Planning a Community Playground: Funding, Permissions & Aftercare
Planning a community playground can start with something as simple as a few parents, residents or volunteers agreeing that their community deserves better. The difficult part can be knowing what to do next.
If you have never delivered a community project before, funding applications, consultations, land permissions and leases can sound daunting. Most projects can be broken down into manageable steps, and you don’t need to understand everything before you begin.
At Absolute Play, our role goes beyond designing and installing the playground. We work alongside people experienced in community consultation, project development and funding, helping groups understand what they need, what evidence to collect and what should be in place before applying.
One of the most useful starting points is showing that your community wants and needs the project. Speaking to children and families, running a questionnaire or gathering local support helps shape the playground and build evidence for funding applications.
There are practical and legal responsibilities too, but you can work through them one step at a time. This guide explains what to consider and how to start turning a good community idea into a project that can happen.
1. Who owns the land, and do we have permission?
Confirm the legal landowner and get written permission for the proposed work. An area being used by the public does not automatically mean your group can build on it.
Check any trust deed, lease or restrictions affecting the site, and ask the local planning authority whether permission is needed. If trustees manage the land, they should check that the proposal fits the trust’s purposes and their powers.
Start with: the site address, landowner’s details and any existing lease or ownership documents.
Useful guidance: Charity Commission — acquiring land and leases.
2. Who should apply for playground funding?
Agree which organisation will accept the grant and take responsibility for its conditions. Depending on the programme, this could be a parish council, eligible community group, charity or CIC.
The volunteers fundraising for a playground do not necessarily have to become its long-term operator. For example, a group could support a council-led project, with the council’s agreement.
If the applicant, landowner and future operator are different, check that the funder accepts the arrangement and put everyone’s responsibilities in writing.
3. Do we need a constituted group, CIC or charity?
You do not automatically need to create a new charity or CIC. First explore whether an existing council or organisation can lead the project.
A constituted group has a written set of rules explaining its purpose, membership and decision-making. Some grants accept these groups without registered charity status.
A CIC is a company set up for community benefit. A CIO is an incorporated charity. They have different governance and reporting requirements; a CIC is not a charity.
Your structure affects who can hold land, sign contracts and take on liabilities. Get advice before entering a lease or major contract, particularly as an unincorporated group.
Useful guidance: charity structures, CIC guidance and Lottery applicant eligibility.
4. What are trustees or directors taking on?
They oversee the organisation, its money, decisions and responsibilities. For a playground, that means making sure there is a workable system for insurance, inspections, maintenance and responding to problems.
They can appoint competent people to carry out tasks, but still need appropriate oversight. Personal liability depends on the legal structure and circumstances; incorporation does not remove every risk.
Read the Charity Commission’s essential trustee guide or Companies House guidance on being a director.
5. What will funders want to see?
For a capital project — physical improvements such as equipment, surfacing and installation — prepare:
Evidence of local need: consultation with families, children and intended users.
A clear proposal: who benefits, how people will access it and what it will achieve.
A realistic budget: equipment, installation, groundworks, surfacing, access and relevant VAT.
Land arrangements: ownership or lease details and necessary permissions.
A long-term plan: who will operate, insure, inspect and maintain the playground.
Don’t underestimate the consultation stage. A strong application explains why the playground is needed and shows who wants it. Questionnaires, school or community surveys, consultation events, steering groups and letters of support can all help build that evidence.
Involve children and intended users while they can still shape the project. Keep a record of who you consulted, what they told you and how their feedback influenced the plans. This gives funders a clearer picture of the need behind the design.
Each programme has its own requirements for quotes, policies and supporting documents. Check these before applying or committing expenditure.
6. Do we need a lease, and for how long?
If the applicant does not own the site, the funder may require a lease providing secure use of the land. There is no single lease length that suits every grant.
For example, National Lottery Awards for All England currently requires a lease of at least five years, or a letter confirming one will be granted, plus written landowner permission for land or refurbishment work.
Other programmes may have different requirements. Have the proposed lease checked before signing, including repair obligations, public access, early termination and what happens to installed equipment.
7. Who owns the equipment afterwards?
Settle this before ordering. Do not assume that whoever fundraises will automatically own the installed equipment.
Have ownership and any transfer agreed in writing, taking account of the land agreement and grant conditions. Include who can repair, replace or remove equipment, and what happens if the lease ends.
8. Who insures and maintains the playground?
Agree the responsible organisation and confirm the arrangements with its insurer before opening. Discuss public liability, equipment cover and any inspection or record-keeping conditions.
Build an annual budget for inspections, repairs, replacement parts, surfacing care and grounds maintenance. A warranty does not replace maintenance or insurance.
A playground needs a running budget as well as an installation budget.
9. What playground inspections are needed?
Plan inspections from handover onwards. The schedule should reflect the equipment instructions, site use, risks and insurer’s requirements.
Inspection | What it involves | Who carries it out |
Post-installation | Checks the new or refurbished playground before opening. | A competent specialist; arrange an independent assessment. |
Routine visual | Looks for obvious problems such as damage, broken glass or loose parts. Often daily or weekly, depending on the site. | A suitably trained, competent volunteer or staff member. |
Operational | Checks function, stability and wear in more detail at scheduled intervals. | Someone competent for operational inspections. |
Annual main | A detailed assessment of the site, equipment, surfacing and longer-term deterioration. | A competent specialist independent of the operator’s management. |
Keep dated records and track action on findings. Restrict access to unsafe equipment until the risk has been addressed. An annual inspection does not replace checks throughout the year.
Useful guidance: RoSPA Play Safety — inspections and maintenance.
10. What happens if the original volunteers leave?
Build the arrangements around the organisation, with named roles and deputies.
Keep leases, grant agreements, insurance, inspection logs, warranties and maintenance contacts in a shared handover file. Include a process for appointing replacements and updating bank access.
Agree what happens if the group closes. Transferring the playground or its assets may require the landowner’s and funder’s consent.
Are there free community bank accounts?
Some banks offer free everyday banking or no monthly fee for eligible organisations:
The Co-operative Bank Charity and Community Account — includes eligible registered charities and CICs; check its current eligibility and tariff.
NatWest Community Account — free everyday banking is subject to eligibility, an existing qualifying NatWest relationship and annual credit turnover below £100,000.
Check transaction charges and whether the account supports the payment approvals your funder requires. A large grant could affect turnover-based eligibility. Use an account in the applicant organisation’s name, rather than a volunteer’s personal account.
Have an idea for your community playground? Start here.
You don’t need secured funding, a finished design or all the answers before you contact us.
Whether you’re a few parents with an idea, a community group or a parish council, Absolute Play can help you understand the next steps. Alongside our experienced project partners, we can discuss community consultation and funding readiness — the evidence and arrangements to prepare before applying — as well as design, installation and aftercare.
Tell us where your playground is and what you would like to improve. Share a few photos if you have them, and we’ll help you work out where to begin.
01482 762374 · info@absoluteplay.co.uk
General guidance, checked September 2026. Funding examples relate to England; charity guidance covers England and Wales. Requirements differ elsewhere in the UK. Confirm your arrangements with your funder, insurer and appropriate legal adviser.
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