Cranbourne GardensEvent Application Form

Please complete the details below. It is understood that some details may not be relevant to your application.

All major (in excess of 1,500 patrons) or High Impact event requests must be submitted at least twelve (12) months prior to the commencement of the event.

YOUR CONTACT DETAILS:

Name: Position:

Company: (the Applicant)

Address: ____________________________________________________________________Australian Business Number (ABN):

Email: Tel:

Fax: Mob:

EVENT INFORMATION:Type of Event (please tick): Corporate ☐ Private ☐ Fundraising / Charity ☐ Other: Event Duration:

Single Day ☐ OR Multi Day ☐

Access to the Cranbourne Gardens will be possible within the hours of 9am to 5pm (everyday). The RBGV reserves the right to deny event requests for weekends, public holidays and peak visitation times.

Proposed Date(s) of Event: (please provide two options)Start Date ____/____/______ to End Date____/____/______

Start Date ____/____/______ to End Date____/____/______

Proposed Event time(s): Start: ____:____ AM/PM to Finish: ____:____ AM/PM

Bump- In / Out Schedule Contact Name and Phone

Proposed Bump In: Date ____/____/______ and Time ____:____ AM/PM

Proposed Bump Out: Date ____/____/______ and Time ____:____ AM/PM

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EVENT OUTLINE & OVERVIEWEvent objective:

Location(s) of Event (please refer to the site map on page 9 and tick the relevant site as per the below):

Event Spaces, Australian Garden☐ Ian Potter Lakeside Precinct☐ Riverwalk Amphitheatre ☐ Greening Cities Garden

☐ Eucalypt Walk ☐ Auditorium (near Visitor Centre) ☐ Gallery (near Visitor Centre)

For booking the Tarnuk Room please contact Sorrento Catering on 0400 414 173

Anticipated demographic of attendees:

☐ Children (12 and under) ☐ Underage (13 – 17 years) ☐ 18 – 35 years ☐ 36 – 50 years ☐ 51 – 70 years ☐ 71+ years

Anticipated attendance numbers:

Anticipated media coverage:

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Description of banners and branding to be displayed: (please include the size, number and placement of any banners, signage and branding and attach images of proposed items)**Please note that no banner or branding may be visible from the street

Description of activations intended for the event: (please attach images of products, uniforms, collateral)

EVENT DETAILS:1. Description and name of the proposed event including maximum capacity, ticket pricing and any other relevant information: (please attach additional information as required, including any noise profile that may impact on other events):

2. Details of equipment and infrastructure to be brought on site:(please supply full details of staging, marquees, portable toilets, props, sets, cranes, generators and alike).

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3. Details of food and beverage to be sold or given away:

4. Special Requests (please provide details of special effects or unusual activities, etc.):

5. References (please provide name, organisation and contact details of a minimum of 3 people/organisations with whom you have delivered an event with):

Name Organisation Contact Details

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6. Parking requirements:

Will you require parking on site?

Number of vehicles requiring parking:

Yes ☐ No ☐

7. Public Liability Insurance:

Attach a copy of your Certificate of Currency for Public Liability Insurance (not less than $A20,000,000)

Company Expiry Date

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Declaration:

I declare that I am authorised to complete this Application for an Event Permit on behalf of the Applicant and that the information contained herein is, to the best of my knowledge, correct. I have read the Royal Botanic Gardens Victoria Regulations and Mission statement. I acknowledge having read the attached Terms and Conditions for the Royal Botanic Gardens Victoria and agree that by signing this Application Form I shall render the Applicant legally bound by the Terms and Conditions in the event that an Event Permit is granted.

Signed for and on behalf of (Applicant / Event / Company name)

Signature: Date:

Print Name:

PLEASE EMAIL THIS FORM to: marketing@rbg.vic.gov.au

This application must include:

Signed application formCertificate of Currency for Public LiabilityMap indicating areas of proposed use – see page 9

You may be required to attend a site meeting prior to approval of your application.

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Terms and ConditionsRoyal Botanic Gardens Victoria

General Conditions

1. All requirements of the Royal Botanic Gardens Victoria Regulations 2014 must be observed. The Regulations are available at rbg.vic.gov.au. Any breaches of these regulations will be subject to a penalty infringement notice.

2. The Applicant is not permitted on garden beds, to handle or pick any plants or to climb trees. No interference shall be caused to flora and fauna of the Gardens. The Applicant will be held responsible for any damage caused, and will be charged the costs of rectification (see below).

3. The Applicant is liable for all costs to rectify any resulting damage to the site, plants, infrastructure, services or fittings. These include:

trees/shrubs/lawns (the asset value of trees will be at the Royal Botanic Gardens Victoria’s (RBGV) valuation using the Revised Burnley Tree Valuation Method or other appropriate method as chosen by the RBGV);

paths/kerbs/fences; structures/sculptures; gas/electricity/sewer/storm water/water reticulation or irrigation components; or communication services (cables and optic fibre).

4. No plant material is permitted to be brought into the RBGV site unless prior approval is granted by the RBGV. To gain approval, plant species or cultivar names and quantities must be provided, together with certification of pest and disease-free status.

5. A public liability insurance policy for $20 million must be arranged by the Applicant. A Certificate of Currency must be provided with the Application for a Permit to Undertake an Event.

6. Any damage resulting from an approved event or shall be recompensed by the Applicant. All direct costs incurred by the RBGV in relation to the event must be covered by the Applicant.

7. The Applicant or its authorised representative is to be on-site at all times during the event. A mobile telephone number for the on-site representative is to be supplied to the RBGV co-ordinator prior to the commencement of the event.

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8. The site is available only to the Applicant whose name appears in the Permit. The RBGV is to be advised in writing if any of the details if your occupation of the site changes.

9. These Terms and Conditions do not constitute an exclusive right of use of the RBGV. The locations chosen for your event cannot be closed off to members of the public.

10. It is the Applicant’s responsibility to ensure the safety of its staff and members of the public.

11. Additional specific conditions may be imposed and will be advised in a separate attachment to the Event Permit.

Fees and Charges

12. Payment of location fees must be made prior to the issue of the Permit.

13. Location fees for events will vary depending on potential risk to and effect on the RBGV’s property and landscape and on the amenity for the general public.

Please ensure that all applications include all relevant information about the event so that the RBGV can accurately assess its scope. Failure to adequately declare equipment and/or activities may result in application of a Penalty Infringement Notice or revocation of the Permit.

14. If the fees payable are not received by the due date, the RBGV reserves the right to make the site available to another hirer.

15. Upon confirmation of the booking, a refundable bond is payable to the RBGV. Additional fees may be levied, or the bond withheld, if the event is not managed in accordance with the Permit and these Terms and Conditions.

16. Approval to hold the event is not final until all outstanding fees are paid and a Permit is issued to the Applicant by the RBGV.

Structures and Equipment

17. The Applicant must not alter, add or affix any item, sign or poster within Cranbourne Gardens without prior written approval. Items must not be attached to trees, buildings, heritage features or other fixed structures.

18. When operating dollies, cranes, moveable arms, or any other machinery, the immediate area is to be delineated by safety bollards or witches hats and made safe for the public.

19. All wheeled equipment, such as trolleys, must be secured in a stationary position.

20. All structures and equipment must be secured with weights (pegs and/or stakes are not permitted).

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21. All cables must run along the kerbside where possible and when crossing a path must be covered with cable guard.

22. Unless specifically authorised by the RBGV, no activity is permitted on garden beds.

Vehicles

23. All vehicles entering the Cranbourne Gardens must be roadworthy and must travel on designated access routes and paths. Vehicles must comply with the following restrictions:

Maximum Speed 8 km/h (walking pace)

Maximum Height 3m

Maximum Width 2.5m

Maximum Length 6m

Maximum Gross Weight 7 tonnes.

Any intended variations to the above dimensions must be requested in writing for RBGV assessment prior to arrival on site.

24. All drivers must hold a current Australian Driver’s Licence, have received training and have demonstrated competence in operating the vehicle and must observe the following protocols when operating vehicles within the Cranbourne Gardens:

Give way to pedestrians and fauna at all times Hazard lights must be on Drivers must have a zero blood alcohol level The reversing of any vehicle must be supervised by a person, on the ground.

25. An agreed route to enter/exit the Cranbourne Gardens will be confirmed before the event commences. The Applicant will be advised in writing in the official Permit. Not all gates are of a uniform size and the Applicant must make themselves aware of any limitations prior to arrival of the vehicle.

26. Vehicles are not permitted to be driven onto lawns or garden beds.

27. Vehicles must comply with the hygiene standards and practices, as specified for the Cranbourne Gardens.

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Noise and General Behaviour

28. The maximum allowable noise level is as stated in the State Environment Protection Policy (SEPP) N * 2.

29. Behaviour that could be judged as unreasonable or unacceptable to visitors will not be permitted, including nudity, and offensive language or gestures.

30. All sites will be left in a clean and tidy condition.

Occupational Health and Safety

31. The Applicant and all of its contractors must supply OH&S policies and procedures as well as a risk assessment pertaining to the bump-in, event, and the bump-out before a Permit will be issued.

Failure to adhere to any of these Terms and Conditions will result in cancellation of the Permit and a fine as provided for by the Royal Botanic Gardens Victoria Regulations 2014.

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