Wild Birthdays terms and conditions

Payment for a minimum of twelve (12) children for a weekday booking and fifteen (15) children is required at the time of booking with final numbers and payment received 3 working days prior to the party date. The total payment is based upon the confirmed numbers and no refunds will be given. No additional children may be included without prior notification.

Cost is charged at $20 per child for a picnic area and $25 per child for Caley’s Pavilion Patio. There is a minimum booking fee of 12 children (weekdays) or 15 children (weekends and public holidays).

Wild Birthday Party sessions run from 10am-11.30am, 1pm-2.30pm, 4pm-5.30pm and 7pm-8.30pm if a booking is required outside of these set sessions (out of hours party), the price per child is increased to $25 – this option is only available for Picnic Areas.

The parents of the birthday child (hirer) maintain responsibility for all children, adults and guests attending the party. The ranger will lead the party activities, however the hirer must remain with the party for the duration. Once the party concludes the hirer is responsible for any children who have not been collected by their parents.

The ranger-led program will commence promptly at the time specified during the booking. It is the host’s responsibility to ensure all the guests are present in time to begin. We would suggest inviting the guests to arrive a minimum of 15 minutes prior to the start time.

All of the programs are based outdoors. Guests should be dressed appropriately for the conditions, including practical walking shoes and hats, sunscreen or raincoats depending on the weather conditions.

At least one adult is required to accompany the ranger at all times during the program.

The Birthday Party program will be discussed with the host prior to the booking date. The content of the program will be determined by the Wildflower Garden ranger and will be tailored to the group and the outdoor conditions on the day of the party.

Please advise of any allergies or special needs of the birthday child and guests at the time of confirming numbers of guests.

Facility

Hire of the selected facility is included in the cost of your party for 15 minutes prior to and after the party program for setup and pack down purposes. Your bump in time and bump out time are included above.

It is the responsibility of the hirer to vacate the venue at the conclusion of their scheduled hire time to ensure the next hirer is not inconvenienced.

The party facility is to be left in a clean and tidy state after the conclusion of the hire. Tables, chairs and other furniture are to be returned to their original locations. Please be aware that the Wildflower Garden is a community venue and other unrelated activities may be happening in the area concurrent to your booking. Ku-ring-gai Wildflower Garden is open from 8am-5pm Monday-Sunday. The main gates close at 5pm sharp. It is the responsibility of the hirer to be offsite by this time to prevent a gate reopening fee being incurred. For parties concluding after 5pm, guests will be given 30mins to vacate the Wildflower Garden.

Any maintenance issues should be directed to the venue on (02) 9424 0353.

Caley’s Pavilion Patio Area- The booking of the Patio Area is for use of the undercover external space only. This area contains tables, chairs, power points, a barbecue area and commercial kitchen. It does not allow exclusive use of the Caley’s garden. If the kitchen is used, it must be cleaned per the display cleaning schedule including emptying of bins. The interior of Caley’s Pavilion can be hired for an additional fee. This is subject to additional terms and conditions.

Lamberts Clearing Picnic Area-bookings are for the use of the shelter space and includes picnic tables and barbecue area. This area does not have direct vehicle access. The nearest onsite parking is a 200m walk from the picnic area.

Dampier’s Clearing Picnic Area bookings are for the use of the shelter space and includes tables, chairs, power point, a sink and barbecue area.

Bidwill’s Clearing Picnic Area bookings are for the use of the shelter space and includes picnic tables, a sink and barbecue area.

Decorations - The hirer is permitted to attach temporary decorations to fixed structures (not trees or heritage structures) within the hire area. These must be completely removed by the conclusion of the hire period, including attachments such as tape or string. As part of Ku-ring-gai Councils focus on sustainable events balloons, confetti, party poppers and piñatas are not permitted. Please see our Sustainable Event Guide document for further details.

Waste rubbish must be disposed of in the general and recycling bins provided. If the bins are insufficient, excess waste must be removed by the hirer. Loose rubbish or bagged waste left by the hirer will incur an additional charge.

Fees and payment

Birthday parties are charged according to Council’s adopted fees and charges, and are subject to change without notice. Payment will be accepted by credit card, cash or cheque made out to Ku-ring-gai Council. Payment for a minimum of twelve (12) children for weekday bookings and fifteen (15) children for weekend and public holiday bookings is required at the time of booking.

For children 5 years and under, a maximum of 25 children may participate in the activity program.

For children 6 years and over, a maximum of 29 children may participate. An additional ranger can be booked for a group of up to 50 children aged 6 and over (minimum payment of 30 children). 

The booking will be confirmed by Council once the minimum payment is received. Payment for additional participants must be made prior to the commencement of the party.

A birthday party booking should not be considered confirmed until confirmation paperwork has been received. Clients are advised not to send invitations or make other arrangements before this time.

Cancellations and changes to bookings by client

Should the hirer cancel a confirmed booking, an administration fee of $11.00 will be charged by the Council. If more than fourteen (14) days notice is given 75% refund of deposit paid.

If fourteen (14) days notice or less is given, the minimum payment will be retained.

Changes to a confirmed booking must be made in writing to kwg@kmc.nsw.gov.au and may incur an administration fee.

A booking cannot be cancelled due to wet weather.

Refund requests will be processed via cheque payments only. 

Cancellations and changes to bookings by Council

Ku-ring-gai Wildflower Garden reserves the right to cancel or relocate this booking at any time due to inclement weather, unsafe conditions, maintenance or total fire ban. The hirer hereby agrees and acknowledges the Garden will not be liable for any direct or indirect loss the hirer may suffer. No further compensation will be payable.

Public liability

The hirer will indemnify Council for all loss of, or damage to, property of Council and against any claim, demand, action, suit or proceedings that may be brought against Ku-ring-gai Council or its employees in respect of personal injury, or death of, an person, or loss of or damage to, property whatsoever, arising out of, or as a consequence of, the hirer’s use of the premises.

Conduct

The host is responsible for the conduct of each person in attendance at the party, and for the preservation of good order. The ranger retains the authority to alter or conclude the program at any time should the conduct of the participants constitute a risk to the safety of any individual. The host will be liable for any damages incurred to the facility during the party as a result of the misconduct of their guests.

Conditions of Hire under COVID-19 for Wildflower Garden and St Ives Showground

The hirer and attendees must comply with the latest NSW Public Health Order and State Government Guidelines regarding COVID-19 and social distancing at the time of the booking taking place. Further information can be found on the Department of Health website and you can view the latest Public Health Order here.

• Your group must not exceed a total of 50 people including ranger/s running the program.
• Your group is to maintain a safe social distance from any other group or the general public utilising the venue.
• You are required to provide your group with appropriate sanitisation materials and please sanitise any Council equipment that you may use before leaving the site.
• All attendee names and contact details are to be recorded at the time of booking and are to be held for a period of 28 days to ensure contact tracing if required.
• This booking is confirmed under the current State Government Guidelines. If Guidelines are amended or changed this may impact your venue hire.