Bookings
- All hirers must complete a booking request form, following confirmation by the library that the room and dates required are available. If a completed booking form is not received within 14 days of a provisional booking then BCP Council Libraries reserves the right to cancel and rebook the facilities.
- Hirers will be advised of the charge when the booking is confirmed. Please note that BCP Council Libraries Management’s determination of the amount charged is final and that the scale of charges may be altered by them at any time prior to the actual date of the booking. Charges normally increase on 1st April.
- Bookings will not normally be accepted for dates more than 12 months ahead. In some cases a longer term booking may be permitted at the discretion of BCP Council Libraries Management.
Payments
- Payment can be made by the date of hire by cash, cheque or card (where facilities are available).
- An invoice for the total amount will be issued after the date of the room hire. The balance will be due by the date stated on the invoice.
- The hirer will be responsible for any additional costs incurred by BCP Council as a result of any loss or damage (negligent or wilful) caused to the accommodation or facilities during the period of hire.
Arrangements
When a room is hired the hirer will ensure that:
- All delegates using the room stay within that designated area of the building and conduct themselves in an orderly manner, so that no nuisance or annoyance is caused to other persons.
- All delegates are made aware of fire safety signs and evacuation procedures
- All delegates will vacate the premises promptly at the end of the session
- The room is left in the same condition as found for example, furniture returned to its original position. Please ensure that all lights are switched off, all windows are closed and any electrical appliances are disconnected
If a key has been issued then the hirer must ensure that it is properly safeguarded and returned to the library by the agreed deadline.
The hirer will be responsible for all sales arrangements; BCP Council will accept no responsibility for the transactions nor allow library staff to take part in them.
Any publicity and promotion of the event is the responsibility of the organiser. Publicity must not be displayed within library buildings without agreement from library staff.
The hirer will be responsible for obtaining a Performing Rights License for the performance of any live or recorded works covered by the Copyright Act and for complying with the Cinematographic Acts if any films are to be shown, in particular that no flammable films may be shown.
Music may not be played or performed (unless by prior agreement with the library manager).
Cancellations
- BCP Libraries reserves the right to cancel any hiring without notice for any reason. The hirer will then be entitled to a return of a proportional part of any hire charges they have paid and when requested must remove all exhibits and other material bought in for the purposes of the hiring.
- BCP Libraries reserves the right to cancel any hiring without notice if the hirer infringes any of the Terms & Conditions of the hire. The hirer will not then be entitled to return any of the hire charges and will be liable to pay all outstanding charges in full and must immediately remove all exhibits and other material bought in for the purpose of the hiring. Loss, pecuniary or otherwise, suffered by the hirer as a result of the cancellation will not be the responsibility of BCP Libraries.
- Hirers who cancel within 7 days of the start of the booking date will still remain liable for payment of the whole hiring charge.
Insurance
- BCP Council’s public liability insurance covers the use of the building outside of opening hours as long as the hirer completes an induction and signs an agreement to abide by the conditions of hire.
- The BCP Council’s insurance does not cover items belonging to the hirer - hirers should consider arranging their own insurance.
- All persons using the hired accommodation shall take it in such condition as they find it.
- BCP Council will not accept any responsibility for loss and accident to persons or property arising out of or in connection with the use thereof (other than death or personal injury arising out of negligence of BCP Council).
General conditions of hire
- Library premises may not be used for sales or consumption of alcoholic drinks (unless by prior agreement with the library manager).
- BCP Council Libraries reserves the right in its absolute discretion not to hire meeting rooms to organisations or individuals that do not conform to BCP Council’s Equality and Diversity Policy or where it is not satisfied that the safety of buildings and the public can be ensured. Meetings and events which might compromise the perception of the library as an open and welcoming space to all will not be permitted. Bookings will not be taken for purposes that are likely to cause offence to public taste and decency or for displaying any exhibit or material which is in any other way unsuitable for public exhibition.
- In line with BCP Council’s Prevent Duty, meeting rooms will not be hired to any organisations where it is considered that the use will foment hatred or discrimination.
- Information about BCP Council’s Equality, Diversity and Inclusion policies can be found online
- BCP Council Libraries acknowledges the duty of care to safeguard children and vulnerable people. Booking of rooms to undertake activities involving children such as tutoring or social groups must comply with the Council and libraries' safeguarding policies. Any additional requirements (ie DBS checks, safeguarding policy) will be discussed with you during the application process, any cost to be borne by the hirer.
- BCP Council Libraries reserves the right to refuse an application to hire any library space at its discretion. No applicant shall use, or permit use of, the accommodation hired for any purpose other than that specified in the application. A booking will not be considered if the precise purpose for which the space is required is not stated at the time of the booking.