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 the Arc of Pines at Bicentennial Park for wedding ceremonies.
“Hirer” means the person or organisation hiring/booking and using the Arc of Pines for the purpose of a wedding ceremony.
“Parklands Officer” are SOPA staff who supervise the Sydney Olympic Park parklands.
“Park User” means any person using the park, including Hirers and the Hirers’ invitees.
A Wedding and Special Occasion Photography Permit for use around the Park is included with a purchase of an Arc of Pines Wedding booking. Separate Terms and Conditions apply.
1. Permitted items and activities
Hirers should discuss with SOPA before confirming their booking to ensure the Arc of Pines site is suited to proposed use.
Permitted
- Maximum capacity 200 people.
- Chairs (up to 100), tables, lectern.
- Bridal party vehicles up to 3 cars; or up to 2 cars and 3 motorbikes.
- Floristry, decorations, arbour, carpet/rugs, up to 1 portable marquee/shade (maximum size 3 metre x 3 metre in area). All items must be properly weighted. Digging into the ground, including with pegs or stakes, is not permitted. No items may be attached to trees, shrubs, or Park structures.
- Portable PA/speakers, musician/performer – sound levels must be contained within site and directed away from Lake Belvedere.
- Handheld or toy bubble blowers. Liquids must not be poured out.
- BYO pre-made food and drink, or catering where only the food or drink is delivered to/brought in by the Hirer and the caterer is not operating at the Park.
Not permitted
- Use or flying of drones.
- Stages or platforms.
- Bringing in soil, potting mix, or other organic matter.
- Releasing or throwing of confetti, bio-confetti, rice/grains, flower petals, balloons, paint dyes, powders, streamers.
- Releasing or feeding of birds, fish, butterflies or other animals.
- Any fire, smoke or pyrotechnics.
2. Included with hire
The Hirer has access to, and use of, the Arc of Pines as indicated in the Hirer's booking confirmation. SOPA will communicate to Park Users that the area is hired by way of signage indicating the upcoming and current Hirer(s), and can give direction to other Park Users to vacate the area.
Time of hire is inclusive of set-up and pack-down.
Vehicle access
Four (4) car parking spaces near the Arc of Pines are reserved for the Hirer for delivery/drop-off, pick-up and priority vehicles.
Vehicle access onto pathways up to the entrance of the Arc of Pines, for delivery/drop-off and pick-up, is permitted under the escort and supervision of authorised SOPA staff.
Parklands Officer assistance
A Parklands Officer dedicated to the location is provided for the duration of an Arc of Pines booking, who can provide vehicle escorts, directions and wayfinding. Parklands Officers have additional obligations and may be required to respond to nearby priority matters unrelated to the Hirer’s booking, if they arise.
Other facilities
All other park areas and facilities (such as 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.
3. Insurance
The Hirer is to ensure and warrants that all their suppliers have current broadform liability insurance covering each claim for not less than $20 million per occurrence and in the aggregate, in connection with or arising out of the supplier’s activity.
Suppliers must be able to provide a copy of their insurance Certificate of Currency to SOPA if requested by SOPA.
4. 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.
5. Cancellations, refunds, relocations, rescheduling
By the Hirer
Hirers acknowledge that the Arc of Pines is in an outdoor setting.
Refunds are not payable for cancellations by the Hirer, including for weather conditions, unless SOPA closes the Arc of Pines.
Hirers making a cancellation can receive a customer credit in the form of a promotional discount code (‘Promo Code’) under these conditions:
| Cancellation conditions | Value of Promo Code |
|---|---|
| Cancel more than 6 months before the booking date. | 75% of original booking fee. |
| Cancel between 6 months to 28 days before the booking date. | 50% of original booking fee. |
| No cancellations are available less than 28 days to the booking date. | |
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.
All Arc of Pines bookings must be made at least 28 days in advance, whether new or rescheduled.
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.
6. 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 – except for vehicles 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.
Except for the four (4) car parking spaces included, additional parking reservations are not included. All Park Users must observe signposted parking conditions. Sydney Olympic Park is a Restricted Parking Area – vehicles must park in marked bays only.
7. Using additional suppliers
The Arc of Pines is for use by the Hirer and the Hirer’s guests for the purpose of wedding ceremonies, and may not be used to supply, sell, solicit or advertise to other members of the public.
Hirers are to provide SOPA with a completed ‘wedding ceremony briefing’ no later than 28 days prior to the booked ceremony date, specifying details of all their suppliers coming to the Park, for approval.
Types of suppliers normally approved are celebrant, florist, decorator/stylist, musician, photographer/videographer, furniture hire, and vehicle hire operator.
Suppliers that will not be approved include, but are not limited to, drone operators, food and ice cream trucks, onsite catering providers, coffee carts, inflatable or mechanical amusements, and product demonstrations.
8. Reporting incidents
Upon arrival at the Arc of Pines, 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.
9. Electricity
Electricity is not available for use in the park. Fuelled generators are not permitted.
10. 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.
11. Use of the Arc of Pines
Hirers accept that they are using the Arc of Pines at their own risk.
12. Damage
Hirers warrant to SOPA that they will not damage any area of the Arc of Pines, 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.
13. 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:
Equipment and Structures
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 requested to be relocated if they interfere with other Park Users.
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.
Not permitted
These items and activities are not permitted in the Park:
- Use or flying of drones.
- 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.
- Digging or putting objects into the ground, including pegs or stakes.
14. 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.
15. Arc of Pines hire area map
