Application to hold a function
Matilda Bay Reserve
The Department of Parks and Wildlife, upon receipt of an application, reserves the right not to
approve a booking. Any information regarding the availability given prior to the approval is an indication only and
is not an assurance that approval will be given.
Name: __________________________________________________________________________________________
Address:________________________________________________________________________________________
Contact person: _________________________________________________________________________________
Phone: _________________________________________ Mobile: _______________________________________
Email: __________________________________________ Fax: ___________________________________________
I would like make application to hold the following function at Matilda Bay Reserve:
Date:_______________________
Site required from:_______________________________
to: _____________________
Function commencement: _______________________
to: _____________________
Type of function: _________________________________________________________________________________
Number of people attending: ______________________ preferred site (ref map): __________________________
If you are an agent acting on behalf of a client, please provide primary contact details for the client.
The Department of Parks and Wildlife will not accept a booking made by an agent without the
provision of client details to support the application.
Name: __________________________________________________________________________________________
Address: ________________________________________________________________________________________
Contact person: _________________________________________________________________________________
Phone: _________________________________________ Mobile: _______________________________________
Email: __________________________________________ Fax: ___________________________________________
Please outline all function requirements by answering the queries overleaf.
I/We have read the condition of use as stated overleaf. I/We acknowledge they form part of this application and
agree to abide by the conditions as applied.
Signature.........................................................................................
Department of Parks and Wildlife – Matilda Bay Reserve Application
1
Conditions of hire
Standard conditions
The following conditions apply to all bookings on the reserve, including those where there are no vehicle access
requirements or temporary structures being erected.
1. Agents must provide contact details for clients at the time of submitting an application to hold a function at
Matilda Bay Reserve. The Department of Parks and Wildlife reserves the right to refuse an application where
the agent fails to provide client details at the time of application.
2. Individuals, businesses, or organisations acting as agents are not permitted to sub-let hire sites or charge a
site hire fee greater than the fee charged by the Department of Parks and Wildlife.
3. The Department of Parks and Wildlife has the right to refuse any booking application.
4. Payment of the booking is required prior to the use of a hire site.
5. Fees are non refundable.
6. Maximum function size is to not exceed 200 people per site unless prior approval has been requested in
writing by the client or their agent and approved by the Manager Regional Parks Unit.
7. Your guests should be well behaved and respectful of others. Inappropriate behaviour that disturbs other
users of the reserve may result in your event or function being closed and any monies paid forfeited.
8. Please ensure the noise emitted from your function complies with Regulation 18. Environmental Protection
(Noise) Regulation 1997.
9. Please leave the hired area clean and tidy after your function, as any damage repair or clean-up costs
relating to your function are your responsibility. No confetti or rice to be used on the reserve.
10. Functions must end by midnight.
11. Alcohol is not to be sold on the reserve, unless the appropriate licence is held.
12. Alcohol consumption is only permitted within the designated hired area.
13. The gazebo, barbecues, picnic tables and toilets cannot be hired, reserved or saved for functions, as they are
public facilities and are available on a first come first served basis.
14. Bookings cannot be made for 1, 25, 26 January, 25 or 31 December.
15. It is the responsibility of the hirer to take out insurance for personal injury or damage to property.
16. The Department of Parks and Wildlife is not responsible for any death, injury or damage to persons or
property of any kind whatsoever or howsoever caused whether on the grounds, car parks or buildings of
the reserve or in a thoroughfare near to the reserve. (The attached indemnity form must be completed and
forms part of this application.)
17. For any problems that arise with a booking please contact the booking officer on 9442 0300.
18. Should an incident arise after hours that the Department of Parks and Wildlife should be made aware of,
please contact the duty officer on 9303 7700 and your call will be directed to the appropriate person.
19. In the safety of all Matilda Bay Reserve users the access gate is to be closed at all times and re-locked upon
departure of the reserve.
Department of Parks and Wildlife – Matilda Bay Reserve Application
2
Function requirements
The requirements of your function must be outlined below. Please fill in all areas and provide all relevant
information. Acceptance of these requirements will be necessary for approval to be granted. Please endorse the
application with your signature overleaf.
1. Do you plan to erect any temporary structure or bring equipment onto the reserve
for the function?
YES 
NO 
Please indicate the type equipment (for example a dance floor, DJ equipment, tables and chairs):
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
2. Do you plan to erect a marquee for the function?
YES 
NO 
Size of marquee/s to erect: _______________ X ______________
Time marquee will be set up: ______________________ Time marquee will be dismantled:___________________
•
Marquees may be (by arrangement) erected the day prior to the function and must be dismantled and
removed off site by 07:00am on the morning following the function. A fee of $690 per day or part thereof
may be charged if the marquee has not been removed by 07:00am.
•
To avoid damage to underground reticulation and other services spikes are not to exceed 900mm in length.
•
Marquee companies and service provider are regarded as agents acting on your behalf and therefore the
hirer is deemed responsible for the full costs of repair to any underground services or damage caused.
Name of marquee company: _______________________________________________________________
Contact name:_________________________________________________ Phone: ___________________
3. Do you require access to power?
YES 
NO 
4. Will your function be catered?
YES 
NO 
•
Catering companies are regarded and acknowledged as agents acting on your behalf, therefore you will be
deemed responsible for the full costs of repair for any damage, after-hours assistance or help they request.
Name of caterer: ________________________________________________________________________
Contact name:_________________________________________________ Phone: ___________________
5. Will sound equipment be used at your function?
•
YES 
NO 
The management of noise emitted form a premise us controlled by Regulation 18 of the
Environmental Protection (Noise) Regulation 1997.
Department of Parks and Wildlife – Matilda Bay Reserve Application
3
Function requirements
6. Do you wish to consume alcohol at your function?
YES 
NO 
The consumption of liquor on public property is prohibited except where:
•
the application to hold a function at Matilda Bay has been approved
•
all standard conditions attached to the application are complied with
•
the liquor is consumed in a safe and responsible manner so as not to interfere with the enjoyment of any
person using the reserve
•
in the event that a liquor licence is required the function must comply with the requirements of the WA
Liquor Licensing Act 1988.
7. Will you require vehicle access onto the reserve? YES 
NO 
Number/type of vehicles:
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
•
Vehicle access will generally only be granted to unload and load equipment and/or materials for the function,
and must be removed immediately afterwards to avoid parking penalties. Arrangements for vehicles staying
on the reserve during the function must be approved and may incur a fee.
•
Access onto Matilda Bay Reserve is via a locked gate. A four-digit access code is required to unlock the gate
with will be supplied prior to the function date.
•
Vehicles must observe a maximum speed limit of five kilometres per hour while on the reserve.
•
The access gate must be kept closed at all times and the padlock replaced upon departure from the reserve.
•
Paid parking is available adjacent to the reserve. Buses and large vehicles can be parked in the limestone
parking area opposite the Royal Perth Yacht Club on Australia II Drive. On weekends and public holidays,
parking may be available within the grounds of The University of Western Australia and at the parking area
north of the reserve.
Your application will not be considered until the following indemnity has been completed in full.
Department of Parks and Wildlife – Matilda Bay Reserve Application
4
Department of Parks and Wildlife
Indemnity form
Indemnity
I/We, ___________________________________________________________________________________________
(Full name of person/s)
of______________________________________________________________________________________________
(address)
Representing (if applicable)_________________________________________________________________________
(Name of organisation*)
*If the organisation is not a legal entity, the indemnity must be represented by the same person/s as listed above.
I herby indemnify the Director General and his employees, servants and agents from and against liability for all
actions, suits, demands, costs, losses, damages and expenses (hereinafter called ‘claims’) of any kind which may
be brought against or made upon the Director General or which the Director General may pay, sustain or be put
to by any reason of damage to the property or injury to persons (including death) caused by or arising in any way
out of conduct of the above named organisation/person/s on any lands or waters managed by the Department
of Parks and Wildlife or generally as a result of the presence of the organisation/person/s, or the organisation/
person/s agents or clients on any lands or waters managed by Department of Parks and Wildlife.
Signed _________________________________________
(Applicant)
Date
/
/
CERTIFICATION
I, ______________________________________________________________________________________________
(Full name in BLOCK letters please)
I certify that to the best of my knowledge the information provided within this application is true and correct in
every detail. I have read and agreed to abide by these conditions.
Signed _________________________________________
Date
Department of Parks and Wildlife – Matilda Bay Reserve Application
/
/
5
Booking fee structure
(All fees are inclusive of GST)
•
Booking fees are non refundable.
•
All fees are to be paid prior to the commencement of a function.
•
Payment arrangement can be made by contacting the booking officer.
Functions with less than 50 people, no marquees and/or catering $75
Functions with more than 50 people, no marquees and/or catering
$145
Functions with less than 100 people, marquees and/or catering
$690
Functions with more than 100 people, marquees and/or catering
$980
Service provider fees
Where other structures and facilities are required for functions on the reserve, a fee of $100 will be charged for
each structure. For example portable toilets, DJ, dance floors etc.
These prices are an indication only and should only be used as a guide. Upon receipt of your application,
Department of Parks and Wildlife will be able to provide you with a firm cost for your proposed function.
Marquees may be (by arrangement) erected the day prior to the function and must be dismantled and removed
off site by 07:00am on the morning following the function (to ensure other users have free access to the site).
A fee of $690 per day or part thereof may be charged if the marquee has not been removed by 07:00am.
Rubbish removal levy: For bookings greater than 200 people a rubbish removal surcharge of $150 (inclusive of
GST) will be charged plus a further $50 per 100 people thereafter.
General damage bond: for functions over 150 people a bond up to an amount of one thousand dollars ($1,000)
may be required to be lodged prior to the function. The general damage bond will be automatically forfeited in
the event of any damage or, if in the opinion of the Manager Regional Parks Unit, the area is left in an untidy or
damaged condition.
Booking fees can be accepted by using the credit card form attached, cash,
cheque or electronic transfer.
•
Please contact the bookings officer for the Department of Parks and Wildlife bank details if you would like to
make an electronic transfer.
•
Cheques and money orders should be made payable to the Director General, Department of Parks and
Wildlife and returned with the application form to the address below.
If you wish to pay by credit card please print the form on page 7 and return the signed copy along with your
application to:
[email protected]
or
Matilda Bay Reserve bookings
Department of Parks and Wildlife
Locked Bag 104
Bentley Delivery Centre, WA 6983
Department of Parks and Wildlife – Matilda Bay Reserve Application
6
Credit card payment form
Hirer:_____________________________________________________________________________________
Booking date:______________________________
Visa

MasterCard

Card holder’s name (as it appears on the card):
__________________________________________________________________________________________
Card number: __________________/__________________/_________________/________________
Expiry date:___________/____________
Total amount to be deducted: $__________________
I authorise the Department of Parks and Wildlife to debit my credit card with the amount shown above. I
certify that I am over 18 years of age.
Signature: __________________________________________________
Office use only
Authorisation no.:________________
Receipt no.:______________
Department of Parks and Wildlife – Matilda Bay Reserve Application
7
20150239-08 PDF
Hire fee: $__________
102,107
23,78
d
y Roa
ts Ba
Moun
Hackett Drive
University of
Western Australia
5
Hire Area
4
Swan River
3
7
Matilda Bay
2
6
Hackett Drive
1
HIRE SITE APPROX SIZE:
1. 900m2
2. 645m2
3. 600m2
Matilda Bay
4. 750m2
5. 750m2
6. 800m2
7. 1000m2
HIRE AREA DETAIL
50m
Parking
Disabled Parking
Toilets
Dual use pathway
Bus Stop
Picnic Tables and BBQ
University of
Western Australia
DEC
Cafe/Restaurant
Austr
Information panels
alia II
Drive
Boat Ramp
Swimming Area
Windsurfing restricted zone
Bird Watching
Swan Estuary Marine Park
Habitat Protection Area
20130208
0813 0716
PDF
20160223
0
Swan Estuary Marine Park
Matilda Bay Reserve 2013