Alcohol
Alcohol consumption is only permitted inside the Food sales Licensed Area during public opening times.
Bump in/out
Refer to Set up
Camping
Camping is not permitted anywhere within the Botanic Gardens.
Deposit
A deposit must be paid at the time of booking. Full payment must be received in accordance with the List of Important Dates.
Dogs
As Southern Highlands Botanic Gardens is a bird sanctuary, NO DOGS are permitted within the fenced area of the gardens except registered guide or companion dogs.
Electricity
Electricity will only be available to those who request it when booking.
All electrical equipment used by stall holders must be tagged and tested and meet all current safety standards.
Equipment Hire
The Plant Fair preferred equipment supplier is Laguna Events. They supply tents, tables, chairs etc., and can be contacted direct on 02 4817 3660
Tents & other equipment from Laguna Events will be delivered to the site on the Wednesday prior to the event and collected on Monday morning after the event.
Any request for equipment hire is a contract between Laguna Events and you, the exhibitor. SHBG will not be liable for late deliveries, expenditure or problems related to damaged rented equipment.
Exhibitor packages and costs
See Exhibitor Packages page.
Fair Updates
Please ensure that we have your current email address on file so that we can keep you informed of all the latest Plant Fair news.
First Aid
If there is a medical incident or any need for first aid, contact the site supervisor. A first aid kit and defibrillator can be found in the site shed.
Important Dates
All important dates, including payment dates, bump in and bump out dates can be found under the List of Important Dates.
Insurance
Exhibitors are required to insure their exhibition site areas for public risk liability for a minimum of $20 million.
A copy of an insurance ‘Certificate of Currency’ showing the site holders business name and address MUST be supplied to the SHBG by the date indicated in the list of Important Dates. Your insurance should be effective from the first day of ‘bump-in’ to the final day of ‘bump-out’.
Please note it is up to each stall holder to insure their own stock/goods. Any damage to their stock/goods is their responsibility and SHBG will not be liable.
Parking
Visitor parking will be provided on site. Exhibitor parking will be allocated separate to visitor parking. See separate section below on Vehicles.
Plant Trolleys
A limited number of wheel barrows and plant trolleys will be available for use during bump in/out for stall holders and during the event by customers.
Promotional material distribution
Promotional materials of yours such as brochures, flyers, posters, product samples, etc may only be distributed from your designated site unless express written permission has been granted by SHBG.
Refund Policy
See the List of important dates for refund for cancellations.
Security
The entire exhibit area is securely fenced. On site security is provided by Friends of the SHBG staying overnight Friday & Saturday of the event weekend.
Set Up
Dates and times: See Important Dates
The event area is not open to members of the general public during Set Up time, so if you notice any unauthorised activity, please report it to an SHBG member immediately.
All people in the event area during set up and pack down are required to wear hi-vis vests. A limited number of vests will be available for sale from the SHBG Office.
Please move vehicles away as soon as you have unloaded, allowing others to move in.
If you bring children with you, please ensure they are under constant supervision and always in immediate eyesight. The site has hazards including water.
Signage & Promotional Material
Optional coreflute sign for tent with business name at the cost indicated in the Exhibitor Packages. This signage must be booked in advance of the Plant Fair and will be organised by SHBG.
Signage can only be erected within the boundaries of your site and MUST relate entirely to the product you are displaying and selling. No other signage will be allowed to be erected. For example, no political endorsements or political causes, fundraising or awareness campaign signage.
Signage must be of a reasonable size and not impinge on the aspect of surrounding sites. SHBG reserves the right to request the removal of any inappropriate signage.
Promotional materials such as brochures, flyers, product samples etc. may only be distributed from your designated site unless express written permission has been granted by SHBG.
Site Map
A site map will be made available to stall holders at a time indicated in the Important Dates.
Tent Hire
See Equipment Hire.
Toilets
Toilets are located in our amenities block. Additional hire toilets will be provided to the site on the weekend.
Trading times
Trading times: See Important Dates
No trading to the general public is permitted outside these hours, especially Friday before the Fair commencement. Any exhibitor found trading outside of hours may be asked to cease trading for the remainder of the event.
Vehicles
Vehicles are not permitted to be used as part of your site display.
Vehicles up to 4.5 tonne can access each stall on Thursday and Friday prior to the event, before 8am and after 4pm on event days, and any time Monday after the event. Trucks above this weight need clearance from the site supervisor for suitable access times for their stall.
To reduce congestion during bump in and out, please contact the SHBG with your preferred times of arrival and departure.
Bicycles, skateboards, scooters and roller blades are not allowed in the garden.
Waste Management
Stallholders are asked to minimise non-recyclable waste. Single use plastic bags or other items should not be used during the event. Please consider the environment in your packaging and waste.
Weather
The Southern Highlands Plant Fair will proceed regardless of the weather and site refunds will only be given in exceptional circumstances and at SHBG’s discretion.
Work Health and Safety
Work Health and Safety Act 2011 together with all NSW State and Local Government regulations apply and it is the responsibility of exhibitors to comply with all such requirements.
If you bring children during set up, please ensure they are under constant supervision and always in immediate eyesight.
All people on site during bump in and bump out are required to wear hi-vis vests. A limited number of vests will be available for sale from SHBG.
All electrical equipment should be tagged and tested and meet all current safety standards.