Meeting Room Terms and Conditions

Libraries Hire - Additional Terms and Conditions of Venue Hire

In addition to Council’s General Terms and Conditions of Use for Venue Hire, the following terms and conditions apply:

1. Keys

1. Key/swipe cards must be collected during library opening hours. Without key/swipe card you will not be able to access the meeting room.
2. Key/swipe cards must be returned immediately at the conclusion of the booking to library staff during library opening hours.
3. The hirer is responsible for the security of the building, ensuring all exits are secured, lights and equipment are turned off and all people have exited the building. Failure to secure the building will result in security call out charges, which will be on charged to the hirer.

2. Bookings

1. Bookings can be made seven days or more in advance. Enquiries or requests for bookings outside that timeframe will not be accepted or responded to.
2. Rooms for hire to approved organisations/groups (unavailable for parties, receptions, religious or political use).
3. Not for Profit bookings – Australian Business Number (ABN) or Certificate of Incorporation must be included at time of booking otherwise commercial rates will apply.
4. Council may cancel the booking by written notice to the Hirer any time before the hire date if:
   • Council becomes aware that any event, goods or services proposed to be held or provided by the Hirer is objectionable, dangerous, infringes any copyright or other intellectual property rights, is prohibited by law, or would be detrimental to Council.
   • The venue is required for Council functions or events.
5. If required, the hirer may cancel their booking. Refunds and credit requests are not permitted.
6. Alcohol is not permitted to be served or consumed in any Library meeting room.

3. Fair Usage

Fair Usage is considered to be “a reasonable number of bookings that do not significantly limit the ability of other organisations or individuals who book/use this space”. What constitutes ‘a reasonable number of bookings’ is at the discretion of Cairns Libraries. Individual circumstances and requirements may vary.

Cairns Libraries reserves the right to refuse/cancel bookings that are considered in excess of Fair Usage.

4. Room condition

The hirer is responsible for leaving the venue in a clean and tidy state.  Any cost incurred by Council in cleaning the premises resulting from the condition in which the hirer left the venue shall be recoverable from the hirer.

5. Equipment

The following equipment is available at each venue. No other equipment will be provided. All facility equipment is to be returned to its original storage area after use.