Venue Hirer Terms & Conditions

Payment

Payments are made on BookingsPlus, using Stripe. These will be in the form of debit card payments.

You will need to pay any price increase, so long as we give you at least one month’s notice. We review our charges annually and any increases normally take effect on 1st April.

Equipment

No charge for the use of equipment such as OHP/slide projectors or TV/DVD/video players/Flipcharts/Chromebooks.

Confirmation and Cancellation

Although we will accept provisional bookings by phone, they can only be held for a maximum of 48 hours. Your booking is not confirmed until we have received a signed copy of your booking form, confirmed via BookingsPlus.

We cannot normally accept bookings made more than 1 year in advance.

You may cancel a booking at any time, but if you cancel less than seven days prior to the booking full payment will be required.  If you cancel 7 – 14 days prior to the booking then a 50% charge will be required.  While we will make every effort not to cancel bookings, we reserve the right to do so. If no suitable alternative arrangements can be made, we will refund what you have paid us, but we will not accept any other liability.

Arrival and Departure

All room hirers (or the lead for group bookings) must sign in and out at the library desk.

Fire and Emergency Evacuation

The session lead is responsible for reviewing the emergency evacuation procedures, located in the room, and ensuring that it is communicated to all participants at the beginning of every session. It is also their responsibility for ensuring the safe evacuation of themselves, and their group, upon hearing the alarm. All activations must be treated as genuine emergencies. The session lead must also notify the library team, in advance, if any member of their party requires special assistance during an evacuation, including the use of an evacuation chair, or any other support that may require the library teams’ intervention.

Furniture

The room will be set out in the layout specified on the room description (or requested on the booking form if this option is available). Should you require a different layout you may move the furniture on arrival in accordance with health and safety standards but library staff will not be available to assist with this. The room will need to be returned to the original layout at the end of your booking.

Facilities

If the room has facilities such as crockery or glassware, these may be used but must be washed and dried at the end of the session using cleaning products you have brought. There are no cleaning products available in the room

Smoking and Naked Lights

Smoking is not permitted on library premises, including vaping, nor is any form of naked light (such as a candle flame). 

Damage

You will be held responsible for any damage to library property caused by your group during the booked session and will be required to pay for any necessary repairs or replacements. Please arrange your own insurance if you think it is advisable.

Electrical Equipment

If you want to use your own electrical equipment on library premises, you must complete an Electrical Equipment Request form. You are responsible for making sure that the equipment is safe and is used in a manner which conforms to its operating instructions. Please note that you may not use your own heaters in the library. Library staff are authorised to refuse the use of any apparently unsafe equipment.

Technical Support and Equipment

We can provide information on technical support, and free Wi-Fi is available at all libraries.  Please let us know if you would like access to test your equipment prior to the booking.

Limitations

We reserve the right to accept only bookings which the Manager considers appropriate for library premises and limit the number of people attending a session.

Accident Reporting/First Aid

Please ensure the library manager or duty caretaker receives all relevant information concerning an accident on the premises, including the name and address of the person/persons affected and the nature of any injury sustained.

The location of First Aid boxes and nominated first aiders are confirmed on the day.

Insurance

Public liability insurance only covers Libraries Unlimited South West staff, friends groups, volunteers and external hirers of our spaces. 

Staying on the right side of the law

Everyone in the library must abide by the Library Byelaws, Rules and Regulations currently in force and by copyright legislation.

Alcohol License

Alcohol served at a public event requires a licence. It is best to check with the local licencing authority as they will be able to advise on the specific circumstances.

If you would like a summary of this in a different format such as large print, Braille or tape, or in a different language, please contact our Customer Service Centre on 0345 155 1001 or email [email protected]