Sanction Information

Public Liability Certificates of Currency

CoCs for the 2024-2025 insurance period are now available for clubs to download – click here

SANCTION INFORMATION

Sanctioning is the process of applying to Football NSW (FNSW) for approval to conduct, host or participate in a football activity, tournament or other event to ensure that it is approved by FNSW and therefore the club and those involved are covered by the FNSW Insurance Program.

FNSW approval must also be obtained for players, teams and match officials intending to enter and participate in tournaments and events outside of their association or run by another State Federation, such as the Kanga Cup, Mallacoota Cup and Bill Turner Cup.

Referee Associations providing referees to tournaments or events to be run by non-affiliates such as a school or cultural group must also obtain sanctioning from FNSW.

Winter Football Competitions 2025

Pre-Season Player Trials and Training for Winter Season 2025

**Information for Grassroots Community Football Clubs & Associations**

From 1 November 2024 pre-season player trials and training for the upcoming 2025 winter football season can commence subject to:

1. Approval has been granted by the relevant club and Association for pre-season player trials and training to commence, and
2. The player trials and training are being conducted on grounds approved for use by the Association, and
3. Grounds must be either owned by the club or association or under a current lease agreement with Council/venue owner and in all cases must be in suitable condition for football use and be safety inspected by the club prior to use.

Trial Matches for Winter Football Season 2025

From 1 January 2025 inter-club trial matches for the upcoming Winter football season can commence subject to approval by the relevant Association in accordance with the Association’s internal trial match requirements as applicable.

Inter-Association trial matches for Winter Football Season 2025

From 1 January 2025 Inter-Association trial matches (One Association club team wishes to play a trial match against a club team from another Association) can commence. It is a requirement of FNSW that a Trial Match Request Form Community Football MUST be completed and procedures followed as outlined on the form.

Pre-Season Training – Information for Players, Teams and Officials

Players and teams must always check with their club that pre-season training has been approved to commence to ensure the grounds being used are approved for use. Training without approval by your club or training on non-approved grounds can be dangerous due to the uncertainty of ground conditions and would void any insurance cover.

Post Winter Competition Participation & Training

All football training, games and insurance cover for winter season registered participants ceases at the end of the relevant winter season competition the player was registered for.

The only exceptions are:

1. Teams participating in the FNSW Champion of Champions tournament are automatically approved to continue team training until such time as the team is no longer participating in the Champion of Champions tournament, and
2. Teams seeking to continue training because they are representing their club or association in a FNSW recognised tournament after the Winter Season Competition ends (i.e. Bathurst Cup, Proctor Park Challenge, Mallacoota Cup etc.).  These teams are required to apply to FNSW for approved out-of-season training.  Applications must be supported in writing by the relevant club and association and a Sanction Application form completed and lodged with FNSW for approval including tournament information and supporting documentation.

Post Winter Competition training for any other reasons will not be approved.  Summer Football is the recommended option for teams seeking to continue training and playing together outside of the winter season.

Summer Football Competitions 2024-2025

Approved 2024-2025 Summer Football Competitions are listed here

All Summer Football competitions must be sanctioned by Football NSW in accordance with the FNSW Summer Football Competition Application Process.

Sanction Applications

Select the links below for more information:

• No Application Required – lists the Pre-Sanctioned Activities which do not require a Sanction Application as these are already sanctioned by FNSW.
• Sanction Application Required – lists activities which require a Sanction Application to be lodged with FNSW a minimum of 14 days prior to the date of the activity or event.
• High Risk Activity Sanction Applications – lists activities that require a Sanction Application AND supporting documentation to be lodged with FNSW at the planning stage of the event prior to the event being promoted to avoid disappointment if the application is declined.
• Non-Sanctioned (NON PERMITTED) Activities – lists activities which will not be sanctioned or covered by FNSW insurances under any circumstances. Applications for Non Permitted activities will be declined.
• Jumping Castles, Inflatables and Amusement Rides – lists the requirements for events where these will be in use.

Alternative Training Venues

• Community Football Clubs – If a club’s usual grounds are unusable or unavailable and an alternative training venue is available but it has not already been approved by the Association, the club must obtain approval from their Association to use the grounds or indoor venue prior to its hire or use.  A seasonal approval to use a specified alternative ground/venue can be approved by an Association. Public Liability Certificates of Currency can be provided for the hire of alternative football grounds/venues once approved by the Association.
• FNSW NPL, WNPL and State Leagues clubs – an alternative ground or futsal venue can be used once assessed as suitable by the club.

Alternative Training Activities

• Football NSW approval is required for alternative training activities that are not football activities, such as swim sessions, gym sessions, beach runs etc. as these are not ordinarily covered by the FNSW Insurance Program. A Sanction Application Form must be lodged with FNSW for these activities to be approved. Seasonal approval is available if activities are to be held at the same venue on a regular basis.  Clubs must keep a record of all alternative training risk assessments.

Pre-Sanctioned Football Activities

ACTIVITIES ALREADY SANCTIONED BY FNSW

The following activities are already sanctioned and a Sanction Application is not required:

• Association winter football competitions
• Official winter season trials and pre-season training during the period 1 November – 31 December subject to:
  • Approval for pre-season trials and training to commence has been granted by the relevant club and Association, and
  • The trials and training are being conducted on grounds approved for use by the Club and Association, and
  • Grounds must be either owned by the club or association or under a current hire/lease agreement with Council/venue owner and in all cases must be in suitable condition for football and be safety inspected by the club prior to use.
• Official winter season trials and pre-season training 1 January to the Competition start date subject to the same conditions as above.
• Official club approved football training conducted during the Winter season on Association or FNSW approved grass or synthetic football grounds, indoor or outdoor futsal venues and sport venues suitable for football training.
• Official club registration days, meetings, working bees, cleaning of facilities and canteen operations (approved year round).
• Club fundraising activities conducted by the club at the club’s grounds i.e. cake stall, Mother’s/Father’s Day stall, meat raffles, gold coin donations etc. which do not involve jumping castles, amusement rides or activities listed as High Risk or Not Permitted.
• FNSW Summer Football Competitions and associated summer football team training
• FNSW Futsal Competitions and Futsal Centres and associated futsal team training.
• FNSW State Competitions, tournaments and events and associated team training.
• End of year presentations held at the club’s own venue – excluding any events involving amusement rides, jumping castles which require separate Sanctioning Application, or activities listed as High Risk which require Sanctioning Application at time of planning, or Non-Sanctioned (Non Permitted) activities listed below.

Sanctioning Application Required

A Sanction Application must be submitted to FNSW for the following a minimum of 14 days prior to the event and approval must be granted by FNSW for the activity to proceed:

• Gala days, tournaments and charity events
• Bunnings BBQs (or similar)
• Pre-season come-and-try days (refer below for information)
• School holiday camps and clinics
• Any activity not being held at a club’s official grounds
• Fundraising activities not held at the club’s own grounds and/or involving a third party charity or organisation.
• Community Markets or Festivals where food or any product will be sold by the club.
• Club functions or events not held at club’s official grounds
• Fundraising or other events involving High Risk activities (see list below)
• Special out of season training requests (For example – a representative team which requires training outside of the winter season in preparation a special tournament)  The training must be held on association approved grounds and the Sanction application must be supported in writing by the relevant club and association.
• Training and training activities proposed to be conducted outside of the relevant Winter, Summer, Futsal or Competition season.
• Alternative training activities that are not football activities. Eg. swim sessions, gym sessions, beach runs during the season and out of season.
• The use of venues or locations that are not dedicated football or futsal venues which are designed for football or futsal training or games.
• The use or hire of any jumping castles, inflatables or amusement rides of any kind. (See information below)
• Any other event or activity which is not a normal Winter football activity.
• Any activity that is a High Risk activity (See list below)
• Jumping Castles, Inflatables & Amusement Rides – SEE BELOW – Public Liability Certificate of Currency document provided by the company providing the inflatable device must be obtained and uploaded with the Sanction application.

Sanction applications must be received by FNSW a minimum of 14 days prior to the event.  Applications received less than 14 days prior to the event will not be considered or approved.

Jumping Castles, Inflatables & Amusement Rides Safety

All events involving jumping castles, inflatables or amusements rides must be sanctioned by FNSW.

Where safe practices are in place, most usage of these devices occurs without incident. Serious injuries and deaths can occur however if equipment and operation of the equipment does not meet regulatory standards, or is incorrectly set up, or supervision is lacking, or sufficient care and responsibility is not taken.   These devices are subject to strict Safework NSW requirements and compliance.

When Jumping Castles, Inflatables and Amusement Rides are being hired or used for an event, clubs must obtain proof from the equipment supplier that the supplier holds a sufficient level of Public Liability Insurance.   Suppliers of jumping castles, inflatables and amusement rides to FNSW clubs and associations must have a minimum of $20 Million Public Liability cover and proof of this cover must be obtained and uploaded to FNSW with the Sanctioning Application Form.

To obtain the required proof, a copy of the Public Liability Certificate of Currency must be requested and obtained from the supplier of the equipment.  A copy of the supplier’s Certificate of Currency must then be uploaded with the FNSW Sanction Application form.

Safework NSW Operation and Safety Information

• Amusement devices – General Guide
• Amusement devices – Information sheet for inflatable devices
• Amusement devices – Checklist for operators
• Amusement devices – Information sheet for annual inspection and records

Use of Amusement & Inflatable Devices

All amusement and inflatable devices MUST be secured and operated in accordance with the manufacturer’s instructions.  Amusement and inflatable devices designed for domestic use only and must not be used.

Do not set up any device in contravention of the manufacturer’s instructions or Safework NSW Guidelines including in high winds and unsuitable weather conditions.   Safety must be a priority at all times when setting up and operating these devices.

Supervision of Amusement & Inflatable Devices

All amusement and inflatable devices MUST be supervised at all times by responsible persons (aged 18+) who are competent to operate the device safely AND monitored so that the device is not used at the same time by more than the device manufacturer’s recommended maximum number of patrons in addition to any other Safework NSW requirements.  Persons responsible for operating and supervising these devices (including set up and pack down) must not be under the influence of drugs or alcohol.

High Risk Activities

The activities listed below are strictly subject to FNSW and insurers approval. These activities potentially expose the insured (club/association/FNSW) to increased liability and in many cases cannot be sanctioned.

Special Sanction Application to FNSW is required if any of the following are proposed for any club or association events:

• Bonfires or any activity or effect involving naked flame.  (Note:  NSW Rural Fire Service or NSW Fire & Rescue must be consulted at time of event planning and must have confirmed their availability in writing to be in attendance for the duration of the proposed event for these to be considered and approved by FNSW)
• Inflatable football fields with a built-in floor
• Inflatable movie screen
• Wind machines or air propelled projectiles, including confetti launchers.
• Special effects – including, dry ice, blizzard or snow machines, foam/fog/smoke or haze machines and bubble machines.
• Live animals or reptiles.
• Displays or activities involving vehicles, ie. motorbikes, quad bikes, cars, trucks, golf buggy.

Lodging a Sanction Application for High Risk Activities

The words “High Risk Activity” must be stated on the Sanction Application.

Sanction applications for high risk activities must be lodged with Football NSW at time of PLANNING THE EVENT and prior to advertising the event to allow additional time for the application details to be assessed by FNSW in consultation with its insurers and to avoid disappointment if the application is declined.

Additional information required with High Risk Sanction Applications

• Written Association approval for the proposed event
• Event risk management plan
• Risk assessment for the activity (to be provided by the supplier to the club/association planning the event)
• Name, address and contact details of the supplier
• Details of the activity and any relevant information and/or images provided by the supplier
• Confirmation of booking with NSW Rural Fire Service, NSW Fire & Rescue (if application relates to a bonfire or naked flame)
• Confirmation of booking with a qualified First Aid Provider or NSW Ambulance for the event.
• Copy of safety instructions or Safework NSW Codes of Practice or Guidelines as provided by the supplier
• Copy of the provider’s public liability insurance Certificate of Currency (minimum cover $20 Million)

Non-Sanctioned Activities (NOT PERMITTED)

The following activities are NOT PERMITTED and will NOT be sanctioned under any circumstances:

• Laser shows
• Fireworks
• Pyrotechnics
• Jet Cars
• Bubble soccer
• Hot air balloons
• Firearms or weapons, including blank firing, replicas and imitations, swords or knives.
• Parachuting, paragliding, ziplining, canyoning or jet boating
• Displays or events involving helicopters or other aircraft

Vicarious Liability

Clubs should only rely on advice provided by FNSW or Gow-Gates Insurance regarding FNSW insurances, including information or advice relating to public liability, vicarious liability and third-party providers, or any other insurances.  Independent advice or advice offered by suppliers may be contradictory that provided by FNSW or Gow-Gates Insurance and should not be relied upon. 

For insurance enquiries Contact Football NSW on 02 8814 4400 or Gow-Gates on 02 8267 9999.

Sanctioning Related Information

Player Registration Requirements

All players must be registered with FNSW in Play Football or the relevant registration platform prior to participation in any Sanctioned tournaments, competitions, events or activities covered by the FNSW Insurance Program.

With the exception of trials, clubs should ensure that player registrations are finalised and are active in the registration database prior to participation as failure to do so can have consequences for a player’s eligibility to claim under the Personal Accident Insurance or cover by other FNSW insurances.

Team officials, club officials, volunteers and match officials should also be registered prior to participation to be covered by the FNSW Personal Accident Insurance and other FNSW insurances.  Incidental volunteers co-opted at short notice are covered and can register retrospectively with the approval of the FNSW Insurance Officer.

Non-Registered Player Fees

The Football NSW Non-Registered Player Fees enable non-registered football players to participate in the following events when sanctioned by FNSW:

• Development Programs;
• Holiday Clinics; and
• Tournaments.

To be covered by FNSW insurances the non-registered player fees shall apply to all non-current registered FNSW players participating in the above Programs, Clinics and Tournaments when sanctioned by FNSW.  These players MUST be officially register in Play Football or the relevant registration platform prior to participation.

Clubs that require assistance in setting up a registration package in Play Football should call the Online Services helpdesk on 02 8814 4448.

A list of all Non-registered participants must also be emailed to sanctioning@footballnsw.com.au upon completion of the event.

FNSW Non-Registered Player Fees

Referees

Referees may not be covered by FNSW insurances when officiating at non-sanctioned events.

Referees are covered by FNSW Personal Accident insurance when officiating in FNSW competitions and tournaments, winter football competitions conducted by FNSW associations, FNSW Summer Football competitions, FNSW Futsal competitions and FNSW sanctioned events.

Referees are also covered by FNSW insurances when participating in official referee training, mentoring, referee coaching and meetings.

Referees are not covered by FNSW insurances when providing refereeing services at non-sanctioned competitions, tournaments or events unless their participation in such activities has been sanctioned by FNSW.  If unsure whether an event is sanctioned, Referee Associations should ask event organisers for confirmation that the event is sanctioned by FNSW or contact FNSW on 02 8814 4454 and ask for Sanctioning assistance.

If a Referee Association is providing referees to a non-sanctioned competition or tournament, E.g. Johnny Warren Cup, King’s School Tournament, Police Games etc. the Referee Association needs to complete a Sanction Application form to apply for ‘Participation Sanctioning‘ for their Referee Association referees to provide referee services at these events.

Come and Try Events

These events are a great way to attract new players to football in the lead up to the season. These activities generally include skills training or ‘game play’ activities.  Club Come-and-Try events require sanctioning and are usually held prior to or alongside club registration days. Come-and-Try events are non-competitive and MUST be provided as a free activity for participants.

COME-AND-TRY EVENTS INFORMATION SHEET

Charity Tournaments

Application can be made to FNSW for teams to be sanctioned to participate in official charity tournaments.  Contact Football NSW for information regarding Charity tournaments and events.

Other Events & Tournaments

Team and Player Sanctioning Requirements

Prior to entering any tournament conducted by another Football Australia State Member Federation or affiliated organisation outside of their association or Football NSW.  E.g. Kanga Cup, Bill Turner Cup, Mallacoota Cup, teams and players MUST obtain approval from their club, association and Football NSW

FNSW does not sanction tournaments or events conducted by non-affiliated organisations. FNSW can only sanction participation in these events by registered FNSW participants if the participation is supported by the relevant club and association and FNSW.

The Personal Accident insurance provided by FNSW shall only apply when a tournament and/or participation in a tournament or event has been sanctioned by FNSW.  Other insurances provided by FNSW shall only apply to events and activities conducted by FNSW affiliated clubs, associations and FNSW.