Library meeting rooms

Anyone confirming a booking to hire rooms or display spaces in our libraries is agreeing to abide by the following terms and conditions.

Bookings and charges

Rooms can be booked during usual library opening hours, on an hourly rate or for a full day. All sessions finishing later than the agreed time will be charged an additional hourly rate. Rooms will be left in the same condition as they are found on arrival. Any cleaning or repair due to misuse or damage of the room or equipment will be chargeable.

Confirmation and payment

Accepted bookings will be asked to confirm their intention to hire the room, payment is required at time of booking. You may cancel a booking at anytime, but If you cancel less than seven days before the booking no refund will be given. Payments are by card. Invoices will only be produced for bookings over £50.

Events promotion

Publicity is the responsibility of the organiser and any material intended for display or distribution must be in line with the Library Service’s Display Policy. Publicity must not be displayed within library buildings without permission. Sale of any tickets or admission costs remain the responsibility of the organiser.

Insurance, health and safety

All organisers and hirers using the meeting room must report to library staff on arrival. Hirers should hold valid public liability insurance for a minimum of £5,000,000. If hirers don’t have their own cover, it can be arranged for hirers to be covered under the Plymouth City Council’s policy. This arrangement requires a fee of 10% of the hire charge. Risk assessments should be carried out by the organiser.

All entrances, gangways and emergency exits must be kept free from obstruction at all times. All visitors should note the location of the fire exit routes which are clearly marked. If the fire alarm sounds, all present should leave the building as quickly as possible, using the nearest signed route, to meet at the appropriate assembly point. Please let us know if you or anyone in your group has any additional requirements including needing assistance in exiting the building in the event of the fire alarm sounding. When needed, a Personal Evacuation Plan (PEEPS) will be compiled to suit each individual’s needs. The Library Service shall not be responsible for any loss or damage to any property or injury to any person arising out of the hiring. Users should arrange and pay for their own insurance.

Licenses and copyright

Hirers must be aware of and are responsible for the payment of any fees for performing rights, licenses or copyright permissions linked to their performances