Indoor Venue Hire Terms and Conditions

You must abide by the Royal Botanic Gardens and Domain Trust (of which the Australian Botanic Garden, Mount Annan are a part) Regulations. Below are some additional terms and conditions that must also be adhered to. 

Alcohol 

Please ensure that empty bottles and cans are disposed of in the waste bin provided at the venue. 

The hirer must complete a Party registration with the NSW Police. Please see the NSW Police website for details. 

Booking payment 

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

Cancellation 

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

In the event of cancellation, the following fees will be retained by the Trust: 

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

You should be aware that the Australian Botanic Garden, Mount Annan is a community venue and that other non-related activities may be 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 a booking and will refund any payments in full upon cancellation. No further compensation will be payable. 

Catering 

For bookings in the Bowden Centre you may use your own caterer or self-cater.  

Cleaning and waste management 

Your hire includes cleaning however you must return all chairs and tables to the store and decorations and rubbish must be removed from the venue. 

Waste management is included in your hire, however rubbish must be bagged and left in the designated location for each venue (see Functions and Events Coordinator). 

Decorations, styling and signage 

Gardens regulations do not permit the attachment of decorations, balloons, signage, banners or other items to trees, buildings, heritage features or other fixed structures. Party streamers and confetti, are also not permitted. 

At our indoor venues you may have:

  • Styling or decorations that are free standing (not attached to any part of the building) are allowed.
  • Table top decorations are allowed, no sparklers or confetti.
  • No hanging objects.

If you wish to hang items in any indoor venues, you must use a stylist that has been approved by the Gardens (please speak with staff for information on approved companies).

Equipment 

It is the Hirer’s responsibility to hire any marquee structures, furniture or equipment required. The Garden has only the equipment listed on the Indoor Venue Comparison Table. 

Fire 

The lighting of fires or sparklers and discharging of fireworks is prohibited. Also the use of fire for cooking such as woodfired pizza ovens and other cooking methods.

Flora and fauna 

The Australian Botanic Garden, Mount Annan is an increasingly important wildlife refuge. Please do not harass or feed aquatic life or birds, pick flowers, take cuttings of plants or otherwise damage animal or plant life. Fines apply for these actions. 

Hours for hire 

If your function includes the bump in of substantial props, equipment, structures etc, please ensure that you have allowed for this in your booking, ie. if you are having a fully styled function in any venue, you will need to book the day before and the day after your function date for bump in and out of equipment. 

Bump in and out can occur within the normal operating hours of the Garden. 

Equipment cannot be left overnight in the venue. Any equipment can only be brought in during your hours of hire and must be removed at completion of hire.

Indemnity 

The Applicant or any of the associated persons shall indemnify the Garden against: 
(a) loss of or damage to property of the Gardens; and 
(b) claims by any person against the Gardens in respect of personal injury or death, or loss of or damage to any property, arising out of or as a consequence of the Applicant’s use of the Venue or the Venue Facilities, but the Applicant’s liability to indemnify the Gardens shall be reduced proportionately to the extent that any act or omission of the Gardens or employees of the Gardens may have contributed to the loss, damage, death or injury. 

Lighting 

Please note that for any after hours functions, the Garden has only limited lighting (please confirm what is available for your site with the Functions 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 Australian Botanic Garden, Mount Annan and is available to all garden visitors on a first come first served basis. Parking for the Bowden Centre is in the P3 car park. Vehicles are not to be parked on the pavement around the Bowden Centre. Access is for delivery and pick up only.

Photography 

If you are hiring a commercial photographer for your function, an additional fee must be paid (see Comparison Table). 

Power 

There is three (3) phase power and single phase power available around the site. To find out what is available for your chosen site, please speak with the Functions Coordinator. Hirer’s are to provide own extension leads. 

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 Gardens location, such evidence to be in the form of a certificate of currency issued by the Insurer (not the Broker). 

Rangers and Security 

All requests by Gardens Rangers and other authorised staff must be followed with regard to the set up and pack away of equipment. 

Any equipment left unattended in the Gardens 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 Gardens Ranger by calling 0409 122 953. 

Any evening functions held within the Garden require security to be present at a ratio of one (1) security guards for every 100 people. This is at the cost of the Hirer. 

Responsbilities of the hirer 

The Hirer is responsible for organising all aspects of the 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, now apply to any buildings within the Australian Botanic Garden Mount Annan: 
• From 6 July 2015, commercial outdoor dining areas in NSW will be smoke-free. 
• Smoking will be a banned within 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 may apply: 
• on the spot fines of $300 for individuals; 
• a fine of up to $550 for a business owner who does not display ‘no smoking’ signs in an outdoor dining area; 
• up to $5,500 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, you agree to enforce these new laws with your guests. 

Sound 

As per the Garden’s EPA Notice of Preventive Action, the sound emanating from amplification equipment must not exceed 55db or 5db above ambient background levels outside of the structure between 7am and midnight. 

Ticketed events & commercial activities 

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

Trading Terms 

The Australian Botanic Gardens 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 are GST inclusive unless otherwise specified. 

Vehicle access 

Vehicles are only permitted on public roads within the Australian Botanic Gardens. No vehicles may drive on the grass or off the public roads. 
Fines will be given 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.

Water 

Access to water is available. The Hirer is responsible for supplying a tap key and all hoses required to fit a 19mm standard tap connection.