Venue hire conditions

Building heritage preservation

Our Library is a heritage-listed building. Please keep the venue and equipment in good condition. No alterations to the building are permitted.

Booking times

The minimum booking time is 4 hours, including set up and pack down. Booking times are either 4 hours or full day hire (8 hours). Bookings that extend past the full day (for example, into the evening) will be charged at an hourly rate. Additional hours beyond a full day are charged hourly. Review venue hire rates and fees.

Smoking

Smoking is prohibited in the Library building.

Bookings and payments

Booking process

A tentative booking holds the timeslot for 7 days. Confirmation of booking is required by signing and returning the hire license within these 7 days. Event details must be finalised 14 days prior to the event. Non-compliance may lead to cancellation.

Changes to bookings

• Extending a booking is subject to availability.
• Rescheduling within 30 days will incur a $250 fee.
• Late changes to setups or details may attract a $150 fee.
• Overtime charges apply per the pricing schedule.

Fundraising and sales

Collection of monies

If you plan to collect money, sell items, or conduct fundraising activities (for example, membership fees, donations, raffles) during your event, written approval is required from the Venue Hire team.

The sale of books and merchandise may be possible through the National Library bookshop. Discuss options with the Venue Hire team.

Cancellations

All cancellations must be made in writing. The following cancellation policy applies to all bookings:

• 30 days or more: No fee
• 7-29 days: 50% of hire charges
• Less than 7 days: 100% of hire charges

Payments

Invoices are issued within 14 days post-event and due within 14 days of receipt. Deposits are typically not required.

Fee reductions

Community groups

Eligible not-for-profit organisations (for example, charities) may apply for a 50% discount on venue hire fees. To request a discount application form, contact the Venue Hire Team.

Government and education organisations

These groups automatically receive a 20% discount. Eligible entities include:

• National, State, and Territory government departments/agencies
• Universities, TAFEs, primary and secondary schools, and preschools

Note: Discounts apply to venue charges only and exclude services like AV, security, and cleaning.

Audio visual (AV)

An AV technician is required for Theatre events and is available for other venues if needed.

Contact the Venue Hire team early in your planning for specific AV needs and ensure setups are tested before the event.

Catered events

Our contracted caterer is Bookplate. Bookplate offers various catering options in selected areas. Additional venue and cleaning charges may apply. To make an enquiry, contact Bookplate Cafe.

To use an alternative caterer, including self-catering, requires written permission. Hirers are responsible for safe food handling and cleanliness. Extra cleaning fees may apply.

Cleaning and setups

Standard cleaning costs are included. Non-standard setups and events with more than 200 attendees may incur additional charges. For details on standard setups, contact the Venue Hire Team.

Security

Security is required for events outside the Library’s operating hours, larger events, or those with VIP attendees. Security services are an additional cost. To make an enquiry, contact security.

Event guidelines

Advertising

Promotional materials must not imply Library affiliation and require prior written approval for venue display. You can only advertise in rented spaces, not in public areas.

Events during may not have exclusive access to some spaces during the libraries opening hours. Clear temporary setups promptly post-event to restore public access.

Building access

Access is restricted to approved areas, with Library staff allowed entry at all times. Additional security costs apply for access outside normal hours.

Event conduct

Events should not disrupt Library operations. Venues and equipment must be used solely for the agreed event

Bookings and enquiries

Bookings and enquiries can be made online or by phone or email.

Book or enquire