • Notification of outcomes: May 2025.

4. Applicant eligibility

4.1 Who can apply?

Applicants must be:

  • a community sport or active recreation organisation operating in Victoria
  • not-for-profit and non-government
  • delivering a sport or activity that is a person-centric physical activity
  • registered and operating in Victoria as one of the following eligible legal entities:
    • an incorporated association
    • a company limited by guarantee, or
    • an Aboriginal and Torres Strait Islander corporation.

Applicants may nominate an auspice organisation.

Auspice eligibility is outlined in section 4.3.

4.2 Ineligible applicants

The following organisations are ineligible to receive funding:

  • organisations that received a grant in categories 1, 2, or 3 of:
    • the 2023-24 Sporting Club Grants Program
    • round 1 of the 2024-25 Sporting Club Grants Program.

These organisations are ineligible to apply for funding in categories 1, 2 or 3.

These organisations are eligible to apply for funding in category 4.

  • Organisations that received $6,000 or more in total funding through grants received in category 4 of:
    • the 2023‑24 Sporting Club Grants Program
    • round 1 of the 2024-25 Sporting Club Grants Program.

These organisations are ineligible to apply for funding through category 4.

These organisations are eligible to apply for funding in categories 1, 2 or 3.

The following business or organisation entity types are not eligible to apply for funding:

  • schools, playgroups, kindergartens, child-care centres or pre-schools
  • animal obedience organisations.

4.3 Auspice arrangements

Applicants that are not registered as an eligible legal entity, can nominate an auspice organisation to take legal and financial responsibility of the grant on their behalf.

The auspice organisation must:

  • be registered as one of the above eligible business organisation entity types and operating in Victoria
  • have completed reporting responsibilities on any grants previously received from Sport and Recreation Victoria.

Auspice arrangements cannot be used:

  • to seek funding on behalf of individuals, sole traders or any other ineligible entity
  • to seek funding on behalf of organisations whose primary business is not the delivery of community sport or active recreation
  • for projects seeking funding to deliver services to children under the age of 18 years.

4.4 Applicant attestations

All applicants must attest that their organisation:

  • implements and maintains policies relating to the Child Safe Standards available on the Commission for Children and Young People website
  • has completed reporting responsibilities on any grants previously received from Sport and Recreation Victoria.

Sport and active recreation applicants must attest that their organisation:

4.5 Additional requirements

5. How many applications can I submit?

Organisations can submit up to 10 applications in total comprising of the following limits:

  • Category 1 or Category 3: maximum 1 application
  • Category 2: maximum 1 application
  • Category 4: up to 8 applications

To note:

  • applicants must decide if they will submit an application in Category 1 or 3. We will not accept an application by the same organisation in both Category 1 and 3
  • a separate submission must be completed for each application
  • if organisations submit more applications than the permitted limit, the first application/s submitted by date and time will be considered. All further applications are ineligible.

Only the following 2 combinations are eligible if your organisation submits 10 applications.

Combination 1

  • 1 application in Category 1 +
  • 1 application in Category 2 +
  • 8 applications in Category 4

= 10 applications.

Combination 2

  • 1 application in Category 2 +
  • 1 application in Category 3 +
  • 8 applications in Category 4

= 10 applications.

6. Project eligibility

The following will not be funded:

  • projects that have commenced, or items purchased before 28 March 2025
  • costs listed as we will not fund, in section 7 of these program guidelines
  • projects that received funding for identical (or alike) projects or costs through the:
    • Together More Active Program 2023-2027
    • Change Our Game, Community Activation Grants in 2023-24 or 2024-25
    • Aboriginal Sport Participation Grant Program in 2024-25.

7. Eligible projects and costs

The information below indicate examples of eligible projects and costs that will and will not be funded. This is not an exhaustive list. Prior to submitting their application, applicants that are unsure if proposed projects or costs are eligible, should contact us.

  • All project activities and costs must be new and take place from 28 March 2025.
  • All costs must be reasonably attributable to project delivery and supported by mandatory support documentation.

7.1 Category 1: On-field Uniforms and Equipment

Up to $1,000 to purchase on-field playing uniforms, participation equipment for competitors and active participants, safety, injury prevention and first-aid equipment.

Eligible costs

  • Uniforms for players, competition officials or umpires:
    • Playing jerseys, referee tops, bibs, rashies, uni-suits, martial arts gi, goggles.
  • Participation equipment used during physical activity:
    • Balls, racquets, portable nets or goals, handcycles, bowling aids, portable hoops
  • Safety or injury prevention equipment:
    • Goal post padding, batting pads, gloves, goalie gear, helmets, gymnastic mats, headgear, chest protectors, shin and arm guards, grip tape, floatation jackets.
  • First-aid equipment necessary for immediate attention to injury:
    • First-aid kits, defibrillators, stretchers, athletic tape.

Costs we will not fund

  • Non-playing / participation equipment:
    • public address systems, trophies, wicket covers, IT and GPS products, locks, alarm systems, electronic scoreboards, radio communication devices, iPads.
  • Fixed playing surfaces, structures and capital expenditure:
    • synthetic pitch material, in-ground goal posts, permanent shade structures, fencing and practice wickets, fixed lighting, mobility ramps.
  • Equipment aimed at enhancing the skills of participants:
    • ball machines, bowling machines, weights, simulators, timing poles
  • Personal items or non-playing clothing or accessories:
    • mouthguards, drink bottles, backpacks, underwear.
  • Maintenance equipment:
    • lawn mowers, rollers, line markers, hoses, air compressors, tools.
  • Repairs to equipment, structures and playing surfaces:
    • golf course and cricket pitch maintenance, repairs to spectator seating.
  • Canteen, cooking and clubroom items:
    • lockers, furniture, microwaves, food and drinks, cooking utensils, whitegoods.
  • Purchase or lease of vehicles:
    • boats, golf carts, jet-skis, go-karts.
  • Firearms, scopes and ammunition:
    • rifles and pistols.
  • Animal welfare equipment:
    • equine first-aid kits.

7.2 Category 2: Volunteers and Officials

Up to $5,000 to:

  • improve the skills and knowledge of volunteers, coaches and/or officials, or
  • introduce or enhance an ongoing volunteer program.

Eligible costs

  • Sport-related courses:
    • accredited coaching, instructor, referee, umpire, assessor, timekeeper, or scorer
    • community officiating
    • inclusion and diversity
    • attendant support
    • child and member protection
    • code of conduct.
  • Health and safety courses:
    • first-aid or CPR
    • mental health and crisis support
    • sport trainer or physio
    • injury prevention
    • conflict resolution.
  • Workforce training:
    • gender equity
    • cross-cultural awareness
    • fundraising, sponsorship, revenue or financial management workshops
    • administration and operations
    • event planning and delivery
    • social media and online literacy
  • Volunteer recruitment and retention – these costs must be reasonably attributable to an ongoing volunteer program and demonstrate an inclusive culture of appreciation and support
  • Event planning:
    • guest speakers
    • venue hire
    • recognition events
  • Promotion:
    • advertising for new volunteers
    • inclusive communications in accessible formats and languages
  • Digital capability and resources:
    • website or development costs that directly relate to volunteer capacity building. A maximum of $1,000 can be requested for these costs
  • Partnership projects:
    • collaborations between organisations, or across different sport and active recreation to build connections and sustainable volunteer pathways.

Cost we will not fund

  • Projects for players, competitors or active participants, for example training camps or specialist coaching
  • Projects that will deliver activities or services to children under the age of 18 years on a recurring basis, where the applicant organisation does not have the appropriate level of child abuse insurance
  • Participation or playing equipment
  • Uniforms
  • Travel and accommodation costs, except for training that cannot be accessed locally. If deemed eligible, the maximum amount that can be requested for travel and accommodation is $1,000
  • Trophies, prize money, gift packages
  • Hospitality, catering and alcohol
  • An organisation’s normal operational expenditure: rent, utilities, wages and salaries, accounting, membership and legal fees, property taxes, business travel, insurance, administrative expenses
  • Capital expenditure to acquire, upgrade and/or maintain assets, including property, building, and transport
  • Any costs to meet regulatory requirements, for example permits or working with children checks
  • Responsible Service of Alcohol courses
  • Point of sale system training
  • Food safety or food handling courses
  • Facility or grounds management training
  • Site coordination courses
  • All items listed under ‘Costs we will not fund’ in Category 1.

7.3 Access and Engagement

  • Up to $1,000 for tools and resources that improve accessibility, governance and strengthen engagement with members and participants, or
  • Up to $4,000 to plan and deliver a new or modified sport or active recreation program.

Eligible costs of up to $1,000 - Resource and engagement projects

  • Governance projects:
    • Access and equity policy development
    • Diversity policy development
    • Integrity framework development
    • Business, strategic, financial management or succession planning
  • Accessibility improvement:
    • Development of resources in multiple languages
    • Partner or connect with a local organisation, to increase playing members and improve the joining experience for everyone of all abilities
  • Tools for communication and engagement:
    • Website build or renewal
    • Membership portal upgrade
    • Social media and content platforms.

Eligible cost of up to $4,000 - New or modified program

  • New, alternative or modified programs:
    • all abilities program
    • modified sport program
    • flexible, social, non-competitive or less structured program
    • come and try day, or bring a friend day
    • targeted program for population groups that participate less.

The following costs must be new expenses and will only be funded if they are reasonably attributable to the program delivery:

  • Event and project management staff:
    • Short-term or specialised staffing
  • Uniforms and equipment:
    • Purchase or hire that directly relates to the program. The maximum amount that can be requested for uniforms and/or equipment in Category 3 is $1,000
  • Promotional costs:
    • Advertising, publicity, marketing, stationery, printing, and publishing
  • Digital capability
    • Website or development costs that directly relate to the program.

Cost we will not fund

  • Projects that will deliver activities or services to children under the age of 18 years on a recurring basis, where the applicant organisation does not have the appropriate level of child abuse insurance
  • Travel and accommodation costs
  • Trophies, prize money or gift packages, hospitality, catering and alcohol
  • An organisation’s normal operational expenditure: rent, utilities, wages and salaries, accounting, membership and legal fees, property taxes, business travel, insurance, administrative expenses
  • Capital expenditure to acquire, upgrade and/or maintain assets, including property, building, and transport
  • Costs to meet regulatory requirements, including working with children checks, permits
  • All items listed in ‘Costs we will not fund’ in Category 1.

7.4 Category 4: Competitors

Up to $750 towards the costs of travel, accommodation and event registration fees for individual athletes selected to attend representative competition, selection trials or training camps.

The athlete must be:

  • Aged 12 years or over, as of 1 January 2025
  • Selected for representative competition (region, association, state or national) or an official selection trial or representative training camp
  • Attending the representative competition, selection trial or representative training camp between 28 March 2025 and 26 September 2025.

Additional details for Category 4

  • Organisations can submit up to 8 applications to support 8 different athletes
  • A separate application must be submitted by the organisation on behalf of each athlete
  • Only 1 application per athlete will be considered. This includes the athlete attending a different competition, competing for a separate organisation or in another sport
  • Eligible costs include travel, accommodation or registration fees only. No other costs will be funded
  • Competition, selection trials and training camps must be representative. No other events will be funded.

Before applying

Please note:

  • Assessment questions in Category 4 are directed at, and must be answered by the athlete nominated in the application.
  • These personal statements allow the athlete to share their story about their sporting pathway in their own words.
  • IF an athlete needs support or is unable to complete this independently, please outline the difficulties or reasons why by contacting us.

Cost we will not fund

  • Team applications or applications nominating 2 or more athletes
  • Applications featuring answers to the assessment questions that are identical (fully or partially) to another application
  • Events taking place outside of Australia
  • School Sports Victoria competitions, including School Sport Australia Championships
  • People accompanying athletes, including parents and support staff
  • Coaches or officials
  • Registration fees exclusively
  • Athletes under 12 years of age, as of 1 January 2025
  • Applications submitted by individuals. Organisations must apply on behalf of athletes
  • Athletes who receive financial or in-kind assistance from the Victorian Institute of Sport or the Australian Institute of Sport.

8. Assessment and approval

8.1 Assessment process

The Sporting Club Grants Program includes a competitive application process.

Eligibility does not guarantee success, and it is expected that more applications will be received than the amount of funding available.

Applications are assessed according to the organisations’ eligibility first, then by:

  • responses to the assessment questions
  • alignment with Sporting Club Grants Program objectives and 2024-25 program priorities
  • eligible costs
  • adequacy of support documentation
  • comparison to other applications within the same category
  • availability of funding.

Funding recommendations are made to the Minister for Community Sport for final approval.

8.2 Application question and guidance documents

Application question and guidance documents are available on the Sporting Club Grants Program webpage to assist organisations prepare an application.

Outlined in the Application Question and Guidance documents are:

  • the questions you will be asked on the application form
  • the details you will need to provide in the application form
  • tips to submit your application online through the Department of Jobs, Skills, Industry and Regions (DJSIR) Grants Portal.

8.3 Assessment questions

Below are the assessment questions for 2024-25, Round 2.

Answers that are identical (fully or partially) to another application are not eligible to receive funding.

Category 1: On-field Uniforms and Equipment

Question 1: Why does your organisation need the requested uniforms or equipment and why is a grant needed to support the purchase?

Question 2: Who from your organisation will use and benefit from the uniforms or equipment and how will these items benefit them?

Question 3: What change will the uniforms or equipment make at your organisation and how will this grant positively impact your community this year?

Category 2: Volunteers and Officials

Question1: How do volunteers and/or officials contribute to your organisation?  Who are they, what are their current needs and how will your project improve their skills, knowledge, capacity or capability?

Question 2: How will funding help your organisation's volunteers and/or officials deliver sport and active recreation in your community now and into the future?

Question 3: What is your organisation's commitment to increase the diversity and retain the participation of volunteers and officials at your organisation? How would this funding help create a safe, welcoming and inclusive environment for volunteers and officials at your organisation?

Category 3: Access and Engagement

Question 1: What need or aspiration does your organisation's project respond to? What is the evidence of this need and why will this project be able to support or solve this need?

Question 2: Who are the people that will benefit most from your organisation's project and how? Who are the people that will develop and deliver the project and how? If your organisation will collaborate with a service provider, who are they and how have you made this decision?

Question 3: What do you expect to achieve through this funding? How will this funding help deliver sustainable operations or enhanced participation at your organisation and for your local community?

Category 4: Competitors Must be answered by the athlete that funding will support

Question 1: Why should you receive this travel grant and why do you need funding to attend this event?

Question 2: What is one of your noteworthy sporting achievements and how will this grant assist you to develop to your full potential?

Question 3: Beyond competing, how else do you contribute to your sport?

9. Support documentation

9.1 Mandatory quotes – Categories 1, 2 and 3

All applications in these categories must include a quote(s) which corresponds to all items, courses and/or services to be funded.

Quotes must:

  • be equal to, or greater than, the total amount of funding requested
  • be dated from 1 October 2024
  • include the following details: item, description, quantity, unit and total costs and the supplier’s business details (business name, ABN, and/or website)
  • website shopping carts, unpaid invoices and screen shots are accepted, but must include the details listed above
  • be unpaid – existing activities, services, or projects that have already commenced or have been completed will not be funded.

9.2 Mandatory evidence– Category 4

All applications in Category 4 must include either:

  • quotes which correspond to all costs to be funded, or
  • proof of payment documents such as receipts, paid invoices or bank statements that correspond to the travel dates for the nominated competition.

Applicants can only apply to be reimbursed for eligible costs through Category 4.

Where only an approximation in spending can be noted in advance, a detailed itinerary highlighting these estimated costs can be submitted. This includes fuel or transit costs.

Eligible evidence for Category 4

  • Accommodation:
    • quotes
    • itinerary from a travel provider or agency
    • invoices
    • screenshots of online bookings
    • paid receipts.
  • Travel
  • Registration fees:
    • Online entry or registration fees for the event. Evidence must be specifically for the nominated event (not a previous year)
    • Email screenshots from hosting organisation.

9.3 Itemised budgets – all categories

The budget section, to be completed through the online application form, should reflect the entire scope of your project, purchase or travel. It should include all income and expenditure that relates specifically to the application. Applications seeking to fund an event, ongoing project or program, need to demonstrate sound cost estimates and value for funding.

10. Child abuse insurance

Child abuse insurance is required if your project will deliver ‘services to children’.

‘Services to children’ means services provided by a non-government organisation that is responsible for the supervision of, or authority over, a child under the age of 18 years on a recurring basis.

This includes the provision of:

  • care
  • education
  • services or activities.

In this context, services to children does not include one-off activities, nor incidental or ad hoc contact with children.

10.1 Is child abuse insurance required for my project?

  • Category 1 – Not required
  • Category 2 – Required where the grant funds will be directly used to deliver services to children under the age of 18 years on a recurring basis
  • Category 3 – Required where the grant funds will be directly used to deliver services to children under the age of 18 years on a recurring basis
  • Category 4 – Not required.

Insurance requirements

For projects that require the applicant to hold child abuse insurance, the applicant must:

  • have child abuse insurance with a minimum insured amount of $5 million per claim, exclusive of public liability insurance, or in the case of coverage provided on the basis of a monetary aggregated claims amount, $10 million per annum; and
  • provide Sport and Recreation Victoria with written advice from the insurance provider, uploaded to the grant application. The whole insurance policy will be required, not solely the certificate of currency.

10.2 Example projects for child abuse insurance

Some project examples where child abuse insurance may, or may not be required, are provided in the 'Additional information' section of our Sporting Club Grants Program webpage. The examples provided are a guide to explain the requirements. They do not cover all possibilities.

For further clarification on child abuse insurance requirements for this program, prior to submitting your application please contact us.

11. How to apply

Applicants must submit a completed online application via the Department’s Grants Portal:

  • to start a new application:
    • visit the Sporting Club Grants Program webpage
    • click on ‘Start a new application’ for the category you wish to apply for
    • when prompted, log-in using an existing Grants Portal account or create a new account
  • draft applications can be saved for a later time but must be submitted before the advertised closing date and time. Saved applications can be accessed by logging into the Department’s Grants Portal.
  • an automated email confirming the application submission is issued immediately after you press submit. If you do not receive this confirmation email, please immediately contact us and quote your application reference number.

Information regarding third-party grant writers

  • Applicants may seek the support of a third-party grant writer or consultant to develop their application, however applications are not accepted directly from third parties.
  • Applicants must submit their own applications and agree to the funding terms and conditions of grant.
  • The Department will only liaise with the authorised representative nominated in the application.

12. Conditions that apply to applications and funding

The following conditions together with the detailed conditions of grant will apply to projects for which a grant is provided:

  • as part of the application process, an authorised representative of the applicant must accept and agree to be bound by the terms and conditions of grant and these guidelines. By completing the application form the applicant is making an offer to the Department and will be bound by the terms of the offer if accepted by the Department
  • if an application is successful, the Department will notify the applicant’s authorised representative via an Email of Acceptance. This will form an agreement between the applicant and the Department on the terms contained in the application, the Email of Acceptance, these guidelines, and the conditions of grant
  • the applicant must complete the project and spend the grant funds within 12 months of receipt of the grant funds. Any unspent funds must be returned to the Department
  • funds must be spent on the project/items as described in the application. Any proposed variation to the approved project must be submitted to the Department for approval prior to implementation or purchase.

Where an auspice arrangement is required

  • The auspice organisation must enter into a Grant Agreement with the Department after the Department notifies the relevant applicant that its application is successful.
  • The Grant Agreement sets out the commitments and obligations of the parties and the general terms and conditions of funding.
  • Different terms and conditions apply to different types of grants and grant recipients. The terms and conditions as set out in the Grant Agreement are not negotiable.

13. Payments

  • Successful applicants will receive an Email of Acceptance from the Department.
  • In the case of auspice arrangements, successful applicants will receive a Grant Agreement via a letter of offer. An authorised representative of the auspice organisation will need to sign the Grant Agreement.
  • Payments of the full grant amount will be made to the applicant’s nominated bank account as provided on its application form, or the auspice organisation’s nominated bank account provided on the Grant Agreement, within 28 days after the Department sends the Email of Acceptance to the applicant’s nominated email address, or the Department receives a copy of the signed Grant Agreement (for auspice arrangements).

Payments will be conditional on:

  • Applicants submitting fully completed applications, including completion of the Declaration and Acknowledgement by an authorised representative of the applicant;
  • Grant recipients providing reports as required, or otherwise demonstrating that the activity is progressing as expected;
  • Terms and conditions of funding continuing to be met; and
  • Grant recipients without an active Australian Business Number providing a completed Australian Tax Office Statement by Supplier form indicating that no tax is or will be withheld from any grant payments.
  • Grant payments made under this program will be provided exclusive of GST, regardless of an applicant’s GST status. If funding will be used to pay expenses attracting GST, the funding application should include all GST that will be payable by the applicant for that supply.

14. Child safe standards

  • The Department is a child safe organisation. All engagements with funded organisations and delivery of funded activities and programs must be conducted in a way that complies with the Child Safe Standards.
  • This is particularly relevant where funded activities or programs involve children. This may include (but is not limited to): funding arrangements, activities, or programs delivered to children; children participating in events that are incidental to the funding agreement; and children attending events as members of an audience.
  • If the successful applicant is an applicable entity under Schedule 1 of the Child Wellbeing and Safety Act 2005, it must comply with the Child Safe Standards, and appropriate child safety control measures must be implemented during the delivery of the funded activities/program.
  • If the successful applicant is not a relevant entity under Schedule 1 of the Child Wellbeing and Safety Act 2005 and is not required to comply with the Child Safe Standards, it must nonetheless commit to complying with the Child Safe Standards and the Department’s Child Safe-related policies and procedures during the course of the funded activity.
  • The Department will take action if a funded organisation does not meet required child safety and wellbeing standards.

15. Acknowledging the government’s support and promoting successes

  • The Department requires grant recipients to acknowledge the Victorian Government's support on marketing and promotional materials, which must be approved in advance by the Department. Acknowledgement of the Victorian Government's support in marketing and promotional material will depend on the grant given and will be specified in the Email of Acceptance or Grant Agreement.
  • Grant recipients must obtain written approval from the Department before making public announcements about receiving the grant.
  • The Department may publicise the benefits accruing to a grant recipient associated with the grant and the State's support for the project, and recipients must cooperate with the Department in promoting the Program. These requirements are outlined in the Email of Acceptance or Grant Agreement. The Department may include the name of the grant recipient, and the amount of funding granted in any publicity material and in the Department’s annual report.
  • For full details and logos, see the acknowledgement and publicity guidelines for Sport and Recreation Victoria grant recipients.

16. Post project evaluation

  • By submitting an application, all grant recipients agree to comply with the Department’s performance monitoring and evaluation procedures.
  • Successful recipients through the 2024-25 Sporting Club Grants Program must acquit each approved project to the satisfaction of the Department, to be eligible to apply and receive funding for future rounds of the program. Where a program acquittal (end of project report) has not been completed. The applicant organisation will be ineligible for future grant funding under this program.
  • The grant recipient may receive an evaluation survey up to 24-months following the issue of the grant. Program evaluation activities are non-negotiable for recipients of the Sporting Club Grants Program. Non-compliance could impact future applications to the Department’s programs.
  • Grant recipients may also be required to contribute information on project outcomes for use in program evaluation reviews and the Department’s marketing materials.

17. Compliance and audit

  • Applicants (and the auspice organisation if applicable) are subject to a risk assessment, which verifies an organisation’s legal details provided with the Australian Securities and Investment Commission, Australian Charities and Not-for-profits Commission, Consumer Affairs Victoria and/or other applicable regulator or registrar.
  • Grant recipients, including applicants that enter into an Email of Acceptance with the Department and applicants under auspice arrangements where an auspice organisation enters into a Grant Agreement with the Department, will be subject to audit by the Victorian Government or its representatives and may be required to produce evidence of how the grant funding was expended. This request of the Victorian Government may be made for a period of two years after the grant has been approved.
  • If any information provided in an application to the Sporting Club Grants Program is found to be false or misleading, or grants are not applied for the purposes of the applicant in accordance with the terms of funding as set out in these guidelines and the submitted application, the grant will be repayable on demand.

18. Privacy Statement

  • Any personal information provided for the Sporting Club Grants Program will be collected and used by the Department for the purposes of assessing eligibility, program administration, program review and evaluation.
  • The Department completes a range of eligibility assessments that may include data matching to clarify the accuracy and quality of information supplied. This is part of our auditing and monitoring processes and for confirming eligibility across this program.
  • In the assessment of an application for the program, it may be necessary to share personal information with State and Commonwealth Government departments and agencies, as well as other external experts. If personal information about a third party is included in the application, the applicant must ensure the third party is aware of and consents to the contents of this privacy statement.
  • The Department collects demographic information for economic reporting purposes. No personal information is used in reporting; all reports are presented with aggregated data.
  • Any personal information about the applicant or a third party will be collected, held, managed, used, disclosed, or transferred in accordance with the provisions of the Privacy and Data Protection Act 2014 (Vic) and other applicable laws.
  • Enquiries about access or correction to your personal information, can be emailed to srvgrants@sport.vic.gov.au
  • Other concerns regarding the privacy of personal information, can be emailed to the Department’s Privacy Unit at privacy@ecodev.vic.gov.au.
  • The Department’s privacy policy is also available on the DJSIR website.

19. Terms of applying

19.1 Department probity and decision-making

  • The Victorian Government makes every effort to ensure the grant application and assessment process is fair and undertaken in line with these program guidelines.
  • Decisions in recommending and awarding grant funding under the Sporting Club Grants Program are at the Minister’s and Department’s discretion. This includes not making any funding available or approving a lesser amount than that applied for.
  • These guidelines and application terms may be changed from time to time, as appropriate.
  • The Department may request the applicant provide further information should it be necessary to assess an application to the Program’s policy objectives.

19.2 Applicant conflicts of interest

  • A conflict of interest arises where a person makes a decision, or exercises a power in a way that may be, or may be perceived to be, influenced by either material personal interests (financial or non-financial) or material personal associations.
  • A conflict of interest may arise where a grant applicant:
    • has a professional, commercial, or personal relationship with a party who is able to, or may be perceived to, influence the application assessment process, such as a Victorian Government staff member, or
    • has a relationship with, or interest in, an organisation which is likely to interfere with or restrict the applicant from carrying out the proposed activities fairly and independently.
  • Applicants must advise the Department of any actual, potential, or perceived conflicts of interest relating to a project for which it has applied for funding.
  • Victorian Government staff are required to act in accord with the Code of Conduct for Victorian Public Sector Employees (Section 61) issued under the Public Administration Act 2004 (Vic). This includes an obligation to avoid conflicts of interest wherever possible and declare and manage any conflicts of interest that cannot be avoided.

20. Complaints

  • If an applicant wants to lodge a complaint about the process for a grant application, requests can be made to the Department by sending a written request (with an application GA reference number) to SRVgrants@sport.vic.gov.au
  • Requests can be made in relation to any of the following:
    • dissatisfaction with the process and/or timeliness of the process;
    • communication provided by the Department; or
    • adherence to the published program guidelines
  • The Department aims to respond to all complaints within 28 business days. Re-assessment of an application or overturning of a funding decision for a merit-based grant, will not be considered through the complaints process.
  • Once your complaint has been received by the department, it will be acknowledged within 2 business days.
Page last updated: 28 Feb 2025
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