Event Request Application Form

Botanic Gardens and State Herbarium Event Request Application Form

This form is to express interest in holding a public event at the Adelaide Botanic Garden, Botanic Park, Mount Lofty Botanic Garden and Wittunga Botanic Garden. This includes concerts, theatre performances, workshops, arts, nature-based experiences and cultural events.

Please complete this form and email BGSHevents@sa.gov.au to advise the form has been completed.

Please note a minimum of six weeks' notice is required for all event applications. For larger scale events, please submit your application as early as possible.

Please consider accessibility for your attendees when planning your event, the Adelaide Botanic Garden access guide can be found HERE.

Mission + Value

Our vision

Our vision is a community inspired to actively contribute to the sustainability of our world.

Through our work in realising this vision, the Botanic Gardens and State Herbarium of South Australia will be recognised as world-class in botanical sciences, collections and conservation, influential in leading changes in humanity, and a creative and collaborative institution that advances thinking through experimental approaches.

Our mission

Our mission is to build an understanding and appreciation of the botanical world.

We manage living, cultural and preserved collections and use our science and research to improve understanding of the botanical world.

Our science is vital to support our community’s resilience and sustainability, and it underpins evidence-based decisions that inform effective legislation, policies, education, management and land use practices.

We engage with the wider community to share stories about plants and enhance understanding and appreciation of the importance of plants in sustaining life, and as a key part of cultural identity. Our places provide unique experiences and learning opportunities for visitors, and create an urban oasis of peace and tranquillity.

Organiser's details

First Name *

Last Name *

Email Address *

Contact number *

Organisation name *

Contact's job title *

Organisation address *

Street address *

City *

State *

Postcode *

Other (please specify)

Australian Business Number (ABN) *

Website and social mediaPlease provide us links to social media such as Facebook, Instagram, Youtube, etc

I acknowledge that holding an event at a Botanic Gardens and State Herbarium site will incur a costs, dependent on the event requirements. *

Event details

Event type: Other - please specify *

Adelaide Fringe: What Category is your show? *

Name of proposed event *

Event start date *

Event end date *

Event start time *

Event end time *

Is this event during Garden opening hours? *

YesNo

Please check the website for current opening hours

Bump-in date *

Bump-out date *

Bump-in times *

Bump-out times *

Has this event been held before? *

YesNo Other

Please provide more information *

Which Garden/Park would you like to hold you event at? *

Adelaide Botanic GardenBotanic ParkMount Loft Botanic GardenWittunga Botanic Garden

Location of proposed event *Please describe where within the Garden/Park you wish to hold the proposed event; maps can be found on the website.

Event purpose * Brief description of the organisation, including its purpose and background. If you are putting on the event as an individual, please provide a brief biography and details on your experience in holding an event such as this.

How come you would like to hold this event at one of the Botanic Gardens and State Herbariums Gardens/Parks? *

How does this event align to the Mission and Values of the Botanic Gardens and State Herbarium? *

Please describe your past experience in producing and hosting events *Years of operation, festival / venues you have worked, any awards you have won or been nominated for, sales % or sell out seasons

How is the event being funded? *

Total capacity for the event *

Projected attendance for the event *

Is there a ticket price for people to attend? *

YesNo - it is a free eventNo - it is a free event and will be ticketed

How much will tickets be? *

Who is the target audience? *

How have you considered access and inclusion for your event? *

Access and inclusion guides / toolkits for your event planning:
Adelaide Botanic Garden Accessibility Guide
Accessible and Inclusive Community Events Toolkit
Government of South Australia Online Accessibility Toolkit

Event logistics

How many staff / volunteers will be onsite for this event? *

What are their roles? *

Do you or any of your team have access considerations for scheduling and venue requirements?

YesNoOther

Access - please specify

Will vehicle access be requested for bump in and/or bump-out *

Yes No

Will there be a First Nations Smoking Ceremony held for your event? *

YesNoMaybe

Will there be any entertainment at the event?

YesNo

Please provide details (entertainment) *

Will there be any permanent or semi-permanent structures as part of the event? *

YesNoMaybe

Please provide details (structures) *

Please describe the infrastructure and equipment that will be used *

Will there be any sound equipment? *

Will there be any lighting at the event? *

Will there be any signage, banners, wayfinding or markers of any kind placed through the Garden/Park during your event? *

Does the event require access to power? *

YesNo

Please provide more details (power) *

Does this event require access to water? *

YesNo

Please provide more details (water) *

Will there be any third-party contractors required on-site for bump-in, bump-out or during the event? *

YesNoUncertain at this stage

Please note all contractors will be subject to a site induction

Please upload any site maps, runsheets or operational documents that may help support your request

Browse

I agree that if the event is approved I will be able to supply a risk assessment and any other documentation for specific activity such as a Job Safety Analysis and Liability Insurance for specific activities carried out by third party contractors will be provided. *

Food and beverage, retail, services provided

Will there be a bar at the event? *

YesNoUncertain at this stage

Please provide details for the bar

Will there be any catering at the event? *

YesNoUncertain at this stage

Please provide details including what kind, who will supply, how many outlets, etc

Will there be any merchandise sold at the event? *

Yes NoUncertain at this stage

Yes - please specify the type of merchandise

Will there be any other type of stallholder(s) at the event?

Yes NoUncertain at this stage

Yes - please specify these stall holders

Marketing and promotion

Other promotion - please specify

Please detail your marketing plan *Are you using a publicist, social media management or paid advertising?

Please provide an example of your website copy for this event (maximum 250 words) *

Please upload any images of your event or marketing collateral, if available

Browse

Such as hero images, posters, social media posts, example media release

I acknowledge that all marketing will need to adhere to the Botanic Gardens and State Herbarium marketing guidelines *

Supporting Documents

Do your staff and volunteers have valid and non-prohibited Working with Children Checks? *

Yes No - willing to obtain

Working with Children Check Unique ID

Working with Children Check Issue Date

Do you have Public Liability Insurance (no less than $20 million)? *

Yes No - willing to obtain

Please note this is a requirement for any event held at a Botanic Gardens and State Herbarium site. Such policy of insurance must provide cover of no less than the amount of twenty million dollars ($20,000,000.00) for any one occurrence.

Certificate of Currency

Browse

Please upload any other supporting documents

Browse

Save and Complete Later