Venue terms of use

Kings Park and Botanic Garden is a Class A reserve managed in accordance with the Botanic Gardens and Parks Authority Act 1998 and the Botanic Gardens and Parks Regulations 1999. 

BGPA’s Regulations cover a wide range of issues to ensure the safety and enjoyment of our visitors and to protect the natural environment and built assets.

All visitors must abide by the Act and Regulations and obey any other signage or direction by BGPA.

The general terms and conditions below are to be read in conjunction with the BGPA Regulations and any other conditions specific to a venue or the type of booking.

Trading Terms

Organisers are required to read and accept these terms and conditions when making a booking. 

Organisers are responsible for ensuring that attendees and third-party providers are aware of, and abide by, these terms and conditions.

General terms

• Any breach of the Regulations or these terms and conditions may result in an infringement/s being issued to individuals, contractors and/or the event organiser.
• Organisers will be required to pay for any damages arising from their event.
• BGPA is to be indemnified against any claim or action arising from an event.
• BGPA reserves the right to cancel a booking at any time; in this case, any venue hire fees will be refunded in full.
• Bookings are not deemed approved until you have received written confirmation. 
• A site meeting may be necessary for large groups, sporting events, professionally catered events, or if additional infrastructure is required. The Bookings Officer will advise if a site meeting is required.

Fees and payments

• Venue hire fees vary depending on the venue, the duration of the hire, the type of event / function and the number of participants or guests. Current Fees are available on the venues - price guide.
• All bookings include a minimum non-refundable fee.
• Payment is required within 14 days of receiving your invoice or, by the close of business the Wednesday prior to the event, whichever is sooner.
• Your invoice and payment options are provided during the application process. 
• If payments by cheque or credit card are not honoured on presentation, payment shall be deemed unsuccessful.

Cancellations and refunds

• Please take care when making your booking. Refunds can only be provided if a booking is cancelled by the organiser more than 10 days prior to the event. 
• Fees will not be refunded after the booked date or as a result of inclement weather. 
• Please allow 10 working days for any refund to be processed.
• BGPA reserves the right to cancel a booking at any time. Full refunds will be issued for bookings cancelled by BGPA, including those cancelled directly due to Western Australian government directives or due to extreme weather conditions.
• In some circumstances, BGPA may be able to postpone your event for up to 12 months. No additional fees will be incurred to postpone your event.

Vehicles – Parking and access

When holding your event in Kings Park please note:

• BGPA is unable to reserve any parking bays.
• Wedding cars, catering vans and vehicles delivery people or equipment and infrastructure must use marked or signed parking areas and set down bays. 
• Limousines are not permitted in Forrest Carpark as there is only a small turning circle.
• Vehicles must be parked correctly before unloading/loading items.
• Vehicles are not permitted to drive or park on in no parking or no stopping zones, paths, over curbs, on lawn or in bushland.
• The removal of barriers, bollards or fences and ground marking is not permitted.
• Venue access by large vehicles such as catering vehicles requires approval to enter certain areas.

All visitors must act in accordance with the signed speed limits, parking signs and line markings. It is the responsibility of the driver to be aware of the rules in accordance with the Road Code 2000 and the BGPA Act. 
 

Furniture, equipment and infrastructure

BGPA does not have chairs, tables, marquees or other items available for hire and organisers should make arrangements for their event.

Any equipment, other than tables and chairs, must have prior written approval from BGPA and the following conditions apply: 

• Items must be freestanding and placed in the booked area only, without being attached to, stacked against, or causing damage to any building, shelter, pavilion, sign, garden, tree or lawn.
• Structures such as shade cloths, tents, gazebos, tepees and market umbrellas are not permitted, regardless of weather conditions.
• Free-standing marquees are restricted to specific areas. Venue hire fees apply and a site meeting is required for final approval. 
• Items must be delivered to the venue by hand or by small trolley. Cars or delivery vehicles are not permitted to drive onto grassed areas or stop in No Stopping zones. 
• Pallet furniture must be heat-treated, painted or varnished; pallets of raw wood are not permitted.
• Ground coverings such as carpets, rubber matting, plastic sheeting requires approval. 
• Items are not to obstruct any pathways and there is to be no disturbance or damage to any turf, sprinklers, water features, flora, fauna or infrastructure.

Power and electrical equipment

Power is available at some venues, this may be used free of charge if you have requested power as part of a booking. Refer to venue information about power availability.

• Please check the output of your electrical equipment beforehand.
• Residual current devices (RCDs) protect electrical outlets and equipment in areas available to the public, however, all electrical equipment must be in good working order, tagged and comply with relevant Australian Standards.
• Generators are not permitted without written permission.

Signage and Decorations

Signage and decorations are welcome however some restrictions apply for safety and environmental reasons, and in some cases approval is required.

Signage and decorations are to be freestanding. Items cannot be staked into the ground or attached to any pavilion, railing, bench, sign, tree or memorial. Marking the ground or turf with any substance is prohibited.

Signage

• Each booked area will be identified by a BGPA A4 sign.
• Permission may be sought to erect an additional freestanding sign, no larger than A3, to be placed within your booked area.

Decorations

Flower bouquets, cut flower arrangements and other freestanding decorations are welcome. 

Floral arrangements should be sourced from accredited suppliers. Arrangements cannot be placed directly on the ground and should be held within a suitable container, oasis or floristry foam. 

We do not allow: 

• Live topiary trees, pampas grass and other live plant material.
• Soil, sand or roots.
• Candles, lanterns and other open flames.
• Confetti of any kind. This includes paper, foil, flower petals, leaves (real or artificial), seeds, rice or any other material.
• Bubbles. 
• Coloured smoke or powders used for gender reveals.
• Confetti balloons.
• The release of any balloons or other decorations or animals such as butterflies and birds.

Music, Games and Other Activities

Music, games and activities are welcome but we expect organisers to respect other visitors’ quiet enjoyment of the park. 

• Loud noise, including whistles, drums or bagpipes are not permitted. 
• Live music can be considered on a case-by-case basis.
• Musical instruments, portable speakers, battery powered amplifiers and Personal Address (PA) systems may be operated. A 30-minute time limit applies to PA or amplifier usage.
• Prior written approval is required.
• Giant games, organised ball games, laser games and other sporting activities are restricted to designated areas and require prior approval.
• Bouncy castles, animal farms, trackless trains and bubbles are not permitted.
• Face-painting requires prior written approval; drop sheets must be used to protect the ground and any wastewater containing paint must be disposed of at toilet blocks.
• Fitness equipment requires prior approval. Equipment such as bench presses, rowing machines, steppers, weight bars, large tyres, ropes and other heavy elements are not permitted.
• The use of memorials, trees and other park infrastructure (e.g. benches and picnic tables) for activities is not permitted.

Rubbish

Please leave our beautiful park the way you found it. 

• All rubbish must be placed inside rubbish bins or taken with you. 
• Leaving the rubbish next to a rubbish bin is classed as littering and will incur a fine. If the bins are full, please take your rubbish with you. 

Catering and Alcohol

Picnics and self-catered options are welcome. If you intend to engage external caterers for a booked event, prior written approval is required, and conditions apply.

BGPA promotes a glass free venue. Food and beverage (including alcohol) should be served in non-glass containers.

Barbecues and pizza ovens

• Free electric barbecues are available in May Drive Parkland, Poorlgarla Family Area, Saw Avenue Picnic Area and the Pines Picnic Area on Fraser Avenue. Barbecues are available to all park users and cannot be reserved. 
• The use of portable barbecues, pizza ovens, spit roasts and bain-maries are not permitted unless operated by a professional catering company. A booking and prior written approval is required.

Caterers

• Catering vans, including but not limited to ice-cream and beverage carts, are not permitted to trade in Kings Park. Small, unpowered carts may be considered at certain sites on a case-by-case basis for a booked event.
• The use of portable gas barbecues, pizza ovens, spit roasts and bain-maries may be considered when operated by a professional catering company and in selected areas for booked groups of 80 people or more. The use of portable barbecues is restricted to certain venues.
• A site meeting may be required to discuss details and agree to conditions and regulations.
• The caterer is to ensure adequate drip trays are in place and is solely responsible for the removal of any spillage that may occur.
• Barbecues must not be placed inside any structure or on lawns.
• Barbecues mounted on a trailer must not be driven or parked on the lawn or in No Parking or No Standing zones. An appropriate area will be designated at the site meeting.
• No external catering equipment is permitted for use anywhere in Kings Park in the event of Total Fire Ban days or on days of Very High Fire Danger or above.
• It is the event organiser’s responsibility to inform all hired services of these Terms and Conditions. The caterer is responsible for all catering staff and ensuring that the staff understand BGPA's Terms and Conditions.
• A copy of the caterer’s current Public Liability Insurance is to be submitted with the booking application form or as soon as available prior to the event.
• Caterers are required to adhere to  Work Health and Safety Guidelines.
• The caterer is solely responsible for the supervision of and any injuries relating to the use of these items. 
• Caterers must stay within the approved function area. It is to be kept clean, tidy and safe at all times and rubbish must be placed in bins or removed from site. 

Alcohol

All service, supply and consumption of alcohol must comply with Western Australian laws, including the Liquor Licensing Act 1988, the Health Act 1911, the Botanic Gardens and Park Authority Act 1988 and Botanic Gardens and Parks Regulations 1999.

If you or members of your group are bringing alcohol to your event, an alcohol permit is to be obtained and conditions apply: 

• The alcohol permit is only valid for the approved event and maximum number of guests as specified on the permit.
• Large, catered and/or corporate functions may require additional licences from the Department of Local Government, Sport and Cultural Industries. It is the organiser’s responsibility to obtain the relevant licence/s prior to the event.
• Persons serving or consuming alcohol must be over 18 years of age and carry photographic proof of such. Alcohol must not be served to or consumed by persons aged under 18 years or intoxicated persons.
• Alcohol consumption must remain within the venue area. It must not be consumed in children’s playgrounds, on roads or thoroughfares.
• Alcohol consumption is restricted to no more than 2 standard drinks per adult in the first hour followed by 1 standard drink per hour thereafter.
• Within the Place of Reflection (including Marlee Pavilion) alcohol is limited to one standard drink per adult for the duration of the event.
• Alcohol service and consumption must not impact other park users or the venue.
• No alcohol-related games or contests are allowed.
• Food, soft drink and low-alcohol drink alternatives must be provided to all guests.

Ice and hot water disposal

All ice and hot water must be emptied onto mulched areas. 

Ice and hot water must not be emptied on the lawn or planted garden beds as it causes damage to these areas.

Site meetings

A site meeting may be required for functions over 100 people, for some catered functions or if you are planning to erect a marquee. The Bookings Officer will advise you if a site meeting is necessary. Site meetings will incur an additional fee of $100 inc GST.