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Bowden Centre 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.

These terms and conditions are to be read in conjunction with the Garden's general venue hire terms and conditions available here.

Alcohol    

Alcohol may be brought into the Australian Botanic Garden Mount Annan providing all State laws are adhered to and alcohol is consumed responsibly. 
Please ensure empty bottles and cans are disposed of in the bins near the building and that no broken glass is left behind. 
The hirer must also complete a MyNite 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

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.  
If you wish to cancel your booking, it must be made in writing to: 
mtannan.events@rbgsyd.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 fee received.
  • Cancellations received less than one month prior to your booking will not be given a refund. 
Catering

For bookings in the Bowden Centre you may use your own caterer or self-cater. The Garden also offer catering packages.

Cleaning and waste disposal

Your hire includes cleaning of the venue, however all chairs and tables must be wiped down and packed away at the end of each function. The hirer must remove the rubbish from their function to the industrial waste bin provided near the venue. 

Decorations 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. 

Equipment

It is the Hirer’s responsiblity to hire any marquee structures, furniture or equipment required. The Bowden Centre hire includes trestle tables and white folder chairs as part of it's hire only. 

Fees and bonds

Refer to the respective venue page for current fees. A detailed quote can be provided on request. Hire of the Bowden Centre is on the condition that the hirer pay a bond to cover any possible damage to the venue. The bond is $500 and must be paid 4 weeks prior to the hire date. Failure to pay the bond will result in cancellation of the hire and there will be no refund of any fees paid.

Fire

The lighting of fires or sparklers and discharging of fireworks is prohibited. Likewise the use of fire in any way is probited (ie. woodfire pizza ovens, spits).

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.
Please note: we cannot store items on site for you. If you need items to be delivered or removed the day before or after your event you will need to book a multi-day hire.

Indemnity

The Applicant or any of the associated persons shall indemnify the Garden against:

  1. loss of or damage to property of the Gardens; and
  2. 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 and is available to all garden visitors on a first come first served basis.

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 Venue 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. Please speak to the Venue Coordinator for a quote. 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

Sound levels must comply with those of Camden Council. Please see council’s website for details.

Ticketed events & commercial activites

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 recevied. 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.

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.

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