Event and Program Facilitator Terms and Conditions
Intent
As a public cultural and literary institution, Cairns Libraries welcomes authors, creatives, and guest speakers to express their interest in contributing to our library programming.
Scope
This Guideline provides a framework for event and program facilitator requests and approvals.
Please note:
- This is an expression of interest only and not a formal recruitment process.
- If the proposed event includes children participation, a valid Working With Children Check will be required prior to conducting any work with us.
Term/Abbreviation | Definition |
Authorised Library Officer | Any person officially employed by Council to work for Cairns Libraries. |
Authors | Includes but is not limited to authors, publishers, publicists whether local, national or international. |
Author Talks | A presentation or talk by an author about their book/s and their writing journey. |
Author Visits | Includes but is not limited to Author Talks, Book Launches, Writing Workshops. |
Book Launches | An event by an author to promote their recently published book. |
Creatives | An individual who uses imagination and original ideas to produce artistic work across various fields, including but not limited to art, design, writing, music, STEAM, and graphic design. |
Event | A planned activity organised to engage the community and support the library's mission and vision. |
Speaker | An individual who delivers a formal talk or presentation to an audience, sharing insights, knowledge, or experiences on a specific subject. |
Program Facilitator | An individual responsible for organising, leading, and guiding participants through a structured event. |
Venues | Includes Babinda, City, Earlville, Edmonton, Gordonvale, Manunda, Smithfield, Stratford Libraries. |
Writing Workshops | An event that facilitates and teaches writing skills and/or knowledge of getting published. |
TERMS AND CONDITIONS
Application
Expressions of interests must be submitted at least twelve (12) weeks in advance using the form below. Cairns Libraries will not consider any requests outside of this time frame.
Consideration for Approval
Cairns Libraries welcomes applications from authors, speakers, and creatives at all stages of their careers, as well as businesses, community groups and not for profit organisations. Approval will be assessed using, but not limited to, the following criteria:
Program Facilitators Who:
- Engage community members on current issues of importance to the Cairns Community, Council and Cairns Libraries.
- Promote the library as a place of innovative thinking and robust discussion.
- Contribute to Cairns Libraries emphasis on lifelong learning and community engagement.
Additional Considerations:
- Availability of an appropriate venue.
- Request for cash or in-kind support.
- Availability of library resources, including staff.
- Number of other events scheduled at Cairns Libraries around the time of the proposed event timeframe.
- Event requests will only be considered during Cairns Libraries opening hours (Monday to Friday).
Approval
Approval will be determined by the Library Manager or Authorised Library Officer.
Cairns Libraries, at their discretion, reserves the right to decline any expressions of interest submitted. Appeals will not be considered.
Payments for Events
Author Talks:
Cairns Libraries does not offer payment for author talks. However, the Library Manager may, at their discretion, consider requests for travel and accommodation assistance for authors travelling to Cairns for their event.
All Other Events:
If your expression of interest is accepted, an authorised library officer will contact you to discuss payment terms and conditions.
Venues
Cairns Libraries will determine the most suitable venue, and appropriate space within that venue for the event. Cairns Libraries cannot guarantee that events can be conducted at a specific venue or space if requested. Not all venues have sufficient space to host events.
Attendance Bookings and Numbers
- Cairns Libraries does not take bookings for events and cannot guarantee a minimum number of attendees.
- Events are open to all community members to attend and participate.
- In the case of a large number of attendees, Cairns Libraries will strive to accommodate everyone. However, to comply with Workplace Health and Safety legislation, last-minute adjustments to the event may be required on the day.
Sale of Goods
The sale of goods that are essential to activities at Council’s library facilities such as author talks, book launches and exhibitions is permitted if wholly managed by a third party.
Advertising and Promotion
- Cairns Libraries will promote your event on our website, and, where possible, on library social media pages and in other marketing materials. Cairns Libraries, at its discretion, may also arrange a media release.
- The Placement, timing, and frequency of advertising is at the discretion of Cairns Libraries.
- Cairns Libraries reserves the right to decline any posters or advertising material provided by the program facilitator.
Cancellation
Cairns Libraries reserves the right to cancel an event up to 24 hours prior to the event due to weather conditions or unforeseen circumstances.
Liability
Cairns Libraries assumes no liability in the event of damage, destruction, or theft of any material or property.
Public Liability
All events must comply with Workplace Health and Safety legislation and Council’s public liability standards.
Please include as much information as possible about your proposed activity, talk or workshop in the form below. We will acknowledge receipt of your submission.
Cairns Libraries is unable to accommodate all providers who submit expressions of interest due to its limited capacity to deliver public programs. All applications will be kept on file and considered as part of future planning.