Terms and Conditions of Hire – Picnic areas

Effective for bookings made from 06 February 2025

These Terms and Conditions of Hire, including associated approvals and fees, help Sydney Olympic Park Authority (SOPA) to maintain the amenity, environment and custodianship of Sydney Olympic Park (the ‘Park’) for all.

These Terms and Conditions apply to the hire and use of these picnic areas:

“Hirer” means the person or organisation hiring/booking and using a picnic area.

“Parklands Officers” are SOPA staff who supervise the Sydney Olympic Park parklands.

“Park User” means any person using the park, including Hirers and the Hirers’ invitees.

1. Included with hire

The Hirer has access and use of the hired picnic area as indicated in the Hirer's booking confirmation. SOPA will communicate to Park Users that a picnic area is hired by way of signage indicating the upcoming and current Hirer(s), and can give direction to other Park Users to vacate a hired picnic area.

Time of hire is inclusive of set-up and pack-down.

All other park areas and facilities (such as adjacent park BBQs, car parks, roads, paths, playgrounds, and toilets) are shared facilities. These cannot be reserved, and do not form part of the booking.

Hirers acknowledge that other unrelated activities (including events, site works, and road or area closures) may occur at the Park at the same time as booking dates, and may involve temporary closure or disruption to use of shared park facilities.

2. Payment & Confirmation

Bookings are not confirmed until full payment is made to SOPA and a confirmation is sent to the Hirer. Tentative bookings are not accepted, and enquiries regarding availabilities do not guarantee a booking.

SOPA staff may request proof of the Hirer and confirmation of the booking.

3. Cancellations, refunds, relocations, rescheduling

By the Hirer

Hirers acknowledge that the hired picnic area is in an outdoor setting.

Refunds are not payable for cancellations by the Hirer, including for weather conditions, unless SOPA closes the picnic area.

Hirers making a cancellation can receive a customer credit in the form of a promotional discount code (‘Promo Code’) under these conditions: 

All changes of location or date by the Hirer are to be made as a cancellation of the original booking, and a new booking made with any Promo Code supplied. 

Promo Codes expire 12 months after issue. New bookings are subject to the terms, conditions, fees and availabilities at the time of making a new booking. The value of a Promo Code may not match the cost of a future booking.

By SOPA

SOPA reserves the right to cancel or relocate any booking at any time with notice to the Hirer.

SOPA will attempt to relocate a booking before cancelling. Relocations by SOPA can be made to a similar alternate space in the Park, of similar value to the original booking, at no additional cost to Hirer. No monetary compensation will be payable to the Hirer. 

In the case of a cancellation of a booking by SOPA, and where a relocation option is not acceptable to the Hirer, payment will be refunded in full. No further compensation will be payable to the Hirer.

4. Access & vehicles

The hired space must not be closed off and access must be maintained at all times.

Motor vehicles, including motorbikes and trailers, may not travel beyond public roads and carparks.

The opportunity for vehicle access is included with the hire of the Education Shade Sail or Twin Shade Sails, only if vehicles are escorted and supervised by an authorised SOPA staff member. This assistance may be arranged for the purpose of delivery/set-down and pick-up only – vehicles and trailers cannot remain parked off road.

Hire of a picnic area does not include reservations for parking. All Park Users must observe signposted parking conditions. Sydney Olympic Park is a Restricted Parking Area – vehicles must park in marked bays only.

5. Vendors and Business Activities

The hired space is for use by the Hirer and the Hirer’s guests, and may not be used to supply, sell, solicit or advertise to other members of the public.

Third-party suppliers, vendors, businesses or organisations (who are not the Hirer), are not permitted to ‘add on’ to the booking. These include but are not limited to food and ice cream trucks, onsite catering providers, coffee carts, inflatable or mechanical amusements, and product demonstrations.

Exceptions are permitted for the following, which do not require approval:

• catering where only the food is delivered/brought in and the caterer is not operating at the Park.
• maximum one (1) person entertainer with portable equipment only (such as a costume performer or face painter).

In these cases, the activity is not to impact other Park Users.

6. Bringing your own BBQ

• Gas and charcoal BBQs are permitted. Gas bottles must be within test dates.
• Set up your BBQ in a clear area, 50 metres or more from play spaces. Use the hot coal bins provided.
• Always supervise your BBQ. Have water available.
• Collecting or burning of wood or kindling (sticks, leaves, foliage, etc) is not permitted. Barbecuing is not permitted within Newington Armory.
• When a Total Fire Ban is declared, bringing your own BBQ is not permitted. Park Users may use the BBQs provided in the parklands. Check ahead for forecasted hot or windy weather and on the NSW Rural Fire Service website (https://www.rfs.nsw.gov.au/).

7. Reporting incidents 

Upon arrival at the hire space, Hirers are requested to inspect the area and report any hazards, damage or litter to Parklands Officers on duty or via the contact details provided in the booking confirmation. Any incidents or accidents in the Park should also be reported as soon as possible to Parklands Officers.

8. Electricity

Electricity is not available for use in the park. Fuelled generators are not permitted.

9. Waste disposal

All rubbish (including, but not limited to, food waste, decorations, cigarette butts), must be removed at the conclusion of the hire period. Hot coals must be disposed of in dedicated hot coal bins and must not be left on the ground. Hot water, oil, fat, ice and dry ice must be removed from the Park and not disposed of within the Park.

10. Use of the Hire Space

Hirers accept that they are using the hire space at their own risk.

11. Damage to Hire Space

Hirers warrant to SOPA that they will not damage the hire space, and any adjacent area. Hirers agree that the hire space will be returned in a condition prior to the hire taking place.

If, due to the Hirer’s or its invitees’ activity, an area is damaged or not restored to the original condition, the Hirer agrees to pay all reasonable costs to SOPA to clean, repair, or undertake any other action to revert the damaged area to its original condition.

12. Rules and regulations

Hirers are responsible for complying with all laws relevant to their activity. Except where expressly approved in these Terms and Conditions or by SOPA through a permit or license, all Park rules continue to apply.

Hirers are to be aware:

Permitted with conditions

These items and activities are permitted in the Park:

Equipment and Structures

Picnic furniture, play equipment, portable shades/umbrellas that are designed for consumer/domestic use. Each item must not occupy an area larger than 3 metres by 3 metres. All items, especially shades/umbrellas, must be properly weighted. If using more than one shade/umbrella, they must also be at least 6 metres apart. Digging into the ground, including with pegs or stakes, is not permitted.

SOPA staff may give direction for an item to be dismantled if conditions in the Park (such as high winds) cause an item to be a potential hazard.

Any items placed outside the hired area is in shared space and may be directed to be relocated if they interfere with other Park Users.

Decorations

Decorations may be put on park shelters using only soft string or cord, and must be fully removed by the Hirer before departing. Attaching decorations using any other method (glue, tape, adhesives, nails, or pins) is not permitted. 

Domestic animals

Dogs must be on leash or in designated off-leash areas, and not brought into prohibited areas such as Newington Armory, mangroves, wetlands and waters. Assistance animals excepted. All other animals are not permitted.

Other activities

Certain activities require additional approval or permits, and are not included with a booking:

• Commercial filming and photography.
• Commercial team building, fitness instruction or other program delivery.
• Supplying, selling, soliciting or advertising to members of the public.

Permits for these activities are not guaranteed, may involve additional fees, and may be approved or refused in accordance with SOPA’s policies.

Not permitted

These items and activities are not permitted in the Park:

• Any activity that obstructs or interferes with the general use and enjoyment of public facilities and spaces.
• Animal-based amusements including petting zoos and pony rides.
• Inflatable amusements, jumping castles, and mechanical rides.
• Releasing or throwing of confetti, bio-confetti, rice, flower petals, balloons, paint dyes, powders.
• Releasing or feeding of birds, fish, butterflies or other animals. Wildlife may choose to gather or nest at a location, or be attracted to human food. Do not feed or disturb. Contact Parklands Officers for assistance.
• Furniture, equipment, decorations or items deemed by SOPA to be a risk of hazard to people or the environment.
• Sound which disturbs others or impacts wildlife, or which is excessive compared to background noise.
• Using party ‘poppers’, smoke cannons, fireworks, candles, bamboo torches, sparklers.
• Attaching any items to trees, shrubs, Park equipment, or Park structures (except as decorations of a shelter).
• Digging or putting objects into the ground, including pegs or stakes.
• Use or flying of drones.

13. Failure to Comply

Failure to comply with any of the Terms and Conditions of Hire, Park rules, or any reasonable direction by a SOPA representative, may result in immediate cancellation of the Hirer’s booking and the Hirer’s group may be directed to leave the Park.

If the Hirer’s booking is cancelled because of the Hirer failing to comply, all fees will be forfeited, and no refunds are payable. In addition, penalties can apply for breaches under the Sydney Olympic Park Authority Act 2001 (NSW) and other relevant laws.