Emergency Grant: Sporting and Recreational Equipment

“Emergency Grants help local clubs to replace

essential sporting and recreational equipment so James Merlino
that they can continue to provide opportunities for Minister for Sport, Recreation and
Youth Affairs
Victorians to get involved in sport and recreation.”

What is an Emergency Grant: Sporting and Recreational

Equipment?
An Emergency Grant provides assistance to local sport and active recreation clubs and organisations to
replace essential sports equipment that has been lost or destroyed as a consequence of unpreventable and
exceptional events such as fire, flood, significant storms, theft or criminal damage.

Funding for the replacement cost of the equipment lost or damaged up to a maximum grant of $2,000
(excluding GST) will be provided to successful applicants.

Why is the Victorian government funding these grants?

Sport and active recreation clubs and organisations are expected to take appropriate measures to protect
their equipment against loss and damage. However, it is recognised that due to circumstances outside of
their control, such as natural disasters or criminal activity, clubs can suffer the loss of equipment that is
essential for them to continue to provide their sport or active recreation.

Who can apply?

Applications are accepted from local Victorian community-based clubs or organisations involved in the
delivery of sporting and active recreation opportunities. The club or organisation must:
 be non-government and not-for-profit;
 be registered as an incorporated body. If the club or organisation is not incorporated it must arrange for a
legally constituted organisation to manage the funds.
 be affiliated with a recognised State Sporting Association, Outdoor Recreation Association or regional
sporting association;
 have satisfactorily completed the reporting requirements of any previous DPCD grants; and
 have an Australian Business Number (ABN) or provide written advice from the Australian Tax Office that
no withholding tax is required from the grant payment.

Individuals, for-profit organisations, schools, hospitals and government organisations (including local
government bodies) are not eligible for grants.

What will be considered for funding?

Grants are available towards the replacement cost of essential equipment owned by the club or organisation.

Essential equipment is:

 equipment that is necessary to participate in sport or active recreation such as bats, balls, gloves, pads,
helmets, equestrian jumps, nets, paddles, lifejackets, bikes, boats, and gymnastic mats; or
 first aid equipment which is necessary for immediate attention to injury that may occur during participation
in sport or active recreation.
What will not be funded?
Grants are not available for the replacement or repair of:
 fixed playing surfaces and structures;
 non-playing/participation equipment, such as public address systems, banners, trophies, videos;
 canteen items, such as microwave ovens, soft drinks, food, alcohol, cigarettes, cooking utensils, cash
registers;
 maintenance equipment, including tools;
 equipment damaged through wear and tear; or
 equipment not owned by the applicant but by another organisation or individual.

What is the application process?

Applications can be made at any time up to three months after the loss or damage. There are no closing
dates. Applications lodged more than three months after the loss will only be considered where there are
special circumstances for the delay. Receipt of applications will be acknowledged in writing.

Applications are made by completing the attached Application Form and submitting together with:
 a quote from a supplier for the replacement cost of the equipment; and
 evidence of the loss or damage, such as a police report, photographs, newspaper reports etc.

Note: Applications for replacement of equipment lost or destroyed as a consequence of theft or criminal
damage must be accompanied by a police report.

Applications may be submitted in a number of ways:

 Preferred Method: Online at www.grants.dpcd.vic.gov.au (including any attachments)
 by email to grantapplications@dpcd.vic.gov.au
 by fax to 03 9208 3680
 by mail to:
Grants Unit
Department for Planning and Community Development
GPO Box 2392, Melbourne Vic 3001

How will applications be assessed?

Applications will be assessed according to eligibility, the nature of the loss/damage and the questions How?
Why? and What? from the attached application form. Eligibility does not guarantee success of your
application. The assessment process will be conducted as soon as possible after the submission of the
application complete with all necessary documentation. Applicants will receive written notification of the
outcome of the assessment process.

What are the funding conditions?

The following conditions will apply to successful applicants. They must:
 Enter into a funding agreement with us that sets out the payment terms, conditions, reporting and grant
acquittal requirements.
 Spend the grant funds on the replacement of equipment as described in the application within three
months of receiving the grant and return any unspent funds to us.
 Apply to us to vary the approved use of funds prior to implementation.

More information
For more information, please call our Grants Information Line on 1300 366 356 (for the cost of a local call) on
any weekday between 8.30am and 10.00pm (except Public Holidays).
Application form:
Emergency Grant: Sporting and Recreational Equipment
Section 1 – Contact Information Fields marked (*) are mandatory

Part A: Applicant Organisation details

* Name of Organisation:
* Main Street Address:
* Town / Suburb: * Postcode: * State:
Postal Address (if different from above):
Town / Suburb: Postcode: State:
Authorised person (This is the person who is authorised by the organisation to make the application on their behalf)
* Title: * First name: * Last name:
Position:
Telephone: Mobile: Fax:
Email:
* Type of Organisation: Incorporated Unincorporated Other (please specify)
Applicant Organisation’s Incorporation Number:
Organisations not incorporated must arrange for an incorporated organisation to manage the grant funds (see below).
Applicant Organisation’s Australian Business Number (ABN), if you have one:
Do you need an auspice for this application?
If your organisation is not incorporated, you must arrange for an incorporated organisation to manage the grant funds. This
organisation will be the ‘auspice’ organisation for the application and you will need to provide their details in Part B.
Yes, I need an auspice organisation for this application (Complete Part B: Auspice Organisation details)

No, I do not require an auspice organisation for this application (Go to Section 2: Project Overview)

Part B: Auspice Organisation details

Name of Auspice Organisation:
Main Street address:
Town / Suburb: Postcode: State:
Postal Address (if different from above):
Town / Suburb: Postcode: State:
Authorised person
Title: First name: Last name:
Position:
Telephone: Mobile: Fax:
Email:
Type of Organisation: Incorporated Unincorporated Other (please specify)
Auspice Organisation’s Incorporation Number:
Auspice Organisation’s Australian Business Number (ABN):
Has the auspice organisation agreed to manage the grant on your behalf? Yes No

Section 2 – Project Overview

If your organisation is affiliated with a State Sporting Association, Outdoor Recreation Association or Regional
Sporting/Recreational Association please provide the name of the association:

* What was lost/damaged:

* What happened? Please provide a description of how the loss or damage occurred. Please attach a police report if the
loss/damage occurred due to theft or criminal damage and attach photos, newspaper articles or other evidence to support your
application.

Date of loss/damage:
Please indicate how the loss/damage occurred:

Fire Flood Significant storm event Theft Criminal damage Other (please specify)      

Club/organisation location
Address:
Local government area:

Section 3 – Project Details that address the Assessment Criteria

Please indicate how your project addresses the following assessment criteria. Refer to the program guidelines to help you
answer the questions. Responses to each question should be no more than 500 words. Attach additional pages if required.

* How was the equipment protected?

What measures had you taken to prevent loss or damage to the equipment?

* Why do you need funding?

Was your equipment insured? If yes, please provide information on the status and outcome of your insurance claim. If no,
please provide a reason why your equipment was not insured. Note: Applications will not be assessed until after the insurance
claim process has been finalised.

* What essential equipment needs to be replaced?

What specific outcomes will be achieved?

Section 4 – Project Budget

Please provide details of the income and expenditure for your project, excluding GST. Note that the total income must equal total
expenditure.
You are required to submit your budget using the categories provided. If you cannot provide enough details in this section please
provide a summary here and the details on a separate sheet (or sheets) using the same categories.
Income

Expenditure

* Amount requested from this program

$
Equipment & Materials/Infrastructure
$

Other (please specify)

$
Other (please specify)
$
*Total income
$
*Total expenditure
$

Declaration
I state that the information in this application and attachments is to the best of my knowledge true and correct. I will notify
DPCD of any changes to this information and any circumstances that may affect this application. I acknowledge that DPCD may
refer this application to external experts or other Government Departments for assessment, reporting, advice, comment or for
discussions regarding alternative or collaborative grant funding opportunities. I understand that DPCD is subject to the Freedom
of Information Act 1982 and that if a Freedom of Information request is made, DPCD will consult with the applicant before any
decision is made to release the application or supporting documentation. I understand that this is an application only and may
not necessarily result in funding approval.
* Signature: * Date:
* Print name: * Position:
(To be signed by a person with delegated authority to apply - i.e. Chairperson, Secretary, Public Officer or Treasurer)

Supporting documents
Please submit the following documents with your application:

A police report (where the loss/damage occurred through theft or criminal damage)
Photos, newspaper reports or other evidence of the loss/damage
A quote to replace the equipment