Essex County Council Library Premises: Terms and Conditions of Use

 

Introduction

 

Use of Essex County Council (ECC) premises and facilities are subject to the terms and conditions herein described. All Hirers are responsible for ensuring these terms and conditions are adhered to. These terms and conditions shall have effect subject to any amendments or changes made by ECC, which can be made at any time subject to notice being provided.

 

Each library will support the hiring process and you will be provided with a named contact for your hire period.

 

Equal Opportunities

 

All ECC premises shall be open to all members of the community. There shall be no discrimination on the basis of race, gender, sexual orientation, age, disability, religious or political beliefs.

 

Not all booking spaces at every location are fully accessible to users with physical disabilities. This may also vary according to the booking times required. Please check this at the time of booking. For more information visit Room Hire | Using our libraries | Essex Library Service

 

Safeguarding of Children

 

All Essex County Council libraries must be safe and welcoming spaces for children, young people, and their parents or carers. The hirer agrees to take all reasonable steps to ensure the safety and wellbeing of all children, young people, and families attending their event within the library.

 

Standard Conditions

 

Provision and Access to Services

 

   
• Each individual venue is offered for use on a “space only” basis. Hirers will need to provide their own stationery and office resources.
   
• There will be no access to library IT equipment, including wi-fi out of hours, unless otherwise discussed and agreed by the named library contact at the time of booking.
   
• There will be no provision of any refreshments unless otherwise discussed (please state if this is required at time of booking) and agreed by the library team.
   
• Access to toilets, kitchen facilities or staff areas of the building will vary by location and should be agreed with the library team manager.
   
• The number of individuals permitted in any booked library space must not exceed the maximum occupancy limit specified for that area. The Hirer may also be required to ensure an appropriate ratio of attendants to attendees is in place to support a safe and efficient evacuation in the event of a fire. A signing-in process must be implemented for all attendees, and a copy of the attendance list must be made available to the designated Fire Warden on site to assist with evacuation procedures. Site-specific fire safety instructions will be provided as appropriate.
   
• Unless otherwise advised by the relevant library team, Essex County Council library premises do not hold Performing Rights Society (PRS), Phonographic Performance Limited (PPL), or similar licences for the use of recorded or live music. If your event requires such a licence, this must be disclosed at the time of booking. In such cases, the library team will contact you to discuss arrangements. The Hirer will either be responsible for obtaining the appropriate licence directly or will be required to cover the cost of Essex County Council securing the licence on their behalf.
   
• Additional setting up and clearing up time is not provided and must take place within the times booked.
   
• No storage space shall be provided by ECC to the Hirer unless this is otherwise discussed after booking.
 

 

Hirer Responsibilities

 

   
• The Hirer shall not be under 18 years of age.
   
• It is an ECC requirement that all third parties entering into licences hold valid Public Liability Insurance (PLI) cover. The amount of insurance cover will depend on whether the activity is considered to be a high risk or a low risk. If the Hirer does not have PLI, this should be discussed with the library team.
   
• Where events or activities provided to children are considered regulated activity, the Hirer shall provide physical proof that those attending have the requisite Disclosure and Barring Service (DBS) checks.
   
• The Hirer shall be responsible for ensuring only authorised persons make use of the provided space.
   
• The Hirer shall comply with the Out of Hours Checklist and Policy (if applicable) governing access to the space and ensuring the space is left securely on departure (this will be provided).
   
• The Hirer shall be responsible for the conduct of all persons using that part of the public library hired and shall ensure that during such period no inconvenience will be caused to staff or customers (during opening hours) or to neighbours (out of hours). This responsibility extends to all shared spaces of the building used, both internally and externally.
   
• The Hirer may only use this space/room for the agreed purpose supplied at the time of booking.
   
• The Hirer and users of the space may not make any alterations to the room or erect any signs or posters without prior discussion and approval from a library team manager.
   
• The Hirer shall be responsible for any damage to the premises, including loss of any furniture, fittings, contents and apparatus therein during the period of hire. The Hirer shall indemnify ECC for the cost of repair to any damage caused.
   
• ECC will not under any circumstances accept responsibility for loss or damage in respect of any personal belongings or equipment brought into the Premises by the Hirer or its attendees for the course of the booking.
   
• Before the booking time ends, the Hirer is required to: leave the space clean and tidy; return all furniture and/or equipment to its original location; remove all personal items; ensure all doors and windows are closed securely; and vacate the space promptly at or before the agreed time.
   
• The Hirer shall not use the booked space for any purpose of whatever nature which is unlawful or which is capable of bringing ECC or any of its servants into disrepute. Strictly no alcohol or illegal substances may be consumed on ECC premises. All ECC premises operate a no smoking policy.
   
• The Hirer shall be responsible for ensuring the observance of all necessary laws and regulations, including copyright law and the law relating to betting and gaming.
   
• The Hirer may not sublet all of or part of the space booked to any other party.
   
• No items may be sold by the Hirer from the booked premises unless prior agreement received in writing by the library team.
 

 

Making Bookings and Charges

 

   
• All requests for the hire of meeting rooms will require a booking to be made online.
   
• Bookings should normally be made at least seven days in advance of the event.
   
• Bookings must be made at least 48 hours before the event.
   
• ECC has a charging policy in place for hire of space. ECC reserves the right to change this charging policy on a regular basis.
   
• If a hire charge is applicable, the whole of the hire charge must be paid at the time of the booking. Payment should be made through the online booking system.
   
• Only refunds will be provided if 7 days notice is provided. No refunds are provided thereafter for cancellations.
   
• ECC reserve the right to refuse or to cancel any hiring at any time. This includes occasions when it may not be possible to honour a booking at short notice, for example for H&S reasons; or because of the closure of a building for maintenance / improvement works. In such circumstances, the hire charge will be returned to the Hirer but ECC will not be liable to pay any compensation in respect of the cancellation of the hiring.