Libraries Book a library meeting room

Terms and Conditions for booking a library meeting room

By booking a library meeting room you agree to these Terms and Conditions:

Room hire conditions

Manchester City Council reserves the right in its absolute discretion not to hire meetings rooms to organisations or individuals that do not conform to the Equality and Diversity Policies of the Council or where it is not satisfied that the safety of buildings and the public can be ensured. Meetings and events which might compromise the perception of the library as an open and welcoming space to all will not be permitted. In line with the Council’s Prevent Duty, meeting rooms will not let to any organisations where it is considered that the use will foment hatred or discrimination. Lettings will also not be taken for purposes that are likely to cause offence to public taste and decency.

Further information about the Council’s Equality and Diversity and Prevent policies is available online at www-manchester-gov-uk.uat.jadu.net.

Manchester City Council reserves the right to refuse a booking at our discretion. A booking will not be considered if the precise purpose for which the room/venue is required is not stated at the time of the booking.

Cancellation of bookings

Manchester Libraries may cancel a booking at any time before or during the period of hire if:-

  • The Hirer fails to observe any of the conditions of booking; or
  • There is a material omission or mis-statement in the Room Booking Form

If the booking is cancelled for any of these reasons, the Hirer will not be reimbursed.

If you need to cancel a booking, please give as much notice as possible, with a minimum of 48 hours. Any room booking fees will be refunded if notice of more than 48 hours is given.

Hire charges and payment

Hire charges are available on the Council’s web site www-manchester-gov-uk.uat.jadu.net/libraries and via each library.

Block bookings can be made for a maximum of 3 months.

Free use of rooms will not be provided for political purposes or for meetings that are primarily religious, with the exception of candidates at elections who exercise a statutory right to use, free of charge, certain public meeting rooms for the purpose of holding public meetings in furtherance of their candidature.

Manchester City Council’s decision on whether room hire fees are charged or waived is final.

Other conditions

No alcohol is permitted.

The maximum capacity for the meeting room must not be exceeded in accordance with fire regulations.

No nails, tacks, screws, blu-tac, sellotape or anything which may cause damage should be affixed to any part of the room or its fixtures or fittings.

No storage is provided on site for group’s materials or equipment.

The room(s) and the immediately surrounding areas must be left as found and in a clean, tidy and safe condition. Any additional costs for cleaning or for replacement furniture will be charged

The Hirer must ensure that the room is vacated on time and failure to do so may incur an excess fee.

If you are organising an event for children, we will require additional information so that we can make the necessary checks required by our safeguarding policy.

Please check direct with the library about any local parking restrictions.

Please check direct with the library if you need presentation equipment as this may not be available.

Supervision

During the period of the hire the Hirer has responsibility for the supervision of the event, including:

  • The effective control of children;
  • The orderly and safe admission and departure of persons to and from the room(s);
  • The orderly and safe evacuation of the room(s) in case of emergency;
  • Ensuring that all exits are kept immediately available.

Manchester City Council will not be liable for any damage, theft or loss of any of property/articles. This also includes loss or theft of personal data arising from the use of computer equipment. Manchester City Council will not be liable for any loss which arises as a results of events beyond its reasonable control, including (without limitation) strikes, lockouts or other industrial disputes, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule regulation or direction, accident, breakdown of machinery, failure of supply of electricity, leakage of water, flood, fire, or storm, which may cause the room(s) to be temporarily closed or the period of hire to be interrupted or cancelled. The hirer will be reimbursed for the full amount in these circumstances.

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