Working Together to Create Exceptional Celebrations

At Bundaleer Rainforest Gardens, we welcome the talented wedding professionals who help bring each couple’s vision to life.

We understand that every celebration is unique, and couples are welcome to engage their preferred suppliers to personalise their wedding experience.

Set within four acres of established rainforest gardens, Bundaleer offers a distinctive natural environment for weddings and private celebrations. To preserve the beauty of our surroundings and ensure every event runs smoothly, we have established the following Supplier Guidelines & Terms and Conditions.

These guidelines provide important information about venue access, deliveries, setup arrangements, equipment, safety, environmental considerations and supplier responsibilities.

Our aim is to create a welcoming, professional and well-coordinated environment where everyone can work confidently and efficiently.

We kindly ask couples to share these guidelines with all their chosen suppliers well before their wedding day.

All suppliers are required to familiarise themselves with and comply with the following conditions when attending Bundaleer Rainforest Gardens.

Thankyou.

 

1. Supplier Engagement & Responsibilities

Bundaleer welcomes independent wedding and event suppliers, including celebrants, photographers, videographers, florists, stylists, entertainers, DJs, cake designers, equipment hire companies and other approved service providers.

Unless otherwise expressly agreed in writing, external suppliers are engaged directly by the couple or event organiser and operate independently of Bundaleer.

Each supplier is responsible for:

• Providing the goods and services agreed upon with their client.
• Maintaining appropriate qualifications, licences, permits and insurance.
• Supplying the personnel, equipment and resources required for their services.
• Ensuring their employees and contractors work safely and professionally.
• Complying with applicable laws, regulations and venue requirements.
• Completing their services, setup and removal within approved timeframes.

While our experienced Wedding Team will coordinate the overall flow of the celebration and assist with venue-related arrangements, Bundaleer does not manage, supervise or guarantee the performance of independently engaged suppliers.

Any concerns relating to a supplier’s services, quality, delivery or contractual obligations should be addressed directly with that supplier.

2. Venue Access & Arrival Arrangements

Bundaleer is a private, exclusive-use wedding venue. To protect the privacy of our couples and maintain the security and presentation of the property, all supplier access must be arranged and approved in advance.

Standard supplier access commences from 11:00 am on the wedding day, unless an alternative arrangement has been confirmed by Bundaleer in writing.

Suppliers must:

• Confirm their arrival, delivery and setup arrangements before attending.
• Arrive within their approved access window.
• Use designated parking, unloading and access areas.
• Follow directions provided by Bundaleer’s team.
• Remain within approved areas of the property.
• Ensure all deliveries, installations and collections are completed within agreed timeframes.

Earlier access, including day-before deliveries or setup, is subject to availability and must be approved in writing.

Please note that Bundaleer’s grounds and operations team may still be completing cleaning, gardening, mowing, maintenance and other venue preparations during approved setup periods.

For everyone’s safety, suppliers must remain clear of machinery, maintenance activities and any temporarily restricted areas.

Access is not permitted during another wedding or private event, or outside confirmed access arrangements.

As the property is secured and alarmed outside operating hours, unannounced visits, deliveries and collections cannot be accommodated.

3. Deliveries, Setup & Equipment

Suppliers are responsible for providing everything necessary to deliver and complete their services professionally and safely.

This includes all required staff, transport, tools, installation materials, handling equipment and other resources.

Suppliers must make their own arrangements for:

• Unloading and transporting their equipment and materials.
• Assembling, installing and positioning their items.
• Providing any specialised equipment or handling assistance.
• Safely securing their installations.
• Packing down and removing their equipment after the event.

Bundaleer’s team will assist with approved venue access and orientation where required. 

Setup, installation, styling and pack-down assistance for externally supplied items is not included in venue hire.

Any assistance or facilities required beyond standard venue access must be discussed and approved before the event.

4. Power, Electrical Equipment & Utilities

Suppliers must confirm any electrical or utility requirements with Bundaleer before the event.

Access to power is subject to the availability, location and capacity of suitable outlets and cannot be guaranteed for every supplier or installation.

Where electrical access is approved, suppliers are responsible for:

• Providing suitable extension leads, power boards and electrical equipment.
• Ensuring equipment is maintained, safe and compliant with applicable Australian Standards.
• Meeting any legally applicable electrical inspection and testing requirements.
• Managing electrical loads safely.
• Protecting cables and connections from moisture, weather and accidental damage.
• Keeping walkways, emergency exits and guest areas free from electrical hazards and trip risks.

Suppliers must not overload outlets, interfere with existing electrical infrastructure or modify venue facilities.

Bundaleer reserves the right to disconnect or prohibit electrical equipment where there are reasonable concerns regarding safety, electrical capacity or compliance.

Any specialised power supply, refrigeration, water connection, audio-visual equipment or other operational requirement must be arranged and approved beforehand.

Unless expressly confirmed, suppliers should not assume that venue equipment or facilities will be available for their use.

5. Respecting Our Gardens & Property

Bundaleer’s established rainforest gardens, lawns, trees and surrounding natural environment are an important part of the experience we offer.

We ask all suppliers to take reasonable care when delivering, installing and removing equipment to help protect the property and preserve its presentation for future celebrations.

Suppliers must:

• Protect lawns, pathways, landscaping, buildings and fixtures from damage.
• Avoid dragging heavy equipment across lawns, floors or paved surfaces.
• Use appropriate protective materials where necessary.
• Keep garden beds, irrigation systems and landscaped areas undisturbed.
• Avoid obstructing pathways, entrances, exits or access routes.
• Obtain approval before installing or attaching items to any existing structure.

No drilling, nailing, stapling, permanent fixing or potentially damaging attachment to trees, buildings, furniture or venue infrastructure is permitted without written approval.

Heavy installations, staging, portable dance floors, vehicles and other substantial structures are not permitted on grassed areas.

Larger installations, decorative structures, arbours and specialised equipment must be discussed with Bundaleer in advance.

Decorations & Restricted Items

To protect the venue, its surroundings and the safety of guests, the following are not permitted:

• Manufactured confetti, including biodegradable or water-soluble products.
• Fireworks.
• Fire pits.
• Unenclosed candles.
• Smoke machines within indoor venue spaces.
• Drum kits.

Natural flower petals are welcome as a confetti alternative.

Candles are permitted when fully enclosed within suitable glass holders, lanterns or other protective containers.

Any installation involving unusual materials, special effects, significant weight or additional structural support requires prior approval.

6. Workplace Health & Safety

The safety and wellbeing of everyone attending Bundaleer is important to us.

All suppliers must carry out their activities in accordance with applicable workplace health and safety legislation, including the Work Health and Safety Act 2011 (Qld) and relevant regulations.

Suppliers are responsible for managing the risks associated with their own work, equipment, employees, contractors and installations.

This includes taking reasonable precautions relating to:

• Manual handling and lifting.
• Electrical equipment.
• Working at heights.
• Tools, machinery and installations.
• Trip hazards and obstructions.
• Weather conditions and outdoor work.
• Food preparation and handling, where applicable.
• Appropriate personal protective equipment.
• Safe setup, operation and dismantling of equipment.

Suppliers must ensure their staff have the necessary training, qualifications and supervision for the activities they perform.

Any unsafe condition, accident, injury, property damage or identified hazard must be reported promptly to Bundaleer’s onsite representative.

Where workplace health and safety duties overlap, Bundaleer and the relevant supplier must consult, cooperate and coordinate their activities as required by law.

Nothing in these guidelines removes or transfers any statutory workplace health and safety responsibility.

7. Natural Environment & Environmental Hazards

Bundaleer is situated within an established rainforest garden environment, offering a beautiful natural setting that changes with the seasons.

As with any outdoor property in South East Queensland, the natural environment may include conditions and hazards that cannot be entirely eliminated.

These may include:

• Insects
• Reptiles and other native wildlife.
• Uneven ground, natural surfaces, stairs and changes in elevation.
• Wet or slippery pathways, lawns and outdoor surfaces.
• Tree branches, vegetation and natural debris.
• Heat, humidity, rain, strong winds and changing weather conditions.
• Watercourses, creek areas and other natural landscape features.

While Bundaleer takes reasonable measures to maintain the property and manage identified risks, suppliers must also assess the conditions relevant to their activities and take appropriate precautions.

We recommend that suppliers working outdoors:

• Wear appropriate footwear and clothing.
• Consider suitable insect protection/repellent.
• Remain within designated access and working areas.
• Exercise care around vegetation, waterways and uneven surfaces.
• Monitor weather conditions relevant to their equipment and activities.
• Ensure their staff are informed of potential environmental hazards.

Suppliers should not enter restricted areas, disturb wildlife or interfere with the natural environment.

Any environmental hazard requiring attention should be reported to Bundaleer’s team as soon as practicable.

By working collaboratively and taking sensible precautions, we can help maintain a safe environment while preserving the natural beauty that makes Bundaleer unique.

8. Insurance & Legal Compliance

All independent suppliers must maintain appropriate insurance for the nature of their activities.

Unless otherwise agreed in writing by Bundaleer, suppliers are required to hold current Public Liability Insurance with a minimum cover of $20 million.

Suppliers must also maintain any other insurance required by law, including workers’ compensation insurance where applicable.

All required licences, registrations, permits, certifications and professional qualifications must remain current.

Bundaleer may request evidence of insurance or relevant compliance documentation before permitting access to the property.

Suppliers must ensure their insurance appropriately covers the services, equipment and activities undertaken at Bundaleer.

EVENT OPERATIONS & SERVICE REQUIREMENTS

9. Food, Beverages & Wedding Cakes

Bundaleer provides its own wedding catering and beverage service arrangements.

External catering is not permitted unless expressly approved as part of a specific event arrangement agreed with Bundaleer.

Any approved external food or beverage supplier is responsible for complying with all applicable food safety requirements, including the Food Act 2006 (Qld) and relevant Food Standards Australia New Zealand requirements.

This includes safe preparation, transportation, storage, handling, allergen management and service of the food or beverages they supply.

Wedding Cakes & Dessert Suppliers

Wedding cakes and other approved specialty dessert items must be delivered on the wedding day at a time confirmed with Bundaleer.

The supplying business is responsible for ensuring that all products are suitable for the intended event conditions and are transported, stored and presented safely.

This includes consideration of temperature, humidity, outdoor conditions, display duration and structural stability.

Cake and dessert suppliers are responsible for:

• Product quality and preparation.
• Ingredient information and allergen management.
• Safe transportation and delivery.
• Appropriate storage and temperature control.
• Assembly, installation and presentation.
• Supplying any specialised equipment or supports.
• Removing their equipment, stands, decorations and packaging after the event.

Refrigeration, cold storage and other specialised facilities cannot be guaranteed and must be approved in advance.

Bundaleer is not responsible for deterioration, melting, collapse or damage arising from the supplier’s preparation, transportation, storage arrangements or unsuitable product design, except to the extent caused by Bundaleer’s own acts or omissions.

Any cake stands, supports, cutting equipment, presentation items and other supplier-owned materials must be removed within the approved collection arrangements.

Mobile Cocktail & Beverage Services

Bundaleer operates as a BYO beverage venue, with standard beverage service provided by our experienced team.

Couples wishing to include freshly prepared cocktails or a more extensive spirits service may arrange a self-sufficient mobile bar or cocktail provider, subject to prior approval.

Approved mobile beverage suppliers must provide their own required equipment, ingredients, staffing, preparation facilities and service arrangements.

They must also comply with all applicable liquor laws, responsible service requirements and any necessary licensing or authorisations.

Alcohol brought onto the property must be commercially produced, sealed and clearly labelled. Homemade, home-brewed, decanted or unlabelled alcohol is not permitted.

Any additional beverage service must operate within Bundaleer’s approved event hours and venue requirements.

10. Music, Entertainment & Noise Management

Music and entertainment contribute greatly to the atmosphere of a wedding celebration.

To maintain an enjoyable experience for our couples and guests while respecting surrounding properties, all entertainment must operate within Bundaleer’s venue requirements.

Suppliers providing music or entertainment must:

• Confirm their equipment and setup requirements in advance.
• Provide their own required equipment unless otherwise agreed.
• Comply with approved sound levels and venue noise management measures.
• Position and operate equipment as directed where reasonably necessary.
• Cooperate with Bundaleer’s team regarding volume adjustments.
• Cease entertainment at the confirmed event finish time.

Full bands and drum kits are not permitted. Suitable acoustic performers, string ensembles and live singers may be accommodated by prior arrangement.

Bundaleer may require sound levels to be reduced or equipment to be disconnected where necessary to comply with venue conditions, applicable laws or safety requirements.

All entertainment must finish at the agreed event conclusion time. Extensions cannot be arranged on the evening and must receive prior written approval.

11. Supplier Conduct & Professional Standards

We value the professionalism of the suppliers who contribute to celebrations at Bundaleer.

All suppliers and their personnel are expected to conduct themselves respectfully and professionally while onsite.

Suppliers must:

• Follow reasonable directions from Bundaleer’s authorised representatives.
• Treat guests, staff and other suppliers with courtesy.
• Maintain safe and tidy working areas.
• Keep entrances, pathways and emergency exits unobstructed.
• Use designated parking, loading and unloading areas.
• Comply with venue policies and applicable laws.
• Refrain from interfering with other suppliers’ work or venue operations.

Smoking is permitted only in designated outdoor areas.

Suppliers must not undertake additional activities, installations or services beyond those approved where they may affect venue operations, safety or other event arrangements.

Bundaleer may require a supplier to modify, relocate or cease an activity where reasonably necessary for safety, compliance, the protection of the property or the successful operation of the event.

12. Pack-Down, Removal & Collection

To ensure celebrations conclude smoothly and the property can be secured and prepared for subsequent events, all suppliers must plan their pack-down arrangements in advance.

Suppliers must remove all equipment, installations, materials and waste they bring onto the property within their approved access and pack-down times.

This includes:

• Floral arrangements and installations.
• Styling items, furniture, arbours and decorative structures.
• Signage, stands and display equipment.
• Audio-visual and entertainment equipment.
• Lighting, cables and electrical accessories.
• Cake stands, cake tables and presentation items.
• Catering and beverage equipment.
• Packaging, boxes, storage containers and rubbish.
• Any other items supplied or installed by the supplier.

Where appropriate, evening suppliers should plan to commence pack-down approximately 15 minutes before the scheduled event finish time, without disrupting the celebration.

Suppliers must leave their working areas clean, safe and free of equipment and waste.

Items Left Onsite

Supplier equipment and materials must not be left onsite for collection on another day unless Bundaleer has provided prior written approval.

As the property is secured and alarmed outside approved access hours, unscheduled collections cannot be accommodated.

Where an item is left onsite without approval, Bundaleer may take reasonable steps to secure, relocate or arrange removal of the item.

Reasonable costs incurred as a result of unauthorised storage, removal or disposal may be recoverable from the responsible supplier, subject to applicable law.

Bundaleer does not provide a general storage service for supplier equipment and is not responsible for loss or damage except where liability cannot lawfully be excluded.

Separate arrangements for the couple’s personal belongings may be made directly with Bundaleer and do not automatically extend to independently engaged suppliers.

13. Weather, Emergencies & Unforeseen Conditions

As Bundaleer includes extensive outdoor areas, weather and environmental conditions may occasionally require adjustments to planned activities.

In circumstances involving severe weather, unsafe conditions, emergencies or other identified risks, Bundaleer may take reasonable action to protect the safety of guests, staff and suppliers.

This may include:

• Restricting access to particular areas.
• Requiring equipment or installations to be relocated.
• Delaying or suspending setup or services.
• Modifying approved arrangements.
• Ceasing activities that present an unacceptable risk.
• Directing an evacuation where necessary.

Suppliers must comply promptly with reasonable safety and emergency directions from Bundaleer’s authorised representatives.

Suppliers remain responsible for ensuring their own equipment, structures and activities are suitable for the conditions in which they are used.

Where a supplier considers conditions unsafe for their activities, they must notify Bundaleer’s team promptly so appropriate arrangements can be considered.

FORMAL TERMS & CONDITIONS

14. Damage to Property

Suppliers are responsible for taking reasonable care to avoid damage to Bundaleer’s property, grounds, landscaping, buildings, furniture, fixtures and infrastructure.

Where damage is caused by a supplier, its employees, contractors or equipment through negligence, misuse, breach of these conditions or another legally actionable act or omission, the supplier may be responsible for the reasonable costs of repair, replacement or reinstatement.

This includes damage arising from inappropriate installation methods, equipment handling, vehicle movement, electrical equipment or failure to protect venue surfaces.

Responsibility will be assessed having regard to the circumstances, including the extent to which the damage was caused or contributed to by Bundaleer or another party.

Any damage must be reported promptly to Bundaleer’s onsite representative.

15. Supplier Equipment & Personal Property

Suppliers are responsible for appropriately securing and supervising their own equipment, materials and personal belongings while onsite.

Bundaleer does not provide dedicated security, storage or supervision for independently owned supplier equipment.

To the extent permitted by law, Bundaleer is not responsible for loss, theft or damage to supplier property where the loss is not caused by Bundaleer’s negligence, breach of contract or other legally actionable conduct.

Suppliers are encouraged to maintain appropriate insurance covering their equipment, materials and business activities.

16. Liability & Indemnity

Each supplier remains responsible for the lawful and professional delivery of the services it has agreed to provide.

To the extent permitted by law, Bundaleer is not responsible for losses, delays, service failures, property damage or injuries caused by the independent acts or omissions of suppliers or their personnel.

Suppliers agree to indemnify Bundaleer Rainforest Gardens, its owners, employees and representatives against reasonable losses, damages, liabilities and costs arising from third-party claims to the extent caused by:

• Negligent or unlawful acts or omissions of the supplier or its personnel.
• Breaches of these Supplier Terms & Conditions.
• Damage caused by the supplier’s equipment, installations or activities.
• Failure to maintain legally required licences, approvals or insurance.
• Failure to comply with applicable health, safety or regulatory requirements.

This indemnity does not apply to the extent that a loss is caused or contributed to by Bundaleer’s negligence, breach of law or other legally actionable conduct.

Nothing in these Terms excludes, restricts or modifies any rights, guarantees, remedies or obligations that cannot lawfully be excluded, including those arising under the Australian Consumer Law or applicable workplace health and safety legislation.

Any limitation of liability or indemnity applies only to the extent permitted by law.

17. Venue Management & Right of Refusal

Bundaleer reserves the right to manage access to its property and take reasonable action to maintain safety, compliance and appropriate event operations.

Where a supplier:

• Fails to comply with these guidelines.
• Undertakes unsafe or unlawful activities.
• Uses equipment or installations that present an unacceptable risk.
• Causes or threatens significant damage to the property.
• Substantially interferes with venue operations.
• Refuses to comply with reasonable safety or operational directions.

Bundaleer may refuse or restrict access, require corrective action, suspend the relevant activity or direct the supplier to leave the property.

Where reasonably practicable, suppliers will be given an opportunity to address concerns before further action is taken.

Immediate action may be taken where necessary to protect people, property or legal compliance.

18. Application of Terms

These Supplier Guidelines & Terms and Conditions apply to independent third-party suppliers attending, delivering goods to, installing equipment at or performing services at Bundaleer Rainforest Gardens in connection with weddings and other private events.

Compliance with these requirements is a condition of authorised supplier access.

Suppliers must ensure that their employees, subcontractors and other personnel attending on their behalf understand and comply with the relevant venue requirements.

Any variation or exception must be approved by Bundaleer in writing.

Where a separate written agreement exists between Bundaleer and a supplier, that agreement will prevail to the extent of any inconsistency.

These Terms are governed by the laws of Queensland, Australia.

Nothing in these Terms affects any legal rights or responsibilities that cannot be excluded or modified by agreement.

We Look Forward to Working With You

We appreciate the important role that wedding suppliers play in creating memorable celebrations for our couples.

Our guidelines are designed to support a smooth and well-organised experience while protecting the safety, presentation and natural surroundings of Bundaleer Rainforest Gardens.

We thank all suppliers for their professionalism, cooperation and care when working at our venue.

For supplier enquiries, access arrangements or approval of specialised installations, please contact our team before the event.

Bundaleer Rainforest Gardens
Brookfield, Brisbane, Queensland
Phone: (07) 3374 1360
Email: info@bundaleer.com