williamstown botanic gardens wedding application - Hobsons Bay

TERMS AND CONDITIONS OF HIRE: WILLIAMSTOWN BOTANIC GARDENS1. BOOKINGSBookings will be accepted on receipt of a completedapplication form and full payment a minimum of 7 daysbefore the booking date. Tentative bookings will not beaccepted.2. CONFIRMATIONOn receipt of the completed application and booking fee, aconfirmation letter will be sent to the hirer.3. CANCELLATION/CHANGESA 75% refund will be issued if a written cancellation isreceived at least 72 hours before the booking date. Norefund will be issued to cancellations prior to this time.A request for a change to the booking (e.g. time of booking)must be conveyed to Council at least 7 days before thedate of booking. A request for changes will be honouredonly where it is possible.Only one change of date within 12 months of the originalbooking is permitted.A refund will not be issued in the event of inclementweather.4. WEDDING CEREMONY BOOKINGSOne site must be selected which will be allocatedexclusively for two hours. Ceremonies can take place onthe four sites listed. Bookings will not be taken for any otherpart of the gardens for ceremonies.Hirers with a wedding ceremony booking may also use theGardens for photographs at no extra cost within the twohourperiod.5. WEDDING PHOTOGRAPH BOOKINGSWedding photograph bookings are permitted one houronly. Groups having wedding photos taken are allowedaccess to any part of the Gardens except sites that arebooked for weddings during the same time period. Checkthe events sheet at the entrance on the day of booking.6. GUESTS:No more than 75 guests are allowed on each of thewedding sites. This condition is strictly enforced to minimisethe impact on the Gardens.7. CONFETTIConfetti and rice are not permitted to be used at the facility.Flower petals and dried flowers are allowed.8. VEHICLE ACCESS/ PARKINGThe entry of any vehicle or horse-drawn carriage, into thereserve is strictly prohibited. Vehicles are not permitted tobe left standing on the naturestrip or footpath outside theGardens, including outside the main gates.Parking is available in designated parking bays around thegardens in Giffard Street and Osborne Street.9. MUSIC:Only acoustic instruments or battery-powered taperecorders to play background music are permitted,providing sound levels are kept to a level that does notdisturb other users of the Gardens (72 decibels). Bagpipesare not permitted.10. TEMPORARY STRUCTURESMarquees, barricades, tents, chairs or tables are notpermitted to be erected/placed in the gardens.Chairs for the elderly or disabled are permitted, providedthat the chairs are placed on protective matting. Theprovision of a small table (e.g. card table) for the signing ofdocuments is permitted.11. EVENT DISPLAY CASEAn event list will be displayed at the main entrance of thegardens stating the details of wedding bookings. Pleaseindicate on the booking form how you would like the namesto be shown on the list (eg. Mr Joe Smith & Ms JaneJones).12. CLEANING/LITTERAll litter and refuse must be removed from the reserve atthe conclusion of the event. To request additional bins fromCouncil, please contact Council who can provide you with aquotation from Council’s waste contractors. The cost ofremoving excess litter will be met by the hirer and/or mayresult in forfeiture of bond monies.13. PUBLIC ACCESSThe general public maintains the right of access to any portionof the Reserve. Areas cannot be cordoned off as the venue isa public facility. It is recommended the hirer arrive at thevenue early to reserve the appropriate amount of spacerequired.14. BOOKING MONITORINGA park ranger or local laws officer may be in attendance toensure that all parties using the gardens have a permit. If apermit is not valid or permit conditions are violated, a finecan be issued.15. BOOKING FEES (Valid 1 July 2011 to 30 June 2012)Wedding ceremony – non-residents $325.00Wedding ceremony – residents of Hobsons Bay $215.00Photographs only $175.00(All fees GST inclusive)16. BREACHESCouncil reserves the right to expel person(s) or terminatethe function due to any breach or condition of hire and/ormisconduct by patrons.17. PUBLIC LIABILITY INSURANCEPublic Liability Cover insurance is compulsory when hiringany Council Facility. The Botanic Gardens hire fee includesshort term/casual hire (24 hours) Public Liability Insurancecover for $10 million, for death or personal injury, loss ordamage to property, occurring during the period ofInsurance. The Hirer (the insured) shall bear the first $250of any claim arising out of any one occurrence (Propertydamage claims). The policy specifically excludesparticipation risk involving sporting activities andamusement rides. All accidents and/or incidents, whichmay result in a claim being made under the insurancepolicy, must be reported to Hobsons Bay City Council within2 days of the incident.18. INDEMNITYThe Hirer agrees to indemnify and to keep indemnified theCouncil, its servants and agents and each of them from andagainst all actions, costs, claims, charges, expenses,penalties, demands and damages whatsoever which maybe brought or made or claimed against them, or any ofthem, arising out of or in any way related to the granting ofa Permit and be directly related to the negligent acts, errorsor omission of the Hirer. The Hirer’s liability to indemnify theCouncil shall be reduced proportionally to the extent thatany act or omission of the Council, contributed to the loss orliability. The Hirer also agrees to hold harmless the Council,its servants and agents, and each of them from all claimsresulting from damage, loss, death or injury whatsoeverwhich may otherwise be brought or made or claimed by theHirer against the Council, except to the extent that thePrincipal is negligent.1 July 2012 to 30 June 2013