|
|
Introduction
| 1. |
The
grounds of Government House may be made available, at the
Governor's discretion, for charitable and community events.
They are not made available for hire, or for use for commercial
purposes. Those wishing to use the grounds should write to
His Excellency the Governor formally seeking permission. |
|
|
| 2. |
It
is generally accepted that His Excellency will be asked to
provide a brief welcoming address for all functions conducted
in the grounds of Government House. |
Top
General
| 3. |
Once
permission has been granted, a conference between the organisation's
representative and the Official Secretary or Functions Officer
will be held well in advance to ratify the details. More detailed
running sheets on the function are required at least 2 weeks
prior to the event. |
|
|
| 4. |
Functions
tend to be garden parties held on a weekday. To prevent damage
to lawns, tentage may not be left standing over a weekend. |
|
|
| 5. |
Functions
normally will not exceed two hours in duration, although guests
may be admitted to the grounds from a designated time prior
to the start of the function. Guests are expected to leave
promptly at the conclusion of the function. |
|
|
| 6. |
Cost
to public funds is to be restricted to reasonable electrical
power and water requirements. Staff support will not be provided
by Government House other than as advised by the Official
Secretary. The organisation arranging the function must meet
the cost of repairing any damage (eg to lawns or irrigation
equipment) caused by its agents, employees or guests. |
|
|
| 7. |
Requests
for the display of signs, including commercial signs, should
be discussed with Government House staff. Generally, only
discreet signs within marquees will be permitted. Labels and
logos on tentage, vehicles and equipment will be considered
on a case by case basis. It is not generally permitted for
promotional material to be distributed within the grounds. |
|
|
| 8. |
A
draft copy of invitations or any advertisement for the function
must be submitted to Government House for approval prior
to release. In addition, background information for His Excellency's
welcoming address (or a draft) is to be submitted to the Official
Secretary at least two weeks in advance of an event. |
|
|
| 9. |
All
protocol matters, including detailed arrangements for Vice-Regal
attendance at the function, are to be submitted to the Protocol
Office and approved by the Official Secretary. |
Top
Responsibilities
of Government House
| 10. |
All
possible assistance will be given in the planning stages by
the Functions Officer. |
|
|
|
| 11. |
The
following specifically will be provided by Government House:
|
|
a. |
Limited
car parking for the staff organising the function. (Details
of requirements are to be provided by the organisers.) |
|
b. |
Water
and reasonable electrical power. |
|
c. |
Limited
signs and barriers to facilitate traffic control. |
|
d. |
Advice
from gardeners re location of irrigation lines. |
|
e. |
A
staff member of Government House will be on duty in the House
at all times when functions are underway, and may be contacted
in case of an emergency or other special need by ringing the
back (courtyard) door bell. |
|
|
|
| 12. |
|
Government
House staff will facilitate co-ordination between organisations
sharing facilities on successive days. |
Top
Responsibilities
of Organisation
| 13. |
The
organisation concerned is to ensure that: |
|
a. |
Total
attendance is not more than 2,000 people. |
|
b. |
Admission
is by invitation or by ticket if a charge is made, which must
benefit a non-profit organisation; the cost and manner of
sale of tickets is to be determined by the organisation concerned
in consultation with Government House. |
|
c. |
Staff
of the organisation are located at the entrance gates from
the time they are opened until all guests have departed, to
control access and collect tickets. |
|
d. |
Movement
by the public is confined to the immediate area of the function.
|
|
e. |
Sufficient
tentage is provided for emergency shelter for all guests and
staff in the event of rain. |
|
f. |
The
stores necessary for the function (such as chairs, tables,
crockery, cutlery, glassware, cooking equipment, lights, amplification
and electric cables ) are provided. |
|
g. |
Refrigeration
for drinks and food is provided. |
|
h. |
Toilet
facilities sufficient for the number attending are provided
(including provision for people with disabilities and the
provision of lighting if after dark). |
|
i. |
Rubbish
disposal facilities are provided. In this regard, food waste
is to be removed from the premises immediately following the
event. Separate facilities are to be provided for glass containers,
and the lawns are to be left clear of any debris. |
|
j. |
All
tentage and stores are removed on the day of or on the day
after the function, except where they are required for another
function the following day. |
|
k. |
First
aid cover is provided. |
|
l. |
A
responsible officer of the organisation is present at all
times when stores are being delivered or returned, during
the event, and when any other work is being done. That
person must liaise with Government House gardeners, supervise
the installation and erection of equipment and facilities
and ensure the protection of the lawns and gardens, i.e. |
|
|
• |
before
erecting tentage, liaise with Government House gardeners who
will indicate the location of irrigation lines, |
|
|
• |
prevent
any vehicles driving on lawns, |
|
|
• |
ensure
that trees are not damaged by high vehicles, |
|
|
• |
prevent
damage to edging by the movement of vehicles, and prevent
damage to the underground irrigation system, |
|
|
• |
ensure
that no ice, boiling water or any other liquids are poured
onto the lawns. (They very quickly burn off the grass.) |
|
m. |
Proof
of appropriate insurance cover is provided; in particular:- |
|
|
• |
effective
Public Liability cover is included with a "Goods Sold" extension
where necessary, |
|
|
• |
the
interests of the Government of South Australia are to be noted
in respect of the function, |
|
|
• |
where
liquor is to be sold or consumed, a copy of a Liquor Licence
is provided to Government House. |
Top
Agreement
If you wish you can download the guidelines including a Checklist, Schedule and form of Agreement with Government House. This includes a map of the grounds for information.
Alternatively, you may request a copy of the relevant documents from Government House, telephone 8203 9800 or email governors.office@saugov.sa.gov.au
Government House Use of Grounds
size: 409kb
Top
|
|
