Major Event Proposal Requirements & FAQs
If you are interested in hosting an outdoor public event in one of these precincts, please consider the following requirements to assist with the event approval process.
Major Event Proposal Requirements
If you are interested in hosting an outdoor public event in one of these precincts, please consider the following requirements to assist with the event approval process.
Event proposals are assessed and approved by the Trust based on suitability of the proposed event to the Trust’s annual event calendar, availability of the site, organiser’s event experience and reference checks. Hire fees are also determined based on the event proposal.
The Trust also encourages you to consider a wide range of operational planning to refine your event concept. This includes:
- Visit the Domain precincts to assist you in deciding on the best location for your proposed event. Please note - the Royal Botanic Garden Sydney is a place of passive recreation and approval will only be given to an event located in the Domain or one of our specially designated event sites.
- For guidance on your event requirements and the types of event related items you can reference: NSW Events Starter Guide.
Major Event Proposal Process
Once you have reviewed the Major Event Proposal Requirements above and selected an event site, an initial proposal should be provided to the events and venues team for assessment. All information is treated as commercial in confidence.
Your Event Proposal should include top-line details only at this stage:
- Date
- Site occupation period
- Type of event – event concept
- Operating Hours of event
- Sound Amplification times
- Summary of infrastructure
- Capacity
- Demographic
- Ticket price(s)
- Sustainability approach – Waste Management, Green energy, etc
- Examples of previous events produced or references.
Submit your event proposal to the Royal Botanic Garden Sydney: [email protected] or call us for further details on 02 9231 8111
The Royal Botanic Garden Sydney conducts an internal assessment based on the information provided and will contact you to offer advice, seek further information or arrange a meeting. If it is decided to progress an event, a more detailed proposal will be required. We will advise you on specific details required for this proposal.
Westpac OpenAir Cinema at Fleet Steps in The Domain. Top: 2023 WorldPride concert in The Domain Sydney; photo by Daniel Boud
Frequently Asked Questions
- Consider the Major Event Proposal Requirements listed above and ensure you visit your chosen site to see if it is suitable for your event.
- It is also recommended that consideration of carbon neutral strategies are deployed in relation to waste, power and catering as the Trust is committed to delivering events that support the RBG environmental policy.
- Additionally, RBG is committed to inclusive communities and requires events and services to be accessible to people with disability.
Contact The Royal Botanic Garden Sydney to discuss the suitability of your event concept on 02 9231 8111 or [email protected].
Contact The Royal Botanic Garden Sydney to check the availability of the location on 02 9231 8111 or [email protected].
Every event has different impacts and requirements and because of this we provide fee information after your proposal is approved.
The Trust is not fully funded by Government and is required to raise funds for vital scientific and horticultural research and to assist with our community education programs.
Income from public outdoor events supports these programs and therefore event fees cannot be waived.
Proposals should be received at least six months in advance of the event, preferably one year before in order to assure availability of your preferred site, time for the review process by the Trust and to notify key stakeholders of the event.
Depending on the complexity of your event, assessment of the proposal may take up to six weeks once all the relevant information has been received. However we will work with you to obtain all relevant information as soon as possible to provide you with a prompt response.
If your proposal is approved, the Trust will issue a Licence Agreement along with associated fees. The Licence Agreement will require detailed event management plans addressing each aspect of the event and how these will be managed on Trust lands.
Get in touch
For further information contact the events and venues team:
Ph: 02 9231 8111
Email: [email protected]