The Calyx event guidelines

Guest Access

Primary Entry: Morshead Fountain Gate on Macquarie Street

Note: Guest/wedding vehicle access via the loading dock is not permitted.

Pedestrian Access

Closest entry is via Morshead Fountain Gate (opposite the State Library of NSW). Guests will exit via the same gate. All guests must depart by midnight

Coaches

Drop-off/pick-up can occur at the Palace Gate bus stop on Mrs Macquarie’s Road. Parking is not permitted. Coach use must be pre-advised and is on a first-come, first-served basis

Ferry

Closest private ferry access is at Man O’War Jetty, approx. 15 minutes on foot. Circular Quay is about 10 minutes away on foot.

Taxi / Ride Share

Closest drop-off point: 157 Macquarie Street. Entry via Morshead Fountain Gate

Train / Metro

Nearest station: Martin Place (8-minute walk). Circular Quay and St. James stations are also nearby

How to get to the Calyx map

Supplier Access

Supplier vehicle access is restricted to loading/unloading and must be pre-approved. Onsite parking is limited and available by application. No equipment may remain overnight.

Supplier Details Required:

• Company name
• Contact person & phone number
• Items being delivered
• Bump-in/out times
• Loading dock access requirement

Google map link to Access Road entrance  

Mobility Parking Scheme permit holders may park for free at metered spaces on Mrs Macquaries Road. Two accessible parking spots are located at Access Road near Woolloomooloo Gate.

Accessibility Map

The Calyx is a climate-controlled space. The Exhibition Space climate control is adjusted to provide the optimal environmental conditions for the horticultural displays whilst the Foyer and Function Spaces are programmed for standard temperatures. These temperatures cannot be adjusted.

Male, female, and accessible restrooms 

Baby change facilities available onsite

Screens:

2 x 9-panel video walls (Function Spaces)

1 x 65” screen (portable)

Audio:

2 x wireless handheld microphones

Integrated venue speaker system

Wi-Fi audio control

Note: For live/amplified music, an external AV supplier is required

Bump-in/out must occur within contracted hours. All items must be removed post-event. Nothing may be left overnight.

All food and beverage services must be provided by Laissez-Faire Catering, the exclusive caterer.

No external catering permitted unless pre-approved in writing. Fees may apply. Menus subject to seasonal changes.

The venue will be cleaned before your event. Hirers must leave the site clean, with all items and waste removed by the end of the hire period. 

Must be free-standing – no attachments to walls, trees, or structures (including terrace framework)

Only cut flowers or foliage allowed (no soil or live plants)

Flower petals permitted but must be cleaned post-event

Items Requiring Approval:

Balloons: Must be weighted, not tied to trees/structures

Candles: Only enclosed, flameless or safety-approved candles on solid flooring

Hanging Structures: Use only rigging points rated to 60kg dead weight

All décor and materials must be removed post-event.

3 Weeks Prior to Event

Running order with key timings and formalities submitted

Supplier details confirmed, including delivery and pickup times

Finalised and approved floor plan

Public Liability Insurance (minimum $10M) provided by event hirer and all onsite suppliers

1 Week Prior to Event

Final payment for catering, security, and refundable bond due to the Botanic Gardens of Sydney

First aid kit and defibrillator are onsite. Rangers and security can assist with basic first aid.
For emergencies, call 000.

Only cut flowers/foliage are permitted. Soil, weeds, or potted plants are strictly prohibited.

All plant materials must be removed by the hirer post-event. 

The outdoor terrace with central grassed area is available with full venue hire. Access to the grassed area is weather dependant

Inclusions:

Rigging points (grey beams) for static displays (60kg max)

Coloured up-lighting options (exterior beams)

There is minimal furniture supplied at The Calyx. The following furniture and items are available for use for your event, subject to availability.

50 x black conference chairs

1 branded black lectern

8 wooden benches

It is the hirer’s responsibility to arrange all other necessary furniture for their requirements.

Use of lawn areas requires prior approval.

Plastic-backed coverings are not allowed on grass.

Event sites in the Royal Botanic Garden are all sensitive to excessive use. To assist with reducing damage and subsequently the cost and impacts of repairs, any events with an approved extended footprint beyond the built area of The Calyx and onto turfed areas, must use approved turf protection (e.g., Terratrak, Terraplas, Pro-Floor).

Outdoor heaters must comply with Australian standards and be:

Automatically shut-off if tipped

Switched off when not in use

The Calyx is a significant horticultural asset. Event staff, contractors and visitors are not to harass or feed aquatic life or birds, pick flowers, take cuttings of plants or otherwise damage animal or plant life. The green wall and floor display are significant assets of The Calyx. Extra precaution around these areas is necessary. Any damage to this could incur additional costs.

To protect the valuable living collections housed in‐ground at the Royal Botanic Garden and surrounding Domain, no living plants are permitted in soil whatsoever. Any plant item containing soil content is not permitted on site. 

The trees are among the most significant living and historical assets, and we are committed to their protection. Your co-operation in planning your event with this in mind is appreciated. Event infrastructure must be planned around the existing location of trees.

All internal areas are lit with dimmable down lights and track lighting. Externally, the terrace, grassed island and Calyx surrounds are lit with spotlights and coloured up lighting.

For any events taking place after-dark, the gardens has limited lighting available for guests to navigate their way on foot to and from The Calyx.

Any additional lighting will need to be organised by the event hirer. With pre-arrangement, event security can be booked to provide escorts to the exit gates.

One complimentary permit for Mrs Macquaries Road available (vehicle registration required)

Metered parking is available along Mrs Macquaries Road, Art Gallery Road and Macquarie Street.

The closest parking stations are as follows. Please refer to the Wilson Parking website to confirm their operating hours.

Parkhouse – 187 Macquarie Street
Sofitel Sydney Wentworth – 2 Bligh St
1 Farrer Car Park – 43 Philip St
Domain – St Marys Road

Note: No client/guest access to the loading area

3-phase and single-phase power available

All equipment must comply with Australian standards

Leads must be tested, tagged, and covered/protected

Calyx Electrical Plan

The following activities are prohibited at The Calyx (exemptions for these activities will not be granted):

• Live plants, weeds, seeds, or soil
• Animals (except guide dogs)
• Untethered balloons (for decoration &/or release)
• Bat and ball games 
• Confetti (including biodegradable)
• Fireworks / pyrotechnics
• Fires (including kerosene lamps and bamboo torches)
• Glitter
• Party streamers
• Release of any lanterns (biodegradable or otherwise)
• Rice (i.e. as wedding confetti)
• Signs affixed to trees or any existing structures
• Plastic backed mats or sheets on grassed areas
• Sparklers
• Interfering with garden beds

A Risk Management and Safety Plan must be developed, implemented and a copy provided to The Trust if requested. This includes a risk register as evidence that a thorough risk assessment, which identifies risks and provides a means of implementing and managing controls, has been conducted. This also includes emergency and evacuation plans.

All incidents (injury, damage, near misses) must be reported to The Trust within 24 hours. Serious incidents must be reported immediately.

A security guard is required for the duration of your event from the commencement of bump-in until the conclusion of bump-out. 
Minimum Requirements:

Up to 100 guests: 2 guards

Additional 100 guests: +1 guard each

Security will be arranged by the event coordinator and charged to the hirer

All promotional or branding signage must be internal to the event site, displayed only during site occupation times and not obviously visible to the general public from outside the site.

All signage is subject to approval with specific conditions applying to any event signage that do not meet the above conditions.

The hirer must provide a site plan detailing all infrastructure and proposed layout for each event to the event coordinator no less than 14 days prior to, and with final confirmation at least 2 working days before the event so planning for operational requirements and impacts can be considered and implemented. Site features at The Calyx need to be considered when developing the site plan for each event.

Smoking is prohibited inside the venue.

Cigarette butts must be placed in the receptacle provided in the designated smoking area outside the venue.

The Calyx is committed to the effective management of sound to minimise the impact of events on other visitors, users, and the local community.

Noise must not exceed ambient levels by more than 5dB (7PM–12AM) at the property boundary.

Ambient music (small groups or DJs) is preferred. Bagpipes, drums, or electric instruments may be permitted if compliant. 

Any temporary infrastructure, including marquees, must be requested in writing.

Freestanding structures must be erected in a manner which complies with Australian Standards and does not damage the ground or turf. All temporary structures must be correctly weighted, not pegged or staked into the ground. The bump in and bump out of infrastructure must be carried out under Trust supervision, and the area barricaded to be made safe for the public. Access for public and emergency vehicles must be maintained at all times. 

A site safety sign off certificate/documentation issued by a Level 1 accredited, independent Building Regulations Consultant, must be submitted to The Trust prior to the scheduled event opening time if required.

The Hirer must obtain copies of all structural certification on structures and certificates of qualification to erect such structures from contractors/ companies employed to do so.

Welcome to Country is delivered by Traditional Owners, or Aboriginal and Torres Strait Islander peoples who have been given permission from Traditional Owners to welcome visitors to their Country.

Welcome to Country and Smoking Ceremonies can be organised through The Metropolitan Land Council https://metrolalc.org.au/. They can be contacted on 02 8394 9666.

An Acknowledgement of Country is an opportunity for anyone to show respect for Traditional Owners and the continuing connection of Aboriginal and Torres Strait Islander peoples to Country.

All event related items need to be planned and installed with sufficient weighting to secure to the ground. The Trust requires a safe work method statement from the supplier with risk mitigation strategies in the event of high wind incidents (e.g. umbrellas, outdoor heaters, banners/flags, marquees, fence & scrim). If necessary, the event hirer must engage a Site Safety Sign Off to sign off on the event site at their own cost.

Guest Wi-Fi is available upon request. The password can be provided by your event coordinator.