holding an event in our parks and gardens
TRANSCRIPT
www.bendigo.vic.gov.au
Do I need to make a booking?
A booking is required if you are holding an event, such as wedding ceremonies, fundraisers, fun runs, music events, work functions, sporting matches, holiday celebrations etc. A booking entitles the event organiser to the use of the nominated park or garden, sporting reserve or facility.
The City of Greater Bendigo does not play any role in organising any aspect of your event such as celebrants, set up or providing any equipment.
The City can deny your booking request if your event is deemed to be an inappropriate use of a facility, unsafe, or adequate notice has not been provided. We encourage event organisers to request bookings as early as possible. Booking requests less than three weeks from the proposed event may be refused due to insufficient time to process permits.
We recommend you do not advertise or issue invitations to your event until you have received confirmation of your booking.
How do I make a booking?
For private events such as wedding ceremonies, work functions, sporting matches or other celebrations you can submit your booking request online by completing the Casual User booking enquiry form. Please ensure you list any bump in and bump out times. Alternatively you can email your booking request to [email protected]
For community events or fundraisers you can submit your booking request online by completing the Event Enquiry Form. Further information about holding a community event and or fundraiser can be found at www.bendigo.vic.gov.au/Services/Arts-and-Events/Community-events-enquiry-form
For events in the Hargreaves Mall you can view the booking application form and further information at www.bendigo.vic.gov.au/Services/Arts-and-Events/Hire-Hargreaves-Mall
Once your request has been submitted it will be referred to one of our Bookings or Events Officers who will then make contact with you to discuss suitability and availability of the location. Our officers can advise you about which permits will be required for your event.
Holding an event in our parks and gardens
When do I pay?
Once your application and permit forms have been returned and processed you will then be provided with an invoice for payment (if applicable). Payment is required to be paid 30 days from the date of the invoice or seven days prior to your booking, whichever comes first, to secure your booking. Payment can be made via credit card, cheque or cash with our Customer Support Team at the Hopetoun Street office, or via credit card over the phone or online.
Does the cost include use of the area for photos?
Yes. The use of the area for photographs is at no extra cost. Should you wish to use an area for personal photographs only (subject to availability), there is no need to make a booking and there is no associated cost.
Do you fence a section off for events in parks?
Our Bookings Officers will make a reservation for a specified area of parkland for your event. The Crown Land (Reserves) Act, however, does not allow for exclusive use of the park or for an area to be physically cordoned off from the public. Ensure you have a copy of your event confirmation letter with you on the day. When setting up takes place, the general public has a good understanding that an event is going to commence and usually leave the space.
How do I know which area I have booked?
Some of our parks and gardens have specific sections that you can book for your event. Please ensure that you have referred to the map for the facility (if available) and specify in your booking request which section you are wanting to use for your event. There are no signs within the parks and gardens that specify the section you have booked, if you print the map and take this with you, it will be easier to navigate.
What if other events are on at the same time as my wedding ceremony/event?
The City hosts many events in its parks and gardens. The City is not responsible for advising you of any other events that may be held in and around Bendigo on your event day. We will of course, refuse any bookings in the area of the park or garden you have booked that coincide with your event.
What if it rains on the day?
The possibility of inclement weather needs to be taken into account when making a booking. The City does not provide wet weather alternatives and setting up marquees at late notice is not permitted. If you are unable to use the location due to inclement weather, refunds for fees paid for use of the location will be considered on a case-by-case basis upon receipt of a written request. If approved, refunds are issued only via a cheque.
Do I need to organise any insurance?
It is a requirement that you have public liability insurance in place for all bookings at City parks, gardens and sporting reserves. You are required to have coverage of a minimum of $10M($20M preferred) and you need to supply a copy of your Certificate of Currency as part of your booking.
The City offers Community Public Liability Insurance that you can purchase if you do not already have insurance. The application form lists what the exclusions are or when we cannot provide coverage.
View the Community Public Liability Insurance at www.bendigo.vic.gov.au/Services/Arts-and-Events/Organising-Events/Event-Risk-Assessment-and-Public-Liability
Am I allowed to erect a marquee or structure?
Please ensure you notify our Bookings Officers when making your booking if you would like to erect a marquee or structure for your event. Please ensure you provide dimensions of the marquee/structure. Depending on the dimensions and location, we may or may not be able to permit use.
Marquees and structures cannot be pegged to the ground and must be flat base or water/sand base. A 3m radius protection zone must be adhered to around all trees within the City of Greater Bendigo. Marquees and structures must remain clear of this zone.
Can I drive the bridal car or vehicle into the park?
No. Vehicles (including bridal vehicles) are strictly prohibited from entering parks or gardens.
Can I reserve parking bays for my event?
No. We do not reserve parking bays or spaces for bridal vehicles, guest vehicles, event vehicles or contractor vehicles. You need to ensure that you adhere to the parking restrictions at the location. If your event is within the CBD you can refer to our car parking options. We recommend that you visit the location before your event to identify nearby car parks/parking restrictions. For more information visit www.bendigo.vic.gov.au/Services/Roads-and-Parking/Parking/Where-to-park
When are trees and flowers at their best?
Our Parks and Natural Reserves Unit try to ensure that the trees and flowers are at their best throughout the year. Please be aware that throughout the year, flowers, garden beds and lawn needs to be maintained and renovated. During this time lawn areas may be closed for renovation and garden beds may appear to look empty or be at varying stages of height and growth.
Can I use confetti or rice?
No. The use of paper/plastic confetti in parks and gardens is prohibited, as it is considered to be litter in the park. The use of rice is also prohibited, as it attracts animals like possums and can be harmful to wildlife if consumed. Rose petals and bubbles are acceptable. Please consult our Bookings Officers if you wish to use any other type of ceremonial confetti.
Can we have some decorations on the trees or structures?
No adhesive materials are permitted to be used (i.e. tacked or taped onto City property or trees). We don’t permit any decorations to be pegged or pushed into the ground. We encourage you to decorate items you bring into the park, for example chairs and flower stands.
Does the City provide tables and chairs?
No, you will need to arrange for the provision of tables and chairs with an external supplier. The City does not have a preferred suppliers list.
Is there a power source or a water outlet we can use in the parks?
There is limited provision for electricity in our parks and gardens. We recommend that you make alternative arrangements if you require a public address (PA) system. Please note: no amplification over 72 decibels is allowed within the parks. The City encourages you to bring a battery operated device or a silenced generator if you require power. There is limited provision for potable water outlets in our parks and gardens. Should you require access to water, please ensure this is noted in your initial booking enquiry. You will need to make alternate arrangements for your event if there is not potable water available at the location.
Are there BBQs available for use?
There are public BBQs located at most of our parks and gardens. These are push button operated (no coins required) and are available for all to enjoy and use. We don’t reserve BBQs for events; they are to be shared on the day amongst all users of the facility. Portable BBQs (carry in and carry out only) can be utilised for private events, however you must ensure that you abide by the CFA’s fire restrictions/conditions and you must ensure this is noted at your initial booking enquiry. If utilising a portable BBQ for your event, you need to ensure that there is an appropriate drop sheet underneath the BBQ, adequate drip trays are utilised and the BBQ must be set up off the lawn/gardens areas.
Use of a BBQ trailer for an event will be accessed on a case-by-case basis.
How do I dispose of the waste from my event?
The City has installed public place recycling bins in high traffic areas throughout the Greater Bendigo region.
The new bins are designed to take all recycling including plastic and glass bottles, drink cans, paper, take-away coffee cups, even empty pizza boxes.
The City empties its public waste bins on a regular basis.
If your event has over 50 people in attendance, we encourage you to manage your waste responsibly and use alternative methods to dispose of your waste. This ensures that the public waste bins at the facilities are still available for the general public’s use.
Please refer to our landfill and transfer station location online at www.bendigo.vic.gov.au/Services/Rubbish-Recycling-and-Organics/Landfills-and-recycling-centres
Are we allowed alcohol?
There are a number of proclaimed dry zones throughout the City where alcohol cannot be consumed without a permit for exemption. Please refer to our online Local Laws Fact Sheets for information on these locations at www.bendigo.vic.gov.au/About/Document-Library/community-local-law
For other locations that aren’t within the proclaimed dry zones, you are allowed to serve alcohol but not sell alcohol. If you want to sell alcohol at your event, you will need to apply for a temporary limited liquor license. Responsible serving and drinking of alcohol is required, and you need to be mindful of the safety of your guests/attendees and other members of the public.
Contact us
15 Hopetoun Street, Bendigo Ph: (03) 5434 6000 Email: [email protected] www.bendigo.vic.gov.au