Picnics and Garden Party Booking Terms

The Royal Botanic Garden Sydney is a unique and deceptively fragile environment. Your fees contribute to its upkeep and horticultural, scientific and educational programs. We ask for your care and consideration while conducting your event.

Please note the following important information and booking conditions:

Furniture, Equipment and Decoration

You may bring up to 2 tables and 12 chairs (to avoid unnecessary damage to the turf). Please include time for set up and pack up within your 5 hour booking. Proposals for any other equipment you are requesting to bring onsite must be approved in writing by the Venue Management Office.

You will be requested to remove any unauthorised equipment by Rangers. The Trust does not have equipment to provide for hire however we can provide you with a list of suppliers that use the Garden on a regular basis.

All equipment must be carried or wheeled into the Garden unless a Ranger escort (vehicle access) has been pre-arranged. Please do not attach decorations to trees, buildings or other structures. No pegs or spikes are allowed in the lawns and all items must be weighted. 

Other items prohibited are shade structures and marquees, balloons, party streamers, sparklers, fireworks (any form), fires (including kerosene lamps) and bamboo torches.

No bat and ball games are permitted.

Parking

Metered parking is available along Mrs Macquaries Road, Art Gallery Road and Macquarie Street.
Secure undercover parking is available at The Domain Car Park

Vehicle Access 

There is no vehicle access inside the Royal Botanic Garden Sydney. Please advise all drivers of this condition. Vehicle access (Ranger escort) will only be permitted for suppliers. Please visit the Fees page. 

Opening & Closing Times

The Garden opening hours

All bookings must finish at least 30 minutes prior to closing times so you and your guests are able to leave before the gates are locked.

Cancellations

All cancellations must be received in writing via email to events@rbgsyd.nsw.gov.au. In the event of cancellation, the following fees will be retained by the Trust:

  • Cancellations received more than one month prior to your booking will be given a 50% refund of the total fee received
  • Cancellations received less than one month prior to your booking will not be given a refund
  • Cancellation due to inclement weather: A 50% refund of the venue hire fee will be given if you have notified the Venue Management Office on (02) 9231 8172 before 9.00 am on the day of your booking. If calling on a weekend, a message must be left on the voicemail. To process your refund we also require a written cancellation (as above) which must be received by the Venue Management Office no more than 14 days after your booking date.

Please note all cancellation refunds are sent by cheque in the Applicant’s name only. 

Alcohol

The Trust operates under an On Premises Licence which permits the supply of alcohol at functions on Trust Land. As the Hirer you must assist with the responsible service of alcohol (RSA) to your guests by:

  • Not serving alcohol to minors
  • Not serving intoxicated persons
  • The provision of food and water at your function
  • Ensuring the quiet and good order of your Party
  • Ensuring the provision of alcohol is overseen by an RSA qualified person.

The Trust Rangers will ensure RSA requirements are adhered to and will remove any intoxicated persons.

Catering

No barbecues are permitted on site. You may provide your own catering or order through one of the restaurants on site. Please note additional fees apply if you use an external caterer. Authorised caterers must comply with all statutory health and OH&S requirements. The Trust encourages you to use environmentally friendly packaging and serving containers which can be reused or recycled.

Changes

Changes to the details of your booking may incur a fee to cover the Trust’s administrative costs. You will be advised if a fee is applicable on request of changes to your booking.

Cleaning and Care

Recycling and general garbage bins are available at various locations. Please ensure you leave the area clean and tidy with all rubbish removed from the site. Your booking of this site indicates that you accept liability for any damage to property caused by your Party and the cost of rectifying it. Discharge of waste matter, fluid, oil, fat, ice or dry ice is prohibited on Trust Land.

Please do not stand in garden beds or climb trees or structures within the Garden or Domain. 

General Public and Other Events

The Trust will reserve your chosen location and no other bookings will be taken for that location during your booked time. As a venue hirer, you should be aware that other non-related activities may be occurring throughout the Royal Botanic Garden Sydney during your period of use. This includes concerts and large events held throughout the year. Should you encounter any problems on the day including occupation of your site by non bookers, please contact the Rangers on 0419 270 279.

Late Bookings

An application for the use of Trust Lands submitted at short notice may incur a late booking fee or be refused.

Music

To maintain the peace and quiet of the Garden and Domain we welcome low level quiet pre-recorded music or a small (no more than 4 musicians) acoustic ensemble. The operation of a portable, battery operated P.A. system for use by the wedding celebrant is permitted. Bagpipes, drums and other amplification systems (such as electric guitars and keyboards) are not permitted. Please note there is no access to power on lawn areas.

All requests by Trust staff must be adhered to.

Payment

Please note your booking is not confirmed until you have paid your hire fee and received a confirmation letter from the Trust. If the fee is not received by the invoiced due date, the Trust reserves the right to cancel a booking and make the site available to another Hirer after one written request for immediate payment. A bond may be charged at the Trust’s discretion. The bond held by the Trust is against damage and non-adherence to the conditions agreed herein. Additional fees may be levied and/or the bond withheld if the booking is not managed in accordance with the contract.

Regulations

The Trust reserves the right to cancel a booking and will refund any payments received in full. No further compensation will be payable. Any subsequent letter or email from the Trust notifying you of approved or prohibited items, will form part of your agreement with these conditions. All requests by Rangers and other Trust staff must be followed with regard to the set up and pack down of equipment. Any incidents or accidents must be reported immediately to the Ranger on duty. All regulations under the Royal Botanic Gardens and Domain Trust Act 1980 governing the use of the Garden and the Domain must be observed.