SHBG Contact Details

Alcohol

If your event includes the sale of alcohol, the hirers must have an appropriate liquor licence for the sale of alcohol, and alcohol must only be served by someone with a current Responsible Service of Alcohol certification. Evidence of current liquor licence and RSA must be available on day of event. The hirer must also register the event with NSW Police and provide a copy of the registration number to SHBG. SHBG may also undertake a risk assessment of your event to determine if security is required. An additional bond may be required at the discretion of SHBG.

Audio-visual equipment in Function Room

The use of the audio-visual equipment in the Function Room is available at an event when the applicant indicates in the booking form that they wish to use the A/V equipment. Instructions for use of A/V equipment will be available. No fee is chargeable for the hire of the A/V equipment. An additional fee will be taken from the bond if the A/V equipment is damaged.

Bar-B-Q

BBQs are permitted in some locations at SHBG discretion. BBQs must be a portable gas appliance which does not sit directly on the ground. BBQs must be elevated (on legs) and, if situated on grass, must have a drip tray to catch hot oil or liquid. A fire extinguisher must be accessible. Gas bottles must be certified. Hot oil and hot or frozen liquid from the BBQ must be taken away when leaving.

Bond

A bond payment and any additional bond for the use of the audio-visual equipment in the Function Room must be made at the time of booking. The amount of bond is determined by SHBG, depending on the type of event, and may be a charge or impression of credit card at SHBG’s discretion. Bond amounts are GST exempt.
The bond will be applied towards any cost for damage, cleaning, cigarette butts found, or extra hours of event. Otherwise, it is fully refundable if the area is left in the way it is found. Please allow four weeks for the reimbursement of bond.

Booking Enquiries

For all booking enquiries, please contact SHBG. See contact details above.

Booking Form

An online Booking Form is available at the SHBG website.

Bookings – tentative

Tentative bookings are welcome as a ‘Save the Date’ for 7 days. A tentative booking will be confirmed on payment of a deposit, otherwise will be released after 7 days if no deposit is paid.

Booking changes

Changing the date for an event may not always be possible. If you require a change of time, date and/or location of your initial confirmed booking, please contact SHBG to discuss. You will then be required to provide your request in writing by email. An administration charge is payable for a change of time or date.

Cancellations and Cancellation charges

All cancellations by the hirer must be received in writing, by email. Cancellation charges may apply. Any cancellation refunds, including the deposit, will be returned within 4 weeks of notice of cancellation. SHBG reserves the right to cancel an event.

Caterers

Caterers at an event must hold appropriate licenses and have them available on day of event or at the request of SHBG.

Cleaning and disposal of waste

The event venue, including the Function room, are to be left in a clean, tidy, and safe condition after the event, suitable for immediate use. Non-recyclable waste is to be minimised, and single use plastics are not permitted. The hirer is responsible for:

• The removal of all rubbish from the venue
• Supplying their own cleaning products and equipment
• Ensuring all left over food and spillages are cleaned up
• Complying with all hygiene requirements under the NSW Public Health Orders.

Failure to leave the venue in a clean and safe condition will incur a charge for cleaning costs, which may be deducted from the bond. 

Confirmation of booking

Confirmation of booking occurs on payment of a deposit.

Damage

Any damage to the garden (trees, garden beds etc) or building fixtures (including the floor in the Function room) and fittings that is attributed to an event will incur a charge.

Dancing

If dancing or other activity is anticipated in the Function room that may cause damage to the floor, such as scratching or marking in any way, the hirer will be charged for repair.

Deposit

To secure a booking, payment of a deposit is required. Once SHBG receives a completed Booking Form it will issue a tax invoice for payment.  Bookings will not be held more than 7 days. 

Discretion of SHBG

All events are held at the discretion of SHBG. Celebrations of 18^th and 21^st birthdays will not be permitted to be held in the garden. 75th birthday celebrations may need special consideration! SHBG reserves the right to cancel any event.

Drones

Appropriate clearance or flight plans from CASA are required to operate a drone within the Southern Highlands Botanic Gardens. A copy of this should be lodged with SHBG before the event.

Emergency Contact

All inquiries, including any incidents or accidents, are to be reported to SHBG by no later than the day following the event.

Equipment and Entertainment

You may hire, and bring in, a marquee, dance floor, sound system, tables, chairs, lighting and catering supplies at your expense and these items must be noted on the Event Booking Form.

The use of marquees should be discussed with SHBG to determine a suitable location and method of fixing. Pegs or spikes can be used only in limited areas and alternative fixing, such as weighting down, can be used elsewhere. A dance floor will be required if dancing is anticipated in the Function room.

Any equipment may be delivered into the Garden by vehicle with delivery and removal times being estimated as part of the set up and clean up times, included in the booking form. Vehicles must be removed from the site once delivery has been completed.

If you are planning a fully styled function in any venue, you may need to book short periods the day before and the day after your function date for set up and clean up. See: Fee Schedule.

Event times (start & finish)

Events at all venues may be held between 9am and 11pm every day. Arrangements may be made for access to the garden prior to 9am. Event times are from initial entry to final exit, ie including set up and clean up. For event booking times and fees, see Fee Schedule.

In consideration to other visitors, the event must not run over the booked time.

Event venues for hire

The Function room, including kitchen, and dedicated outdoor garden venues are available for hire. See website for location of outdoor garden venues.

The use of more than one venue, eg the Function room and dedicated outdoor garden area, will attract fees for each venue. For clarity, if an event is in the Function room and the outdoor Birch Grove area is also used during that event (other than casual use), separate charges will be made for each venue. Use of Pioneer Square is included in the event hire for the Function Room.

Fees and charges for each venue are set out in the Fee Schedule.

Facilities included in hiring fee

Hire of the Function Room includes use of kitchen, existing furniture (if required). Audio/visual equipment is available on request at time of booking.

Outdoor power connections are available near Pioneer Square and on the exterior of the Function Room. Access to town water is available from taps in many outdoor areas of the garden. 

Toilets, including a disabled toilet and baby changing facility, are available.

Fees and charges

All fees and charges are set out in separate Fees & Charges Schedule and can be subject to change.

Furniture in Function Room

No furniture, including tables and chairs, are to be taken outside the function room.

Insurance

All events at the garden (with the exception noted below) are required to have public liability insurance for $20 million at the hirer’s expense. A copy of the insurance Certificate of Currency for $20 million must be provided to SHBG a time of making full payment. See: Fee Schedule, Payment.

Private or family events for casual hirers may be exempt from requiring public liability insurance cover at SHBG’s discretion.

Commercial operators and suppliers of outdoor equipment are required to have appropriate insurance cover.

Hirers who do not hold public liability insurance are directed to insurers offering insurance for single events, from whom an online quote and insurance cover can be arranged. Suggested insurance providers are:

Action Entertainment Insurance – entertainmentinsurance.net.au/get-a-quote

AON Community Cover for small events – aondirect.com.au/industry/events

Local Community Insurance Services – localcommunityinsurance.com.au/insurance/event/about.aspx

Music

We welcome low level pre-recorded music or a small live ensemble. Outdoor power connections are available near Pioneer Square and on the exterior of the Function room. If your event is to include playing music, you may need a music licence. Find more information from APRA AMCOS at https://www.apraamcos.com.au.

Noise

Noise levels are to be managed under NSW Environment Protection authority requirements epa.nsw.gov.au/your-environment/noise. The hirer is responsible for control of noise at the event and noise. SHBG wants the garden to be a neighbour friendly venue. Please consider the noise that might emanate from your event, including music volume from musical instruments and electrically amplified sound equipment. If a neighbour complains to the police, they may visit and issue you with a fine or seize noise-making equipment, such as a sound system.

Any fines incurred by SHBG that are attributable to an event will be passed on to the hirer. See epa.nsw.gov.au/-/media/epa/corporate-site/resources/noise/21p3039-dealing-with-neighbourhood-noise.pdf

SHBG will require a risk assessment to determine if Security is required to monitor noise.

Not permitted in the garden

Celebrations of 18^th and 21^st birthdays are not permitted to be held in the garden. Bicycles and skateboard are not permitted within the fenced area. No dogs are not permitted within the fenced area except for registered assistance dogs. Dogs are welcome on the bike track and the unfenced eastern native area of the garden. The throwing of confetti and rice is not permitted (rose petals are permitted).

Also not permitted on the site: smoking cigarettes, single use plastics; fireworks or pyrotechnics; fires (except portable gas BBQs);flammable candles; chemical, toxic or dangerous waste; prohibited drugs, weapons or dangerous goods; or any illegal activity.

Please do not attach decorations to trees, buildings, or other structures as they may cause damage. Use of drones are not permitted unless approval is provided by CASA and submitted to SHBG. Portable BBQs are not permitted to sit directly on the ground.

Not-for-profit events

Not for profit events may only be held during weekdays of Monday to Thursday unless otherwise agreed by SHBG.

Number of guests

There is limited opportunity for events with large a number of guests. Please discuss with SHBG if it is anticipated that more than 100 people will attend an event. The maximum number of people that can be accommodated in the Function room is 80.
Events attracting over 20 people must be registered with NSW Police. Events attracting over 100 people require a risk assessment.

Opening and Closing Times

Access to the Garden is usually available daily between 9am and 5pm. Access outside these times can be arranged, eg for set up and clean up, by contacting SHBG. In consideration of nearby neighbours, all events are to be completed and the site vacated by 11pm. 

Parking

Throughout an event, all vehicles must be parked outside the fenced area of the Garden site in the car park. Vehicles must not obstruct any access gates to the Garden or the flow of traffic in the car park, There are no parking permits available for reserving areas in the car park, which remains available to the public. Disabled parking is available and indicated with signage.

Payment

A deposit is payable on receipt by SHBG of a completed online Booking Form and following issue of a SHBG invoice. Unless otherwise agreed by SHBG, full payment (including bond) must be made within the time specified in the Fee Schedule. 

Payment can be made by cheque, credit card or direct debit.

Photography

Photography is permitted in the garden.

Police party registration

If your event has more than 20 participants OR is one where alcohol will be consumed, the event must be registered with NSW Party Registration. There is no cost to register. See: police.nsw.gov.au/online_services/party_safety/party_registration

A copy of your registration number and evidence of your registration must be provided at time of making full payment.

Note: Registration only applies to a ‘party’, celebration, wedding, etc.

Power

External power connections are available. All power equipment brought to the site are to be tagged and tested. See also: Facilities, Music, and Noise.

Risk Assessment

On receipt of a completed booking form SHBG will undertake a risk assessment and if your event is considered high risk SHBG will determine if a Risk Management Safety Plan is required. SHBG reserves the right to not permit an event taking place or cancel an event.

Security

Security may be required at the discretion of SHBG. As a guide, events occurring after 7pm or attracting over 100 people may require security. SHBG will arrange security for each event and advise the cost to the hirer. Minimum charge is for 5 hours.

Guards will monitor Responsible Service of Alcohol, guest list checks, noise control, traffic management, as required. For indicative Security charges, see Fee Schedule.

Set up and Clean up times

Set up and clean up periods may be required for some events, particularly those expected to occur over several hours. For events bringing outdoor equipment, such as a marquee, please allow additional time for set up and clean up (possibly on the day before and day after the event). On booking, event times are to include set up and clean up times, ie, from initial entry to final exit. In consideration of other visitors, the event must not go over the booking time.

Smoking

The whole garden site is a ‘No Smoking’ zone. A penalty for each butt found on the site following the event will be charged to the hirer. 

Subletting

Subletting or transfer of the hirer’s rights to any other person or party is not permitted.

Weather

There is a possibility the weather may interrupt your outdoor event. The garden has no undercover area for outdoor events, except for the two small picnic shelters. The shade sail over Pioneer Square is not rain proof. You should take this into consideration when planning your event.

Weddings

Wedding ceremonies may be held at any outdoor venue in the garden or the Function room. Throwing of confetti or rice is prohibited, but rose or other flower petals are acceptable outdoors. Wedding receptions may be held at an outdoor venue or in the Function room.

Separate fees apply to the hire of an outdoor venue and the Function Room, however the hire of the Function Room includes the use of Pioneer Square.