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Plan Your Excursion

Here you will find our terms and conditions, risk assessment form and excursion checklist.

Please look over the information on this page prior to your excursion to the Blue Mountains Botanic Garden.

Excursion Practicalities

  • We can accommodate up to 90 students per session. Our programs have a guide to student ratio of one (1) supervisor per 30 students. Classes larger than 30 will be split into 30 or less. Please ensure you bring adequate supervision to meet this ratio.
  • Our minimum charge is for 25 students per hired educator e.g. if you book for 63 students, as per our guide to student ratio you will be quoted 3x minimum charge.
  • Teachers and assisting adults are free of charge.
  • The bus drop off and pick up location is outside the Visitor Centre.
  • The meeting point is at the Visitor Centre.
  • Ensure you arrive 30 minutes before your lesson commences to allow time for a snack, a visit to restrooms and to stow away bags. Our educators will meet you outside the Visitor Centre prior to your program commencement.
  • Our educators will lead your session, but the class teacher is responsible for the care of the students. Adult helpers are welcome to participate as well.
  • The lesson is a focused learning experience. The students will be more engaged if they have participated in some relevant pre-excursion activities.
  • Adult helpers will be an asset if they have roles given to them before the lesson.
Terms and Conditions


Annual Rates
Rates will be reviewed and updated annually at least.

Concession Prices
Concession card holders will be required to present their card as proof of purchase at the booked activity.

A quote is only applicable for the period within the financial year in which it was given. Rates are subject to change each financial year and will be applied. Where a quote has been issued for the next financial year, any price increases will apply.

Bookings and Payment

Purchase of a booking in Eventbrite is final. Participants are required to bring a copy of their Eventbrite booking confirmation to the activity.

Groups (including schools)
Group bookings are made through direct contact with a BGCP Bookings Officer. A booking confirmation will be sent upon completion of a group booking. A booking confirmation constitutes a formal booking, which will be invoiced upon completion of the activity.

Payment is required within 30 days upon receipt of an invoice. Cash and cheque payments are not accepted. Payment may be made by credit card and direct debit only.

Refunds and Cancellations

Wet Weather
All booked programs will go ahead in wet weather. In the case of severe weather warnings the Garden may cancel and a change of date or refund may be offered at the Garden's discretion.

No refunds apply for cancellation of bookings made through Eventbrite.

A request for a date change can be made in writing 48 hours prior to the booking commencement time. Approval of a date change is at the discretion of the Garden.


Group (except schools)
Where a cancellation is requested within 48 hours of the booking commencement time, a cancellation fee will apply.

Where a cancellation is requested within 8 days of the booking commencement time, a cancellation fee of $180 per hired educator will apply.

Communication of Terms and Conditions

The Community and Education programs booking and payment terms and conditions will be displayed on the BG website under Learn and the CP website under Education.

Any reference to specific rates will be advertised within this medium only to ensure that a single location to update rates whenever a change applies.

Booking Forms
Where a booking form is required for a program, such as schools and group bookings, the relevant terms and conditions will be included on the form.

Email Communication
Where an email confirmation is required as part of a booking, the relevant terms and conditions will be referred to with a link to the full terms and conditions on the website.

Eventbrite Listings
Where programs are advertised via Eventbrite, the relevant terms and conditions will be included as part of the Eventbrite listing.

Excursion Checklist
Download our excursion checklist to ensure your students are ready for their day at the Garden.