Surf Club Facility Program 2026-27 frequently asked questions

Applying for the Surf Club Facility Program is a simple process using the SmartyGrants platform.

Before you apply, please read the Program Guidelines and related materials to make sure you understand all the relevant requirements. 

• Category 1: Applications must be lodged by 1pm, 17 August 2026 
• Categories 2 and 3: Applications must be lodged by 1pm, 31 August 2026

All categories must lodge their application via the Office of Sport’s SmartyGrants platform.

Yes, applicants may submit applications in multiple categories.

• Category 1: applicants may submit up to 3 applications; however, an organisation will not be granted more than $100,000 total. 
• Category 2: applicants are limited to 1 application and will not be granted more than $100,000 total.
• Category 3: applicants may submit up to 1 application; and will not be granted more than $1,000,000 total.

Therefore, applicants may submit up to 5 applications in total and be granted a maximum of $1,200,000.

Staged components of a larger facility development are eligible, provided the stage being applied for meets the program criteria. The budget, total project cost and scope in your application should only relate to the stage the grant relates to, it should not include the total project cost of the larger development.

Late applications can only be made where an applicant has started an application in SmartyGrants prior to the closing date or time. 

If for some unforeseen reason you are not able to lodge your application on time, you must email the Office of Sport at grants@sport.nsw.gov.au at the earliest possible time after the closing date or time.

A late application will only be considered where its acceptance would not compromise the integrity and competitiveness of the process. The final determination on whether a late application will be accepted will be made by the Grant Assessment Panel supported by a probity advisor.

Full details of the Office of Sport’s policy on late applications and late supporting documentation can be found in the Program Guidelines.

Project must be completed within the following timeframes:

• Category 1: March 2028
• Category 2: March 2028
• Category 3: March 2030

The Program aims to support applications for new and upgraded facility projects that are ready to commence. It will also support projects that are not ready to commence construction by funding design and planning packages (Category 2). There is no reserved funding allocation for each funding category.

Scan any hard copy letters or quotes and save them as a PDF. These can then be uploaded in the relevant sections of your application.

If any document is not available prior to the closing date or time and you would like to submit this for consideration you must contact grants@sport.nsw.gov.au. Any decision in relation to the acceptance of late supporting documentation will be at the absolute discretion of the Office of Sport.

Late supporting documentation will only be accepted for applications already submitted in SmartyGrants before the closing date and time and will only be considered where its acceptance would not compromise the integrity and competitiveness of the process. The final determination on whether a late supporting document will be accepted will be made by the Grant Assessment Panel supported by a probity advisor.

Physical onsite works are commencement of project construction. These works include, but are not limited to, early works construction packages, site clearing and demolition, earthworks or building works. You should not commence works until a Funding Agreement has been executed (signed by both parties). Any costs incurred prior to execution of the Funding Agreement are undertaken at the applicants own risk.

The Office of Sport staff are available to provide advice to applicants on interpretation of the Program Guidelines including types of projects eligible for funding. Staff can also provide advice relating to the online application process. However, staff cannot provide advice that may be perceived as providing an unfair advantage to one applicant over another. 

No. The Office Sport personnel cannot review or provide feedback on any grant applications. 

All applicants will be advised of outcomes in writing from October 2026 onwards.

• Category 1: is for projects that have a single fixed price quote that is fully inclusive of all costs. The quote should involving an off-the-shelf (ready to accept quote or order) purchase with a single fixed-price quote that include all delivery and installation costs, and your grant request must be between $15,000 and $100,000. Projects that require multiple suppliers and/or trades to be managed and paid directly are not suitable for category 1; they should submit under category 3 (if scope etc is eligible).
• Category 2: is for projects which provide design, planning and approval packages for construction and upgrade projects., with a grant request up to $100,000. These projects are for pre-construction activities and may seek funding for things like engineering reports and planning approval costs., To complete the Category 2 application form, you will need a a return brief from a design consultant firm(s). This brief should outline the proposed deliverables and specify the type of planning consent required to implement the designs.
• Category 3: is for new and upgrade construction projects that can be completed by March 2030 with a grant request up to $1 million. These projects have more than one supplier’s quote and/or QS estimates.
• All categories: Projects must align with the program’s key objectives. Refer to the Program Guidelines to confirm eligibility under each category, for examples of eligible projects under each category, assessment criteria and the appropriate supporting documentation for each category.

No. Applicants that do not have an ABN must provide a signed ATO Statement by Supplier form that can be downloaded from the Australian Tax Office website.

• Organisations registered for GST: exclude GST from the amount of funding requested in your project budget. GST will be paid to your organisation if successful.
• Organisations not registered for GST: include GST in the costs for your project budget. Please ensure that the quotes you receive are inclusive of GST that will be charged by trades or suppliers.

You can determine if your organisation is registered for GST by looking at your ABN details. If you do not have an ABN, you are not registered for GST.

Your organisation’s treasurer should have a certificate of incorporation, or you can search for your incorporated status with:

• NSW Incorporated Associations Register
• ASIC Register
• Indigenous Corporations
   

No. All funding received must be related to the direct cost of the project. Administration costs for the projects must be covered by the applicant except for direct external or independent project management costs (for Category 2 and 3), limited to 10% of the total project cost. A list of what will not be funded can be found in the Program Guidelines.

• Category 1 applications: the grant request cannot exceed $100,000 across a maximum of 3 applications.
• Category 2 applications: the grant request cannot exceed $100,000 per application.
  For applications in category 3, the grant request cannot exceed $1,000,000 per application.
• Category 3 applications: the grant request cannot exceed $1,000,000 per application.

The total project cost is not limited but should only relate to the scope of work for which you are seeking grant funding. Do not combine multiple projects within a single application, please lodge a separate application for each project or the application may be deemed ineligible.

• Category 1: not mandatory but will be looked upon favourably if included.
• Category 2 and 3: applications are expected to provide a minimum 30% financial co-contribution of total project cost.  All Categories 2 and 3 applications are expected to provide a minimum contingency of 20% additional to their total project cost to be used if the funds are exhausted before the project is completed. NOTE QS reports and quotes may include allowances/contingency for costs where they deem appropriate. These should be included in the budget list in their entirety and therefore will be included in the project cost, the 20% contingency is separate and will be added to the total project cost regardless of other allowances.
• All categories: where your financial co-contribution exceeds the minimum requirement, the project will be looked upon more favourably during the merit assessment process.

Contingency is generally included in a project budget if there is a reasonable expectation that actual project costs may exceed the forecast total project cost. Contingency is in addition to financial co-contribution where it is required.

• Category 1: not required as these projects have a firm price as per their quote.
• Category 2 and 3: all applications are expected to provide a minimum contingency of 20% in addition to their Total Project Cost to be used if the funds are exhausted before the project is completed. Note: QS reports and quotes may include allowances or contingency for costs where they deem appropriate. These should be included in the budget list in their entirety and therefore will be included in the project cost, the 20% contingency is separate and will be added to the total project cost regardless of other allowances.

Discounts are not permitted as in-kind support or considered a financial co-contribution.

Grant funding from another NSW State Government agency, Federal Government or Council are permitted as a financial co-contribution. Applicants should ensure the contributions to the project are not greater than the Total Project cost and the scope items or deliverables within the project can be aligned to the relevant funding source.

The Office of Sport encourages improved sustainability of the projects and facility upgrades that it funds. For sports facilities to be sustainable, well-functioning and contributing to an inclusive community for the duration of their lives, they should be designed and delivered at the leading edge of our current capability to ensure they do not slip too far behind the rapid improvements being seen in the building and development industry.

Projects should demonstrate how they will:

• Withstand the impacts of coastal inundation, flooding, drought and fire.
• Support sun safety.
• Maintain safe conditions during adverse weather.

All projects are expected to align with best practice.

Universal Design is about creating an inclusive society and built environment.  It helps everyone participate in activities, attend sporting and recreation facilities and makes them feel that they belong. In general, it is not a type of product, building style or even a set of standards – it is a design thinking process. That means Universal Design can be applied to anything and everything that is designed, programmed, or participated in throughout our everyday lives and environments. Resources are provided to improve understanding, or we recommend you consult a design professional.

More information

• NSW climate resilience and inclusive design resources
• NSW Government Architect 
• NSW Government Architect - Urban Design for Regional NSW 
• What is Universal Design | Centre for Excellence in Universal Design
• Universal Design Australia

Inclusive and accessible facilities consider universal design in their approach. The inclusive design resources page includes project examples that will help you communicate the inclusive design features of your project. 

More progressed project designs give greater level of confidence in project cost, risk profile and delivery schedule and will be looked upon favourably. Applicants are encouraged to identify what approvals are required for their project as early as possible so they can prepare the correct plans for construction projects and evidence commencement by their planned date. 

At a minimum, Category 1 (Upgrade Projects (off the shelf purchase) and 3 (Construction Projects) applications should evidence the location of the work using a site plan, present details of existing structures if there are any and how the proposed work relates to those structures.

Pre-construction projects (Category 2 Facility Design and Planning Projects) must clearly describe their project deliverables in relation to their site plan. For example: A suite of documents or reports for facility development application; Environmental Assessment Report, a site analysis with plans showing as built and the proposed work (should include a floor plan and elevations).

Construction projects in Category 3 should present detailed design plans; however, DA concept design plans will also be accepted.

Eligible applications will be assessed against the Program’s objectives and assessment criteria in the Program Guidelines

Yes. Applications in all categories should provide a signed landowner’s consent from the landowner or appropriate authorised organisation for the specified project. For example, projects located on public or Crown Land, the local Council is often the land manager with delegation to provide owner’s consent. All landowners’ consent should be on the Office of Sport template. Note that letters with “in principle” support are not sufficient to fully demonstrate landowner consent for the purpose of assessment. The Office may set aside applications that cannot appropriately evidence landowner consent. For category 2 projects the consent required is to undertake design and planning and support for the project proposal.

• Category 1: development Application approval or Complying Development Certificate should be provided or provide evidence that a DA is not required.
• Category 2: pre-construction projects must demonstrate an understanding of the planning and construction approval the project will require, and evidence how the project will directly support you achieve relevant planning approvals.
• Category 3: you should submit evidence that you have all necessary approvals to commence construction. This includes Development Application approval or demonstration that a Development Application is not required and provide alternative permissions such as REF, Complying Development Certificate, etc. Failure to provide evidence in relation to planning consent may result in an application being set aside from further consideration at the Office of Sport’s absolute discretion.

A letter from the applicant organisation is not sufficient to demonstrate that a Development Application is not required for the project. Evidence should be provided by the relevant planning authority. The evidence must clearly include the scope of the project and why construction approval is not required.

Applicants are encouraged to consult Your guide to the DA process - Planning.nsw.gov.au to confirm whether the project requires a Development Application, a Complying Development Certificate or an exempt development. Submit the approval or a letter from an authorised Council delegate confirming the project is an exempt development.

No. As part of the merit assessment for strategic alignment the Grant Assessment Panel will consider demonstrated project need, support and alignment from relevant National or State and local sporting organisations.

To demonstrate project need, support letters can also be provided by MPs, councils, schools and community groups.

To demonstrate project need, you may consider the following:

• Photos of existing condition to show level of dilapidation or inadequacy
• Surveys taken from community groups, club members, participants etc. that highlight the need
• Letters of support from community groups or expected users to support the nee
• Any other related evidence that supports the need.

No. The application process is competitive. It is possible the program will be oversubscribed. Application that score highest on the Program’s merit assessment criteria will be funded. Generally, these applications best meet the objectives of the program, can demonstrate value for money and low risk associated with the project’s deliverability. They do this by including all mandatory or highly desired evidence and as much of the desired evidence as they can with the application.

There are no appeals for unsuccessful applications under the Program. Feedback on your application will be provided with the grant outcome notification letter.  You may apply again in the next round of the program.

Please refer to section 5 of the Program Guidelines for an overview of these requirements.

If you have been successful in receiving a grant from the Office of Sport and need to change the contact details, please send your updated details to grants@sport.nsw.gov.au and identify the grant program and your grant number and we will make the amendments for you.

All successful applicants will receive detailed information about how they must acknowledge NSW Government funding for the project. Projects funded will typically require a statement of funding acknowledgment in the applicant’s annual reports and media releases; and a statement and the NSW Government logo included on temporary and permanent building signage. Successful applicants will receive full guidelines, logo and signage template files. 

Learn more by reading the Funding acknowledgement guidelines for infrastructure and capital works.

The NSW Government reserves the right to be involved in media opportunities and speaking engagements relating to the funded project. Funding recipients must ensure that any media opportunities, speaking engagements and signage relating to the Program or project are discussed with, and approved in advance by, Office of Sport.

The Office of Sport acknowledges that unexpected challenges may occur that will impact grant recipients and projects at any time. Any variation requested by a successful applicant to a project that constitutes a change to the original application will require a revised assessment of the application to determine whether the project should still be funded in accordance with the program guidelines. 

Any variation to the project as detailed in the application form must be agreed to in writing by the Office of Sport and may require Minister approval. In these circumstances, the grant recipients must request a variation via SmartyGrants. Requests for variations to the terms and conditions or changes to the project will only be considered in limited circumstances.  

To reduce the need for variations, applicants are encouraged to ensure their application includes accurate cost estimates and realistic timelines. 

A financial acquittal will be required within 90 days of project completion within SmartyGrants.  This will require preparation of a profit and loss statement relating to the project expenditure and funding sources. The profit and loss statement must be certified by two office bearers of the recipient organisation stating that the funding has been spent in accordance with the grant application and terms and conditions.  For grant amounts over $50,000 this must also be certified by an independent qualified accountant. Acquittal must be for the total project cost for funded scope items (which includes grant amount plus any financial co-contribution that contributes directly to the scope items). 

Successful recipients should ensure that all invoices, receipts, remittances and bank transfers are retained in order for this to occur. 

'The Office of Sport reserves the right to reduce proportionally the amount of the grant if the total cost of the project is less than the amount stated in the application or ineligible cost items are included in the acquittal. In these instances, the Office of Sport will withhold remaining payments or require the recipient to repay a proportion of the grant. The revised grant amount will be recalculated to maintain the original financial co-contribution ratio between the Office of Sport and the recipient. Accordingly, both the grant funding and the recipient’s financial contribution will be reduced on a pro-rata basis to reflect the adjusted project cost. 

Recipients that do not provide a financial acquittal by the required date(s) may be ineligible for future Office of Sport grants until the required documentation is provided.

If you are provided a grant, it is your responsibility to put in place adequate controls to prevent fraud and corruption and avoid negligence. This requirement is stipulated in the funding agreement terms and conditions.

Fraud is defined by the Independent Commission Against Corruption as “dishonestly obtaining a benefit, or causing a loss, by deception or other means”, and corruption as “deliberate or intentional wrongdoing, not negligence or a mistake”. Grant recipients may experience fraud, corruption or negligence when dealing with contractors in the project, or within their own organisation or its governance. In general, negligence can be defined as the failure to take proper care over or for something.

Appropriate management of procurement processes, the management of contracts and contractors, the establishment of appropriate project management practices (including governance and oversight), and the declaration and management of conflicts of interest are common controls used to prevent or control such incidents. The Office of Sport does not cover the loss of project funding due to fraud, corruption or negligence on behalf of the grant recipient which may also result in the termination of a funding agreement for a grant.

If you experience fraud, corruption or negligence, you should notify the Office of Sport. The Office of Sport can help your organisation work any variations required, except additional funding, to manage the impact on the project.

Fraud and corruption should always be reported to the police. More information about reporting fraud and corruption can be found at:

• NSW Police: Fraud and Scams 
• Service NSW: Report fraud
• Types of scams and cybercrime