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Conditions of hire - Geelong Botanic Gardens

The Geelong Botanic Gardens can be hired for Special Occasions including weddings, wedding and special occasion photography. 

Bookings are essential and our terms and conditions are:
  1. Tentative bookings
  2. Confirmed bookings
  3. Cancellations and changes
  4. Ceremony bookings
  5. Photography permit bookings
  6. Guests
  7. Confetti
  8. Access and parking
  9. Music
  10. Temporary structures
  11. Other events
  12. Cleaning and litter
  13. Receptions
  14. Public access
  15. Booking fees

Tentative bookings

To book your event you need to telephone 03 5272 4379 to ensure that your chosen date, time and location are available for booking.

A tentative booking is made, you will receive a tentative letter by email or mail including an invoice. You will have 10 days to pay the fee, when Geelong Botanic Gardens have been advised payment has been made, a confirmation letter will be posted / emailed to you.

If payment is not paid within 10 days, the tentative booking will be cancelled.

Please note that we require 15 working days to process a booking.



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Confirmed bookings

When we receive your payment a confirmation letter will be sent to you within two weeks.


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Cancellations and changes

Written cancellations or requests to change a booking date must be received by Council at least 30 working days prior to your booking date. No refund will be available for cancellations received within 30 days of your booking date. Council reserves the right to refuse a request to change a booking date.

A request for a change to the booking location must be received by Council at least 7 days prior to the booking date. Council reserves the right to refuse a request to change a booking location.

No refund will be available in situations of inclement weather, or as a result of emergency related closures, which are beyond the control of Council. Council will make reasonable attempts to contact you on the phone number provided.

Council reserves the right to relocate your booking to an alternative site in the unlikely event that immediate works are required on your site, or where some other unforeseeable circumstances arise.


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Ceremony bookings

One of the available sites must 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.

Bookings which include a wedding/naming/commitment ceremony may also use the Gardens for photography during the two hour period, at no additional cost.


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Photography permit bookings

Photography bookings are permitted for one hour only.

Groups that are taking wedding photos are allowed access to the Gardens, except for sites that have been booked for other events.

A list of all bookings for a particular day is available at the entrance to the Gardens.

Learn about photography at the Geelong Botanic Gardens.


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Guests

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

Rose Garden Lawn 50 people
Oak Lawn 50 people
Flag Lawn 50 people
The Forgotten Garden 50 people
The Temperate Garden 100 people
Walnut Lawn 100 people
Bunya Lawn 150 people

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

Your group cannot exceed the number of guests for the site you have booked.


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Confetti

We permit the use of bubbles and fresh rose petals in all areas of the Gardens.

However, the use of products that may interfere with the garden are strictly prohibited. These include:
  • dried flowers
  • confetti
  • rice
  • glitter

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Access and parking

Entry into the Gardens is via the front entrance only.  The Garden 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 Garden in Eastern Park. Disabled parking is available on Eastern Park Circuit outside the Botanic Garden.

The entry of vehicles or horse-drawn carriages into the Gardens is strictly prohibited. Vehicles are also not permitted to be left outside the front entrance of the Gardens (including bridal cars) and may be fined.  The service gates will not be opened to allow access for your event.


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Music

Only acoustic instruments or battery-powered CD players are permitted for use within the Gardens.

Reasonable volume levels must be maintained at all times, and other users of the Gardens must not be disturbed. 

Power is not available for events.


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Temporary structures

The provision of a small table and 2 broad based chairs (to avoid unnecessary damage to the turf) is permitted. Up to 10 additional broad based chairs are permitted for older citizens and people with disabilities.

Council is not responsible for arranging the transportation of these items. Marquees are not permitted.


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Other events

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. 


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Cleaning and litter

All litter generated by your booking is to be removed from the Gardens at the conclusion of your booking.


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Receptions

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

Council’s by-laws prohibit the consumption of alcohol in public places.  The consumption of alcohol within the Gardens is expressly prohibited.


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Public access

The Botanic Gardens is a public facility.  General public access must be maintained at all times and specific areas must not be cordoned off.

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Booking fees

Booking fees from 17 October 2018 to 30 June 2019:

1 hour booking Photography permit
$
110
2 hour booking  Commitment ceremonies
$
277
Naming ceremonies
Special occasions 
Weddings (includes photography permit)


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Page last updated: Monday, 31 December 2018
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