Meeting Room Terms and Conditions

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. COVID 19

The BOOKING HOLDER is responsible for ensuring all attendees comply with government directions and advice in relation to COVID-19, including physical distancing, good hygiene practices and cleaning.

These are subject to change without notice.

The hirer shall conform to the requirements of any Act or Regulation made there under, and shall be liable for any breach of such Acts or Regulation. The hirer must comply with all other statutory rules, provisions and regulations of the Commonwealth of Australia or State of Queensland in force and ensure any relevant notices are provided to Council. In particular, the hirer agrees to abide by any public health direction issued by the Chief Health Officer under the Public Health Act 2005.

The Booking Holder is responsible for supplying their own Personal Protective Equipment (PPE), e.g. Hand sanitiser, Methylated Spirits spray and paper towels for cleaning.

The booking holder is responsible to manage safe practices:

• Clean frequently touched areas and surfaces before and after each activity with detergent or disinfectant (including shared equipment and tools)
• Is on site to manage the COVID-19 requirements
• It may be that your activity has additional guidelines as set down by a COVID Safe Industry Plan, if so then these Terms & Conditions are to be read alongside that plan.

2. 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.

3. Bookings

1. Bookings can be made five 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. If required, the hirer may cancel their booking. Refunds and credit requests are not permitted.

4. 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 the 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.

5. 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.

6. 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.