Hold a function at the gardens

You can apply to hold an event or a function such as a wedding at the George Brown Darwin Botanic Gardens.

Events other than yours, both community-based and individual, may be held on the same day.  Every effort will be made to run these harmoniously.

How to host a function

You must follow all of these steps to hold a function at the gardens: 

Step 1. Choose a venue

Step 2. Choose a date.

Step 3. Contact the events coordinator to check availability of the venue. 

Documents you will need

You can download forms or get them from an events coordinator. There are different forms for private citizens and for companies. 

Private citizens

Fill in the following forms to hold a function at the gardens: 

Private companies

Fill in the following forms to hold a function at the gardens: 

If you will have liquor at your function you must also fill in this form:

Alcohol in the gardens

If you want to sell alcohol at your function find out how to apply for a temporary liquor licence.

Submit your forms

Submit your forms in person to the events coordinator or by email or mail. 

Phone (08) 8999 4433 for more information. 

Email

botgardens.darwin@nt.gov.au

Mail

Events coordinator
George Brown Darwin Botanic Gardens 
Geranium Street
GPO Box 1448
Darwin NT 0801

In person

Holtze House, use the Geranium Street car park entrance, walk down the path and turn right at the curation and technical services sign. 

After you submit forms

It can take up to three working days to approve an application for a function. 

You will be contacted if your permit application is successful and you will need to pay the permit fee immediately by the methods listed above. 

Your booking is confirmed only when your permit fee is received and you have signed authorisations for your bond and credit card.

Function conditions

There are conditions you must follow for your function at the gardens. You must not disturb native vegetation and wildlife. 

Your event and hire companies, if used, must be aware that they are bound by all permit conditions.

Your booking is for the specific function you have selected - you are not allowed exclusive use of the gardens.

Equipment

Any portable amenities you use such as cool rooms, dance floors, marquees or extra lighting must be compliant with regulations. 

You should not use stakes or star pickets if possible - ask the events coordinator for more information. 

You must follow all of these equipment rules:

  • keyed areas must be locked and bollards reinstated at the end of your function
  • keys and taps must be returned within two days of your function finishing
  • fireworks, confetti, and tall fire lamps are not allowed
  • do not empty ice on the grass as this harms the grass
  • you can use moderate amounts of rice, bubbles and flower petals to celebrate.

Hours of use and cleaning 

You must follow all of these rules for hours of use and cleaning: 

  • site fees are for a 12-hour period but some set ups and pack ups need more time - additional fees may apply
  • loud noise or music must end at midnight on weekends, 10pm on weekdays
  • keep noise levels low as people live nearby
  • the grounds must be vacated by 1am when the main gate will be locked - unless negotiated otherwise
  • you must remove all items and clean up after your function or money could be deducted from your bond authority
  • if your site is not clean by 7.00am the following day, the cleaning cost will be taken from your bond.

Fees

Your site fees include all of the following costs: 

  • electricity supply where available
  • electricity splitter box and cable cover if needed
  • water supply where available
  • site tidying prior to your event
  • lawn maintenance and preparation, including sprinkler isolation
  • main gate closure
  • booking and planning.

Go to function areas for site fees.

Corporate or major event fees are by negotiation. 

You must pay site fees to secure your booking. 

You can pay by: 

  • Visa or Mastercard - the only credit cards accepted
  • cash
  • cheque payable to Park and Wildlife Commission - George Brown Darwin Botanic Gardens.

There are no fees for community events as long as they don't have an entry fee for guests. 

How to cancel a booking

You must contact the events coordinator immediately to cancel your booking. 

You will need to fill in a secure vendor form to cancel a booking. 

Your site fee can be refunded electronically up to six months before your event if you give notice of cancellation. 

When your bond is deducted

You must pay fees from your bond for any of the following: 

  • you left the area untidy and left rubbish behind
  • you did not clean rubbish up by the time frame state on your application
  • damage to property or the area. 

Temporary dance floors

You must talk to the events coordinator about setting up a dance floor. Your dance floor should be the last thing set up, after 4pm. 

Staff or decorators need to know about these conditions. 

Parking

Talk to the events coordinator about the best parking for your function. 

Parking is available at the following areas:

  • Geranium Street entrance, off Stuart Highway
  • Gardens Road entrance off Gilruth Avenue
  • overflow parking at Mindil Beach car park near the Gilruth Avenue traffic lights.

When the gardens are fully booked

Bookings for the gardens and amphitheatre may affect your function.

The amphitheatre may be fully booked over August for the Darwin Festival, and on the first Sunday of December for Christmas carols.

If the amphitheatre is being used it may still be possible to use Holtze Lawn or the Secret Moonlight Garden.

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Last updated: 17 October 2017