Westminster Business Library - Meeting Room One

Terms and Conditions of Room Hire

The room hire terms and conditions outlined below apply to all rooms for hire in all Westminster libraries. These terms and conditions (and any special conditions or service level agreement if applicable) shall constitute the agreement of hire of the Westminster premises at the applicable library. 

Library opening hours for room hire are displayed in the room description. All libraries will be closed on Bank Holidays, Christmas Day and Boxing Day.  

Out of hours’ bookings will be at management’s discretion. Additional charges may apply. 

Payments

1. The hirer (being the company or individual booking the facility) shall be responsible for payments and other charges related with the room hire. 

2. All bookings must be paid in full to confirm and secure the room booking on the date and time required.

3. Regular or block bookings payment – 5 or more bookings will receive a 15% discount

4. All areas shall be left clean, tidy and free from damage. Any additional cleaning, repair or necessary replacement undertaken by the library as a result of the hirer shall be charged and payable within 14 days. 

5. The hirer shall be liable for any additional expenses incurred by the library if the booking overruns beyond the agreed time. 

6. The library reserves the right to vary hiring fees at any time before the booking date, notwithstanding that payment of the fee has been made and accepted. In the event of a charge increase, the hirer must pay the additional fee before the date of the hire. 

7. There is a minimum booking charge of 1 hour or half day per booking (depending on the room size – see individual room pricing for more information). 

8.  Cancellation by the library: 

• Westminster Libraries reserve the right to cancel any booking without giving any reason up to and including the date/s of hire and to refuse admission to the library. 

• Westminster Libraries reserve the right to close a library or make changes to its opening hours for health and safety reasons/maintenance/special events including: parliamentary/local elections/civil emergency/any other event of location/national importance. In the event of such cancellation the hirer will be entitled to a full refund of affected date/s only. 

9. Cancellation by the hirer:  

• For one off bookings, cancellation in writing 14 days prior to the beginning of the booking a full refund will be given, after this no refund will be given. 

• For regular or block bookings, cancellation in writing 28 days prior to the beginning of the booking a full refund will be given, after this no refund will be given. 

Rules and Regulations of Use 

1. The hirer shall not assign or sub-let the right to use the facilities and must only use the facility for the agreed purpose. 

2. Access to the room cannot be permitted before the agreed booking time and hirers are expected to leave the room on time. Set up and taking down of equipment will be undertaken during the hire time. 

3. The following items MUST NOT be brought onto the premises without the written permission of management: 

• Crockery and glass 

• Animals (except guide dogs) 

• Electrical equipment (including kettles, urns and stoves) 

• Hazardous substances 

4. If your booking involves children or vulnerable adults, you must make sure that they are supervised at all times while on the premises and that the supervisor has the appropriate DBS check and follows best practice. We expect you to safeguard children and vulnerable persons in line with all Health and Safety Regulations and Legal requirements.  

5. The hirer shall keep all noise to a level which is acceptable and will reduce noise levels immediately if instructed by a member of library staff. 

6. On arrival and departure of the library, users must show consideration towards library users and residents living near the library, particularly during the evening. 

7. No user shall grant sound or television broadcasting/filming rights without prior consent and consultation with management. The consent may impose conditions and/or additional costs which must be complied with.  

8. No musical works in the repertoire of the Performing Rights Society may be performed in public on the premises unless the Hirer has obtained the permission of the Society.  No copyright material may be delivered or performed without the consent of the owner of the copyright. 

9. No equipment can be stored onsite. 

10. No equipment of harmful/flammable substances shall be brought onto the site.  

11. No structural or other alterations shall be made to the fabric of the building or furniture, fixture of fittings.  

12. Westminster libraries reserve the right to enter any part of the facility at any time with or without stating a reason. 

No hirer is permitted to: 

1. Use our premises for gaming or wagering other than lawful gaming carried out in line with the Gaming Act 1968. 

2. Have a fire or naked flame on or on any property  

3. Provision of alcohol at any event is at the management discretion only and will comply with licensing laws 

RESTRICTIONS ON HIRE

Westminster City Council will ensure that the application of any part of this policy does not discriminate, directly or indirectly, against anyone on the grounds of race, disability, sex, gender reassignment, sexual orientation religion or belief, age, marriage or civil partnership.

Westminster City Council does not permit its accommodation to be let for purposes which are illegal i.e. forbidden by law or unauthorised by official or accepted rules, for functions attended by people whose presence may cause civil unrest or division within the community or to an organisation or individual which has been banned by law (extremist organisations or individuals).

Liability 

1. Westminster Libraries and Westminster City Council accepts no responsibility for the loss of, or damage to property, or injury, illness or death on these premises.  

2. The hirer (being the company or individual booking the facility) is responsible for any damage or harm done to persons, building or property arising from your actions or omissions or those of your members or group. You must ensure that you have insurance policies to cover your activities; in particular that you and anyone engaged on your behalf is covered by public and employers' liability insurances. 

3. The hirer is responsible for ensuring that no activity takes place that might endanger the general health and safety of any person present in the building 

Equal opportunities 

1. Use of language or behaviour which could be construed as offensive or discriminatory whilst on the premises will not be tolerated and will result in immediate exclusion from the premises. 

Emergency Procedures 

1. All fire routes must be kept clear at all times. 

2. If the fire alarm sounds, hirers must immediately leave the library by the nearest available exit and meet at the designated meeting point. Hirers must comply with directions from library staff.  

3. The hirer is responsible for familiarising themselves with the fire evacuation procedures of the premises. The hirer should ensure that there are sufficient staff/supervisors to oversee the evacuation of all room users in case of emergency. 

4. You must report any accident, injury or any damage immediately to the library manager or the appropriate member of staff. 

Data protection statement 

Westminster City Council use your personal data so you can book a meeting room.  We require some of your personal data (name and contact details) to administer your room booking. The council requires your permission to process this data. 

Your personal information will only be used by our library services team, and will be reviewed or destroyed after 2 years.  You have the right to ask for any of your details to be removed at any point in time for our records however please note that by removing your contact details, you may not be able to book a room. 

If you are concerned about how the council is using your data, please contact our Data Protection Officer via: dpo@westminster.gov.uk  More information about your rights is available on our website, or via the Information Commissioner (www.ico.org.uk).