Dates and times
- Library meeting rooms can only be booked for full-hour timeslots.
- Bookings must start and finish on the hour.
- Library meeting rooms are not available for hire on public holidays.
Payment
- You can pay for the booking online via the booking portal.
- If you wish to change or cancel a booking, you can:
- amend your booking via the portal if the change is being made more than 48 hours before the booking date
- contact us at [email protected] or call (03) 9278 4444; note, changes to bookings within 48 hours of the booking date must be made via phone or in-person.
- In the event of cancellation, one of the following will apply:
- If you cancel the booking more than 48 hours before the booking date, the hire fee will be refunded completely.
- If you cancel the booking less than 48 hours before the booking date, the hire fee is non-refundable.
Room access
- You must collect an access card to unlock the library meeting room before the start of your booking.
- The access card must be collected within 48 hours of the booking during library opening hours.
- You must return any access cards immediately at the conclusion of the booking either to library staff or via the returns chute.
- You must not share or give any access cards to any other person, including those who are part of your booking.
- You must set up and pack up the library meeting room within your allocated booking period.
- You and anyone in your booking must not:
- enter, use or exit the library meeting room outside your allocated booking period
- interrupt other bookings in progress
- allow any unauthorised use.
Your responsibilities
- You must leave the library meeting room in good condition and ensure that you:
- leave the room clean and tidy
- wash, dry and put away any dishes used
- place all rubbish in the bins provided
- leave the fridge clean and empty
- return all furniture and equipment to their original place. You may only use the furniture and equipment in the room and mustn’t take these from common areas or other meeting rooms
- keep all emergency exits clear.
- You must not engage in activities that could reasonably disturb other users (for example, make loud noises or crowd common areas).
- You must not display banners, sandwich boards or other signage on the premises.
- You must not exceed the maximum number of people allowed in the library meeting room at any time.
- You must seek permission from Council staff before consuming any alcohol in the library meeting rooms.
- You must ensure all persons present follow the emergency evacuation procedures. These are displayed in the library meeting room and provided in the booking confirmation.
Insurance
Community groups
- Community groups with up to 52 bookings in a calendar year are not required to have public liability insurance.
- Community groups with more than 52 bookings in a calendar year must maintain public liability insurance for a minimum of $20 million to cover the bookings in excess of 52 bookings in the calendar year.
Commercial and standard groups
- Commercial groups must maintain public liability insurance for a minimum of $20 million throughout the calendar year.
- If we deem any activities being undertaken in the library meeting room to be high risk, you must maintain such additional policies of insurance as reasonably required.
Disclaimer
We reserve the right to review each library meeting room booking request individually and to cancel or decline any booking if we reasonably believe:
- the library meeting room is unsuitable for the activity of the booking
- a person or group is:
- engaging in illegal activities
- impacting another person’s health, safety or wellbeing
- damaging the library meeting rooms or equipment.