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Parklands Site Hire Terms and Conditions

Sydney Olympic Park Authority Rangers: As part of the site hire agreement hirers and participants must comply with the reasonable directions of Sydney Olympic Park Authority Park or Security Rangers.

Environmental Management: Sydney Olympic Park Authority is responsible for the protection and conservation of parklands, wetlands and habitats for a variety of species of 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.

Irrigation: Parklands turf and gardens are watered by an extensive underground irrigation system. Event organisers and their contractors are not permitted to drive on turf or use ground pegs without a member of Parklands staff being in attendance. The use of weights for temporary structures is encouraged.

Barbeques: The parklands provide free electric barbeques for all visitors to use on a share basis. Barbeques and barbeque pavilions cannot be booked for exclusive use. The barbecue plates are designed for family cooking and are not suitable for group catering.

Catering: Caterers are not permitted to operate in the parklands unless a site booking is held. All caterers must hold appropriate food licences and a minimum of $20 million public liability insurance. Sydney Olympic Park Authority may request to see evidence of these insurances. Event organisers and caterers should use gas-fuelled cookers. Wood burning fires are not permitted. Cooking is not allowed underneath shade sails and pavilions. Casual food vendors (including icecream vans and coffee vendors) are not permitted in the parklands.

Alcohol: Alcohol may be served at private functions provided that Responsible Service of Alcohol provisions are practiced. It is illegal to serve alcohol to minors.

Waste: Any litter, signage or equipment caused by an event must be cleaned up/rectified at the conclusion of the event. For small events, rubbish must be disposed of in the bins provided or be removed from the site. Organisers are asked to make use of recycling bins where these are available. For larger events, organisers must provide adequate bins and remove any bulk waste generated from the site, at their own cost.

Playgrounds: Playgrounds are provided adjacent to the Village Green, Wentworth Common, Blaxland Common and the Concord West picnic area. These areas cannot be booked for exclusive use.

Amusement Devices and Marquees: Various areas in the parklands are suitable for temporary structures. Event organisers seeking to use such structures must be a company or incorporated association and hold adequate public liability insurance. Temporary structures can only be erected by approved applicants on sites approved by Sydney Olympic Park Authority.

Power: No power is available in the park. Event organisers will need to arrange silenced generators or battery operated devices.

Amplified Sound: Amplified sound must be kept to a minimum so as not to disturb other park users. The level of amplified noise must not exceed 5dBA above the ambient background noise, a legal requirement of the EPA.

Parking & Traffic regulations: There are limited free parking places in the parklands. Additional pay parking facilities are available throughout Sydney Olympic Park. The organisers of large events are encouraged to promote the use of public transport.  Organisers should advise their staff, guests and suppliers that breaches of traffic and parking regulations can result in infringement penalties being issued by Rangers. Events requiring specialised traffic management arrangements must comply with all applicable Laws, Work Cover regulations and Australian Standards.

First aid: Parklands Rangers and Visitor Centre staff can assist with minor first aid. Organisers of larger events should discuss first aid and other risk management issues with the Site Hire Coordinator during the application process.

Security: All equipment and other items left unattended in the parklands is at the event organiser and/or equipment supplier's risk. Sydney Olympic Park Authority takes no responsibility for any losses incurred as a consequence. Any security staff engaged for your event must hold an appropriate NSW licence. If you require over night static guards, quotations can be provided on request from the Authority's security contractors.

Inclement Weather: It may be possible to transfer site bookings to an alternative date providing that the Site Hire Coordinator is notified several days in advance of any intention to postpone an event. Cancellation fees may be charged and full fee refunds are not guaranteed. Issues concerning severe weather conditions on the day of the event must be referred to the Parklands Duty Ranger. The Duty Ranger's contact number will be confirmed in writing when the site hire fees are invoiced.

Insurance & Indemnity: The hirer is to hold public liability insurance of a minimum ten million dollars ($10,000,000). The policy is required to name Sydney Olympic Park Authority as an interested party and include a cross-liability clause. Before the commencement of the event and whenever requested by Sydney Olympic Park Authority the hirer shall produce evidence to the satisfaction and approval of Sydney Olympic Park Authority of the insurance effected and maintained.

The hirer will indemnify and keep Sydney Olympic Park Authority indemnified against any loss or damage to the property of Sydney Olympic Park 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 contract.

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. All applications must be submitted in writing on a Parklands Site Hire Application Form. All applications will be assessed to ensure they meet with conditions for hire. Applicants will be advised of Sydney Olympic Park Authority's decision regarding their application. Successful applicants will then receive an invoice for site and service fees and the event bond (if applicable). Bonds are fully refundable as long as there is no damage to the site and the site is left tidy. Fees and bonds must be paid by the event date or the booking will be cancelled.