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Meeting Rooms Conditions, Facilities and Rates

To book a meeting room, please use the Meeting Room Booking Form.

Booking Conditions

Regular bookings may be placed up to six months in advance; renewed applications must be lodged no later than four weeks prior to the end of the existing booking.

Acceptance is at the discretion of staff as the Library is required to balance community use, regular bookings and library requirements of the meeting rooms.

Library staff will confirm booking/s as soon as possible. Staff will try to comply with requests; however, there are no guarantees to the availability of rooms. The Library accepts no responsibility for loss of availability should the Hirer neglect to lodge an application.

Cancellation of bookings should be made at least one week prior to the date booked. Failure to comply will result in the room-hire charge remaining payable.

Hirers should retain a copy of their booking confirmation and present this at each time of use and when collecting keys for after-hours use.

Casey Cardinia Libraries “Friends of the Library” may use the rooms free of charge, subject to availability.

Casey Cardinia Libraries reserves the right to make the rooms available free of charge to the City of Casey and Cardinia Shire subject to bookings being made by the appropriate Council officer.

Meeting rooms are not for hire for private parties or celebrations (except for Council and Library functions).

This booking policy is subject to change without notice.

 

Hirer Conditions of Use

The Hirer will be responsible and pay for:

  • All breakages, damage or loss to meeting room furnishings, fixtures, and fittings.
  • Any expenses incurred by the Library associated with loss or damage to keys or any other equipment.

Hirers need to keep noise to a reasonable level.

Rooms must be left as they were found including tables and chairs.

Rooms must be kept in a clean and tidy condition and rubbish disposed of appropriately. Perishable items should not be left in the meeting room or kitchenette.

Hirers must provide tea, coffee, and consumables if required. The kitchenette must be cleaned after use and all crockery and utensils washed, dried and put away.

The premises should be vacated in a timely manner so as not to inconvenience other room users.

Groups authorised to use the facility out of Library hours must arrange for an office bearer to collect keys and be shown the correct entry and exit procedures at a time convenient to Library staff.

The Library will not accept responsibility for items left in the meeting rooms or anywhere else on the premises. The Library will not store petty cash or any administrative materials for groups or Hirers.

Alcohol may not be brought onto the Library premises without prior written approval. Any Hirer seeking approval must complete an application form and obtain necessary permits if required.

No smoking is permitted.

Meeting room users should not access any area of the Library marked “staff only.”

 

 

Rates

General rate – $30.00 per hour

Individuals, businesses, government and profit-making organisations with a capacity to pay or who receive a fee for use of the facility.

Community rate – $15.00 per hour

Not for profit organisations include those in receipt of state or federal operational funding and/or registered on the Australian Business Register with limited capacity to pay. Examples include non-government organisations (eg: Anglicare, Windermere) and agencies receiving government funding to deliver services.

Volunteer, not for profit groups and organisations based in the City of Casey and Cardinia Shire that make a community contribution through their activities.

Community groups located in the City of Casey and Cardinia Shire such as playgroups for local families; Service Clubs and organised groups operating within the region such as Lions, Rotary, Seniors groups, Chambers of Commerce and traders associations; Arts and cultural activity; Social groups.

Creative rate – $15.00 per hour

Artists who are running workshops for members of the community, for example theatre groups, painting classes, that are not for profit.

 

Payment

Payment to be made within one week of making the booking.  Non-payment of fees will result in booking cancellation.

Hirers requiring a tax invoice prior to payment should allow sufficient time for preparation of the invoice.

Payment is accepted by cheque, cash, EFTPOS or direct deposit. Cheques are to be made payable to ‘Casey-Cardinia Library Corporation’ and accompanied by a copy of the Hirer’s driver’s licence.

 

Meeting Room Facilities and Equipment

Library Cranbourne Doveton Emerald Hampton Park Pakenham
Hours

Within current

opening hours

 

Within current

opening hours

7 days/week until midnight

or as authorised

Within current

opening hours

Within current

opening hours

Accommodate (max adults)
60 20 50 35 40
Chairs 50 20 40 35 40

Kitchen Equipment (eg. crockery,

cutlery and glasses)

Yes, plus bar

fridge

No Yes No

Yes, plus bar

fridge

Tea and Coffee Making Facilities

Yes

Groups to provide own tea,

coffee, sugar and milk

No

Yes

Groups to provide own tea,

coffee, sugar and milk

No

Yes

Groups to provide own tea,

coffee, sugar and milk

Tables/Trestles

Yes

Several trestles

4 Trestles 5 Trestles 5 Large trestles 4 Tables
Lectern Yes No No No No
Whiteboard Yes Yes Yes Yes No
Data Projector Yes No Yes Yes (VGA only) No
Projection Screen Yes No Yes Yes No