Terms and Conditions

1. Making a booking payment 

  • The period of hire starts and finishes at the times agreed on the booking form. This must include time for tidying and cleaning the room prior to departure.  

  • We will provisionally confirm your booking with an email including an invoice for the hiring fee. This will include the amount expected and methods of payments we accept. 

  • Your booking will be provisional until the hire fees are paid in full.  

  • If the hire fees are not received by the date shown on the invoice, the booking will be cancelled.  

2. Cancellations and refunds 

  • You must notify us as soon as you wish to make a cancellation to avoid late notice charges. 

  • If you provide more than 4 weeks' notice, then we will return your payment in full. 

  • If you provide more than 1 week’s notice, then we will return 50 % of your payment. 

  • If you provide less than 1 week’s notice, then you will lose your full payment.   

3. Health and Safety  

You must comply with our Health and Safety Policy (included at the end of this document). By signing this Hire Agreement, you take full responsibility for the health and safety of those attending your event including your staff, volunteers and organisers.  

Managing risk of Fire and Fire Safety  

  • As Hirer, you take responsibility with ensuring you and your attendees are compliant with all fire safety notices and signs.  

  • You must become familiar with our Fire Safety notices, alarms and fire escape points. 

  • You must keep fire escape routes and doors clear from obstruction and not allow any tampering with fire safety equipment on the premises. 

  • Should there be an emergency you must call 999 

  • You will hold responsibility for identifying if any member(s) of your party whereabouts is unknown and should keep record of this.  

  • You are responsible for monitoring and ensuring the number of people in the Hiring space does not go beyond the agreed limit. 

  • As Hirer, you hold responsibility for informing your attendees of Fire escape routes, the designated fire assembly point. 

  • You hold responsibility for the safe evacuation of all your event attendees. 

Accidents and emergencies 

  • Should an emergency arise, call emergency services on 999 and give these details Upper Norwood Library Hub, 39 Westow Hill, SE19 1TQ.  

  • Accidents and identified risk of accidents must be recorded and shared with an appropriate member of staff. 

  • You will find the First-Aid box in the kitchen.  

  • If any of the First-Aid box supplies are used by your party, please notify us so we replenish the supplies for future use. 

  • A member of staff will be on the premises should you have urgent enquiry regarding the facilities.  

4.  Hire of the Premises 

Lawful use of premises  

You must not partake in any unlawful activity on the premises and your activities must remain within those agreed in the booking form. It is your responsibility to carry out a risk assessment of your activities during your hiring period. You are not allowed to sub-hire the space under any circumstances.  

Legal and Statutory compliance 

  • You must act in a way compliant with all laws and regulations and ensure that you have all necessary licenses in place for events involving ‘licensable’ activities (e.g. providing entertainment).  

  • Children must be well supervised at all times whilst on the premises and safeguarding procedures must be put in place for any activities involving children or vulnerable adults, in line with UK legislation. 

  • The Upper Norwood Library Hub is committed to equality and diversity. You must comply with the regulations set out in the 2010 Equality Act.  

Public Liability and Insurance   

  • The Upper Norwood Library Hub takes no liability for any loss or damage sustained by yourself or your attendees during the booking. 

  • Unless covered by UNLH insurance (see above), all groups hiring the space must hold public liability insurance over the period of hire to ensure they are covered for damages, death, injury and accidents to themselves or to the public as a result of the event. 

  • If you are acquiring the services of a third-party organisation for the event and ensure that any third-party organisation has appropriate insurance cover and licensing to provide their services.  

  • The Upper Norwood Library Hub reserves the right to refuse access to any persons should they fail to provide evidence of their up-to-date licenses and insurance.  

Alcohol 

  • As Hirer, you hold responsibility for ensuring responsible and lawful consumption of alcohol on the premises and ensuring that those consuming alcohol are over the age of 18 and operate a Challenge 21 policy. 

  • You are not permitted to sell alcohol on the premises. 

  • Any alcohol served is subject to a corkage fee (see form below).  

Noise 

  • As the Hirer you must be considerate of noise levels and make minimal noise during your event and upon leaving the premises. 

  • You must not play amplified music outside of the hours of 8am-11pm on the premises.   

Pets 

  • No pets or animals are allowed within our buildings except for support/guide dogs.  

Keeping the premises secure  

  • You agree to taking responsibility for those attending your event by arriving promptly and verifying your attendees. 

  • You and your guests must remain in the room hired space and agreed facilities available to you . 

Smoking (Including vaping) & illegal drugs 

  • No smoking nor vaping is allowed anywhere on the premises. 

  • You hold responsibility for ensuring no illegal drugs or substances are used or sold on the premises by your attendees.  

Internet & Wi-Fi use 

  • You are responsible for ensuring that those using The Upper Norwood Library Hub Wi-Fi during your booking are 18 years or over or have the permission of their parent or guardian to use the Wi-Fi.  

  • You hold responsibility for ensuring that those attending your event or activity will use the Wi-Fi appropriately and lawfully.    

Parties/Celebrations 

  • Bouncy castles must be under 9ft high. 

  • No helium balloons, glitter, confetti or ball pits are permitted. 

  • Windows may only be opened by a staff member – please ask. 

  • No pulling on the curtains. 

  • Parties for ages 13-25 are not permitted.   

Parking  

  • Parking is available at the rear of the building, accessed via Beardell Street.

  • Two parking spaces are available as part of the hire; these are primarily for loading/unloading. We regret that we do not provide guest parking.  

End of hire cleaning and refuse disposal 

  • All decorations must be removed completely at the end of hire. Sticky tape, drawing pins or other materials which could damage the walls, floors or other surfaces must not be used. 

  • You must ensure that the spaces you hire and facilities including toilets and access are tidied and cleaned, in line with the requirements outlines in our Post-Hire Cleaning Checklist.  

  • All refuse and rubbish must be removed from the premises by you and your party. Up to two refuse bags can be disposed of in the blue bin in the car park. Additional refuse must be taken by the hirer.