Terms & Conditions of Hire

Public Liability Insurance

Any organisation that reserves an area of the Park must provide the Trust with a copy of their Certificate of Currency for Public Liability Insurance of not less than AU$ 10,000,000.00 prior to the use of the Park. Unless requested by the Trust, private individuals who book an area of the Park for private functions are not required to provide Public Liability Insurance.

Payment

Payment consists of an administration fee, booking fee and in the case of organisations a bond. Unless requested by the Trust, private bookings do not attract a bond. The individual making the booking is ("the responsible person") liable for any costs incurred by the Park Trust arising from the booking such as damage to infrastructure and facilities or removal of rubbish and/or litter.

Transmission of the online booking form does not guarantee a reservation. The booking is not confirmed until payment has been received and the booking confirmed by the Park Trust.  Areas of the Park are allocated on a first come first serve basis. To secure your reservation you must contact the Park office on T 88335000 and arrange to make payment. Payment may be made by cheque or credit card by phone. A booking confirmation and receipt of payment will be issued once payment has been received. Partial payment will not be accepted.

The Trust reserves the right to require at the time of the booking a deposit equal to 10% of the booking fee plus the full administration fee payable in advance. In these circumstances the balance of the booking fee must be paid to the Trust at least 28 days prior to the booked date. Failure to pay in full at least 28 days prior to the booked date will result in cancellation of the booking and all fees paid to that time to the Trust will be forfeited to the Trust.

Refunds

Cancellations will incur a cancellation fee. For cancellations by the Trust more than 4 weeks prior to the booking date a 10% cancellation fee applies, between 2 and 4 weeks the cancellation fee is 25% and within 2 weeks the cancellation fee is 50%. The bond will be refunded in full in this circumstance. The administration fee will not be refunded.

Adverse weather refunds will be made if the Duty Ranger or other Trust officer is notified not less than one hour before the stated commencement time of the booking on the day of the booking that it has been cancelled due to adverse weather and the Trust is satisfied that the cancellation was due to adverse weather.  The adverse weather refund consists of the booking fee and bond where applicable. Failure to notify the Duty Ranger will result in 100% of the booking fee being forfeited. The administration fee will not be refunded in this instance.

The Trust may cancel any booking by telephone to or in writing sent to the responsible person in the event of adverse weather conditions affecting the condition of the Park and which in its opinion will affect the safe and proper use of the Park.  The refund arrangements set out previously will then apply.

Reservations will only be held for 30 minutes past the stated commencement time of any booking and after this period the area will be free for use by other park visitors. A sign at the booked area will notify other park visitors that the area is reserved.

Use of structures, catering and entertainment

The following items only may be used at your event or function only with the prior approval of the Trust and may attract additional fees:

• Shade or weather Structures including marquees;
• Stalls;
• Animals and or mobile zoos provided for entertainment, amusement or display;
• Amusements and rides such as jumping castles;
• Caterers/coffee carts/spit roasts;
• Power
• Amplified music and musical performances and the playing of musical instruments; and
• Signage, including directional signs, banners and displays.

The external advertisement and promotion of any event or function must be approved by the Trust prior to publication or use thereof in any media.  The Trust may withhold approval at its absolute discretion.

Vehicle Parking and Access

Parramatta Park operates a Restricted Parking Area Scheme. This means that legal parking bays are signposted. It is illegal to park in areas that are unsigned and fines apply for non-compliance with the parking scheme.

All vehicles must use designated vehicle access routes to, from and through the Park and must observe signs and directions and Regulations at all times. Restrictions apply for buses and a bus access permit must be obtained from the Parramatta Park Trust Office before buses enter the Park. Bus drivers must adhere to the Park's traffic management system at all times. Fines apply for non-compliance.

Alcohol Consumption

Consumption of alcohol is permitted within the Park on the following conditions.

Where guests are served alcohol for consumption as part of the booking with or without a fee, entry ticket or other charge, a liquor licence from the local area command police station is

required and a copy of the licence must be provided to the Trust during business hours and no later than 24 hours prior to the booking commencement time.

Where guests provide their own alcohol for personal consumption, a liquor licence is not required.

Waste Management

All waste, rubbish and litter including cigarette butts, must be placed either in the bins provided in the Park or removed from the Park by the event organiser. In the event that the Trust incurs additional expense resulting from the removal of any rubbish left at the booked area or surrounds, including any rubbish left lying adjacent to the bin stations, the cost will be charged to the event organiser or responsible person by withholding all or part of the bond or by invoice for private functions where no bond is charged.

Hot coals, ice and oil must not be put on the ground in the Park and fines apply for non-compliance.

Noise from radios or the like, public address systems, amplifiers and musical instruments must be kept to a level that does not interfere with or cause nuisance to the use and enjoyment of the Park by other park visitors. No activity being carried out in the booked area shall interfere with the use and enjoyment of the other users of the Park. The Duty Ranger and Trust officer has an absolute discretion in determining whether interference or nuisance is taking place and may issue directions to the responsible person as to any remedial action to be taken.

Decorations

Balloons, streamers and the like must not be attached to the picnic shelters or other park facilities or trees or plants with thumbtacks, sticky tape, nails or the like. Such decorations may be attached with string. All decorations must be removed at the end of the booking.

Confetti, rice, rose petals, party poppers and the like may not be used in the Park. Helium balloons must not be brought into or used in Parramatta Park at any time.

Signage, banners, tarpaulins and the like must not be attached to trees or plants in the Park, fines may apply for non-compliance.

Courses and playing areas for sporting activities must be marked with temporary line marking paint only, traffic cones or similar free standing equipment and the course or playing area and method of marking is subject to prior approval by the Trust.

Pegging of any kind is not permitted over most of the Park. Cricket wickets must be free standing. Pegging in designated areas is only permitted with prior approval of the Trust.

Event organisers of large events and private functions may be required to submit a comprehensive event management plan using the event management guidelines to be found on the NSW Department of Premier and Cabinet website and must also comply with any directions, including Occupational Health and Safety requirements specified from time to time by the Trust.

After hours access

Where any booking requires access to park facilities outside the hours of 8am to 4.30pm Monday to Sunday, a call out fee may be charged by the Trust to arrange for securing facilities such as power or restricted areas and shall be subject to prior approval by the Trust.

Where deemed necessary for the proper management of the booking, the Trust may require RTA qualified traffic controllers to assist at events and large private functions. In this instance the Trust will engage suitably qualified personnel and this cost shall be charged to the booking or event organiser. The Trust shall have the right to determine if this additional service is required.