Introduction

Purpose

The fair play policy establishes the framework for fees and charges associated with the hire of outdoor recreation facilities in the city of Greater Geelong (the city). The policy is intended to promote equity, consistency and transparency in the application of fees, whilst supporting the long-term, sustainable delivery of these community spaces.

As the primary provider of outdoor recreation facilities, the city significantly subsidises costs to support user groups. However, user contributions assist in covering maintenance and operational expenses to ensure facilities are safe and fit for purpose.

Scope

This policy applies to all council-owned and managed outdoor recreation facilities, including:

• playing fields (e.g. ovals, pitches, diamonds and athletic tracks)
• sports courts (e.g. tennis and netball courts)
• pavilions at outdoor recreation reserves
• reserves (used for sport and recreation that are not playing fields or courts)
• regional level outdoor recreation facilities
• synthetic surfaces that are used non-exclusively (see definitions) e.g. cricket wickets, pitches

The policy does not apply to:

• privately owned sporting facilities
• indoor recreation facilities
• golf courses
• national or state level recreation facilities
• outdoor recreation facilities that are occupied via a lease (i.e. exclusive use) agreement – such as those used for lawn bowls, croquet, and equestrian.
• outdoor recreation facilities with synthetic surfaces that are occupied exclusively such as those used for tennis.

The fair play policy is supported by the fair play management guidelines (2026).

The fair play policy supersedes the previous fair play strategy (2017).

All fees are inclusive of gst (if applicable).

Background

The initial fair play strategy (2017) aimed to equalise how the city invests and subsidises the use of outdoor recreation facilities for both community and commercial users. Prior to 2017, fees and charges for these facilities lacked structure and were not based on a clear or consistent approach. From 2017 to 2024 (noting a period of fee hiatus due to covid-19), the strategy helped bring fees and charges into alignment gradually, reaching a 15% cost recovery model.
 
In addition to fee alignment, the 2017 strategy introduced a more strategic approach to the provision and management of infrastructure at outdoor recreation facilities, including:

• creating a clear classification hierarchy for all outdoor recreation facilities.
• defining standard infrastructure provision at outdoor recreation facilities.
• assessing the real costs to the city for delivering and maintaining outdoor recreation facilities.
• determining fair levels to balance community access with financial sustainability.

The updated Fair Play Policy (this document) builds on the aims of the 2017 Strategy, and refines its content where needed, to ensure the City continues to provide well-utilised, fit for purpose outdoor facilities that support participation in sport and recreation.

Definitions

The following definitions apply to this Policy:

Policy

1. Principles
   1. The following key principles guide the Fair Play Policy:
      

      KEY PRINCIPLE	OBJECTIVE
      Equity and Transparency	A clear rationale for fees and charges for outdoor recreation facilities. Equity and transparency in the application of fees and charges for the hire of outdoor recreation facilities. Equity in the provision of infrastructure at outdoor recreation facilities.
      Shared Use and Access	Encourage shared use of outdoor recreation facilities where possible. Encourage participation by groups that may be under-represented in sport (as per the City’s Fair Access Policy 2024). Promote a diverse range of activities at the City’s outdoor recreation facilities, including various sports and other compatible uses.
      Effective Asset Management	Ensure efficient asset management practices by clearly outlining responsibilities for outdoor recreation facilities. Support effective asset management through appropriate cost recovery for sustainable facilities and service delivery.
      Community Partnerships	Develop a framework that supports positive community outcomes by delivering high-quality outdoor recreation facilities in partnership with user groups.

2. Strategic context
   1. The Fair Play Policy has been developed in line with the strategic directions and aims of the following documents:
      1. City of Greater Geelong Our Community Plan (2025-2029)
      2. City of Greater Geelong Fair Access Policy (2024)
      3. City of Greater Geelong Child Safe Standards Management Policy (2022-2026)
      4. City of Greater Geelong outdoor recreation facility Master Plans and Facility Development Plans
      5. Asset management, operational guidelines and financial plans
      6. G21 Regional Sporting Strategies
      7. Preferred Sporting Facility Guidelines (as applicable)
   2. The Fair Play Policy has been developed alongside a review of the previous Fair Play Strategy (2017) as well as benchmarking of like local government authority fees & charges policies.
3. Fees & charges model
   1. The application of the Fair Play Policy is guided by the following steps which are detailed in points 3.2 to 3.13.
   2. Facility classifications
      1. Each playing field and pavilion is classified according to its infrastructure provision, size and required levels of service.
      2. The classifications for playing fields are: Regional, Community 1, Community 2 or Community 3. There is also a Reserve, Court and a Sport Specific classification (see Appendix A).
      3. The classifications for pavilions are: Extra Large, Large, Medium, Standard, Basic and Change Rooms (see Appendix B).
      4. The City may reclassify facilities following capital expenditure or upgrades that alter infrastructure provision and service levels.
   3. Infrastructure provision standards
      1. Provision standards are defined by classification and guide the required level of infrastructure at outdoor recreation reserves (see Appendix C & D).
      2. In most cases, these standards align with the preferred facility guidelines for each sport (see Definitions). Where sport-specific guidelines are unavailable, the standards for a similar sport will be referenced.
      3. The City aims to provide a consistent standard of infrastructure at outdoor recreation reserves, guided by facility classification. However, this is dependent on budget availability and other influencing factors.
      4. Whilst provision of ‘standard’ infrastructure is not mandatory, the City is committed to working towards achieving it. Funding for these items may be provided through Council’s budget or alternative external funding sources.
      5. The City will provide and maintain ‘standard’ infrastructure items with user groups expected to demonstrate reasonable care in their use.
      6. Infrastructure identified as ‘non-standard’ (see Appendix C & D) is the responsibility of the user group to fund, provide and maintain with the City’s approval.
   4. Costs and levels of service
      1. The basis of the Fair Play Policy’s fee structure is determined through the costs and levels of service associated with the delivery of each facility classification (see Appendix E).
      2. These costs of service vary as each classification has different infrastructure requirements and service levels.
      3. Costs associated with levels of service are primarily incurred through maintenance activities and insurances.
   5. Fees and charges – seasonal use – playing fields
      1. The fee structure for seasonal use of playing fields is based on recouping or recovering 15% of the City’s cost of service. This fee will differ depending on the classification that is occupied (see Appendix A, F & H).
      2. Seasonal use refers to a booking of an outdoor recreation facility for the full duration of either the winter or summer season (see Definitions). Alternative use and fee structures apply for preseason (see 3.9), annual (see 3.10) or casual (see 3.11).
      3. The fees for seasonal use of playing fields will remain fixed for throughout the four-year duration of the Fair Play Policy, except for an annual adjustment of 3%.
      4. If a seasonal user group occupies two pitches constructed within a winged oval, a single oval fee will apply.
      5. ‘Community’ seasonal use bookings must be made by user groups that are not-for-profit, incorporated entities. If the entities are sporting clubs, they must be affiliated with a peak sporting body. Bookings should be made through the City’s website and must include a copy of relevant public liability insurance.
      6. All seasonal user groups must comply with the terms and conditions outlined for playing fields stipulated at the time of booking. This may include the completion of a Fair Access Club Self-Assessment Tool, in line with the City’s Fair Access Policy, to support equal access to playing fields by women, girls and gender diverse people.
      7. To support community access, all playing fields must remain open to the public when not in use by seasonal user groups (unless directed by the City). For tennis and netball, 50% or a minimum of two courts (whichever is greater), must also be available to the public outside of scheduled use.
   6. Fees and charges – seasonal use – pavilions
      1. The fee structure for seasonal use of pavilions is based on recouping 0.15% of the asset replacement value. This fee will differ depending on the classification that is occupied (see Appendix B).
      2. If the pavilion has change rooms, these are charged per set of two (see Appendix K).
      3. Utility costs for pavilions will continue to be the responsibility of the seasonal user group(s).
      4. The fees for seasonal use of pavilions will remain fixed throughout the four-year duration of the Fair Play Policy, except for an annual adjustment of 3%.
      5. User groups seeking seasonal use of pavilions must enter into a Licence Agreement with the City. This agreement outlines the terms of use and includes a summary of key responsibilities related to occupancy.
   7. Fees and charges – sports lighting
      1. A sports lighting fee will be charged to user groups who utilise lights (per lit playing surface - see Definitions and Appendix J). This fee aims to recoup 15% of the City’s annual sports lighting maintenance costs.
      2. Utility costs for sports lighting will continue to be the responsibility of the seasonal user group(s).
      3. Where shared use of sports lighting occurs, secondary user groups may be asked by the primary user group to contribute to the associated sports lighting fee at their discretion.
   8. Fees and charges – seasonal use – proportionate fees and usage
      1. The City will encourage shared seasonal use of outdoor recreation facilities, including playing fields and pavilions, among compatible user groups, where capacity permits.
      2. Where multiple seasonal tenants occupy a playing field, or if a playing field is used non-exclusively (see Definitions), fees will be charged proportionately based on a percentage of use.
      3. Proportionate fees offer an opportunity to reduce seasonal playing field fees which may be beneficial for user groups with smaller membership basis, or when full or exclusive use (see Definitions) is not required.
      4. Proportionate fees will apply to Community 2 and Community 3 playing fields only (see Appendix A & N).
      5. Playing field fees for Community 1 facilities will be split equally between seasonal tenants.
      6. Proportionate fees do not apply to Courts, Sport Specific or Reserve classifications. See 4.1.8 for shared use of Regional level facilities.
      7. Proportionate seasonal fees will apply as follows:
         1. Monday - 10% of the total seasonal fee
         2. Tuesday - 10% of the total seasonal fee
         3. Wednesday - 10% of the total seasonal fee
         4. Thursday - 10% of the total seasonal fee
         5. Friday - 10% of the total seasonal fee
         6. Saturday - 25% of the total seasonal fee
         7. Sunday - 25% of the total seasonal fee
      8. Shared seasonal pavilion use will be allocated equally (e.g. 50/50) between user groups.
   9. Fees and charges – preseason and finals
      1. Pre-season use (see Definitions) of playing fields will be charged in 6-week blocks, calculated using a proportionate seasonal fee (see 3.8).
      2. For pre-season use of playing fields of less than 6 weeks, a standard casual community fee will apply (see Appendix L).
      3. Pre-season fees for courts will be charged a casual community fee (per use).
      4. Fees will not apply for finals matches.
      5. Pre-season use of pavilions must be arranged via the primary seasonal user group. Fair and reasonable fees may apply at the seasonal user group’s discretion.
   10. Fees and charges – annual use
       1. Where user groups require year-round access to outdoor recreation facilities (including playing fields and pavilions), an annual fee equivalent to twice the seasonal fee will apply.
   11. Fees and charges – casual use
       1. Casual usage of playing fields will be split into two user types and charged as follows:
          1. For casual ‘community’ use, a fee equivalent to 0.5% of the annual facility classification cost of service will be charged per day (see Appendix L).
          2. For casual ‘commercial’ use, a fee equivalent to 1.5% of the annual cost of service will be charged per day (see Appendix M).
          3. Examples of commercial use includes ‘for-profit’ activities, or activities that have more than 12 people in attendance.
          4. Examples of community use includes ‘not-for-profit’ activities, or activities that have less than 12 people in attendance.
          5. A bond for commercial use may be charged at the City’s discretion.
       2. Where casual use requires the erection of temporary infrastructure (such as marquees or arbours) an Event Permit and a once-off charge for Public Liability Insurance may apply (see Appendix L & M).
       3. Casual use fees will be adjusted based on the booking duration, including a half day booking (4 hours), full day booking (more than 4 hours) or at an hourly rate.
       4. Casual use of sports lighting must be arranged directly with the seasonal user group. Fees for casual sports lighting use may apply at the seasonal user group’s discretion.
       5. Casual use of pavilions must be arranged directly with the seasonal user group. Such use is permitted in accordance with the terms outlined in the seasonal user group’s Licence Agreement. Fair and reasonable fees for casual use may be applied at the discretion of the seasonal user group.
       6. All casual use of playing fields must be booked through the City’s website and adhere to its relevant terms and conditions.
   12. Fees and charges – schools and kindergartens
       1. Local schools (i.e. those situated within the City) will be charged 50% of the casual community fee (see Appendix L) for use of outdoor recreation reserves, except for Goldsworthy Reserve and Regional level facilities, where the full casual community fee will apply.
       2. Schools located outside the City will be charged the full casual community fee for use of all outdoor recreation facilities.
       3. Local kindergartens (including bush kindergartens) will not be charged for the use of outdoor recreation reserves (excluding Goldsworthy Athletics Track and Regional level facilities).
       4. Kindergartens outside of the City will be charged a casual community fee for use of all outdoor recreation facilities.
   13. Fees and charges – payment of fees
       1. All fees payable to the City for the use of outdoor recreation facilities are due as per the invoice terms specified.
       2. The City acknowledges that seasonal user groups may face financial hardship affecting their ability to meet financial obligations. In such cases, requests for support will be considered in accordance with the City’s Financial Hardship Policy.
4. Regional level outdoor recreation facilities
   1. Regional facility fees and charges
   1. Regional level facilities are characterised by higher-specification infrastructure, including specialised amenities which require a higher level of service.
   2. Currently, the City has five (5) Regional level outdoor recreation facilities: John Landy Field, Geelong Cricket Ground, Kardinia Park Netball Complex, Stead Park Regional Hockey Centre, and the Geelong Baseball Centre.
   3. To ensure equity for seasonal user groups of Regional facilities, the City will apply the same cost of service calculation for playing fields and pavilions.
   4. Seasonal and annual fees (where applicable) of Regional facilities are outlined in Appendix I.
   5. The management arrangement of Regional facilities will vary based on specific circumstances. This may include City-led, Association-led, Committee of Management-led, Club-led or Privately-led approaches, depending on the needs and context of each facility.
   6. Where the City does not lead the management of Regional facilities, the City will ensure that the not-for-profit user groups are not be disadvantaged by any alternative fee structures that may be introduced under a different management model.
   7. The fees for the use of Regional facilities will remain fixed for the duration of the Fair Play Policy (a four-year period), except for an annual adjustment of 3%.
   8. Sports lighting fees at Regional facilities are not applicable. User groups however are responsible for sports lighting utilities.
   9. Playing field fees for regional facilities will be split equally between seasonal tenants.
5. Monitoring and evaluation
   1. The City will apply an annual adjustment of 3% to all outdoor recreation hire fees over the life of the Policy to account for increases in maintenance and operational costs.
   2. The Fair Play Policy will be reviewed and refreshed at the end of its four (4) year lifespan.

Implementation of this Policy

Monitoring and reporting 

The CommunityParticipation department will be responsible for monitoring the application of this Policy.

The effectiveness of this Policy will be evaluated annually through facility usage and participation data, feedback from user groups, and outcomes of Fair Access Policy (2024) assessments.

This Policy will be formally reviewed every four years, or earlier if monitoring data indicates the need for revision.

Advice and assistance

The Responsible Officer for this policy manages the provisionof advice to the organisation regarding this policy.

A person who is uncertain how to comply with this policy should seek advice from this person or from their Manager.

Records

The City must retain records associated with this Policy and its implementation in accordance with its Records Information Management Policy.

Review

The City should review and, if necessary, amend this Policy within 4 years of the Approval Date if required.

References

Fair Play Strategy (2017)

Fair Play Management Guidelines(2026)

City of Greater Geelong Fair Access Policy (2024)

City of Greater Geelong Child Safe Standards Management Policy (2022-2026)

Preferred Sporting Facility Guidelines (as applicable, see Definitions)

Legislation

Child Wellbeing and Safety (Child Safe Standards Compliance and Enforcement) Amendment Act 2021 (Vic)

Other Documents

Records Information Management Policy

City of Greater Geelong outdoor recreation facility Master Plans and Facility Development Plans

Asset management, operational guidelines and financial plans

G21 Regional Sporting Strategies Child Safe Standards

List of appendices

• Appendix A: Playing Field Classifications
• Appendix B: Pavilion Classifications
• Appendix C: Standard and Non-Standard Infrastructure Provision – Playing Fields
• Appendix D: Standard and Non-Standard Infrastructure Provision – Pavilions
• Appendix E: Levels Of Service – Playing Fields
• Appendix F: Fees And Charges Calculation – Seasonal
• Appendix G: Fees And Charges Calculation – Casual
• Appendix H: 2026/27 Fees & Charges – Playing Fields (Seasonal)
• Appendix I: 2026/27 Fees & Charges – Regional Facilities (Seasonal)
• Appendix J: 2026/27 Fees & Charges – Sports Lighting (Annual)
• Appendix K: 2026/27 Fees & Charges – Pavilions (Seasonal)
• Appendix L: 2026/27 Fees & Charges – Playing Fields (Casual Community Use)
• Appendix M: 2026/27 Fees & Charges – Playing Fields (Casual Commercial Use)
• Appendix N: Playing Fields by Classification
• Appendix O: Court Listing (Alphabetical Order)
• Appendix P: Pavilion Classification Listing (Alphabetical Order)