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Commercial Filming and Photography Terms and Conditions

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

Hours of Filming and Photography


Monday to Friday during normal opening times only. No filming or photography will be permitted on weekends or on public holidays.

Night filming and other access times may be arranged on application. Please contact us for more information.
 

Booking Payment


Location fees will be calculated on application according to the current rate card.

Payment of location fee must be made before filming commences.

Your booking is not confirmed until full payment has been received.

Bookings are for non-exclusive use of a venue. Exclusive use may attract a daily hiring fee in addition to the location fee.

Late fees as specified on the rate card may be payable for applications received less than two (2) business days prior to shoot.

The portraiture photography fee allows one photographer to photograph one client (that can be a group/family).
 

Cancellation


Cancellations unrelated to wet or adverse weather (see below) will incur a cancellation fee if cancellation is made less than two (2) days from the shoot date.
 

Wet Weather Cancellation


A refund of location fees of an amount comparable to the time of lost due to inclement or adverse weather is permissible, minus the non-refundable application fee.

A future date may be approved in lieu of time lost due to inclement weather.

Weather hold days may be applied for and approved where it is anticipated that time may be lost due to adverse weather.

The Garden reserves the right to alter, cancel or postpone any filming/photography on Garden lands due to the occurrence of adverse weather.
 

Bond Payment


Where the Garden considers maintenance or restoration works may be required after filming or photography a bond will be held prior too filming.
 

Security


It is a requirement during film shoots that a dedicated Garden ranger is on duty at all times. Their role is to enforce Gardens Regulations and where possible to assist with any reasonable request made by the production company.

The cost of Ranger Security Officer resources is borne by the production company and will be invoiced by the Garden.

If external security is on site for a film shoot the applicant must provide the masters licence and public liability insurance from the external security provider.
 

Public Liability Insurance


Public liability insurance of minimum $20 million is required for all filming; and public liability insurance of minimum $10 million is required for all photography.

A copy of a certificate of currency must be submitted to the Garden along with the application.

The Royal Botanic Garden and Domain Trust and officers of the Royal Botanic Garden and Domain Trust must be named as interested parties on the insurance policy.
 

Vehicles


Vehicles must remain on sealed roadways unless otherwise authorised.

Vehicles must observe road rules as signposted, including one way traffic flow. The 30km/h speed limit must be observed at all times.

Roadways must remain open at all times to through traffic, unless otherwise authorised.

Directing or controlling traffic may only be managed by a traffic controller who holds a current traffic control card.
 

Site Preparation


Garden features, landscapes, or built structures may not be altered.

Fencing off garden areas for exclusive use is not permitted, unless otherwise authorised.

Special requests for site preparation may incur additional costs.

Cables crossing pathways or tracks must be protected with appropriate covers to ensure public safety.
 

Construction and Props


Built structures are not permitted in the Garden however free standing props may be permitted. Please contact us for more information.
 

Use of Trust Buildings


The Royal Botanic Garden and Domain Trust does not provide buildings for production purposes, unless otherwise authorised.
 

Use of Ponds


Built structures are not permitted in or over ponds.

No boats are permitted on ponds unless authorised.

Filming is not permitted on the islands.
 

Flora and Fauna


The Garden 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.
 

Animals


Domestic animals of any type are prohibited in the Garden unless unless otherwise authorised.
 

Working with Children


Filmmakers and still photographers must hold an authority to employ any children under 15 years of age for the purposes of entertainment, exhibition and still photography.

More information is available from the NSW Office for Children – the Children’s Guardian (OCCG) on (02) 8219 3600 or www.kidsguardian.nsw.gov.au.

The ‘Entertainment and Exhibition’ category under this legislation includes filming for TV commercials, feature films, TV dramas, documentaries etc. and exhibitions, such as catwalk modelling.
 

Access to Electrical Supply


Electricity supply is not provided by the Garden.

Silent mobile generators may be used and are to be arranged by production companies at their own expense.
 

Aerial Filming


The use of any aircraft (fixed wing, helicopters, hot air balloons, parachutes, model aircraft) on or above Garden lands is prohibited, unless otherwise authorised.
 

Risk Assessment


A risk assessment and safety plan must be completed by the production company prior to work commencing on site.

It is the responsibility of the production company to ensure all legislative requirements for OH&S and public safety are met.
 

Damage


The hirer will be held responsible for any damage caused to the location during the booking.
 

Catering


Catering contractors and their staff must comply with any reasonable request made of them by the Garden's staff prior to, during and after the booking.

The caterer must ensure that hot water, oil, fat, ice or dry ice is not tipped on the grass, such tipping may damage the turf.

No rubbish or waste can be disposed of on site.

Caterers using gas bottles must a Notice of Compliance Certificate or a Compliance Plate/Badge.
 

Cleaning


All litter must be removed at the end of the shoot.

The hirer is responsible for returning the venue to the Garden in the same condition it was prior to the shoot.

At the finish of the shoot, the Garden reserves the right to request further cleaning of the venue at a cost to the hirer.
 

Sound


Sound must be at ambient levels within the filming or photography site. Amplified sound is not permitted unless otherwise authorised.
 

Trading Terms


The Garden reserves the right to decline filming and photography applications if deemed unreasonable by the Garden.

Any application received within two (2) working days before the shoot date will be subject to approval at the Garden's discretion.

If major changes are required to the initial application a new application may be required for approval.

Changes to the initial application is limited to two (2).
 

Indemnity


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

Loss of or damage to property  of the gardens, and;
Claims by any person against the Gardens in respect of personal injury or death, or loss of a damage to any property.
 

Further Information


For further information relating to these conditions or applications for hire of facilities, please contact our staff on (02) 4634 7903.
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