Venue Hire Terms & Conditions Botanic Gardens of Sydney

Payment will be taken upon confirmation of your booking. Your booking is not confirmed until full payment has been received. Please refer to the respective site or function type for current fees.

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.
 

The Trust operates under an On Premises Licence which permits the supply of alcohol at functions on Trust Land, provided NSW laws are adhered to and alcohol is consumed responsibly. As the Hirer you must assist with the responsible service of alcohol (RSA) to your guests by:

• Not serving alcohol to minors
• Not serving intoxicated persons
• The provision of food and water at your event
• Ensuring the quiet and good order of your Party
• If using an external catering company to cater your event, provision of alcohol must be overseen by an RSA qualified person.

The Rangers will ensure RSA requirements are adhered to and will remove any intoxicated persons. 

The service of alcohol must cease by midnight at Royal Botanic Gardens Sydney and Australian Botanic Gardens, Mt Annan. 

The service of alcohol must cease by 10.00 pm at Blue Mountains Botanic Garden, Mt Tomah.

Unless otherwise stated, the Trust allows catering at its venues (please note some venues only allow catering from approved suppliers, speak to venue staff for clarification). You can provide your own catering or use one of the restaurants on site where available. A surcharge may be applicable to external caterers.

All caterers must comply with statutory health and WH&S (Work, Health and Safety) requirements. 

Caterers must also adhere to the NSW Plastics Ban (please see the NSW Plastics Ban website for details).

No food or drink can be sold.

All requests for cancellation must be done in writing to [email protected]. 

If you have booked one of our picnic and garden party venues, wedding ceremony or wedding photography and wish to cancel your event, you must do so by providing us with written notice. If the Trust receives such notice of cancellation the follow applies:

Cancellations due to wet weather:

• If you wish to cancel your booking on the day of the event due to wet weather, please provide written notice before 12pm midday on the day of your booking. In this instance your booking will be refunded 50% of the fees paid. 

Cancellations unrelated to wet weather:

• Cancellations received more than one month prior to your booking will be given a 50% refund of the fees paid.
• Cancellations less than one month prior to your booking date are non-refundable.

For all other events, if you wish to cancel your event you must do so by providing us with written notice. If the Trust receives such notice of cancellation:

• More than six (6) calendar months before the Occupation Date, the Trust will be entitled to 50% of the Venue Hire Fee;
• One (1) to six (6) calendar months before the Occupation Date, the Trust will be entitled to 70% of the Venue Hire Fee;
• Less than thirty (30) working days before the Occupation Date, the Trust will be entitled to 100% of the Venue Hire Fee; and
• A cancellation fee of $500.00 (inc. GST) to cover the Trust’s administrative costs up to the time of notification will be payable by the Licensee.

If you wish to cancel your booking, please notify us via an email to: [email protected]. 

We reserve the right to cancel bookings up to six months in advance of the booking date or relocate a ceremony up to three months in advance of a booking. In the case of a cancellation, we will refund all payments made up until that time in full. No further compensation will be payable. 
 

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 hirer, and no compensation will be payable.

Waste management is the responsibility of the hirer. 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 fine.

This not only reduces the potential danger waste poses to wildlife, but it also enables us to keep waste disposal costs to a minimum and instead invest precious funds into conservation, planting and other essential maintenance of heritage features, amenities and other garden facilities.

Please do not stand or walk in garden beds or climb trees or structures. Your booking indicates that you accept liability for any damage to property caused by your event and the cost of rectification. Discharge of waste matter, fluid, oil, fat, ice or dry ice is also prohibited.
 

All requests by our Rangers and other Botanic Gardens of Sydney authorised staff must be followed. Any equipment left unattended is at your own risk and we take no responsibility for any loss or damage to your property.

Any incidents or accidents should be reported immediately to the Ranger:

• Royal Botanic Garden Sydney: 0419 270 279
• Australian Botanic Garden, Mt Annan: 0409 122 953
• Blue Mountains Botanic Garden, Mt Tomah: 0428 118 563

All regulations under the Royal Botanic Gardens and Domain Trust Act 1980 governing the use of the Garden and Domain must be observed.

The Trust will reserve your chosen location and no other bookings will be taken for that location during your booked time. 

You cannot close off any part of the site to the public, and access must be maintained to pathways at all times. 

You should be aware that the Botanic Gardens of Sydney venues are community venues so other non-related activities may occur at the time of your booking. These may include concerts and large community events that are booked throughout the year, either at our venues or elsewhere in the neighbouring locations. Impacts with these bookings may include loud music or sound, high volume of visitors to the area, and/or road closures. 

We reserve the right to cancel bookings up to six months in advance of the booking date or relocate a ceremony up to three months in advance of a booking. In the case of a cancellation, all payments made up until that time will be refunded in full. No further compensation will be payable.

Please do not attach decorations to trees, buildings or other structures. No pegs or spikes are allowed in the lawns and all items must be weighted. To keep our lawns green and clean, the throwing of confetti (including biodegradable) and rice is not permitted. Where flower petals are permitted, they must be removed before leaving the area.

Other items prohibited are, bat and ball games, party streamers, sparklers, fireworks (any form), fires (including kerosene lamps) and bamboo torches, inflatable structures, mechanical rides, or dunking machines. You will be requested to remove any unauthorised equipment by Rangers.

Marquees and shade structure require permission prior to installation. 

Flying of drones is only available at Australian Botanic Gardens, Mt Annan and Royal Botanic Garden Sydney for commercial activity (no private bookings, such as weddings) and must be approved prior to the activity. An application to fly a drone must be submitted, with all necessary documentation provided before permission can be granted. Use of a drone will only be permitted if its use is compliant with the law and CASA regulations and operated by qualified and CASA certified persons in a controlled environment.

Operating a Drone on BGGS land without written consent from BGGS is an offence and a breach of the Royal Botanic Garden & Domain Trust Regulations, Part 7, Clause 34.

All commercial drone use regardless of size and type requires BGGS approval to take-off or land on Trust land. The use of drones for recreational purpose or to capture footage of a private or corporate event or activity is prohibited on Trust land.

The use of drones is not permitted at Blue Mountains Botanic Gardens, Mt Tomah.
 

Vehicles are only permitted on public roads within the Garden. No vehicles may drive on the grass or off the public roads without written approval. 

There are no public roads within the Royal Botanic Garden Sydney or Blue Mountains Botanic Garden, Mt Tomah.

Vehicles are not permitted to drive off road unless a Supplier Escort has been prearranged for your supplier’s vehicle. Supplier Escorts must be arranged and paid for in advance of your event by the applicant, access cannot be arranged on the day. 

Bridal vehicles are not permitted to enter the Gardens, off public roads. The bridal party and all guests will need to make their way to the site by foot so please consider this when choosing the perfect location for your ceremony.

When driving through the Garden, do not drive fast than 10km per hour. Pedestrians always have right of way. 

The Botanic Gardens of Sydney venues are important wildlife refuges. 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.

If undertaking commercial activity on Trust land, evidence of Public Liability Insurance for at least A$20 million must be received prior to occupation. This must be endorsed with the name of The Trust and be valid for the entire duration of your occupation dates, from set up to complete vacation.

All third-party suppliers, where required, 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 confirming your booking. Such evidence should be in the form of a Certificate of Currency issued by the insurer (not the broker). 

You are not permitted to sell tickets, conduct commercial activities or sell products, including alcohol. All commercial activities at the Botanic Garden of Sydney venues must be approved in writing. This includes professional commercial photography. 

To maintain the peace and quiet of the Gardens we welcome a low-volume, battery-powered portable speaker or amplifier. Please position speakers towards your area to minimise impact on other visitors. 

You may have a live acoustic ensemble of up to four people or low-volume pre-recorded music. Bagpipes, drums, pianos or other amplification systems (such as electric guitars or keyboards) are not permitted.

Sound must not be audible at the boundary of your hired site. 
 

We reserve the right to decline any booking applications and to adjust or vary these terms and conditions without explanation.

Your booking is only confirmed once we have received full payment and you have received a confirmation email. Any subsequent letter or email notifying you of approved or prohibited items will form part of your conditions of hire.

We reserve the right to make the site available to another party if we do not receive payment following a written request for immediate payment.

Fees are GST inclusive unless otherwise specified.

BBQs are permitted in some locations across Australian Botanic Gardens, Mt Annan and the Royal Botanic Garden Sydney. Please refer to location specific FAQs for detail. 

If approved, the BBQ must be a portable gas appliance (i.e. BBQ’s, ovens etc) which do not sit directly on the ground. Portable appliances 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 lighting of fires and use of fire fuelled cooking utilities such as (but not limited to) woodfired pizza ovens, is not permitted. 
The use of BBQs is not permitted on total fire ban days.
 

In the event of an emergency, call 000. To assist emergency services in reaching the necessary location, please notify the Ranger on site immediately. 

• Royal Botanic Garden Sydney: 0419 270 279
• Australian Botanic Garden, Mt Annan: 0409 122 953
• Blue Mountains Botanic Garden, Mt Tomah: 0428 118 563

Serious incidents must be reported verbally to The Trust immediately and Work Cover if necessary.
 

A Risk Management and Safety Plan must be developed, implemented and a copy provided to The Trust if requested. This includes a risk register as evidence that a thorough risk assessment, which identifies risks and provides a means of implementing and managing controls, has been conducted. This also should include emergency and evacuation plans.

Ensure that all incidents including injury, property damage or loss and near misses are investigated, documented and reported to The Trust within 24 hours.

Serious incidents must be reported verbally to The Trust immediately.
 

The Venue Hirer or its appointed officer is required to complete the Royal Botanic Garden Sydney online induction prior to site occupation. The Hirer must ensure all workers on site are briefed and adhere to the guidelines and conditions set out within the induction.

Additional terms and conditions may be applicable and addressed within the Licence Agreement or permit issued when hiring the venue. Please read all information carefully. 

If you have any further questions regarding your booking, please see our relevant FAQs. Alternatively, please contact us via [email protected].
 

For use of picnic shelters, groups of 20 and above must make a booking in advance. If a large group is found to not have a booking when utilising a picnic shelter, the rangers have the right to charge the applicable hire fee.