London Borough of Enfield
Use of Community Rooms in Public Libraries
Terms and Conditions
Purpose of Community rooms in Enfield Libraries
- To provide a space that can be booked in advance by small groups/organisations for meetings or activities.
- To provide a space for the library itself to provide a range of activities for different age groups that cannot take place in the main body of the library.
Terms and Conditions
- Community rooms are available for hire by contacting the library via phone, letter, email or in person. The fee is per hour, payable 14 days in advance. Prices listed on the fees and charges notice. Payment must be via cash, credit / debit card or cheque. BACS payments will not be accepted. Bookings are not secured until payment is made.
- Bookings may require at least four weeks’ notice and are subject to availability. Bookings can only be made up to three months in advance inclusive of current month, ie: In June, bookings will only be taken up to the end of August.
- Setting up and clearing away time must be incorporated by the hirer when the booking is made.
- The hirer of the room is responsible for advising the member of the staff taking the booking of the following:
- date and time
- number of expected participants
- purpose of the meeting
- requirements for tables and chairs
- if the hirer / group intend to provide refreshments
All the above are subject to the approval of the senior member of staff.
- Enfield Libraries provide the use of kitchen equipment but do not provide any refreshments other than hot and cold water. Furthermore, no hot food is to be consumed within the Community Room without the prior consent of a senior member of staff.
- Enfield Libraries do not provide a portering service.
- Refunds are subject to the receipt being supplied and minimum 14 days’ notice of cancellation being given.
- The hirer shall be allowed the use of the library accommodation outside normal library hours subject to the approval of the Customer Service Team Leader and subject to a charge for stewarding. Furthermore, hirers will have to show proof of Public Liability Insurance to use the library outside of normal library hours.
- Bookings refer to the use of the Community Room only, with the exception of the use of the public toilets.
- The hirer shall leave the room in good condition and as found. A flip chart stand, kettle, water supply and fridge are available.
- The hirer is required to comply with all current health & safety regulations and policies of the premises, including fire evacuation procedures and the Library Byelaws.
- Smoking and vaping is not allowed within the building and the immediate environs.
- It is a condition of hiring that the premises will not be used for any purpose or in any manner contrary to the Betting and Gaming acts, or to the Licensing or any other Regulations currently in force.
- No alterations or additions to the electrical or computer equipment at the premises may be made without prior consent.
- Any repairs required as a result of damage incurred by the hirer or their group (or any resulting injury caused by that damage) to the premises and/or equipment will be the hirer’s responsibility and must be paid in full by the hirer.
- The room should be left clean and tidy at the end of the hire period, otherwise a cleaning surcharge may be payable by the hirer.
- All items brought into the Community Room by the hirer or their group are the sole responsibility of the hirer and management cannot take responsibility for any items left unattended.
- If the group involves children under the age of 18 it is the responsibility of the hirer to provide adequate and proper supervision of those children.
- It is a condition of hiring that no music is played in the Community Room.
- Hirers may not sublet rooms.
- Failure to abide by the venue’s rules and policies may result in the immediate termination of the booking.
- The hirer shall agree to indemnify the Council from and against all loss, damage, costs claims, demands, expenses or charges which the Council may sustain or incur in respect of any matter arising out of the use of the accommodation or the conditions relating thereto insofar as the same are not covered by a policy of insurance effected by the Council and to pay to the Council on demand all such sums as may be payable by reason of this indemnity.