Parklands Site Hire Terms and Conditions

Access	Hirers do not have unrestricted access to facilities such as barbeques, car parks, paths, playgrounds and toilets. Events and picnics must not interfere with the general use of the public facilities.
Advertising	Hirers must use the name "Sydney Olympic Park " in all references to the location and address of the event, including in any advertising or promotion of this event.
Alcohol	Any provision of alcohol must strictly observe the responsible service of alcohol practices. Alcohol must not be served to minors.
Bond	In certain circumstances a security bond will also be required when hiring a space or structure at Sydney Olympic Park. The need and/or amount of this security bond are dependent on the scale and potential impact of the activity associated with the hire. Peace Monument & Sundial bond rates are Community $500 and Commercial $1,000. More than two structures $250. More than 500pax $500. More than two structures and 500pax $1,000.
Cancellation Wet Weather Customer Cancellation	Sydney Olympic Park Authority reserves the right to cancel any site hire if circumstances prior to or during the event may result in issues of safety or damage to property. In the case of a cancellation due to wet weather the Duty Ranger must be notified on Mobile: 0408 864 798 prior to 9am on the day of the event. A refund minus an administration fee of 10% of the site hire fee will be incurred. Operational costs are non-refundable. If no notification is given, no refund of the site hire fee or operational costs will be given for at least three years from the completion of the work being performed. 100% refund of the site hire fee is given for two weeks or more notification of cancellation in writing. 50% refund of the site hire fee is given for one-week notification of cancellation in writing. No refund given for less than seven days notice of cancellation. Site hire fees can be transferred to an alternative event date with two weeks or more written notification. If event is not held on alternative date 50% refund of site hire fees will be given with two weeks or more notification in writing.
Cleaning & Signage	Any litter, signage or equipment caused by the site hire must be cleaned up/rectified at the conclusion of the event, this includes balloons, streamers and confetti. Rice and flower petals are not permitted at all.
Damage	Repair costs for any damage caused as a direct result of this event will be claimed by Sydney Olympic Park Authority. SOPA Park Rangers will conduct condition reports pre and post event.
Fires & BBQs	Wood-burning fires are not permitted. Portable barbeques are permitted (other than on total fire ban days). Charcoal or heat beads from portable barbeques must be disposed of in the marked bins. Disposal on lawn or garden beds is not permitted. If a Total Fire Ban is in place on the event day, only the electric bbqs can be used.
First Aid	Parklands Rangers can assist with first aid. Organisers of larger events should discuss first aid and similar risk management issues with the Customer Service & Sales Coordinator.
Flora and Fauna	Participants in any event or picnic must not interfere with flora or fauna; this includes the feeding of fish or birds and the picking or damage to plants. No birds, butterflies or other animals may be released. Ponds and areas of long (unmown) grass at Wentworth Common are wildlife protection areas and are not to be entered. No signs or other materials may be attached to black shade cloth frog fencing surrounding the site.
Indemnity	The hirer will indemnify and keep the Authority indemnified against any loss or damage to the property of the Authority (including existing property in, about or adjacent to the site) and against any legal liability for injury, death or damage to property of others arising from its occupation of the site or activities under the agreement except to the extent that same is caused by the wilful or negligent act of SOPA.
Late Fee	A $20 late fee will apply for bookings received with less than two weeks notification.
Noise	Amplified noise must be kept to a minimum so as to not disturb other park users. The level of amplified noise must not exceed 5dBA above the ambient background noise, a legal requirement of the EPA.
Payment	It is the responsibility of the signatory of this application, to ensure that payments are forwarded to the Authority by the nominated due date(s). Authority staff may cancel event bookings if fees are not paid in full by the due date.
Public Liability	On acceptance of the booking, the hirer is to hold or take out and ensure that every contractor and subcontractor engaged to work at the site, holds or takes out (in respect of any workers working at the site) an insurance policy covering Workers’ Compensation in the State of NSW. A Public Liability insurance policy, for an amount of no less than ten million dollars ($10,000,000) or such other amount as may be specified by the Authority, for any single occurrence. The Liability insurance policy shall: · Cover the hirer and the Authority for their respective rights and interests. · Be affected with an insurer and in terms approved by the Authority, which approvals shall not be unreasonably withheld.
Indemnity	The hirer will indemnify and keep the Authority indemnified against any loss or damage to the property of the Authority (including existing property in, about or adjacent to the site) and against any legal liability for injury, death or damage to property of others arising from its occupation of the site or activities under the agreement except to the extent that same is caused by the wilful or negligent act of SOPA.
Rangers	As part of the site hire agreement, hirers and participants must comply with the reasonable directions of Sydney Olympic Park Authority staff or Rangers.
School Picnics and Cross Country Events	A map will show the approved location for your marshalling area and cross-country route. Cross-country marshals must be positioned at the locations shown on the attached map (at a minimum). Marshals are responsible for policing participant behavior and minimizing conflicts with other park users. Participants must be fully supervised. The ratio of participants to teachers/carers must not exceed 20:1 (Preschool-Year 2) and 30:1 (Years 3-12).
Security	Equipment left unattended in the parklands is fully at the event organiser and/or equipment supplier’s risk. No responsibility will be taken by Sydney Olympic Park Authority for any losses. Any security staff engaged for your event must hold an appropriate grading of NSW security license and their use on site must be approved by Sydney Olympic Park Authority. If you require site or over night static guards quotations can be provided from Sydney Olympic Park Authority’s security contractors.
Structures	Structures greater than 3m x 3m require separate approval and must follow all guidelines and requirements set by Sydney Olympic Park. An engineer’s certificate upon erection must be provided as per guidelines to Sydney Olympic Park staff. Structures up to 3mx 3m are required to provide an installation certificate upon erection to Sydney Olympic Park staff. Any structure that requires the penetration of the ground, such as pegs for marquees, requires prior consultation with the Customer Sales & Service Coordinator to ensure there is no damage to the irrigation system. The approved location for your structure is will be indicated with a map. The structure must not be moved from this location unless Authority staff has granted permission. Ground stabilisation pegs can cause damage to the irrigation system. Structures must not be erected without a Sydney Olympic Park Authority Park Ranger being present. The requirements to operate a jumping castle or any other powered amusement devices in the parklands are: · The device must be erected, operated and maintained in accordance with the ‘Australian Standard AS3533-1997 Amusement Rides and Devices’. · The operator on site must have a copy of the Certificate issued by the engineer, during the device’s annual registration examination. Sydney Olympic Park Authority staff may ask to see this certificate. · The device manufacturer's operational manual must be available with every device while it is on site. · The device's owner must ensure that a competent person has trained those operating or erecting the device. · The logbook referenced in the Australian Standard is kept with each device, along with records of the daily inspection and operation. This logbook must be produced for inspection by Authority staff on request. · Certificates of Currency also need to be supplied for all catering, event structure and amusement device suppliers for no less than $10m (if applicable).
Team-based Sporting Activities	The hirer must ensure a buffer zone of 10 meters between your activity and other users for the protection of other park users. The hirer must comply with the direction of Sydney Olympic Park Authority Security or Rangers. Rangers will monitor the conduct of events to assess compliance with conditions of approval and impacts on other park users.
Trading Terms	Sydney Olympic Park Authority reserves the right to decline event applications, to adjust or vary terms and conditions of trade, and to apply bonds. Late applications and late notifications to parklands staff of significant changes to event logistics may incur additional fees or charges. Event fees and bonds are payable in advance. Fees are GST inclusive unless otherwise specified.
Vendors	No commercial mobile vendors are to be allowed on site without a separate and additional approval. This includes ice cream vans and coffee vendors.
Vehicle Access	Motorised vehicles are only permitted on public roads and car parks unless prior arrangements to access lawns or footpaths have been made as part of the site hire agreement. Permission will usually only be granted to vehicles carrying equipment for site setup. Vehicles approved to access the site along pathways, before, during or after an event, may only do so if escorted by Sydney Olympic Park Authority staff or Security Rangers and must display a Sydney Olympic Park Authority service vehicle permit if remaining on site. Vendors, caterers and vehicles carrying equipment for site set-up are to contact the Park Rangers on 0408 864 798 to arrange for a suitable meeting and escort no less than half an hour before arriving on site. Guest and service vehicles that are parked contrary to marked parking may incur infringement notices/penalties. Drivers of authorised vehicles accessing service pathways or mown grass must be accompanied by a Ranger, display a valid Sydney Olympic Park Authority service vehicle pass, travel at a speed suited to the conditions and level of public activity and below 10kph, use flashing hazard lights, give way to pedestrians and cyclists, park so as to not block pathways, not drive, park, damage or turn on areas of unmown grass; turf, landscaping or other park assets or lock gates and bollards.

Weddings 1.Northern Water Feature 2.Bicentennal Park	1. Activities are restricted to paved areas and Haslams Pier (map will be provided). Ponds, mown turf, areas of long (unmown) grass and reeds are wildlife protection areas and are not to be entered. No signs or other materials may be attached to black shade cloth frog fencing surrounding the site. Event size is restricted to 30 persons and may include the parking of vehicles in non-designated areas. Permission will usually only be granted to vehicles carrying equipment for site setup or vehicles carrying the bridal party. Amplified sound is not permitted, unless prior arrangements have been made as part of the site hire agreement. Generally any such approval will be restricted to low-level tape recordings or similar that does not exceed 5dBA above the ambient background noise, to minimise disturbance to wildlife. 2. Numbers of participants is restricted to 20 persons for the Belvedere and 30 for the Jetty. Amplified sound is not permitted at the Jetty and Belvedere, unless prior approval has been sought from Sydney Olympic Park Authority and has been made part of the site hire agreement. Generally any such approval will be restricted to low-level tape recordings or similar that will minimize disturbance to wildlife. Site hire for weddings may include the parking of vehicles in non-designated areas. Permission will usually only be granted to vehicles carrying equipment for site setup or vehicles carrying the bridal party.
Wildlife	The hirer must avoid or minimise disturbance to other park visitors and damage or disturbance to vegetation, wildlife, and park assets.