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Venue Hire Terms and Conditions

These general terms and conditions are to be read in conjunction with the specific terms and conditions for:

General Terms and Conditions


You must abide by the Royal Botanic Gardens and Domain Trust Regulations (the Trust), of which The Australian Botanic Garden is part.

Below are some additional terms and conditions that must also be adhered to:

Alcohol


Alcohol may be brought into The Australian Botanic Garden (the Garden) provided all NSW laws are adhered to and alcohol is consumed responsibly.

Please take empty bottles and cans with you when leaving the site and ensure that no broken glass is left behind. Fines apply for waste left on site.
 

Booking Payment


Payment will be taken upon confirmation of your booking. Your booking is not confirmed until full payment has been received.
 

Cancellation


You should be aware that the Garden is a community venue and that other, non-related, activities occurring throughout the Garden at the time of your booking. This may include concerts and large community events that are booked throughout the year.

We will endeavour to limit bookings on the day of a major event. If a confirmed event booking exists, we will make the potential impacts known to you at the time of booking.

For bookings made well in advance, notification may not be possible at the time of booking.

The Garden reserves the right to cancel bookings up to six months in advance of the booking date, or relocate a booking up to three months in advance of the booking date, and will refund any payments in full upon cancellation. No further compensation will be payable.

If you wish to cancel your booking, it must be made in writing to mtannan.events@rbgsyd.nsw.gov.au.

In the event of a cancellation by you, the following fees will be retained by the Garden:

Cancellations received more than one month prior to your booking will be given a 50% refund of the total fee received.
Cancellations received less than one month prior to your booking will not be given a refund.

Cancellation due to inclement weather (excludes indoor venues):

A 50% refund of the venue hire fee will be given if you have notified the Visitor Centre on 02 4634 7935 before 9.00 am on the day of your booking, a message must be left on the voicemail.

To process your refund we require a written cancellation (as above) which must be received by the Visitor Centre no more than 14 days after your booking date.
 

Changes


Modifications to the details of your booking may incur a change fee to cover administrative costs (please refer to the rate card for further details). You will be advised if a fee is applicable on request of changes to your booking.

The Trust reserves the right to make changes to the physical structures flora and any Trust-owned asset as required without notification to the hirer, and no compensation will be payable.

However, if the hirer chooses to cancel the booking due to the changes no cancellation fee will be charged.

The Trust will endeavour to assist the hirer to relate to another area of the garden should the harder choose.
 

Fees and Bond


Please refer to the respect site or function type for current fees.

A detailed quote can be provided on request.

Fees are subject to change without notice and the hirer should request a detailed quote before booking.

The total venue hire fee must be paid to confirm your booking.

Tentative bookings are valid for two (2) days only. After that payment for venue hire is due in full to secure a booking.

If a bond is applicable, it is to be paid a minimum four (4) weeks prior to the booking.

An inspection will be conducted after the event. The bond will be transferred within 28 days to the hirers nominated bank account after assessment of the hirer having met the terms and conditions of hire.
 

Cleaning and Waste Management


Waste management is the responsibility of the hirer at wedding ceremony and wedding photography venues. Whilst general waste and recycling bins are provided throughout the Garden, we ask that you or your caterer take your rubbish with you when you leave.

Rubbish left by your event will incur a $125 fine.
 

Decorations and Signage


Garden regulations do not permit the attachment of decorations, balloons, signage, banners or other items to trees, buildings, heritage features or other fixed structures.

Decorations are welcome at the hire site, however they must all be removed at the conclusion of the booking and must not damage the facility.

Throwing of confetti, glitters, sprays, poppers, rice or any plant material (e.g. rose petals) is not permitted.

Live material in table decorations and bouquets is permitted, but must be removed from the premises after the booking.

Table scatters and glitter are not permitted.

At indoor venues you may have:
 
  • Styling or decorations that are free-standing (i.e. not attached to any part of the building).
  • Table top decorations.
If you wish to hang items in any indoor venue, you must use a stylist that has been approved by the Garden. Please speak with our staff for information on approved companies.
 

Equipment


It is the hirer's responsibility to hire any marquee structures, furniture or equipment required for their booking. The Garden has only the equipment listed on the rate card.

Equipment must be delivered and removed within your booking times.

You are not permitted to bring inflatable structures, mechanical rides or dunking machines.

Fire


The lighting of fires, (including those in wood fired pizza ovens) sparklers or the discharging of fireworks is prohibited.

Candles are permitted, however the hirer must demonstrate the candles are contained away from combustible materials.
 

Flora and Fauna


The Australian Botanic Garden is an increasingly important wildlife refuge.

Please do not harass or feed aquatic life, animals or birds.

Picking flowers, taking cuttings or otherwise damaging animal or plant life is prohibited.

Fines apply for these actions.
 

Indemnity


The hirer or any associated person shall indemnify the Garden against:
 
  • Loss or damage to property of the Garden, and
  • Claims by any person against the Garden in present of personal injury or death, or loss of or damage to any property, arising out of or as a consequence of the hirer's use of the venue or the venue facilities, but the hirer's liability to indemnify the Garden shall be reduced proportionately to the extent that any act or mission of the Garden or employees of the Garden may have contributed to the loss, damage, death or injury.
 

Public Liability


All third party suppliers, where permitted, must have public liability insurance to the value of $10 million.

We reserve the right to request evidence of the supplier’s insurance prior to the applicant being provided use of the venue. Such evidence to be in the form of a certificate of currency issued by the insurer (not the broker).
 

Lighting


For any after-hours functions, the Garden has only limited lighting. Please confirm what is available for your venue with the Venue Coordinator.

Any additional lighting will need to be organised by the hirer at the hirer's expense.
 

Parking


Free car parking is available throughout the Garden and is available to all visitors on a first come first served basis.
 

Power


There is three-phase and single-phase power available around the Garden. To find out what is available for your chosen venue , please speak with the Venue Coordinator.

Hirers are required to provide their own electrically tested and tagged extension leads.
 

Rangers and Security


All requests by the Garden's rangers and other authorised staff must be followed with regard to the setup and pack away of equipment.

Any equipment left unattended in the Garden is at your own risk. The Australian Botanic Garden takes no responsibility for any loss or damage to your property.

Any incidents or accidents should be reported immediately to the Garden's ranger by calling 0409 122 953.

Any evening function held within the Garden requires security to be present at the ratio of one (1) security guard for every 100 people. Please refer to the rate card for cost. Security is provided at the cost to the hirer.
 

Responsibilities of the Hirer


The hirer is responsible for organising all aspects of their event including:
 
  • Event management and production.
  • Marquee and other structures.
  • Catering.
  • Toilet facilities (if extra are required).
  • Staging, lighting and audio.
  • Theming and decoration.
A representative of the hirer must be present on site at all times during bump in, the event and bump out.
 

Smoking


The following changes to the NSW Smoke-free Environment Act, 2000, how apply to any buildings within the Garden:
 
  • From 6 July 2015, commercial outdoor dining areas in NSW will be smoke-free.
  • Smoking will be banned within four (4) metres of a pedestrian entry or exit from a hospitality venue (the '4 metre law').
  • The bans apply to any ignited smoking product including cigarettes, pipes and water-pipes.

Penalties for non-compliance include:
 
  • An on-the-spot fun of up to $550 for a business owner that does not display "no smoking" signs in outdoor dining areas.
  • Up to $5,500 fine for a business owner if a customer is found to be smoking in the outdoor dining area.
The Garden provides designated smoking areas for all of its buildings and as hirer yo agree to enforce these new laws with your guests.
 

Sound


Music and other amplified sound including recorded or broadcast programmes or the like, played on the premises, shall be controlled so as not to cause any distraction or disturbance to nearby or adjacent residents, pedestrians or motorists, and shall only be audible from within the property boundaries.

Suppliers

If you have a person or business providing products or services as part of the venue hire here at the Garden, the Supplier and their products/services must first be approved by the Garden. Please complete the Supplier Form before you book any products/services and wait until you receive email confirmation that they approved before booking. Failure to do so may result in you losing money as any non-approved supplier products/services will be removed from the Garden.

Ticked Events and Commercial Activities


You are not permitted to sell tickets, conduct commercial activities or sell products, including alcohol as part of a wedding booking.
 

Trading Terms


The Australian Botanic Garden reserves the right to decline any  booking applications and to adjust or vary these terms and conditions without explanation. Booking fees are payable in advance and a booking is not confirmed until payment of booking fees is received.

Fees displayed on this site are GST inclusive unless otherwise specified.
 

Vehicle Access


Vehicles are only permitted on public roads within the Garden. No vehicles may drive on the grass or off the public roads.

Fines will be issued to owners of vehicles found off the public roads.

Vehicle access to the Bowden Centre is to be managed by the hirer with no more than two (2) vehicles allowed on the paved area around the centre at any one time.

Vehicles cannot be parked on the pavement up around the Bowden Centre area. Access to this area is for delivery and pick up only.

Failure to comply will result in a fine being deducted from the hirer's bond. Vehicles found on grass around the building will also result in a fine being deducted from hirer's bond.
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