If you are booking an event / function, these Terms and Conditions must be agreed to as part of the booking application and communicated to all guests and hired services.
Social and community groups of under 25 attendees are not required to inform the park of their visit unless they require an activity permit such as an alcohol licence, wish to hire a venue for their group's own use, or are engaging an external provider.
Social and community groups of 25 – 49 attendees who do not wish to hire a venue for their group’s own use are required to make a 'Visit to the Park' booking, which is free of charge. Contact the Bookings Officer for further information or clarification.
Corporate bookings regardless of attendance numbers will incur the applicable fees. A copy of the organiser’s Public Liability and Worker’s Compensation insurance cover is required for corporate functions.
All groups of 50 attendees or over, or groups of any size who wish to book a venue for their group’s own use are required to make a booking and pay the associated fees.
Security guards, first aid, and additional toilet and rubbish facilities may be required for events greater than 100 persons.
Venues and availability
- There are many areas of the park which can be used for a function or event. To secure a venue, a booking must be made and fees will apply.
- The Hire Venues section details appropriate function types and the capacity of each venue.
- Bookings are entered into a bookings system and a sign is placed at the venue to reserve the space. Exclusive use cannot be granted for any grassed areas and no areas can be cordoned off.
- A site meeting may be necessary for large events / functions, professionally catered events / functions, sporting events, or for functions requiring additional infrastructure. The Bookings Officer will advise if a site meeting is required which will incur an additional fee (please refer to the Fees and Charges section of your application form).
- Special consideration and planning is required for medium-sized events (functions or events for groups larger than 250 attendees).
- Venue hire is only available between 9.00 am and 6.00 pm. Fitness training and sporting event booking times are negotiable.
- Venue restrictions may apply to accommodate major events, special occasions or maintenance works. The Bookings Officer will advise of any restrictions that apply at the time of booking. These include:
- Restrictions on select venues within the Western Australian Botanic Garden and Fraser Avenue Precinct between 1 - 30 September each year during the Everlasting Kings Park Festival.
- Restrictions on select venues within the Western Australian Botanic Garden from late October to the end of April each year during the summer concerts season.
- Fraser Avenue Precinct venues are restricted from 21 to 26 April for ANZAC Day services. On the morning of Anzac Day or Remembrance Day, bookings are not taken in the whole Fraser Avenue Precinct.
- Bookings are not taken for Christmas Day, New Year’s Day, Australia Day or Mother’s Day.
- The Lotterywest Federation Walkway and the State War Memorial precinct cannot be booked.
- If a venue becomes unavailable due to unforeseen circumstances, BGPA will negotiate with the organiser for an alternative available venue.
Fees, refunds and cancellations
- Venue hire fees vary depending on the venue, the duration of the hire, the type of event / function and the number of participants or guests.
- All bookings incur a minimum non-refundable fee.
- All fees must be paid on application.
Online payment for group bookings is not available at this time. Payments can be made by phone, email, post or in person and no transaction fees apply. If cheques or credit card details are not honoured on presentation, payment shall be deemed unsuccessful. Please refer to the payments section for more information.
- Please take care when making your booking. Refunds can only be provided if a booking is cancelled by the organiser more than 10 days prior to the event / function. Fees will not be refunded after the booked date or as a result of inclement weather. Please allow 10 working days for any refund to be processed.
- BGPA reserves the right to cancel a booking at any time. Full refunds will be issued for bookings cancelled by BGPA, including those cancelled directly due to Western Australian Government directives or due to extreme weather conditions.
- BGPA may be able to postpone your event for up to 12 months. No fees are incurred to postpone your event.
Furniture, infrastructure and equipment
Bookings are taken for venue hire only. Chairs, tables or other items are not provided or available for hire.
- Any equipment, other than tables and chairs, must have prior written approval from BGPA, be freestanding and placed in the booked area only, without being attached to, stacked against, or causing damage to any building, shelter, pavilion, sign, garden, tree or lawn.
- Tables chairs and any additional approved furniture or infrastructure must be delivered to the venue by hand or by small hand trolley. Cars or delivery vehicles are not permitted to drive onto grassed areas or stop in No Stopping zones. Pallet furniture must be heat-treated, painted or varnished; pallets of raw wood are not permitted.
- Structures including but not limited to shade cloths, tents, gazebos, tepees and market umbrellas are not permitted regardless of weather conditions.
- Free-standing marquees are restricted to specific areas. Venue hire fees apply and a site meeting is required for final approval. Marquees are not available for hire from BGPA.
- Obstruction of pathways is not permitted, including by equipment which may cross over a path.
- The use of fitness equipment is subject to prior written approval from BGPA. Gym apparatus such as bench presses, rowing machines, steppers, weight bars, large tyres, ropes and other heavy elements are not permitted.
- The use of memorials, trees and other park infrastructure (e.g. benches and picnic tables) for fitness training is inappropriate and prohibited.
- No ground covering, including but not limited to boards, rubber matting and plastic sheeting is to be laid without the approval of BGPA. The Park Management must also approve the length of time the covering can be in position.
- There must be no disturbance or damage to any sprinklers, water features, flora, fauna or infrastructure.
Power and electrical equipment
- A 15 amp power outlet is available at some bookable sites; this may be used free of charge if you have requested power as part of a booking. Please check the output of your electrical equipment beforehand.
- Residual current devices (RCDs) protect electrical outlets and equipment in areas available to the public, however, all electrical equipment must be in good working order, tagged and comply with relevant Australian Standards.
- Generators and/or gas equipment are not permitted without written permission.
Signage and decorations
- Each booked area will be identified by a BGPA A4 sign.
- At the time of booking, permission may be sought to erect an additional freestanding sign of no larger than A3 to be placed within your booked area to assist guests with locating the function.
- No signage is to be erected outside your booked area, such as for directional or promotional purposes.
- Marking the ground or turf with any substance is prohibited.
- Signage, decorations or other items cannot be staked into the ground, nailed, hung or attached to any memorial, monument, pavilion, gazebo, railing, bench, sign or tree.
- Wedding bouquets and freestanding, cut flower arrangements are permitted.
- The following popular decorative features are not permitted:
- Live topiary trees, live plant matter (apart from cut flowers), soil or sand.
- Candles, lanterns and other open flames.
- Confetti, flower / rose petals (real or artificial), seeds and rice.
- It is prohibited to release decorations, animals and birds including but not limited to:
Catering and alcohol
Picnics and self-catered options are welcome. Please leave our beautiful parkland the way you found it and dispose of any rubbish correctly.
If you intend to engage external caterers for a function and/or supply alcohol, please refer to these Catering and Alcohol guidelines and contact the Bookings Officer for further information or clarification.
BGPA aims to conserve and enhance the natural environment and amenity of its designated lands and recognises its responsibility to provide safe recreational opportunities for the visitors to Kings Park and Botanic Garden.
The event / function organiser, their guests and contractors are required to obey any directions given by BGPA’s Chief Executive Officer, his/her delegate or a Park Management Officer (PMO) if at any time BGPA considers there may be a risk to the park or to public safety, or if any of the conditions stated in the guidelines below are breached.
- A written permit should be obtained from BGPA if alcohol is to be consumed. For an event / function, this is required regardless of whether it is supplied by the organiser or if guests bring their own. The permit may be obtained as part of the application process.
- Large, catered and/or corporate functions may require additional licences from the Department of Local Government, Sport and Cultural Industries. It is the organiser’s responsibility to obtain the relevant licence/s prior to the event / function.
- The alcohol permit is only valid for the approved event and maximum number of guests as specified on the permit.
- All service, supply and consumption of alcohol must comply with Western Australian laws, including the Liquor Licensing Act 1988, the Health Act 1911, the Botanic Gardens and Park Authority Act 1988 and BGPA regulations.
- Persons serving or consuming alcohol must be over 18 years of age and carry photographic proof of such. Alcohol must not be served to or consumed by persons aged under 18 years or intoxicated persons.
- Alcohol consumption must remain within the venue area. It must not be consumed in children’s playgrounds, on roads or thoroughfares.
- Alcohol consumption is restricted to no more than 2 standard drinks per adult in the first hour followed by 1 standard drink per hour thereafter. Alcohol is limited to 1 standard drink per adult within the Place of Reflection for the duration of the event.
- Alcohol service and consumption must not impact other park users or the venue.
- No alcohol-related games or contests are allowed.
- Food, soft drink and low-alcohol drink alternatives must be provided to all guests.
- BGPA promotes a glass and smoke free venue. Alcohol should be served in non-glass containers.
- Catering vans, including but not limited to ice-cream and beverage carts, are not permitted to trade in Kings Park and Botanic Garden. Small, unpowered carts may be considered at certain sites on a case by case basis.
- All catered functions held in the Fraser Avenue or Botanic Garden precincts are required to obtain a quotation for catering from Fraser’s Restaurant. You are not obliged to employ Fraser’s Restaurant if you have received a more suitable quotation from another caterer.
- It is the event organiser’s responsibility to inform all hired services of these Terms and Conditions. The caterer is responsible for all catering staff and ensuring that the staff understand BGPA's Terms and Conditions.
- A copy of the caterer’s current Public Liability Insurance is to be submitted with the booking application form.
- Caterers are required to adhere to Occupational Health and Safety Guidelines.
- Caterers must stay within the approved function area. It is to be kept clean, tidy and safe at all times.
- The cost of repairing damage to trees, garden beds, turf, infrastructure or services caused by catering staff and vehicles will be charged to the organiser.
- A site meeting may be required with a PMO to discuss details and agree to conditions and regulations.
Barbecues and pizza ovens
Free electric barbecues are available in May Drive Parkland, Poorlgarla Family Area, Saw Avenue Picnic Area and the Pines Picnic Area on Fraser Avenue. Barbecues are available to all park users and cannot be reserved. The booking of a venue does not include exclusive use of a barbecue.
- The use of portable barbecues, pizza ovens, spit roasts and bain-maries will only be considered when operated by a professional catering company and in selected areas for events / functions of 80 people or more. The use of portable gas barbecues is restricted to certain venues and requires written approval from BGPA.
- The caterer is solely responsible for the supervision of and any injuries relating to the use of these items.
- The caterer is to ensure adequate drip trays are in place and is solely responsible for the removal of any spillage that may occur.
- Barbecues must not be placed inside any structure or on lawns.
- Barbecues mounted on a trailer must not be driven or parked on the lawn or in No Parking or No Standing zones. An appropriate area will be designated at the site meeting.
- No external catering equipment is permitted for use within Kings Park and Botanic Garden in the event of a Total Fire Ban or on days of Very High Fire Danger or above.
Rubbish, ice and hot water disposal
- Please leave our beautiful park the way your found it. All rubbish must be removed or placed inside rubbish bins. Leaving the rubbish next to a rubbish bin is classed as littering and will incur a fine. If the bins are full, please take your rubbish with you. Littering, including the throwing of confetti, rice or petals is prohibited.
- All ice and hot water must be emptied onto mulched areas. Ice and hot water must not be emptied on the lawn or planted garden beds as it causes damage to these areas.
- The site must be left in a clean, tidy and safe condition.