Wedding/Private Function at the Lake and Gardens Precinct or Other Reserve

Terms and Conditions. Please read the following Terms and Conditions prior to completing and submitting the Booking Application form.

1. APPLICATIONS

Application for the use of the Ballarat Botanical Gardens, Buninyong Botanic Gardens, Eureka Stockade Gardens and Lake Wendouree Foreshore must be made on the approved Booking Application form. This can be obtained by contacting the Botanical Gardens Administration on (03) 5320 5135 or rccadministration@ballarat.vic.gov.au.

Please note that all bookings are subject to approval by management.

2. PAYMENTS

Applicants will be issued a Schedule of Fees, which will advise of payment method.

3. CONFIRMATION

Upon payment of your booking, a letter confi rming your location, date, time and area will be sent to you within seven working days.

Please note that tentative bookings will not be accepted.

4. TIME LIMITATIONS

Bookings can be made for a maximum period of two hours.

Please note that the booking expires after two hours and the area may then be accessed by other Lake and Gardens precinct or other reserve users.

5. CANCELLATIONS AND/OR AMENDMENTS

If an amendment is required to the original Booking Application form, it must be made in writing and will await approval by management. An amendment fee of $25 applies for any change including, but not limited to, the date, time or location of the original booking and must be paid at the time the changes are made.

Cancellation by Lake and Gardens Precinct Management

Lake and Gardens Precinct Management reserves the right to cancel any booking by giving notice to the hirer no later than one month prior to the proposed booking date. All fees paid to the City of Ballarat will be refunded. Lake and Gardens Precinct Management accepts no responsibility for fi nancial or any other type of loss suff ered due to cancellation of the booking.

Cancellation by the Applicant/Hirer

Should the hirer decide to cancel a booking, City of Ballarat is not required to refund any fees paid, unless notifi cation is received in writing at least one month prior to the booking date.

6. GUIDELINES FOR USE

Council’s Lake and Gardens precinct and other reserves are public areas, and as such Council cannot provide exclusive rights for any function, but can provide a booking to use a particular area within the Lake and Gardens precinct or other reserves. Seating

Council does not provide seating or storage for seating. Separate arrangements are required to be made by the applicant. It is preferable that the legs of any seating are as broad as possible to avoid puncturing the surfaces of the gardens, lake foreshore or other reserves. The Lake and Gardens Precinct administration staff and management need to be advised in writing of details including the type and number of chairs you intend to hire.

Approval for the provision of additional seating after initial request must be sought from Lake and Gardens Precinct management prior to the event date in writing.

Music Battery operated PA systems and CD and/or cassette players are permitted, provided sound levels do not disturb the other users of the Lake and Gardens precinct or other reserves (72 decibels).

Amplifi ed music and electrical PA systems are not permitted within the Lake and Gardens precinct or other reserves.

Structures and Props Structures, including but not limited to shade structures, marquees and arches are not permitted to be erected within the Lake and Gardens precinct or other reserves.

Props and/or fi xtures are also not permitted either to be attached to trees, pegged into the surface grounds or carpet rolled out within or around the Lake and Gardens precinct or other reserves. Please note should you require further clarifi cation around this, contact the Botanical Gardens Administration on (03) 5320 5135.

Wedding/Private Function at the Lake and Gardens Precinct or Other Reserve

2 Wedding/Private Function at the Lake and Gardens Precinct or Other Reserve

Clean Up The Lake and Gardens precinct or other reserves must be left in a clean and tidy condition and any litter generated should be disposed of appropriately upon the conclusion of ceremony/private function. The Lake and Gardens precinct or other reserves must be left in its original condition.

The use of confetti or other ceremonial material, such as rice or rose petals is also prohibited within the Lake and Gardens precinct or other reserves.

7. PARKING AND VEHICLE ACCESS

No vehicles are permitted to enter the Lake and Gardens precinct or other reserves for the purpose of dropping off or picking up guests and/or equipment. Horses and carriages are also not permitted to enter the Lake and Gardens precinct or other reserves.

8. INCLEMENT WEATHER

The Lake and Gardens Precinct Management do not provide any undercover facility/location for your ceremony or private function in the event of inclement weather.

Should the hirer decide to cancel a booking due to inclement weather, the Lake and Gardens Precinct Management will not refund any fees paid. 9. RESTRICTIONS ON HIRING

Limit of Hiring

The hirer is only entitled to use the nominated location of the Lakes and Gardens precinct or other reserve as specifi ed on the Booking Application form.

The Lake and Gardens Precinct Management reserves the right to let or occupy any other part of the lake or gardens precinct or other reserve at the same time.

Refusal to Let

The Lake and Gardens Precinct Management has the right to refuse to hire out any location within the Lake and Gardens precinct, as well as the other reserves.

10. LIABILITY

In the event of any damage/s caused to a City of Ballarat facility or asset/s (including but not limited to trees, ground surface, etc.) during the wedding/private function, the applicant/hirer will be liable to cover any and all costs associated in returning the facility and/or asset/s back to its original condition.

11. INSURANCE AND INDEMNITY

Insurance

It is a requirement of the City of Ballarat that all groups booking any of the Lake and Gardens precinct or other reserves for an event hold current Public Liability Insurance. This will protect the group in situations where they are held legally liable to pay for the losses of a third party (this may include personal injury, death, property loss or economic loss). A typical scenario would be when a participant in an event falls, suff ers an injury and then seeks to recover the costs associated with the injury from the event organiser.

If a group does not hold Public Liability Insurance, Council can provide this at a cost of $33 per event.

Please complete the Public Liability Insurance Application form should you require this cover.

Indemnity

In completing the Booking and Public Liability Insurance Application forms, the applicant agrees to indemnify and hold harmless the City Of Ballarat council, its employees, agents and volunteers against any sum that the applicant is found liable to pay as a result of its negligent acts or omissions leading to personal injury, death, property loss, economic or any other type of loss.

The City of Ballarat will only be liable to the extent, and in proportion to, the degree that any negligent act or omission on its part has contributes to the loss or losses.

12. DISPUTES

In the event of a dispute arising as to the interpretation of these terms and conditions or of any matter contained therein, the decision of the City of Ballarat or the applicable Council offi cer with appropriate authority will be fi nal.

Wedding/Private Function at the Lake and Gardens Precinct or Other Reserve 3

FOR MORE INFORMATIONVisit www.ballarat.vic.gov.au/lae/gardens

Call the Botanical Gardens Administration Offi cer on (03) 5320 5135

Follow Ballarat Botanical Gardens on Facebook.

13. FACILITIES AVAILABLE FOR HIRE

Specifi ed areas of the garden are available for weddings.

These include:

Ballarat Botanical Gardens• Wedding Trees• Tom Beaumont Lawn• Rose Garden• Behind the Conservatory

Buninyong Botanical GardensEureka Stockade GardensLake Wendouree ForeshoreVictoria ParkOther Reserves

14. APPLICABLE FEES FOR HIRE

The hire fee for weddings or private functions held at the various locations is as follows:

Ballarat Botanical Gardens $220(plus $33 Public Liability Insurance if applicable)

Buninyong Botanical Gardens $120(plus $33 Public Liability Insurance if applicable)

Eureka Stockade Gardens $120(plus $33 Public Liability Insurance if applicable)

Lake Wendouree Foreshore $120(plus $33 Public Liability Insurance if applicable)

Please note: fees are subject to change each financial year.

15. ADDITIONAL INFORMATION

Ballarat Botanical Gardens

Gillies Street North Lake Wendouree Vic 3355

Postal Address PO Box 655 Ballarat Vic 3353

Contact Details Phone: (03) 5320 5135 Fax: (03) 5320 5133 Email: rccadministration@ballarat.vic.gov.au

Ballarat Botanical Gardens Opening Hours 7.30am–9pm (gates are locked) - October to April 7.30am–6pm (gates are locked) - May to September

Robert Clark Horticultural Centre Opening Hours 8am–4.30pm - Monday to Friday

Closed on Public Holidays

Privacy Statement: Your personal information is being collected by City of Ballarat for the purposes of the use of Lake and Gardens Precinct or Other Reserve facilities. Your information will be stored in Council’s Customer Database and used to identify you when communicating with Council and for the delivery of services and information. For further information on how your personal information is handled, refer to Council’s Privacy Policy at www.ballarat.vic.gov.au.