Personal data supplied on the Room Hire Booking Form will be held for no longer than necessary. It will be used for communication, management, planning and evaluation of our services. 

We strongly recommend visiting the premises or room before booking to make sure it is suitable for your requirements. 

The representative must: 

• Familiarise themselves with West Ealing Community Library’s Health and Safety, Safeguarding and Fire Evacuation policies and procedures. 

• Know where the First Aid kit and Accident Book are stored. 

• Learn how to safely use any equipment provided. 

• Accept responsibility for observing these Terms and Conditions. 

• Confirm the dates, times and cost of the booking. 

• Ensure payment is made at least 7 days in advance of the hire.

Library hosts will open and close the building. They will also make sure the group is aware of evacuation procedures and general housekeeping. 

During the hire period, the representative is responsible for the supervision of the event, including: 

• The effective oversight of children in line with safeguarding good practice. 

• The orderly and safe admission and departure of people to and from the library. 

• Ensuring that all exits are kept free from obstacles. 

• Understanding fire and other evacuation procedures provided by the library. 

• The orderly and safe evacuation of the library in case of emergency. 

• Leaving the venue in a clean, tidy and safe condition. 

2. Payment 

All bookings must be paid in advance for the full period booked. This includes any time required for setting up and clearing away. 

Payment should be made through our online booking system on the Room Hire page of our website. We accept secure online payments via PayPal or Square at the time of booking. 

Bookings are only confirmed once full payment has been received. 

3. General Rules 

It is not permitted to: 

• Remove books from the shelves. 

• Smoke or vape in the library or immediately outside the main entrance. 

• Bring dogs or animals on site, except for assistance dogs. 

• Display flags, emblems or other decorations outside or inside any part of the library. 

• Use sellotape, blu-tack, bolts, nails, tacks, screws, or anything else that may cause damage when fixing items. 

• Play recorded music or DVDs unless the appropriate legal arrangements have been made. 

• Allow more people to attend the event than the number stated on the Booking Form. 

Any repairs required as a result of damage caused by the Hirer or their group to the premises or equipment will be the Hirer’s responsibility. The Hirer must pay the full cost of any required repairs. 

A cleaning surcharge may also be payable if the room is not left in a clean and tidy condition. 

4. Catering 

Teas, coffees, soft drinks and light refreshments provided by the Hirer may be prepared by prior arrangement. 

Hot food may not be prepared on the premises. 

If the Hirer wishes to use caterers, this must be agreed in advance. The Hirer must ensure that the caterers comply with all relevant health and hygiene legislation and regulations. 

No alcohol is permitted unless agreed in advance. Alcohol must not be sold on the premises without the appropriate licence. 

5. Cancellation of Bookings 

The Hirer may cancel a booking up to 7 days before the event. 

After this time, no refund will be made for single events. Refunds for longer block bookings will be subject to negotiation. 

The Library may cancel a booking at any time before or during the hire period without refund if: 

• The Hirer fails to observe any of the conditions of booking. 

• The Hirer or their group acts illegally during the hire. 

• There is a material omission or misstatement in the Booking Form. 

If the Library cancels a booking due to events beyond its reasonable control, the hire fee will be refunded. The Library will not be liable for any additional loss that arises as a result. 

6. Contact 

If you have any questions about these Terms and Conditions, please contact us at: info@wecl.org.uk