All applications for hire must be submitted on the provided form and returned to the Library Bookings team. If the applicant is not an individual, the person signing the form must be authorised and at least 18 years old.

 

Hirers for private entertainment functions such as parties, weddings, dances, must provide ID and proof of address.

 

A booking becomes valid when the Library Bookings team receive a signed booking form and have paid for the booking in full including £100 deposit.

 

All communication and promotional materials should be directed to the Library Bookings team. Posting event-related material through fly posting is prohibited ; authorised advertising stations must be used.  The Council reserves the right to cancel bookings advertised through unauthorised posters. Per the Highways Act 1980 and Planning Regulations, advertising on public highways for events in Libraries is prohibited.

 

a) Facility charges will align with Borough stipulations.

b) Charges highlighted are hourly fees..

c) Payment for the full amount is due within 7 days of booking confirmation; bookings cannot proceed without full payment.

d) The hirer is liable for an additional fee for any duration exceeding the contracted period, consisting of at least double the hourly booking fee plus labour and/or overtime expenses which will be deducted from the £100 deposit.

e) The setup and teardown of equipment must occur within the booked times, unless otherwise confirmed in writing by the Library Bookings team.

f) Long term hirers only - Waltham Forest Libraries will consider terminating the hire agreement for any invoices remaining unpaid for 6 weeks.

g) Concessionary rates - will be available for charities, voluntary organisations, community groups and not-for-profit groups based in Waltham Forest. The event should be based upon free entry for participants.

 

a) Written cancellations are accepted from both the Hirer and the Council.

b) After confirmation, the Hirer must pay the full amount plus any direct or indirect costs incurred by the cancellation if less than 10 days' written notice is given.

c) Where at least 10 days' written notice is given, a 10% administrative charge applies and will be deducted from the deposit.

d) The council reserves the right to close or restrict facility use at its discretion. The Council will refund all monies paid for a booking cancelled under this condition but will not be liable for any other incurred expenses or losses due to such cancellation.

 

The rented facility must be vacated by the time specified on the Booking Form. Events exceeding the contractual period are subject to additional charges (see charges and payment).

 

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

 

The Council retains the right to refuse entry or remove any individual from libraries at its discretion.

 

The use of the Room/Hall or any part thereof is solely at the Hirer's risk. The Council assumes no responsibility for any claims, actions, demands, proceedings, or costs arising from third-party claims against the Hirer. The Hirer must have adequate insurance to cover such claims (see Indemnity above). 

 

The Hirer may not make any alterations to the buildings or install fixtures, apparatus, equipment or decorations without prior written consent from the library management.

 

a) The Hirer agrees to cover the cost of repairing or making good any loss or damage, except for fair wear and tear. The cost of such damage will be certified by an appointed Council officer.

b) The Hirer is responsible for the cost of additional cleaning if the venue is left in an unaccepteble state.

c) All rubbish should be collected in bags and placed in the outside bins. Failure to do so may result in a cleaning charge being deducted from the £100 deposit.

 

The Council will not accept responsibility or liability for any damage to or loss of property or items left within the venue by the Hirer unless such loss or damage is directly due to the Council's negligence.

 

The Hirer is to be responsible for:

a) Complying with capacity limits based on the building's risk assessment.

b) Administering, organising, controlling, and running the event. No event may commence until the Hirer or a responsible individual from the organisation is present.

c) Ensuring that all Instructors / Supervisors in any LBWF endorsed activities open to vulnerable or young individuals are qualified and have successfully passed DBS checks. The organisation must be affiliated with a recognised governing body, adhere to the Council's Child Protection Policy, and carry public liability insurance to an agreed value (see Indemnity above).

d) Supervising and controling all visitors, spectators, officials, particularly children under 16 years old.

e) Leaving all premises, changing rooms, and restrooms to the library management's satisfaction.

f) Parties hiring facilities for private entertainment functions, such as parties, weddings, dances, must inform the library of the names of stewards responsible for the event and ensure they meet LBWF Safe Door Standard qualifications.

 

The right to use facilities or equipment is non-transferable.

 

No Hirer may sublet or make any area or part thereof available to a third party without the prior written consent of the Council.

 

The maximum number of people admitted to any function is determined based on the Council's risk assessment.

 

No games of chance, sweepstakes or betting are permitted in the venue without prior written consent.

 

Commercial photography equipment cannot be brought into the venue without written permission.  Photography at exclusive use parties is at the Hirer's discretion. Non-exclusive use parties are treated as general use sessions and require prior permission.

 

All catering is the responsibility of the Hirer. Catering at Lea Bridge, Wood Street and Walthamstow libraries are exclusive to the operators of the café concessions unless otherwise agreed.

 

All arrangements regarding equipment and venue layout, as well as assistance from caretakers, must be confirmed with library management.

 

a) All decorations must be certified as fire resistant.

b) All decorations must be applied to surfaces with non-marking adhesive/tac.

c) Use of Sellotape is prohibited.

d) Use of smoke machines are not permitted inside venues.

 

a) The sale of goods, including alcohol, is not allowed without prior written approval.

b) To sell Alcohol, permission must be taken from licensing. https://www.walthamforest.gov.uk/businesses/licences-and-street-trading/premises-licence-sell-alcohol

 

Except for dogs assisting the disabled, no animals are allowed in the library without the prior written consent of the Library Manager.  All handlers must follow instructions from library management.

 

The Hirer must follow any instructions issued by Library management.

 

a) All persons, clubs, and organisations renting Borough facilities must comply with directions from the authorised officer in charge and adhere to byelaws and regulations.

b) Hirers must obey Library rules and regulations on display.

c) Hirers must adhere to all relevant legislation, including Environmental Health, Public Entertainment, Data Protection, Human Rights, Trading, and other applicable laws.

 

Offering a fee or reward to Borough employees is a criminal offence.

 

For daytime rentals, minimum disruption to library users is expected. All rules and regulations must be followed

 

The Hirer must ensure that no excessive noise or annoyance is caused to residents or other users of the building. No music after 23.30hrs for bookings finishing at midnight.

 

E-mail: [email protected]