Venue hire conditions - Geelong Botanic Gardens

Contact us to check your date/time is available. A bookable area needs to be selected for your booking, which will be allocated exclusively for two hours. Your entire function, including set up and pack up must take place within the two hours allocated.

Once you have made your booking, we will send you a tax invoice and you have 10 working days to make payment.

Once we receive your payment, a confirmation letter will be emailed to you to receipt your payment.

Should you decide to cancel your booking, we require 30 days’ notice so a refund can be issued. You can cancel or amend your booking by emailing us at [email protected]

No refund will be available in situations of inclement weather, or as a result of the closure of the Botanic Gardens which is beyond the control of the City (including in the case of emergency or direction by any authority). 

We reserves the right to relocate your booking to an alternative site in the unlikely event that immediate works are required on site.

The table below will help you with planning your event, the best location and the number of guests to invite to your ceremony.

*When you book either the Camellia Lawn or the Visitor Facility you have access to both areas as they are part of the one space

You may also find the Geelong Botanic Gardens Visitor Map helpful.

We allow bubbles only in the gardens. 

The use of rose petals, dried flowers, confetti, rice or glitter during your ceremony are prohibited and you agree to reimburse us for the costs associated with the clean-up of these items.

Entry into the Botanic Gardens is via the front entrance only and only allows pedestrian access. Opening hours are 8:00am to 7:00pm during daylight savings and 8:00am to 5:00pm all other times.

Parking for guests is available in the designated parking bays near the Botanic Gardens in Eastern Park. Disabled parking is available on Eastern Park Circuit outside the Botanic Gardens.

Access to your event via the service gates is not permitted.

Seating: 20 broad based chairs.

Table/two chairs: for signing wedding documents.

Red carpet: cannot have rubber backing or black based as it can burn the grass.

Music: Only acoustic instruments or devices that are powered up. We are unable to supply power.

Marquees

Props/fixtures: not to be attached to trees or pegged into the ground.

Freestanding umbrellas: can be dangerous on a windy day.

Arches/arbours: can be dangerous on a windy day

The Geelong Waterfront and Eastern Park are popular for major events. These events could affect access and parking on the day of your booking.

We recommend that you check the major events calendar on our website.

You are responsible for the removal from the Botanic Gardens of all litter and waste produced by your booking at the conclusion of your booking.

Receptions and self-catered functions are not permitted under the conditions of your booking.

The Botanic Gardens is a public facility and general public access will always be maintained and specific areas must not be cordoned off.

Booking fee for a Wedding, Elopement Ceremony, Naming Ceremony and some special occasions (includes photography) from 1 July 2025 to 30 June 2026 is $321.

In these conditions, the following shall apply unless the context otherwise requires:

1. “ACL” means the Australian Consumer Law.
2.  “Application Form” means the agreement between the Hirer and CoGG in relation to an Event, in such form specified by CoGG from time to time (and including any Special Terms and Conditions specified in it). 
3. “Change of Date Fee” means the amount of 10% of the Hire Fees (or such other amount as specified in an Application Form from time to time) to be paid by the Hirer for a change of date within 30 days of the Event Date in accordance with clause 8(a)(iii).
4. “CoGG” means the City of Greater Geelong.
5. “CoGG Policies” means all policies of CoGG for Events as supplemented, varies, and replaced from time to time.
6. “COVID-19” means the COVID-19 coronavirus disease confirmed by the World Health Organisation as a pandemic.
7. “COVID-19 Event” means a COVID-19 related event that is beyond the control of the parties, including Commonwealth, State or Local Government mandated restrictions such as lockdowns, stay at home orders and restrictions on the movement or operation of business and people.
8.  “Date of the Event” means the date of the Event as specified in the Application Form.
9. “Event” means the Hirer’s event, ceremony or other booking as specified in the Application Form.
10. ‘Force Majeure Event” means an event beyond the reasonable control of the parties and includes a COVID-19 Event.
11. “Geelong Botanic Gardens” means the Geelong Botanic Gardens on the corner of Eastern Park Circuit and Podbury Drive, East Geelong VIC 3219.
12. “GST” means GST within the meaning of the GST Act.
13. “GST Act” means A New Tax System (Goods and Services Tax) Act 1999 (as amended from time to time);
14. “Hire Fees” are the amount payable by the Hirer for use of the Venue, as specified in the Application Form or as otherwise provided for in these Terms and Conditions.
15. “Hirer” means the person or organisation entering into this agreement with CoGG as specified in the Application Form.
16. “Key Hire Form” means the application form for Venue access as amended from time to time.
17. ‘Law” means any law or applicable standard, including common law, equity, stature, regulation, proclamation, ordinance, by-law, mandatory code of conduct, writ, judgement and any Australian Standard, award or other industrial instrument.
18. “Other Charges” means any charges in addition to the Hire Fees invoiced by CoGG to the Hirer following an Event.
19. “Personnel” means a party’s employees, secondees, directors, officers, contractors, professional advisors and agents.
20. “Privacy Policy” means the City of Greater Geelong privacy policy (as amended from time to time) found at the City of Greater Geelong website.
21.  “Taxes” means taxes, levies, imposts, duties, excise, and charges, deductions or withholdings, however described, imposed by Law or government authority or agency other than Australian GST or any tax imposed on, or calculated having regard to, net income.
22. “Terms and Conditions” means these Terms and Conditions.
23. “Special Terms and Conditions” means any Special Terms and Conditions contained in the Application Form which are specific to a particular Event.
24.  “Venue” means the area of the Geelong Botanic Gardens specified in the Application Form as the venue for the Event.

These Terms and Conditions apply to all Event bookings. Each application for an Event (as specified in the Application Form) is a separate agreement between the Hirer and CoGG and incorporates these Terms and Conditions and any Special Terms and Conditions.

If the Hirer is not a natural person, they:

1. warrant that any person that submits the Application Form on their behalf is authorised to do so and will also do so as agent for each of their related entities; and
2. must procure that their Personnel comply with these Terms and Conditions and take responsibility for the acts and omissions of their Personnel.

The Hirer will endeavor to ensure that its Personnel, guests, members, patrons, and invitees comply with these Terms and Conditions, and accepts that as between the Hirer and CoGG, the Hirer will be responsible for all loss and damage suffered by CoGG by the Hirer’s Personnel, guests, members, patrons, and invitees.

1. Each Venue has different patron limits and the Hirer must comply with the maximum patron numbers which apply at the Venue that is specified in the Application Form or as otherwise advised by CoGG. 
2. Notwithstanding any patron number limits advised by CoGG, the Hirer must comply with all density, maximum numbers or other restrictions imposed by Law.

1. As part of an Event, the Hirer must, in addition to any Special Terms and Conditions: 
1. ensure the Event remains in the boundary allocated for the Venue;
2. if the Venue is booked for consecutive dates, bump out all fencing, structures and items used at the Event at the conclusion of each booking slot;
3. refrain from using pegs to secure items or equipment;
4. ensure no equipment or furniture is hung or displayed in a way that will cause damage to the Venue or lawns, gardens beds, trees, artwork, footpaths, irrigation or buildings;
5. ensure that no vehicles are driven on lawns or gardens beds; and
6. restore the Venue to its original condition prior to the Event.
2. Events have a specified duration as outlined in the Application Form, however, an alternative duration may be negotiated to meet the needs of the Event and can be arranged with CoGG.  Additional fees and charges may apply.
3. The duration of the Event can only be extended by the Hirer in consultation with the CoGG representative in charge of the Event.
4. The facilities for the Event are limited to the Venue specifically outlined in the Application Form or as otherwise agreed by the parties.

1. CoGG may change any advertised price for Hire Fees at any time without notice. Hire Fees will not change once the Application Form has been accepted by us.
2. Additional Hire Fees may apply for the private and exclusive use of the entire Geelong Botanic Gardens and will be incorporated into the Application Form if required.

1. Terms of Payment

   Unless otherwise agreed the Hirer must pay to CoGG the fees as set out below:

1. All Hire Fees will not be accepted as paid until funds are cleared through the bank account provided by CoGG.
2. The Hire Fees are payable within ten (10) days from the time of booking upon receipt of a tax invoice.
2. Non-Payment

   If the Hirer fails to make full payment of the Hire Fees by the due date, CoGG may:

1. cancel the Event booking;
2. refuse to supply the Hirer with further services; or
3. impose interest on any overdue amounts at 10% per annum, calculated daily. 

Time is of the essence in respect of the Hirer’s obligation to pay Hire Fees. If CoGG incurs costs of collection of any amount the Hirer has failed to pay by the due date, the Hirer agrees to indemnify CoGG against such costs.

1. The Hirer may request a change in date, upgrades or amendments to the Event or to change the area of the Venue, and CoGG will use reasonable endeavours to meet such requests but is not required to do so.  The Hirer agrees that:
1. Changes, upgrades or amendments to the Event or Venue requested by the Hirer may incur additional Fees. 
2. If CoGG agrees to a change in date requested by the Hirer at least thirty (30) days or more prior to the Date of the Event, the Hirer will not incur any additional fees and the Hire Fees held by CoGG will be applied to amounts due to CoGG from the Hirer in relation to the re-scheduled Event.
3. If CoGG agrees to a change in date requested by the Hirer less than (30) days prior to the Date of the Event, the Hirer will incur a Change of Date Fee and any Hire Fees held by CoGG will be applied to payment of the Change of Date Fee and then any amounts due to CoGG from the Hirer in relation to the re-scheduled Event.
4. If CoGG is unable to re-schedule the Event, the Event will be deemed to be cancelled by the Hirer with effect from the date the Hirer requested to change the date. If the request to change the date was made:
1. Thirty (30) days or more prior to the Date of the Event, the Hire Fees already paid will be refunded by CoGG to the Hirer.
2. Less than (30) days prior to the Date of the Event, the Hire Fees will be retained by CoGG.
2. The Hirer may cancel the Event by providing CoGG with written notice.  If CoGG receives the notice:
1. Thirty (30) days or more prior to the Date of the Event, the Hire Fees already paid will be refunded by CoGG to the Hirer.
2. Less than (30) days prior to the Date of the Event, the Hire Fees will be retained by CoGG.

1. Notwithstanding any other termination rights specified in these Terms and Conditions, CoGG shall be entitled to cancel an Event booking:
1. by notifying the Hirer in writing if the Hirer fails to fulfil any of its obligations under these Terms and Conditions and as set out in the Application Form within 48 hours of such notice;
2. there is an error in the Event description and/or information provided by the Hirer;
3. the Hirer alters the purpose of the Event without the approval of CoGG; or
4. CoGG becomes aware of conditions, other than those already specified in these Terms and Conditions, under which the execution of the Event could jeopardise public safety or order, or potentially involve an unacceptable risk of personal injury or damage to property, including an extreme weather event.
2. Where CoGG cancels an Event booking, CoGG will give the Hirer a refund of any Hire Fees paid.

1. CoGG may reschedule the Event or change the area of the Venue for any reason with no less than 30 days’ notice, including due to conflicting events. In these circumstances, the Hirer may:
1. request a full refund of the Hire Fees from CoGG; or
2. negotiate a separate Date of the Event with CoGG (in which case the Hire Fees held by CoGG will be applied to amounts due to CoGG from the Hirer in relation to the re-scheduled Event).

1. Neither party may bring a claim for breach of these Terms and Conditions by the other party or incur any liability to the other party for any injury, loss or damage incurred by that other party, to the extent that a Force Majeure Event occurs and the party is prevented from performing its obligations, or performance of its obligations is substantially disrupted or hindered, by that Force Majeure Event.
2. As soon as practicable after the Force Majeure Event occurs, the parties must consult with each other in good faith and use reasonable endeavours to:
1. agree on appropriate terms to mitigate the effect of the Force Majeure Event including by postponing the Event to another date; and
2. facilitate the continued performance of the Event where possible.
3. If the parties are unable to agree on a date for postponement of the Event or continued performance of the Event cannot be facilitated, then if the Force Majeure Event is continuing or its effect remains such that the CoGG is unable to comply with its obligations under these Terms and Conditions then CoGG may cancel the Event at its absolute discretion and will give the Hirer a refund of any Hire Fees paid.

A quoted price is exclusive of all Taxes unless otherwise specified.

1. Expressions used in this clause have the same meanings as when used in the GST Act.
2. To the extent that a party makes a taxable supply in connection with these Terms and Conditions to the other party then, except where express provision is made to the contrary, the amount payable by the recipient of that supply is a GST exclusive amount and the recipient of that taxable supply will pay to the supplier of it the GST payable in respect of that supply in addition to the other consideration payable.
3. A party's right to payment of the GST is subject to a valid tax invoice being delivered to the party liable to pay for the taxable supply.

The Hirer acknowledges and agrees that:

1. the Hirer is responsible for the removal of all rubbish from the Venue that is generated at the Event;
2. the public bins located at the Venue cannot be used to dispose of rubbish generated at the Event;
3. liquids, ice or soluble materials must not be disposed of on lawns or garden beds at the Venue; and
4. confetti or balloons must not be used at the Venue.

The Hirer acknowledges and agrees that public toilets at the entire venue are for all members of the public, including those attending the Event, and must remain open to the public at all times. If additional toilets need to be hired it must be agreed with CoGG prior to the Date of the Event and will be at the expense of the Hirer.

The Hirer must take out and maintain public liability insurance of $20 million per claim for the duration of the Event. The Hirer must submit a copy of its certificate/s of currency of the insurance with the Application Form.

The Hirer must observe and comply with any CoGG Policies and protocols for Events that are in force from time to time.

The Hirer must comply with and is responsible for any permits or licenses related to their Event, including applicable liquor licensing requirements, and must submit a copy of the applicable permits or licenses to CoGG. 

The Hirer will be held financially responsible for damage or loss sustained to any items in the Venue, the Venue or lawns, gardens beds, plants, buildings or trees caused by the Hirer, its Personnel, guests, members, patrons, invitees or any other persons associated with them.

Exit signage and security cameras at the Venue must not be covered and access must not be blocked off under any circumstances.

1. Site access through gate 3 or access to the visitor facility lighting can be attained by completing a Key Hire Form.
2. CoGG security will close the entire venue at 5pm during non-daylight savings hours, 7pm during daylight savings hours or as otherwise advised by CoGG, and will usher any persons through the front gates. Should the Hirer require access outside of these times, security charges may apply.
3. Security charges may be applicable for certain Events and Venues. CoGG reserves the right to determine the security requirements for the Event.
4. Access or entry to the Venue may be refused if security is in any way comprised by the Hirer.
5. The Hirer is responsible for the security of all equipment and facilities brought into a Venue by the Hirer or its Personnel.

The Hirer must:

1. allow CoGG and its Personnel free access to and egress from all parts of the Venue;
2. not carry on, or allow to be carried on in or at the Venue, any behavior or activity that is in the opinion of CoGG dangerous, noxious, offensive, illegal, noisy or objectionable;
3. comply with any directions of the CoGG or its Personnel in the unlikely event of an evacuation;
4. not use or allow the Venue to be used for any purpose other than that for which it was designed in relation to the Event;
5. endeavour to observe all relevant statutes, statutory rules and regulations, notices and orders; and
6. not without prior consent of CoGG make alterations or additions whatsoever to the Venue.

1. The Hirer indemnifies CoGG to the fullest extent permitted by law from and against all claims, demands, writs, summonses, actions, suits, proceedings, costs, losses and expenses of any nature which CoGG may suffer or incur in connection with the loss of life, personal injury or damage to property incurred or suffered directly or indirectly in connection with these Terms and Conditions, the use of the Venue by the Hirer, its Personnel, guests, members, patrons, and invitees or any other persons associated with them except where such injury, loss or damage arises by reason of an act or omission of CoGG or its employees, agents or subcontractors.
2. CoGG is not liable or responsible to the Hirer, its Personnel, guests, members, patrons, and invitees or any other persons associated with them for any loss of life, personal injury or damage to or loss of property which may be suffered at any the Venue except where such injury, loss or damage arises by reason of an act or omission of CoGG or its Personnel.

If the Hirer is a consumer under the ACL, the services come with guarantees that cannot be excluded under the ACL and in relation to a breach of those non-excludable guarantees, the Hirer is entitled to:

1. its choice of a replacement or refund for a major failure and compensation for any other reasonably foreseeable loss or damage;
2. CoGG’s choice of having the services reperformed or refunded if failure does not amount to a major failure.  CoGG will do this within a reasonable time.

To the extent permitted by law, CoGG excludes all other guarantees, warranties, undertakings and representations expressed or implied, whether arising by statute or otherwise, which are not given in these Terms and Conditions or any warranty document given at the time of supply.

Where the ACL applies, and the services are not of a kind ordinarily acquired for personal, domestic or household use or consumption, CoGG’s liability under the ACL is limited, at its option (and provided it is fair and reasonable to do so), to one or more of the following:

1. re-supplying the services again; or
2. reimbursing the Hirer the cost of having someone else supply services.

Other than as specifically accepted by CoGG above, CoGG is not liable for any other losses or damages the Hirer may suffer, including any:

1. loss caused by the Hirer or to the extent it results from the Hirer’s failure to take reasonable steps to avoid or minimise that loss;
2. loss caused by events falling outside our reasonable control; and
3. indirect or consequential losses (including loss of revenue, profits, enjoyment or loss of business), or losses the Hirer might suffer as a result of unauthorised access to information we hold.

If any law making unfair contract terms void or unlawful could apply to a term in these Terms and Conditions, the following rules apply to interpreting that term.

1. if the law would make the term void because the term permits CoGG to exercise a right or discretion in a way that would cause detriment to the Hirer, the term shall be read down and construed to the extent as not to permit CoGG to exercise the right or discretion in such a way; and
2. if the law would make the term void because it authorised CoGG to recover costs or losses or damages to be calculated in a way we chose, the term shall be read down and construed as authorising CoGG to recover the maximum reasonable costs, losses and damages to be calculated in a reasonable way that did not cause the term to be void.

If, despite the application of this clause, the law would make the term void, the term is to be read down and construed as if it were varied, to the minimum extent necessary, so that the term is not void. These reading down rules apply before any other reading down or severance provision in these Terms and Conditions.

CoGG’s commitment to privacy is set out in the Privacy Policy.

1. If a dispute arises under these Terms and Conditions, the party claiming that a dispute has arisen must give notice to the other party specifying the nature of the dispute and the parties will attempt to negotiate a resolution in good faith.
2. If a dispute persists for more than 14 days, either party can refer the dispute to mediation before a mediator, to be appointed by the Australian Commercial Disputes Centre. The costs of mediation will be shared by the parties equally.
3. Save for seeking urgent interlocutory or injunctive relief, neither party may issue court proceedings in relation to a dispute until resolution by mediation has been attempted.

If any portion of these Terms and Conditions are deemed by a Court of competent jurisdiction to be invalid, then the remainder of these Terms and Conditions shall remain in full force and effect and the offending provision or provisions severed.

CoGG may amend these Terms and Conditions at any time. The Hirer will be bound only to the version of the terms and conditions in force at the time of the Application Form.

Neither party may assign, novate or otherwise transfer any of its rights or obligations arising out of or under these Terms and Conditions to another person without the other party's prior written approval (which will not be unreasonably withheld).

The relationship between the parties is that of principal and independent contractor. The Hirer must not represent themselves as CoGG’s employee or agent.

A provision of these Terms and Conditions, or right, power or remedy created under them, may not be varied or waived except as agreed in writing.

These Terms and Conditions, together with any Application Form, represent the entire agreement between the parties in relation to the services, and supersedes all prior discussions, negotiations, understandings and agreements in relation to those services.

These Terms and Conditions will be governed by the Laws of the State of Victoria. Each party irrevocably submits to the non-exclusive jurisdiction of the courts exercising jurisdiction in that jurisdiction.

In these Terms and Conditions:

1. headings, bold type and square brackets are for convenience only and will not affect interpretation of these Terms and Conditions;
2. words in the singular include the plural and words in the plural include singular, according to the requirements of the context;
3. a reference to a legislation or other law includes delegated legislation and consolidations, amendments, re-enactments or replacements of any of them;
4. a reference to any of the words "include", "includes" and "including" is read as if followed by the words "without limitation"; and
5. terms used that are defined in the A New Tax System (Goods and Services Tax) Act 1999 (Cth) have the meaning given in that Act, unless the context otherwise requires.