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Picnic Booking Terms and Conditions

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

Alcohol 

Alcohol may be brought into the Garden providing all State 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. Please report any broken glass to the Visitor Centre. Fines may apply for excessive waste. Alcohol cannot be sold.

Booking payment 

Payment for picnic bookings must be made at time of booking and are made through the online booking calendar. 

Cancellation and changes 

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. 

Cancellation due to inclement weather: 

  • 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 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 hirier 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 however, to assist the hirer to relocate to another area of the Garden if the hirer chooses.

Cleaning and waste management 

Rubbish disposal is the responsibility of the hirer and must be taken with you at the conclusion of the event. Failure to do so may result in the loss of bond money, or part thereof. The area you use must not be damaged and must be left clean and tidy. This includes: 

  • All rubbish is to be placed in bags and taken away with the hirer, or placed in bins where provided. 
  • All litter is to be removed from the picnic area and surrounding gardens, including cigarette butts and general rubbish. 
  • If BBQs have been used, the plate must be left clean and free of food. 
  • The use of portable barbecues needs prior approval. Gas BBQs only are allowed. Barbecue residues must be collected in drip trays and portable barbeques must be sufficiently elevated to prevent radiated heat damaging the turf. 
  • Hot water, oil, fat, ice and dry ice must not be tipped on the grass or disposed of in the Garden. If in doubt, contact a Garden Ranger for advice on how to dispose of these items safely. 
  • Your presence on site indicates that you accept liability for any damage to property caused by your function 

Damage and breakages 

All damage/breakages must be reported to the Ranger on duty on 0409 122 953. 
The hirer is responsible for the full replacement cost of any damages or breakages to the hired facility, its fittings and contents, and the surrounding grounds or any additional cleaning that is required. 

Decorations and signage 

Decorations are welcome at the hire sites however they must all be removed at the conclusion of the function and must not damage the facility. Items must not be attached to trees, buildings or other fixed structures. 

Throwing of confetti, glitters, sprays, poppers or rice or any plant material (e.g. rose petals) is not permitted. Live material in table decorations and bouquets is permitted inside function spaces but must be removed from the premises after the function. Table scatters and glitter are not permitted in any of the facilities. Please note that sticky tape, blu tac, staples & thumbtacks are not permitted. 

Domestic animals 

Dogs and other domesticated animals are under no circumstances permitted within the boundaries of the Australian Botanic Garden, Mount Annan. 

Fees and Charges

The fees quoted for picnic shelter hire do not include hire for the purposes of weddings or significantly major events. These fees cover the use of the areas for small private gatherings. 

Fires and BBQs 

Portable gas BBQs with legs which prevent them from sitting directly on the ground are permitted, other than on total fire ban days. Portable BBQs that sit on the grass are not permitted. 

Hot oil, hot or frozen liquid from the BBQs must be taken with you when you leave. 

The  discharging of fireworks in the Garden is prohibited. 

The lighting of fires and use of fire fuelled cooking utliities such as (but not limited to) woodfired pizza ovens, is not permitted.

Please note: the free BBQ's provided by the Garden DO NOT form part of the picnic shelter hire. This equipment is there for use by all Garden visitors and as such the Garden cannot guarantee that the BBQ's will be functional or clean due to the high volume of use.

Flora and fauna 

The Garden is an increasingly important wildlife refuge. Please do not harass or feed aquatic life or birds, pick flowers, damage grass, take cuttings of plants or otherwise damage animal or plant life. 

Fishing, wading and swimming in ponds and streams is not permitted. 
Fines apply for these actions. 

Indemnity 

The Applicant or any of the Associated Persons shall indemnify the Royal Botanic Gardens and Domain Trust (the Gardens) 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. 

Gardens Rangers 

All requests by Gardens Rangers and other authorised staff must be followed with regard to the set up and pack away of equipment. 
Any incidents or accidents should be reported immediately to the Gardens Ranger by calling 0409 122 953. 

Please obey Gardens regulations (available on the Royal Botanic Gardens website) to ensure the safety and enjoyment of all visitors, and the protection of the heritage and environment of the Garden. 
Rangers enforce Gardens regulations under State law, if you ignore or break them you could be fined. 

Lakeside Pavilion & Marquee Lawn bookings, Ranger Escorts

A ranger will be assigned to your event, the dedicated ranger is there to:
•    Escort suppliers to and from the Pavilion / Marquee lawn
•    Escort elderly or guests with accessibility issues to and from the Pavilion / Marquee lawn. If there is an elderly / accessibility guest attending your event the ranger will escort, the car that the guest is already in, up to the venue. 

Garden infrastructure 

Bookings are for exclusive use of a designated picnic site within the Garden and include picnic tables (fixed to the ground) only, depending on the size of the site. 

Bookings do not include the exclusive use of other permanent infrastructure such as BBQs, other tables, benches, playgrounds or toilets located at or near the site (unless specified). Picnics and social gatherings must not interfere with the general use of public facilities. 

Picnic equipment 

Please see the site specific information for details on what items you can bring with you as part of a standard picnic booking and other items that you can bring with you for an additional fee. 

Permitted pop-up structures must be weighted down and not pegged into the ground. Picnic equipment should not impede any public pathways, impose on any flower beds or touch Gardens trees. 

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

Picnic Table Hire

Picnic table hire includes the hire of the tables designated by the booking calendar. The following equipment can be brought in as part of your picnic table hire:

  • Your own gas BBQ
  • Up to two tables
  • Up to 30 chairs (chairs must be broad feet chairs)
  • One 6m x 3m pop up shade structure or two 3m x 3m shade structures (must be weighted not pegged)

You can bring any of these commercial activities for $120 per event :

  • Entertaiment provider (e.g. a face painter, clown, entertainer, character)
  • A caterer serving food
  • A commercial photographer
  • Any other activity or equipment provided by an external business/company.

Playground Picnic Tables

 
  • Glass Products and the consumption of alcohol are not permitted in the playground area
  • Children must be supervised by an adult at all times
  • The 'Flying Fox - Cableway' is designed for children aged 7 - 11 years, the manufacturers weight limit is 50kg. Please respect this safety requirement and help to keep children safe. 
  • Please climb on our play equipment, not our trees

Petting zoos and reptile handlers 

Petting zoos, animal farms and reptile handlers are permitted on Tier 2 and 3 sites. Animals must be under 50kg in weight. All manure, bedding and litter is to be removed from the site at the end of the activity and animals are not permitted within 20m of Gardens water ways. Fencing for animal containment is required and a health certificate from a vet must be provided. No charge is to be incurred for participant entry to the Petting Zoo. 

Power and lighting 

Power and lighting is not provided to picnic sites. Small, low noise portable generators are permitted for an additional fee at some locations, see site specific information for details. 

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). 

Personal Property/storage 

All goods brought in by the hirer must be removed from the premises no later than the time specified on the hiring agreement unless prior arrangement has been made. 
Any equipment left unattended in the Gardens is at your own risk. The Garden takes no responsibility for any loss or damage to your property. 

Security 

Please notify rangers immediately of any emergency situations by calling 0409 122 953. 

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.

Ticketed events & commercial activities 

You are not permitted to sell tickets, conduct commercial activities, collect monies, retail products or display/ distribute advertising or promotional material as part of a picnic site booking. 

Trading Terms 

The Garden reserves the right to decline picnic booking applications and to adjust or vary these terms and conditions without explanation. Booking fees and bonds are payable in advance and a booking is not confirmed until payment of booking fees is received. Fees are GST inclusive unless otherwise specified. 

Vendors/Suppliers

Commercial mobile vendors are not permitted on site without prior approval and please note additional fees are applicable. This includes (but not limited to) ice cream vans, caterers and coffee vendors, childrens entertainment etc. Money is not permitted to change hands when coffee vans/ice cream vans are approved to be on site as part of these bookings and the supplier must show proof that they have approval to operate a temporary food stall from the relevant local council. 

Vehicle access 

Vehicles are only permitted on public roads within the Garden. Special permission may be granted for off-road access for drop-off and pick-up of equipment at designated picnic sites only if requested in advance as part of the booking application process. 

Vehicles granted prior approval for off-road access may only do so if escorted by a Gardens Ranger. Rangers must be contacted 15 minutes prior to arriving at the site on 0409 122 953. 

Blocking access to gates, access ways, paths or roads is not permitted. 

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