Please read these conditions carefully prior to signing the Event Booking Form
SHBG Contact Details
Postal address: PO Box 452 Bowral NSW 2576
Payment in person: 1 Old South Road, Bowral, NSW 2576
Telephone: 0456 752 595
Email address: firstname.lastname@example.org
Clients may provide their own drinks, including alcohol. If alcohol is to be sold a current licence for the sale of alcohol must be provided to SHBG. All regulations regarding the serving of alcohol must be followed.
See Payments below
For all booking enquiries, or to confirm availability of date and time required.
Bookings – tentative
Tentative bookings are welcome. However, a completed form and full payment is to be submitted within two weeks prior to the event date or bump in date, whichever is earlier. If the form and payment are not received within two weeks, the booking will be cancelled.
All areas within the Garden are booked per hour. The first booking time available is 9.00am. An hour rest period between each event is dedicated to inspecting and cleaning in preparation for the next event. In consideration to other visitors the event must not run over the booked time.
If you require a change of time, date and/or location of your initial confirmed booking, please contact SHBG for confirmation that your changed requirements are acceptable. You will then be required to provide your request in writing by email to email@example.com. Upon confirmation an updated permit will be generated and sent out.
All cancellations must be received in writing or by email. In the event that the cancellation is received at least two weeks prior to the event date or bump in date (whichever is earlier), all monies will be reimbursed. Please allow four weeks for the reimbursement process. All cancellation refunds are sent out by EFT.
Commercial entities and not-for-profit organisations
These Terms and Conditions apply to commercial entities, ie those who are holding an event at the SHBG site for profit making purposes.
These Terms and Conditions also apply to non-for-profit organisations holding an event at the SHBG site, including for fund raising purposes.
A deposit is required at the time of booking in accordance with the fee schedule
Any incidents or accidents must be reported to SHBG.
Equipment and entertainment
With the exception of the SHBG Package for the Pioneer Square and lawn, SHBG does not have equipment to provide for hire. You may hire separately, and bring in, a sound system, tables, chairs, lighting and catering supplies 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. Hire of marquees are at your cost.
Any equipment may be delivered into the Garden by vehicle with the time taken for delivery and set up before an event (bump in), and removal after the event (bump out), included in the booking time. 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 the day before and the day after your function date for bump in and out of equipment.
To keep our garden clean, the throwing of confetti and rice is not permitted. Rose petals are permitted. Please do not attach decorations to trees, buildings or other structures.
A package is available to clients who confirm a booking within the Pioneer Square and lawn.
Package: Consists of 40 white chairs, 1 red carpet, 1 table and white tablecloth. Please refer to fees and charges for price.
Payment can be made at the time of confirming your booking. If you are undecided whether to proceed with a Package, you can request and pay at any time up to six weeks prior to your confirmed booking date.
Facilities included in hiring fee
Access to town water is available from taps in many planted areas of the garden. Toilets, including a disabled toilet and baby changing facility, are accessible for booked events.
Visitors are covered by SHBG’s public indemnity insurance if a member of your party is injured as a result of negligence on the part of SHBG.
For Private Events you should arrange Single Event Insurance cover public and products liability as protection against injury as a result of negligence by you or a member of your party.
For Commercial or Not for Profit events
Commercial entities and not-for-profit organisations are required to have public liability insurance for $20m in respect of the event being held at SHBG. A Certificate of Currency for insurance cover must be provided to SHBG.
The supplier of equipment is required to have appropriate insurance cover.
Not allowed in the garden
No riding of bicycles or skateboards within the fenced area.
No dogs within the fenced area as the gardens are a bird habitat. Dogs are welcome on the bike track and the unfenced eastern native area of the garden.
Opening and closing times
There are no official opening and closing times for the Garden. Access to the Garden can commence from 7am but setting up and cleaning up after an event must be included in the booking times. In consideration of nearby neighbours, events are to be completed and the site vacated by 10pm.
All vehicles must be parked outside the fenced area of the Garden site in the car park. No vehicle can 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, but disabled parking is available and indicated with signage.
Payment – general
Payment of the deposit and bond is required at the time of making the booking. After the booking is received a tax invoice will be issued for the full amount. Payment of the outstanding amount should be paid no later than two weeks prior to the event date, or bump in date, whichever is earlier. Payment can be made on-line, by credit card or direct deposit.
Payment – bond
A bond must be paid in addition to the appropriate hourly fee at the time of booking. The bond amount is GST exempt and is fully refundable under the proviso the area is left in the manner in which it is found. This bond is refunded automatically. Please allow four weeks for the reimbursement process.
The bond refund is via EFT to the bank account details stated on the form at the time of booking. Please contact SHBG if these details change.
A permit will be issued once all fees have been paid. A coloured map of the SHBG will be issued with your permit. Please ensure that this permit is carried with you on the day.
You are welcome to remain in the area you have booked for the duration of the time booked. After you have progressed from your booked area, and you wish for further photography opportunities, there is no time limitation or additional cost for photography in the Garden. However, please do not interrupt any other events which may be in progress.
Power and sound
We welcome low level quiet pre-recorded music or a small live ensemble. To maintain the peace and quiet of the garden, the operation of a portable PA system is permitted.
Limited single-phase electrical connections are available near Pioneer Square.
If the event finishes after 5pm, you will be required to secure the site when the event finishes. Please discuss with SHBG the arrangements for securing the site.
SHBG does not have an undercover area on site if there is a possibility the weather may interrupt your event. (The shade sail over Pioneer Square is not rain proof.) You should take this into consideration when planning your event.