Essex County Council library premises: Terms and Conditions of Use
Use of Essex County Council 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 the County Council, which can be made at any time subject to notice being provided.
Each library will have a named contact who will liaise with potential hirers. This will normally be the relevant Area Manager, Face To Face Supervisor for the individual branch (or another library officer as designated).
Confirmation of bookings
A room booking will only be considered as confirmed once you have received an email confirmation.
Cancellation of bookings
If the hirer decides to cancel a booking, there will be no reimbursement of the hire charge unless you give at least 14 days notice.
The County Council reserves the right to refuse any hire request at the Council’s discretion or to cancel any hiring at any time if it needs to for operational business reasons. If a booking is cancelled by the County Council, the hire charge will be refunded, but the County Council will not be liable to pay any compensation in respect of the cancellation of the hiring.
All Essex County Council 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.
Safeguarding of Children
All Essex County Council premises must be safe and welcoming places for children and young people, their parents and carers. The Hirer undertakes to take reasonable precautions to ensure that any children, young people, parents and carers at their event will be kept safe.
Provision and County Council responsibilities
- 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 WiFi 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 and agreed by the named library contact at the time of booking.
- Access to toilets, kitchen facilities or staff areas of the building will vary by location and will only be allowed in agreement with the named library contact.
- The number of persons allowed to access any booked space at any one time shall not exceed the stated maximum number permitted. The Hirer may also need to provide a ratio of attendants to attendees to evacuate the building in the event of a fire (instructions to be provided for each individual site as appropriate).
- Unless otherwise informed by the relevant library officer, library premises do not have any Performing Rights, Recorded Music or similar licences. The Hirer shall be responsible for obtaining any such licences in connection with their booking.
- 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 the County Council to the Hirer unless this is otherwise discussed and agreed with the named library contact at the time of booking.
- No animals are allowed any booked space other than guide and assistance dogs.
- The Hirer shall not be under 18 years of age
- Commercial hirers and those organising a meeting on behalf of a group or a political party must hold adequate Public Liability Insurance (PLIP and provide physical proof.
- Commercial, charity and community organisations providing activities for children must provide physical proof of attending staff members’ Disclosure and Baring 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 designated library officer at the time of booking.
- The Hirer shall be responsible for any damage to the premises, including loss of any furniture, fittings, contents and apparatus and for any harm done to persons therein during the period of hire. The Hirer shall indemnify the County Council for the cost of repair to any damage or harm caused.
- The County Council 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 the County Council or any of its servants into disrepute. Strictly no alcohol or illegal substances to be consumed on County Council premises. All County Council 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 share occupation and use of any part of the space booked or allow any other party to occupy and use the space booked.
- No items may be sold by the Hirer from the booked premises unless prior agreement received in writing by a designated library officer.
- The Hirer shall ensure that if any activities are to take place that may cause a risk to health and safety of any individuals, then the Hirer must produce a risk assessment, method statements and ensure adequate public liability insurance is in place prior to the date of hire.
Making Bookings and Charges
- Bookings should normally be made at least seven days in advance of the event
- The County Council has a charging policy in place for hire of space. The County Council 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. Information regarding the method of payment for any charges will be provided locally by the Area Manager or other designated officer
- If the Hirer decides to cancel the booking, this must be made in writing to the designated library officer. Any reimbursement of the hire charge shall be at the discretion of the County Council
- The County Council reserve the right to refuse or to cancel any hiring at any time. In such circumstances, the hire charge will be returned to the Hirer but the County Council will not be liable to pay any compensation in respect of the cancellation of the hiring.