Terms and Conditions of Room Hire

1. Application Process

All requests must be submitted via the online booking form.
Applicants and signatories must be 18 years of age or older and must have appropriate authority when acting on behalf of an organisation.
Hirers of private entertainment functions (such as parties, weddings, and dances) must provide valid photo identification and proof of address upon request.

2. Confirmation of Booking

A booking is confirmed upon receipt of full payment, including the £100 deposit.
A written confirmation email will be issued by the Library Bookings Team.

3. Deposit and Refunds

The processing of the £100 deposit refund will commence once the venue has confirmed that the room or space was left in satisfactory condition.

The £100 deposit will be refunded within 14 to 28 days following the event, upon receipt of the required information from the Hirer, provided no damage, additional cleaning, or overtime charges apply.
If deductions are required, the Council will provide an itemised breakdown within 10 working days and refund any remaining balance.
Where costs exceed the £100 deposit, an invoice for the outstanding balance will be issued and must be paid within 14 days of receipt.

4. Venue and Advertising

All event-related communications and promotional materials must be directed to the Library Bookings Team.
Fly-posting is prohibited. Only authorised noticeboards or advertising stations may be used.
The Council may cancel bookings advertised using unauthorised posters.
Waltham Forest Libraries may decline advertising submissions that do not meet their criteria.

5. Charges and Payment

Room hire fees are set in accordance with Borough-approved rates and charged per hour.
Full payment is required within five calendar days of receiving confirmation.
Overruns are charged at double the hourly rate plus labour and overtime where applicable. These charges may be deducted from the deposit.
Long-term hire agreements may be terminated where invoices remain unpaid for six weeks.
Concessionary rates apply to charities, voluntary groups, community groups, and not-for-profit organisations offering free-entry events.

6. Cancellation Policy

Cancellations must be made in writing by the Hirer or the Council.
Less than ten days’ notice will result in the full fee being retained, plus any direct or indirect costs.
At least ten days’ notice will incur a 10 percent administrative fee.
If the Council cancels a booking, all fees will be refunded. The Council is not liable for further losses.

7. Set-Up Responsibilities

The Hirer is responsible for arranging all furniture, equipment, and materials.
Pins, adhesive tape, fixtures, or similar materials must not be applied to walls, windows, or furniture. Only non-marking adhesive tac may be used.
All decorations must be certified as fire-resistant.
Set-up must take place within the booked hire period unless otherwise agreed in writing.

8. Pack-Down and Reset Requirements

All equipment, decorations, and materials must be removed by the end of the booking period.
The room must be returned to its original layout.
All waste must be placed in designated bins and the space left clean.
Pack-down must occur within the booked period unless agreed in writing.

9. Vacating the Premises

The Hirer must vacate the premises by the time stated on the booking form. Additional charges apply for late departure.

10. Smoking and Vaping

Smoking and vaping are strictly prohibited in and around all Council buildings.

11. Admission Rights

The Council reserves the right to refuse entry or request individuals to leave the premises at any time.

12. Indemnity and Insurance

The Hirer uses the facilities at their own risk.
The Council accepts no responsibility for third-party claims arising from the Hirer’s activities.
Hirers must hold appropriate public liability insurance.

13. Alterations

No alterations, fixtures, or installations may be made without written approval from Library management.

14. Damages and Cleaning

The Hirer is responsible for any loss or damage caused, excluding fair wear and tear.
Additional cleaning charges may apply if the venue is left in poor condition.
Rubbish must be bagged and left in the designated area.

15. Loss or Damage to Property

The Council accepts no liability for lost or damaged property unless due to Council negligence.

16. Supervision

The Hirer must comply with venue capacity limits.
The event must be supervised and controlled at all times.
Activities involving young or vulnerable people require qualified staff with valid DBS checks.
Children under the age of 16 must be supervised at all times.
Private events must provide steward names that meet LBWF Safe Door Standards.

17. Transfer of Booking

Bookings are non-transferable.

18. Subletting

No part of the venue may be sublet without written consent from the Council.

19. Capacity Limit

Hirers must not exceed maximum capacity limits set out in the Council’s risk assessment.

20. Gambling

No games of chance or betting are permitted without written approval.

21. Photography

Commercial photography equipment requires written permission.
Photography at exclusive-use events is at the Hirer’s discretion.
Photography at non-exclusive events requires prior approval.

22. Catering and Food and Drink

Catering for Lea Bridge, Wood Street, and Walthamstow venues may be arranged through the approved venues webpage.

23. Equipment and Caretaking Service

Equipment and layout requests must be confirmed in advance with Library management.
Smoke machines and bouncy castles are not permitted.

24. Sale of Alcohol or Commodities

The sale of goods or alcohol requires written approval.
To sell alcohol, a licence must be obtained from LBWF Licensing.

25. Animals

Only assistance dogs are permitted unless written permission is granted.

26. Fire Precautions and Emergencies

The Hirer must comply with all fire safety and emergency procedures issued by Library management.

27. Compliance with Regulations and Laws

Hirers must comply with all Library rules, byelaws, and statutory requirements, including Environmental Health, Data Protection, and Trading Standards.

28. Offering a Fee or Reward

Offering gifts or rewards to Council employees is a criminal offence.

29. Day Rentals

Daytime hires must minimise disruption to Library users.

30. Noise

The Hirer must avoid causing nuisance or excessive noise.
Music is not permitted after 23:30.

1. Application Process

All requests must be submitted via the online booking form.

Applicants and signatories must be 18 years of age or older and must have appropriate authority when acting on behalf of an organisation.

Hirers of private entertainment functions (such as parties, weddings, and dances) must provide valid photo identification and proof of address upon request.

3. Deposit and Refunds

The processing of the £100 deposit refund will commence once the venue has confirmed that the room or space was left in satisfactory condition.

The £100 deposit will be refunded within 14 to 28 days following the event, upon receipt of the required information from the Hirer, provided no damage, additional cleaning, or overtime charges apply.

If deductions are required, the Council will provide an itemised breakdown within 10 working days and refund any remaining balance.

Where costs exceed the £100 deposit, an invoice for the outstanding balance will be issued and must be paid within 14 days of receipt.

4. Venue and Advertising

All event-related communications and promotional materials must be directed to the Library Bookings Team.

Fly-posting is prohibited. Only authorised noticeboards or advertising stations may be used.

The Council may cancel bookings advertised using unauthorised posters.

Waltham Forest Libraries may decline advertising submissions that do not meet their criteria.

5. Charges and Payment

Room hire fees are set in accordance with Borough-approved rates and charged per hour.

Full payment is required within five calendar days of receiving confirmation.

Overruns are charged at double the hourly rate plus labour and overtime where applicable. These charges may be deducted from the deposit.

Long-term hire agreements may be terminated where invoices remain unpaid for six weeks.

Concessionary rates apply to charities, voluntary groups, community groups, and not-for-profit organisations offering free-entry events.

6. Cancellation Policy

Cancellations must be made in writing by the Hirer or the Council.

Less than ten days’ notice will result in the full fee being retained, plus any direct or indirect costs.

At least ten days’ notice will incur a 10 percent administrative fee.

If the Council cancels a booking, all fees will be refunded. The Council is not liable for further losses.

7. Set-Up Responsibilities

The Hirer is responsible for arranging all furniture, equipment, and materials.

Pins, adhesive tape, fixtures, or similar materials must not be applied to walls, windows, or furniture. Only non-marking adhesive tac may be used.

All decorations must be certified as fire-resistant.

Set-up must take place within the booked hire period unless otherwise agreed in writing.

16. Supervision

The Hirer must comply with venue capacity limits.

The event must be supervised and controlled at all times.

Activities involving young or vulnerable people require qualified staff with valid DBS checks.

Children under the age of 16 must be supervised at all times.

Private events must provide steward names that meet LBWF Safe Door Standards.