Guidelines for Seasonal Hire of a Sporting Facility

Application forms must be completed and returned to the City of Cockburn if your club wishes to apply for use of any City Reserves during the relevant sporting season. 

The sporting seasons are defined as:
Winter Season:  1^st April – 18^th September.
Summer Season:  1^st October – 18^th March.

All correspondence regarding Sports Ground Seasonal Allocations should be addressed to Cockburn Recreation Department via email.

The City of Cockburn Seasonal Sporting Hire Application must be returned by the following dates for the relevant season:
Winter Season – First day of March
Summer Season – First day of September

Your booking is not approved until the City of Cockburn has received a completed application and a confirmation letter has been issued.

Recreation Services will endeavour to accommodate all sporting ground applications; however there may be some instances where it is not possible to provide a club with their exact request.  In those circumstances, the relevant club will be contacted to discuss alternate arrangements.
A number of factors are considered when determining the seasonal ground allocations:

• The number of groups requesting use of the reserve

• Past payment history

• Condition of the reserve

• The impact of the activity on the reserve.

Liaison with the City

The City of Cockburn recognises the important contribution made by club officials of the various sporting organisations to the wider community, but is also aware of the annual changes in personnel that occur.  Some simple steps can assist communication and should be recommended to your club committee:

• Obtain a PO Box to ensure information is received irrespective of changes in committee membership.  It is also important that this box is cleared regularly, even during your off season.

• Nominate one person responsible for liaison with the City (it may or may not be the person responsible for this booking application).  This person should be easily accessible during business hours as a contact to avoid numerous members giving and receiving different messages.  Responses to all correspondence will be directed to the person nominated as the contact for the club.

• Provide an email address of the main contact person on the application form as the City often receives information from other organisations such as the Department of Sport and Recreation or Sports Medicine Australia by email which can be forwarded to the club.

• Advise the City of any up and coming events.

• Advise as soon as possible of any damages or maintenance required at the facility/reserve.