Room Booking Terms & Conditions

Shellharbour City Libraries offer a range of bookable meeting and study rooms. 

Free Meeting and Study Rooms 

Library members can book meeting and study rooms for free, for personal and non-commercial purposes only.  

Meeting and Study Rooms are available for: 

• study sessions to support learning and development 
• book club activities 
• small community interest groups/craft activity 
• learning activities (non-commercial purposes) 
• meetings for not-for-profit organisations 

Meeting and Study Rooms are not available for: 

• private functions, celebrations or social events 
• any use that results in profit or material gain or charges people for attending the activity 
• use as an office space by an individual, commercial/business, government agency, group or organisation 
• conflict resolution mediation and/or counselling activities 
• the promotion or sale of products and services  

Bookings made for free spaces but used for commercial purposes will result in refusal to accept future bookings and referred to Council’s commercial spaces. 

Free Meeting and Study Room bookings 

• A meeting room can be booked for two (2) hours per day up to a maximum of three (3) sessions in a seven (7) day period. 
• Meeting rooms can be booked up to four (4) weeks in advance.  
• Group booking numbers may not exceed the approved room capacity. 
• Please be mindful of noise levels during your booking as meeting rooms are not soundproof and may disrupt other library customers. 
• Please be ready to leave at the end of your allotted time as others may be waiting to use the space. 
• Please return meeting room furniture to its original layout before you leave. 
• Please leave the room clean and take your rubbish with you.

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Fee for service booking of 2528 Room, Warilla Library 

Warilla Library offers a large meeting/activity space for both not-for-profit and private/commercial purposes. 

To meet the criteria of being a registered Not-for-profit organisation, you must be approved and registered by the Australian Charities and Not-for-profit Commission (ACNC). If you are unsure of your current Not-for-profit status, please refer to the Australian Charities and Not-For-Profit Commission website. 

2528 Meeting/Activity room is available for: 

• community talks and information sessions 
• business/commercial and government agencies for training, workshops, team building sessions, annual general meetings and team meetings 
• small community interest groups/craft activity  
• paid tutoring 

2528 Meeting/Activity room is not available for: 

• social events and celebrations 
• noisy activities such as band/choir practice/dance classes 
• messy craft activities, that may cause spills, stains or other damage. 

Fee for Service booking of 2528 Room 

• Can be booked for a maximum of two (2) sessions in a seven (7) day period  
• Bookings can be made up to three (3) months in advance  
• To keep things fair for everyone, the room cannot be used as a permanent home for personal/commercial activities and can only be booked as a venue for up to 3-months.  
• Registered Not-for-profit users can book the venue for up to 3-months. The request to extend beyond this period will be subject to approval by library management. This is to ensure equitable access is maintained for all users. 
• The use of this room creates an opportunity to support new or emerging small business or community activities as a venue for up to 3-months. 
• Bookings and room hire does not include advertising or promotional support by the library.
• Bookings must be submitted a minimum of 10-days prior to the booking to allow for assessment. 
• Please note that submitting a booking does not guarantee approval and will remain as ‘Pending’ only until it has been assessed by the library and the applicant is advised of the outcome. 
• Once your application has been assessed, you will receive an email confirming the status of your application. If successful, you will have 48-hours to make payment for the room to secure your booking. 
• Please leave meeting room furniture as you found it.  
• Please leave the room clean and take your rubbish with you. 
• Library staff will provide basic technology assistance and instructions in the use of room equipment. You are encouraged to contact the library and organise a pre-booking visit if you need to familiarise yourself with the technology prior to the event. 
• Please be ready to leave at the end of your allotted time as others may be waiting to use the space. 
• The library does not provide catering for bookings.  

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General Guidelines of Use of library meeting rooms 

• You need to be a library member 16 years or older to book a library meeting space 
• Approval of booking requests is dependent on availability 
• Bookings are only available within library opening hours 
• Cancellations can be made online via your library account or by contacting the library.  
• Organisers of room bookings are responsible for all activities held and resources used in the rooms for the duration of the booking. 
• Please report all technical faults with meeting room/event space equipment to a Library team member immediately. 
• The library is not a licenced venue, and activities cannot include alcohol.  
• Shellharbour City Libraries have priority booking access to secure spaces for the delivery of community programs and events. 
• Shellharbour City Libraries accepts no responsibility for personal items or property lost, stolen or damaged in the meeting rooms 
• If you haven’t arrived within 15-minutes of your booking, the room will be made available for other members to use.