General information about the venue:

• equipment within the rooms is included in the room hire
• the City Library building is wheelchair accessible
• HDMI cables can be borrowed from the front desk for free to connect your laptop to the projectors
• free wifi is provided, however it is highly recommended you bring a back up in case it is not working on the day
• a tea and coffee station can be added to your booking for $3 per person
• a cold water station with disposable cups is provided to all users in the common area.

Fees and charges

We offer our venues at different rates for different types of bookings - commercial or non-commercial.

• Commercial: a user whose primary function is to generate a commercial profit or who operates as a business.
• Non-commercial: community organisations that are incorporated or unincorporated do not operate for a profit. Charities registered with the Australian Charities and Not-for-profits Commission (ACNC).

Note: a business, government or other entity that is providing a community benefit or not generating a profit from the hire of the community rooms is NOT considered a not-for-profit organisation.

Available parking

City Library Undercover Carpark (Victoria Street Entrance)

• Hours: Monday – Friday 9am – 5pm, Saturday 9am – 11:30am.
  • Outside these hours: unlimited parking.
• Free Parking: 15 minutes, 1 hour, 2 hours, or 3 hours.
  • Parking fines apply for parking longer than the permitted time.
  • Comply with parking signage as this car park is patrolled and serves the Community Rooms, City Library, Milne Bay Pool and other nearby facilities.
  • Set an alarm and move your car to another park in the facility if needed.

Water / Herries Street carpark

• Highly recommended for any bookings that are 3 hours or more during business hours. 
• Location: 176A Herries Street – entrance across the road from Milne Bay Pool, just after the railway tracks heading west. 400m walk from carpark to City Library – Google maps location here
• View parking costs here.

Grand Central carpark 

• Paid parking - Check parking prices here 
• Location: Little Street entrance, corner Little and Victoria Streets. 150m walk to City Library. 

• Hearing loops: available in Seminar Rooms A, B, and C.
• Disabled parking: four designated disabled parking spaces in the Level 1 car park, Victoria Street entrance.
• Elevator access: elevator access to Level 3 community rooms.
• Automatic doors: all main entrances in the building.
• Level 3 disabled toilet:
  • Large disabled toilet with rails
  • Electric height-adjustable adult changing table.
  • Manual door (not push-button).
• Level 3 men’s and women’s toilets: each has one ambulant toilet with rails.
• Level 2 disabled toilet:
  • Push-button access.
• Tactile flooring: tactile flooring for visually impaired individuals.
• Braille signage: braille on some signage, e.g., toilet area.
• Adjustable lighting: lights can be dimmed in rooms.
• Wheelchair accessible tap: lower bench with hot and cold tap for beverages.
• Level 3 secure fire stairwell area: in case of emergency, a secure area for people with mobility issues to wait for support from the fire department.

The ‘General conditions of hire’ is a legal document which is provided to the nominated hirer of all community venues rooms prior to the booking date. The document is accompanied by a booking enquiry form which will include an acceptance clause for signing and return.

Public liability insurance requirement

All parties who hire council facilities must have minimum $10 million public liability insurance coverage. Proof of such coverage is required before your booking can be confirmed (Public Liability Insurance Certificate of Currency).

Exception: We allow casual hirers who hire Council facilities no more than a total of 12days over a 12 month period to use the venue without public liability insurance and they are covered by council‘s insurance policy (e.g. a private wedding or meeting). This does not apply to commercial or incorporated users or sporting clubs or associations of any kind.

Hours of use

Below are the current community rooms opening hours.

• Monday: 9am to 5pm
• Tuesday: 9am to 9pm
• Wednesday: 9am to 9pm
• Thursday: 9am to 9pm
• Friday: 9am to 4pm
• Saturday and Sunday: 10am to 3pm

Any bookings that wish to use time outside of the above regular opening hours must:

• be approved by management due to security and staffing requirements
• book for a minimum of 2 hours
• be within these hours: Monday to Friday 8am – 9pm; Saturday to Sunday 8am – 5pm.

1.3 User Type Structure & Definitions: Based on the target user group/s of the Community Venues Rooms bookings will be subject to the following Tier system:

Bookings made by Tier 2 user groups are subject to cancellation if their booking clashes with a request from a Tier 1 user group upon the condition that:

• The bookings are equal in duration, number of patrons and room required.
• The booking request is made in excess of 40 working days before the date in question.

Night Bookings:  Bookings that occur after 6pm must finish at the nominated end time in the hirers booking confirmation. Failure to finish the booking on time will incur the full cost of the extra time as well as a fee to cover security arrangements.

Tentative bookings: Tentative bookings will be held for a maximum of two working days, after which they will be automatically cancelled.

Confirmed Bookings: Bookings for Community Venues will not be confirmed until the Hirer signs and returns the booking confirmation form, as well as all applicable documentation (e.g. Public Liability Insurance Certificate of Currency).

Regular bookings: Council does not accept permanent bookings. Regular bookings can be made for a period of up to 12 months (within the same financial year). Regular booking requests need to be resubmitted each year for review. Any fee increases will be payable by the hirer. Regular bookings may be required to be cancelled/rescheduled in preference of major events, with Management giving users the maximum amount of notice possible and users not being financially disadvantaged in terms of hire charge if reallocated. Use of the same room for each booking cannot be guaranteed.

Booking Cancellation (by hirer): All bookings must be cancelled in writing via email to civic.precinct@tr.qld.gov.au. Cancellations should not be advised over the phone.

• At least 5 (five) working days written cancellation by the Hirer will result in a full refund of facilities hire fees.
• Any bookings cancelled in writing less than 5 (five) working days before the event will forfeit all money paid.
• In the event that the user has not yet paid for their booking they will be unable to make future bookings until the previous booking’s charges have been paid in full.

If the Hirer fails to advise Community Venues staff of the cancellation of their booking prior to the hire commencing, further use of the rooms will be revoked for 6 (six) months. The Hirer will be notified of this in writing.

Hire Charges & Service Fees: Details of Fees and Charges are found within the Council’s ‘Register of Fees and Charges’. They are set per financial year by Council as part of the annual budget.

All charges for hire and services must be paid to Council strictly in advance.

• Community Venues rooms will not be accessible by hirers until payment has been received.
• In the event of another entity requesting to book the same advanced reservation date, the full invoiced amount will be required to be paid immediately to acknowledge commitment to the booking.
• A full day charge is a maximum of 8 hours, time exceeding this will be charged the hourly rate.

Payment Options: Please note invoices for room hire cannot be issued. Options for payment include:

• In person at the Community Rooms, Level 3, City Library: EFTPOS, cash or cheque.
• Post: Cheques made out to “Toowoomba Regional Council” can be posted to PO Box 3021 Toowoomba QLD 4350
• Over the phone by credit card: call TRC on 131 872, once payment has been made please email the receipt number to civic.precinct@tr.qld.gov.au. You will need to quote your Booking ID and RC Code from your booking form.
• NOTE: Payment made by card over the phone and in person will incur a 0.33% surcharge.
• NOTE: We do not accept American Express.

Parking: Booking of a Community Venues room does not guarantee a car park on site.  Parking in the Library car park is done in accordance with the regulations stipulated in the relevant Car Park signage. Parks are for a 15 minute, 1 hour, 2 hour or 3 hour duration. Community Venues staff have no ability to extend parking times. Guests park at their own risk and are responsible for any fines incurred if they exceed the parking time limit. Full day paid parking is available at the Water/Herries Street carpark, a short walk from the venue.

Refusal /Revoking/Cancellation of Bookings: Council reserves the right of refusal to hire a Community Venues rooms and has the power to revoke booking agreements at any time. Notice shall be provided in writing. Reasons for refusal include but are not limited to unsuitability of the proposed activity, risk to public safety, previous unsatisfactory conduct of the Hirer or other good cause.

Reasons relating to the venue:

• The venue not being in a condition suitable for use; or
• Emergencies due to an actual imminent occurrence that causes or threatens to cause loss of life, injury or distress to persons or threatens the safety of any person or destruction of or damage to property; or
• The facility is required, requisitioned or resumed for the purpose of a Government or public authority for any public use.

Immediately upon receipt of such notice the permission granted shall be at an end. Council shall repay to the Hirer all sums paid by the Hirer under the provisions of the Hire Agreement.

The Hirer will comply with any requirement or direction made or given by the Coordinator Community Venues (or Delegate).

The Coordinator Community Venues (or Delegate) shall be at liberty to suspend and/or control to any extent and any way deemed necessary, any use, performance, matter or proceeding which is judged to be not in accordance with the provision of the Hire Agreement without rendering the Council or any Officer(s), servant or agent liable for damages in respect of such suspension and/or control.

Moving Booking Location: Council reserves the right to move a booking to another facility or room if there is a reason that the original booked facility becomes unavailable. Council will provide a full venue hire refund if an alternative venue or facility cannot be provided.

Hire Preferences and Restrictions: Hiring a facility for a prolonged period of time on a regular basis for the purposes of operating a business for profit will not be allowed under any circumstances.

Council reserves the right to intermittently inspect activities at facilities to ensure that fees charged to participants are consistent with what the Hirer has stated within the booking enquiry form. Users will be inspected periodically to ensure activities are consistent with their nominated user type and with information supplied by the Hirer. Events and functions require onsite inspection/meeting with the Coordinator Community Venues (or Delegate).

Activities not permitted at the Community Venues include:

• Parties or private functions
• Commercial retail trading
• Games of chance where money or equivalent is exchanged or passed on as a prize either directly or indirectly (special approval may be sought for fundraising events)

Accident, Injury or Incident: All accidents, injuries and incidents must be reported to venue management within 24 hours of the event occurring. Any accident, injury and incident that results in a person being taken to hospital must be reported immediately to Council.

Advertising: No advertising of any description or kind shall be permitted upon or in any part of the facility or approach thereto. Community Venues has no obligation to promote any bookings placed in the rooms.

Alcohol: The Hirer shall notify the Coordinator Community Venues (or Delegate) of any alcoholic beverage of any kind proposed to be brought into the facility. Alcoholic beverages can only be provided where there is an appropriate licence.

Breakages, damage or loss: The Hirer must reimburse Toowoomba Regional Council for any damages, breakages or losses occurring during their hire period.  Toowoomba Regional Council is not responsible for any damage to or loss of property placed in the venue by the Hirer, except to the extent that such damage arises from a negligent act of Council.

Catering and Food Preparation: All activities involving food handling and/or preparation must comply with the Food Act 2006. All licensable food businesses must hold and display a current Food Licence under the Food Act 2006. Both licensable and non-licensable food businesses (including non-for profit activities) must comply with food safety requirements under the Food Act 2006 and the Food Safety Standards. The Hirer shall not bring or permit any additional cooking appliances for use in the facility kitchens unless written approval has been received from venue management. Council’s preference is for paper cups or aluminium cans to be used at the facility and not glass. For further information or advice regarding licensing requirements and food safety matters please contact Council's Environmental Health Compliance Group on 131 872.

All catering and/or food arrangements need to be declared to venue management a minimum of 24 hours prior to the booking commencing. If catering is organised externally you are responsible for the clean-up and serving of your catering. Access will be provided to use the fridge only. All crockery and serviettes must be provided at your own cost. Any lost or damaged trays are the responsibility of the hirer not Community Venues.

Candles, Naked Flames, Smoke Machines, Firearms and Explosive Substances: No naked flames (including table candles). firearms, fireworks, smoke machines, explosives or flammable liquids of any kind can brought into or used in the Community Venues. Any Fire Brigade call out fee associated with a false alarm will be the responsibility of the hirer.

Children at Facilities: All children attending the facility are the responsibility of the Hirer / parent(s)/guardian(s) and/or appointed carers and must be supervised for the duration of the booking. If children are in common areas, noise must be kept to a minimum. Children are not allowed in the kitchen.

Cleaning and Returning Items: Hirers are required to leave the facility in a clean state at the conclusion of their booking, including putting rubbish in bins provided, cleaning whiteboards, returning equipment such as laptops and cords to the front desk and removing all items belonging to the Hirer. Where excessive cleaning, item removal or additional booking time is required, an additional charge will apply. Items missing, lost or damaged will be charged to the Hirer at current replacement valuation. Please advise the front desk of any spilt drink or food as soon as possible to minimise staining. Chewing gum is not permitted in any part of the venue.

Commercial Filming: Any request for commercial filming within Venues must be approved through Council’s Licensing Officers prior to confirmation of booking.

Disputes: In the event of any dispute or difference arising as to the interpretation of the Agreement or as to any matter or thing therein contained or as to the meaning of any of the terms and conditions, the decision of the Coordinator Community Venues (or Delegate) acting reasonably thereof shall be final and conclusive.

Any function/event of any kind shall be subject to the terms and conditions of the agreement which it shall be taken as read and understood by the Hirer upon the signing of the document.

Evacuation Plans: Fire and Emergency Evacuation Plans are located throughout the venue. It is recommended you familiarise yourself with this and that it is discussed/stated to your guests prior to the commencement of the function. In the event of an emergency or evacuation the Hirer must comply with instructions from staff members acting as fire wardens.

Indemnity

The Hirer and the Council will agree as follows:

The Hirer use of the venue is at the risk of the Hirer and the Hirer will release the Council, its officers, servants, agents and contractors from all actions, claims and demands of every kind resulting from:

(i) any accident, loss damage or injury to any person or property occurring on the facility whilst occupied or used by the Hirer or by any property servant or agent of the Hirer; except where the actions, claim or demand is a result of the negligence or omissions of the Council, its employees, contractors or agents.

(ii) any loss or damage suffered by any person or persons arising out of the exercise by the Council and its Officer(s), servants or agents of any right or discretion pursuant to the Hire Agreement; except where the actions, claim or demand is a result of the negligence or omissions of the Council, its employees, contractors or agents. And provided by the Council pursuant to the Hire Agreement, except where the action, claim or demand is a result of the negligence or omissions of the Council, its employees, contractors or agents.

The Hirer will indemnify the Council from and against all actions, claims and demands of every kind which the Council or its Officer(s), servants, agents and contractors shall or may be liable for in respect of or arising from any accident, loss, damage or injury to person or property by reason of anything done or omitted by the Hirer or their servant or agent for which the Hirer is legally liable. The Hirer will only provide this indemnity for matters arising from the negligent acts or omissions of the Hirer, or their servant or agents

Any rights and powers of the Council under any of the provisions of the Booking Enquiry Form shall not be deemed to impose upon the Council any responsibility for the selection of the work or works proposed to be performed or being performed on the facility at any time.

Lost Property: Authorised Officers of Council (or Delegate) are the only persons permitted to enter, examine and search the venue for lost property left behind by any of the Hirers. All articles found in any part of the venue shall be retained until property is claimed and/or restored to the owner on production of satisfactory proof of ownership or for a period of 1 month.

Music, Movies and Entertainment:  Management reserve the right to approve all entertainment.  Copyright may be payable for performances, movies or other forms of entertainment and/or use of music (whether recorded or live).  In the case of the showing of films, the hirer must comply with the requirements under the Classification (publications, films and computer games) Act 1995. If performing a public performance and / or the communication of copyright music at the venue you may be required to obtain an Australasian Performing Right Association (APRA) license. The hirer shall be responsible for any infringement of copyright. Hirers will be required to provide Council with appropriate licences.  The Hirer by accepting and signing these General Conditions of Hire indemnifies the Council against any action taken against the Council as a result of any such breach.

Noise: The Hirer is responsible for ensuring excessive noise does not unduly impact on adjoining hirers. Hirers using music and amplification must have their doors closed. All music and noise making activities are to cease by 9.00pm. Failure to comply with any official request to reduce noise will result in immediate cessation of the hire.

Room Capacity: The Hirer is responsible for ensuring the numbers of persons does not exceed room capacity. Room capacity is determined by the Coordinator Community Venues based on the requested room set up and will be advised at time of booking.

Setting Up and Packing Down: If you require set up other than the standard room configuration to be done on your behalf a fee will apply.

Smoking: Smoking is not permitted in the building or within 5 metres of any entrances to the building.

Sustainable practices: This venue strives to be environmentally friendly. We discourage the use of single use products such as water bottles, straws, balloons etc. We have a chilled, filtered water available on site to refill drink bottles.

Temporary Fixtures and Decoration: It is the hirer’s responsibility to ensure that no walls, floors or any parts of the venue are to be broken, pierced by nails or screws, or other method nor any writing, printing, painting or other decoration be made on the walls. Adhesive tape is not an acceptable method of attachment. Absolutely no tape or blutak is to be put on venue windows.

Use of Facilities: is hired under the terms that the person whose signature appears on the form accepts and agrees to ensure the security of the Toowoomba Regional Council property. The hirer is responsible for Council property that may be damaged or removed from the premises.

The hirer must always be present during the period of hire. The hirer is responsible for the conduct and safety of all persons attending the event and must ensure compliance with all laws. Hirers must not allow the premises to be used in a disorderly manner or in any manner likely to cause and annoyance to neighbours, or to bring dispute to the venue or Toowoomba Regional Council. It is the hirer's responsibility to obtain adequate insurance coverage for their activities.