Terms and conditions for room hire at Norfolk libraries

Conditions of hire

Library Room bookings are made via the individual libraries. For Norwich Millennium Library only please contact admin.dcs@norfolk.gov.uk.

Hire charges for rooms is payable to Norfolk County Council. Invoices can be issued. If an invoice is issued, payment can be made by card or cheque (made payable to Norfolk County Council). Card payment via Central Support on 01603 774777. NCC departmental payments are by journal transfer. There are different rates of hire for commercial, charities, not-for-profit and partner organisations.

If a booking is cancelled up to 14 days prior to the hire date a full refund will be applied. Bookings cancelled within 14 days of the hire date full charges apply and no refund will be given. If the booking is cancelled by NCC due to changes in COVID guidance or for any reason outside of out control a full refund will be given.

Bookings in advance for regular activity.NCC staff/departments may book venues on a regular basis for courses and workshops, but not for 1:1 meetings.

External requests can be booked up to a maximum of 12 months in advance and must be paid for in advance. Invoices can be issued monthly/quarterly or annually on request.

All libraries can supply light refreshments such as tea/coffee and biscuits, charges apply. Some libraries have kitchen facilities or onsite cafes for your use. Please speak to the library for individual available facilities.

NCC venues cannot be hired for the purposes of political campaigning or any activity that may incite illegal activity.

Libraries will ensure that there is a keyholder present or that the lead booking officer for the activity has been fully briefed about access to the building and relevant Health and Safety information such as fire exits etc.

Hirers will ensure adequate adult supervision is provided throughout the event. Numbers of attendees will not exceed the capacity of the room (agreed at the time of hire).

Any electrical equipment brought into the venue will have an up-to-date PAT (portable appliance test) certificate.

No item can be fixed to a wall and any damage caused as a direct result of the hire will be charged to the Hirer.

No vaping, smoking or drugs are allowed on NCC premises during the hire of a venue. Alcohol may be allowed at the discretion of the Library Manager and cannot under any circumstances be sold at an event. Premises are not licensed for the showing of films. All libraries have a TV licence.

All rooms will have hand sanitiser and antibacterial wipes available on request. Meeting room windows can be opened to allow for ventilation.

Hirers should be adequately insured for the activity for which they are hiring the room. Hirers liability insurance can be arranged by NCC via the Risk and Insurance Team (01603 222839).

NCC will not be liable for any injury or damage to or loss of property, which shall or may occur during the hire of the venue, except for injury or damage caused by the neglect of the County Council.

Health and safety

All accidents, injuries or near misses must be reported to us in writing within 48 hours using libraries@norfolk.gov.uk.

Library staff hold a list of first aiders on site. No provision for first aiders made outside of staffed library opening times.

General Data Protection Regulation (GDPR) Statement

For further details on how your data is used and stored visit www.norfolk.gov.uk/privacy