Purpose of Meeting Room Use
Noosa Libraries offers meeting rooms for hire at the Noosaville Library and Cooroy Library. These meeting rooms are available for community and business use as small-scale meeting spaces only and are not intended to function as venue hire locations. Permitted use includes activities such as group discussions, workshops, planning sessions, and other low-impact activities. Activities such as performances, celebrations, public events or any function resembling venue-style use are not permitted.
The following spaces are available subject to the terms and conditions outlined below:
Cooroy Library
• Community Access Room
• Small Meeting Room
• Cooroy Rooftop Space
Noosaville Library
• Rainforest Room
• Wallum Room
• Gumnut Pod

Standard Conditions
• All bookings must adhere with Australian Laws which uphold values such as freedom, respect, fairness, and equality of opportunity (i.e. no hate speech, harassment or discrimination)
• To maintain inclusivity and compliance with Australian law, no political or religious events or campaigns are permitted.
• Hirers are responsible for the supervision of young people and children and activities involving children must comply with all relevant child protection legislation.
• Promotional materials must state the library as the event location only, and not as the organizer’s business address or point of contact.
• Bookings may be made up to 3 months in advance
• Recurring bookings can be made and will be assessed on a case-by-case basis with 6-monthly reviews to ensure reasonable access for all groups. Available at Cooroy Library only.
• No equipment is to be stored in the meeting rooms.
• Hirers accept responsibility for the room and facilities used by the group and are required to leave the room in clean and tidy condition, including kitchen facilities.
• Hirers are responsible for arranging the space to meet their requirements and returning rooms to their default setup at the conclusion of their booking. All booking times must include sufficient time for setup and pack down. Please note: Occasional change of configuration of the divider doors between meeting rooms at Noosaville Library may be negotiated at the discretion of library staff.
• Hirers agree to make good any damage caused to rooms or facilities whilst in their care.
• Smoking and vaping are not permitted in any Noosa Council premises.
• Alcohol is not permitted on site or in any of the Meeting Rooms. Do not sell, distribute, or allow any alcohol to be consumed or brought onto the premises.

Booking Fees
1. Community use and registered not-for-profit organisations receive 50% off the full fee rate during opening hours. No commercial activity is to be undertaken.
2. All commercial businesses must pay the full fee rates for meeting room use.
3. All hirers pay full fee rates for all after-hours bookings
4. After-hours access must be arranged in advance. See ‘After-hours Use’ below for more information.
5. Fees are listed on the Noosa Libraries website and in Noosa Council’s Fees and Charges Register available on the Noosa Council website.
6. Payments for all bookings must be made during business hours prior to use of the room. Payment can be made by phone or visiting a library branch using cash or card only. Note: no invoices can be provided.

Cancellations and Refunds
• All payments are non-refundable. For after-hours bookings, payment must be made one week prior to the booking.

Cancellation by Council
• Notwithstanding anything in these conditions, the hiring or use of any meeting room shall be subject to cancellation by the Council (with or without notice) in the event of national emergency, Council function, breach of conditions or any other matter necessitating such cancellation, and the decision as to the necessity of such cancellation shall be at the discretion of Council.
• Bookings may be cancelled if the user does not arrive within 30 minutes of the scheduled start time.
• The library reserves the right to end a booking immediately if any part of this policy is breached.
• Repeated breaches or inappropriate behaviour may result in suspension or banning of future bookings.
• Serious violations may be reported to relevant authorities in accordance with Australian law.
Insurance
• Community groups who regularly book a meeting room need to be aware they are not covered by Council’s Public Liability Insurance policy for negligence while hiring the venue.
• Hirers are responsible for ensuring their activities do not affect Council’s insurance coverage. Council is not liable for any claims arising from the use of the meeting rooms. Hirers agree to indemnify Council against any such claims.
• Room capacities are: Meeting Rooms – 40 people; Cooroy Rooftop – 100 people; Small Meeting Room – 6 people; Gumnut Pod – 4 people. These limits comply with Work Health & Safety Standards. Exceeding them may breach safety requirements, and the hirer may be held responsible.

After-hours Use
• The Community Access Room at Cooroy Library is the only meeting space available after hours.
• Refer to Conditions 3 and 4 regarding fees and payment processes for after-hours use.
• Hirers are responsible to collecting an After-Hours pack, which is provided once payment is received for the booking.
• Hirer’s need to ensure that a minimum of two people is onsite as a Work, Health & Safety requirement.
• Hirers accessing meeting rooms after hours are responsible for the securing of the room, turning off lights and electrical appliances.
• Hirers accessing meeting rooms after-hours are responsible for the correct arming of relevant security systems. Hirers will be supplied with simple and clear instructions to facilitate correct arming of the alarm system and ensuring automatic doors are also locked. Hirers will arm the library using the supplied security code. In the case of incorrect security arming, a fee will be passed onto the hirer for payment (cost-recovery for the cost the security company will charge Council).