London Borough of Barnet

Venue and Lettings Agreement

Terms and Conditions for Hiring Space in Barnet Libraries

Definitions as noted in the Terms and Conditions below

“Council” - London Borough of Barnet

“Event” - The meeting, activity or other event for which the space is being hired.

“Hirer” - The person, persons or organisation making the application to the Council for hire of the space.

“Space” - Refers to the space being hired out by the Council to the hirer.

“Manager” - The person appointed by the Council who is in charge of the space.

“Premises” - The Council premises where the space is based.

General Information

  • The hirer must be at least 18 years of age.
  • All space bookings are at the sole discretion of the Council.
  • Access to the space by the hirer is restricted to those areas as referred to in the booking details.
  • The hirer can bring food and drink into the space as long as this is agreed with the Manager at the time of the booking. (Alcohol is not permitted)
  • Smoking/vaping is not permitted on the premises.
  • The use of blu tack, drawing pins and sticky tape on walls and paintwork is prohibited.
  • The hirer is responsible for the promotion, organisation and administration of the event.
  • Flyposting of advertisements for any event is illegal and not permitted.  Any hirer found to be flyposting will be disqualified from any further hiring.
  • No animals are allowed on the premises with the exception of guide dogs and assistance dogs.
  • The Council must be consulted before broadcasting / television coverage is agreed to or photographs for professional use are taken.
  • The hirer should be aware of potential data protection issues which may arise whilst using the space.
  • Any monies or goods brought on to the premises are the responsibility of the hirer.
  • The hirer must ensure that the space is not sublet or assigned.
  • The Council accepts no responsibility for loss or damages to any goods, materials, clothing, etc brought into or left on the premises.
  • Council personnel, the police or personnel of the emergency services are authorised to enter the space at any time including during the event if deemed necessary.

Space Charges

  •   Room charges are reviewed annually, and any increases will generally apply from the beginning of January.
  • Room charges are detailed on the Library Service website and on the booking system.

Room Bookings

  • Room bookings are made on a first come, first served basis.
  • The hirer will complete an online booking form and must agree to the Terms & Conditions.
  • Confirmed bookings must include:

Date(s) of the booking
Purpose of booking (to identify any special arrangements that may be required)
Estimated number of attendees and facilitators
Preferred room set-up
Special requirements (as agreed with the Manager) e.g. equipment and additional requests
Billing Address and contact details

  •  Preparation time must be included in the booking times.  You will not be given access to the room before the agreed start time of your booking, and you are expected to leave on or before the agreed end time of your booking.
  • All room bookings are provisional until confirmed by the library. Payment will be taken when the booking is confirmed. 
  • Bookings will usually take place during the opening hours of the library. Bookings may be possible outside library opening hours but must be agreed with the Library Manager.  These will be charged at a higher rate to cover security costs.

Payment

  • Hirers should book and pay for rooms using the online system.
  • Payment by other means may be possible in some cases by agreement with the Library Manager.
  • Rooms must be paid for at the time of booking.

Change of Date / Cancellations

  • All cancellations by the Hirer must be made on the booking system or in writing.
  • Cancellations made 21 days before the booking will be refunded in full. 
  • Cancellations made less than 21 days before the booking will not be refunded.
  • The Council reserves the right to cancel a room booking. A full refund will be issued to the Hirer.  However, the Council will not accept responsibility for any loss, or other expenses incurred by the Hirer.

Health and Safety

  • The event must be conducted in a safe and responsible manner and in accordance with all relevant regulations, byelaws, requirements and policies of the Council and Health and Safety legislation.
  • Maximum numbers indicated for each room must not be exceeded.  In the event that numbers of attendees are exceeded, the Manager is empowered by the Council to stop the proceedings, and the hirer shall cease use of the room.  The hire charge will not be refunded in these circumstances.
  • The library’s emergency evacuation plan is displayed on the noticeboard in each community room.  Hirers should familiarise themselves with this plan.
  • Entry and exit to/from the space must not interfere with the general operation of the premises, e.g., buggies must be parked appropriately as agreed with the Manager.
  • Access to all landings, doors, passages or corridors must not be obstructed, and the extent of the space as specified in the booking form or as varied by the Council, must not be exceeded. 
  • The hirer shall not allow any articles of an inflammable nature or likely to cause offence by reason of smoke, smell or fumes etc to be used or brought on to the premises.
  • The room must not be utilised in a way that contravenes current criminal legislation, is inappropriate or unlawful, is likely to cause damage to community relations or could be considered to be detrimental to the reputation and image of the Council and the Library Service.
  • The hirer will be responsible for all persons using the room and will ensure they are strictly supervised.  The Manager has the right to expel or cause to be expelled from the premises, any person who in the Manager’s opinion is drunk, disorderly or causing a nuisance or disturbance.
  • The hirer shall leave the premises in a clean and tidy condition.
  • The hirer is responsible for ensuring no activity takes place that may endanger the general health and safety of persons present on the premises. For any event, other than meetings, the hirer should carry out a risk assessment and take actions as far as possible to mitigate risks to participants and others.  The Manager may request sight of any risk assessments undertaken.
  • The hirer must have permission from the Council to bring equipment on to the premises.  Any equipment brought on to the premises is done so at the hirers own risk and any loss or damage is the hirer’s responsibility. The hirer must ensure that any planned use of electrical equipment brought on to the premises is fit for use.
  • Noise levels must be kept to an acceptable level unless agreed with the Manager. Failure to comply may result in the booking being terminated.

Safeguarding Young People and Vulnerable Adults

  • If the event involves children, young people or vulnerable adults, the hirer must ensure they are supervised at all times whilst on the premises.
  • The hirer is responsible for ensuring that any personnel have appropriate DBS checks.

Insurance and licenses

  • The hirer must have public liability insurance with a minimum limit of £2million per occurrence. 
  • If the hirer intends to use live or recorded music, they shall be responsible for acquiring the appropriate license: either a Performing Rights license (live music) or a Phonographic Performance License (recorded music).  The hirer shall indemnify the Council against any claims should it fail to acquire the appropriate licences.
  • If the hirer intends to stage film shows, they shall be responsible for acquiring the appropriate license.  The hirer shall indemnify the Council against any claims should it fail to acquire the appropriate licence.
  • Alcohol cannot be consumed on the premises without prior agreement of the Council which will require evidence of a valid licence to serve alcohol and adherence to alcohol licensing laws must be observed at all times.   Alcohol cannot be sold under any circumstances.
  • No gambling for personal financial gain of any kind may be carried out.

Additional Terms for Hirers in Self-Service Opening Libraries.

Some Barnet Libraries are open and unstaffed but enabled by self-service technology and monitored by live CCTV.  Hirers may still hire our spaces during these times but should note the following:

  • All users of the premises invited to an event by the hirer must be a registered library card user and registered for self-service opening.
  • As there will be no staff on the premises, hirers will be responsible for their own layout. This should be factored into the booking times.
  • Public toilets are not normally open during self-service opening.
  • Unaccompanied children (under 14) are not allowed in self-service libraries.  The hirer is responsible for ensuring children aged 14-17 (who are allowed in self-service libraries with parental consent) are supervised at all times and that no unsupervised child is left on the premises.
  • Live CCTV monitoring takes place during normal opening hours.
  • Specific guidance will be provided to the hirer at the time of booking to explain access to the room and closure of the room once the session has ended. 
  • Hirers are expected to leave the premises at closing time. The hirer will incur additional charges if the space is not cleared and the Council’s security staff are called out to take any action at the premises due to the hirer non-adherence to these terms and conditions.