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Terms and Conditions

Opening Hours

The Blue Mountains Botanic Garden, Mount Tomah (the Garden) is open from 9.30 am to 5.30 pm. The Garden is closed on Christmas Day.

Any function that runs outside of the Garden's opening times will be required to pay an after-hours security fee, as noted in the rate schedule. All after hours functions must cease by 10.00 pm and the Garden be vacated by all guests and suppliers by 10.30 pm.

Booking

Applicants must be over 18 years of age to book the venue and sign the terms and conditions.

A booking may be secured upon receipt of a non-refundable deposit of $500 and completed booking form. Please note your booking is not confirmed until you receive a confirmation letter from the Garden.

The balance of the hiring fees is required within 4 weeks of receiving your confirmation letter. Your function will not be permitted unless all fees have been paid in full.

Payment of fees can be made by cash, cheque, credit card (MasterCard and Visa) or direct deposit into our account. Please speak to our staff for account details if paying by direct deposit.

You are liable for any outstanding charges and/or the repair of replacement value of damage or loss to the property regardless of the amount. This includes the time and effort involved in replacing or repairing any item that has been damaged, lost or stolen. Provision of your credit card details serves as your security bond. Your signed booking form remains the property of the Garden for this security bond until we determine your liability.

If you have made a booking and wish to change the time or location, please speak to our friendly staff by calling (02) 4567 3000 to check availability.

There is no free set up time. Applicants should consider set up and pack down time when making a booking. Please ensure any equipment set up, guest arrival, etc, occurs within your booking time. To avoid overlap with other functions please adhere to these times.

The site you have chosen for your wedding ceremony cannot be closed off to the public, however it is reserved for your use. Signage is erected prior to the booking time to advise members of the public the area has been reserved for a private function.

Cancellations

If you wish to cancel a booking please speak to our staff by calling (02) 4567 3000.

All cancellations will incur a $200 administration fee. The balance of any monies paid will be reimbursed within four (4) weeks.

As the Garden has no control over weather conditions, no refunds will be given in the event on inclement weather.

Should a venue booking be cancelled due to the Garden being closed or, in the reasonable opinion of the Garden, the venue is unusable for any reason the hirer hereby agrees and acknowledges the Garden will not be liable for any direct or indirect loss the hirer may suffer. The hirer hereby releases the Garden, its servants, agents and contractors from any claims, losses and liabilities which may arise because of a venue booking cancellation.

Entry

Entrance to the Garden is from Bells Line of Road at Mount Tomah. The Garden is well signposted.

Access to the Garden areas is pedestrian only and no vehicles are permitted off the main roads of the Garden unless previously arranged. Arrangements must be made with Garden staff for delivery or bridal party vehicles (vintage/classic car, horse, etc) to move under the supervision of a Garden ranger. A fee applies for these services.

Equipment

The Garden has available eight (8) chairs for guests along with one small signing table, a tablecloth and an additional two (2) chairs for the signing of the register.

Additional equipment can be hired from commercial function hire companies. All equipment brought into the Garden requires prior permission. The hirer must notify the Garden prior to the event of any suppliers who will be providing goods or services. A copy of the suppliers' public liability insurance must be provided to the Garden along with details of drop off and pick up times. A list of suppliers previously used for functions at the Garden can be provided on request.

Marquees may be erected on the Formal Lawn only by special arrangement. Marquees are to be erected under Garden staff supervision to protect underground irrigation systems. Flooring is mandatory in all function and catering marquees to protect the turf. Damage to this space will incur repair costs.

Lighting is mandatory for all after hours functions on the Formal Lawn to ensure visibility and thereby safety between the hired site and the Visitor Centre toilets.

Hirers are responsible for the care and control of all externally hired equipment as well as their own property and personal effects. Loss or damage to such items is not covered by the Garden's insurance policy.

Decorations are not permitted unless prior arrangements have been made.

Throwing of confetti, glitters, sprays, streamers, poppers or rice is not permitted.

Rose petals and bubbles are permitted.

No live plant material containing soil is to be used within the Garden. The Garden houses internationally important plant collections and this requirement is to project the collections from any risk of transmission of plant disease.

Pre-recorded music or a small live ensemble is allowed. Discrete use of amplified or live music and public address systems is permitted. This use must not impinge on other users of the Garden and the Garden reserves the right to instruct the system be turned off of complaints are received from other patrons. The Formal Garden is the only venue with an electricity supply. Battery-powered speakers may be used as well as generators with silencers.

All goods brought in by the hirer must be removed from the Garden no later than the time specified on the booking confirmation, unless prior arrangement has been made.

Smoke machines are not allowed.

Cleaning

Hired sites must be left as found and be ready for the next user.

No food or drink is to be left in the Garden.

All rubbish is to be taken away with the hirer. Rubbish disposal can be arranged with the Garden for a fee.

Ice and hot water and not to be tipped on to any lawn or garden bed. This damages the collection and a fee may be charged to rectify any damage. Ice and hot water are to be tipped onto the edge of a roadway or path, ensuring the safety of all guests and visitors is maintained.

Damage

All damage must be reported to the Garden in person or by phone by calling (02) 4567 3000.

The hirer is responsible for the full replacement cost of any damage or breakages to the venue, its fittings and contents, the surrounding grounds and for any additional cleaning that may be required.

If fire equipment is used in an irresponsible manner the cost of inspection and replenishing will be the responsibility of the hirer.

If a fire alarm is activated unnecessarily the hirer will be liable for the fine issued by Fire and Rescue NSW.

Parking Noise and Surrounding Residents

The hirer is responsible for the preservation of good order during and following the hire of the venue amongst their guests.

Vehicles should only be in designated parking areas and strictly not on any grass or planted areas. The hirer will be charged to rectify any damaged caused.

Catering & alcohol

You can provide your own catering or use one of the restaurants on site – the Botanic Gardens Restaurant or The Pavilion Restaurant. A surcharge will apply to external caterers (please refer to the rate card for details). All caterers must comply with statutory health and WH&S (Work, Health and Safety) requirements. Food must be cooked off-site, barbecues are not permitted and the caterer’s equipment is included in the furniture allowance. No food or drink can be sold.

Alcohol may be brought into the Royal Botanic Garden and Domain providing all State laws are adhered to and alcohol is consumed responsibly. You may engage a company that has a catering licence to serve alcohol or serve your own alcohol (BYO) and follow the RSA (Responsible Service of Alcohol) principles outlined below:

  • not serving alcohol to minors
  • not serving intoxicated persons
  • providing enough food and water
  • ensuring the quiet and good order of your party.

Our rangers will ensure RSA principles are adhered to and will remove any intoxicated persons.
 
 

Agreement

The applicant agrees:
  • Under no circumstances to set up in any area of the Garden other than the venue hired.
  • To be responsible for the conduct of any visitor/guest during the hire period and ensure the attendance at the event does not exceed the number of guests advised. The cost of any damage caused by any person during the function will be charged to you as the applicant.
  • To ensure that guests leave the venue in an orderly manner with respect to the surrounding neighbours. The hirer will be responsible for any damage or inconvenience to any residents during the function and/or when leaving the Garden and will be charged accordingly.
  • To notify the Garden ranger immediately if there is any threat of trouble.
  • To report any accidents or injuries that occur while at the venue during times of hire to the Garden ranger on duty.
  • They will occupy the venue at their own risk and hereby releases, fully permitted by law, the Garden, its servants, agents and contractors, and hereby indemnifies the Garden from and against all claims and all liability which may arise in respect of any accident or damage to priority or death of, or injury to, nay person of whatsoever nature or kind arising because of any act or neglect of an applicant or any of their invitees.
  • To ensure there is no smoking inside any buildings.
  • To ensure no pets or animals are in the venue.

Plant Collections

The Garden holds important plant collections and reserves the right to renovate its collections and/or garden beds at any time.

Emergency Contact

In the event of an emergency, please call (02) 4567 3000 or the Garden ranger on 0428 118 563.

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