Terms and conditions of room hire 

Last updated: September 2026

By confirming a booking, the hirer agrees to these terms and conditions and understands that the hirer, or their organisation, will be held responsible for compliance with these terms and conditions, including health and safety requirements and prevention of unauthorised access. The hirer or organisation will make good (via financial or other means) any mess, damage, theft, loss or other issues that arise during the hire period which result in unplanned for costs to the Carnegie Library Hub.

1. General

1.1 Code of Conduct

We expect the following code of conduct for all our room hires.

  1. Respect for the library: The library is open for people to walk through for access. However, when the library is closed, we expect all our hirers to be respectful of the library by not creating disturbances or using or moving books. When closed, the library is not for Hub or hirer use.
  2. Adherence to rules and regulations: Hirers must comply with all venue rules, including respecting noise limits, occupancy limits, fire safety measures and any restrictions on decorations or activities.
  3. Building guidance: At all times follow the guidance from the Hub staff, Hub Community Caretakers and librarians who are all responsible for the building.
  4. Noise management: Reasonable noise is expected from our hirers for them to enjoy their activity. We expect hirers to respect the library and those in it as well as other Hub users in managing their noise inside the rooms and outside. It may be necessary for our Community Caretakers or librarians to proactively manage noise, in which case their guidance should be followed at all times.
  5. Respectful conduct: Treat all staff, other guests, and local residents with courtesy and respect. Offensive language, discriminatory behaviour, harassment, or aggression will not be tolerated.
  6. Responsible alcohol consumption: If alcohol is provided, ensure it is consumed responsibly and in accordance with the venue’s licensing and regulations.
  7. Property care: Take reasonable care of the venue and its contents, including furniture, equipment, and facilities.
  8. Damage reporting: Report any damages promptly, as the hirer is likely responsible for repair costs incurred during the hire period.
  9. Cleanliness and tidiness: Leave the venue clean and tidy at the end of the booking. Dispose of rubbish in the designated bins and return furniture to its original placement. Failure to comply may result in additional cleaning charges.
  10. Time adherence: Arrive and leave the venue at the times specified in the booking. Additional charges may apply if the agreed-upon rental period is exceeded.

1.2 Reservation

  1. Room hire is only confirmed once the invoice has been paid in part or in full, in accordance with the payment terms for the package purchased. An invoice or email confirming the booking does not, by itself, confirm the room hire.
  2. Payment and cancellation terms are dependent on the package purchased, listed below for most bookings and within the package listing if different.
  3. There is currently no VAT charge on room bookings.
  4. Customers will be quoted and invoiced for rates applicable at the time of their booking.
  5. From time to time, we may alter or amend prices, which will affect quotations from that point onwards.
  6. Bookings made for organised events, such as wellbeing, are done on the assumption that insurance, safeguarding and qualifications are all adequate and in place, including first aid training.
  7. Hirers agree to provide documentation on request.

1.3 Running the Event

  1. We ask hirers to only turn up at the time of their booking and not early.
  2. If setup time is needed, this must be included in the hiring time.
  3. In the case of a shorter session we reserve the right to move a booking to another room if a half-day or whole-day booking of the room is subsequently received.
  4. Additional equipment can be arranged as an additional fee unless included in a package.
  5. Chairs and tables to be collapsed after and stacked as originally found, as indicated on notices and as directed by the Community Caretaker on duty.
  6. No confetti or confetti balloons to be used in the rooms, circulation spaces or immediate surrounds of the building.
  7. No ballgames or activities involving airborne objects, such as Nerf fights, are permitted.
  8. No pins, Blu Tack or Sellotape to be used in any of our rooms on the paintwork or structure of the room.
  9. In the case of a fire, the room hirer is responsible for aiding the evacuation of their guests and participants as indicated in the fire action notices displayed in the rooms and the housekeeping guide.
  10. Room hirers should inform Hub staff, at or before handover of the room, whether any people with disabilities may be unable to evacuate safely.
  11. If you’re working with children or vulnerable adults, you must have a safeguarding policy in place, and all contact staff must hold a recent DBS certificate. You may be asked to provide documentation.
  12. No sound systems can be used unless previously arranged.
  13. Event volume during library hours cannot exceed levels that can be clearly heard in the library.
  14. Event volume must not be loud enough to be clearly heard on the street for a sustained period.
  15. Our clients and their participants must be respectful of our residential neighbourhood and neighbours when arriving and departing. Any anti-social behaviour damages our reputation as a community hub and threatens our licence. It is the responsibility of the lead booking contact to set the example and enforce respectful behaviour.
  16. The customer is responsible for cleaning up after the hire unless this is included in the package.
  17. Any surplus or used materials should be disposed of using the bin bags provided. The hired room and kitchen, if relevant, must be left in the condition in which they were found.
  18. We provide cleaning equipment for use by hirers.
  19. Glasses and cups hired need to be cleaned or stacked in the dishwasher. We provide a dishwasher and tea towels.
  20. The rooms must be left securely, meaning handing over to the caretaker or staff at the end to lock up.
  21. Clients must be mindful of their guests and security, specifically access to other parts of the building.

2. Room Rate and Package Options

We offer multiple hire rates and packages depending on time of use, in order to optimise room use. We reserve the right to charge for attendance above the Base Capacity. Each room hire option and its respective terms are listed below.

2.1 General Terms

  1. All rate and package prices quoted include capacity for up to the Base Capacity of the room.
  2. The hirer is expected to confirm the required capacity to the best of their knowledge and must not knowingly request a lower capacity than actually required.
  3. The hirer must not allow the number of attendees to exceed the Max Capacity of the room.
  4. The Carnegie Library Hub reserves the right to charge the hirer after the event if the number of attendees exceeds the capacity stated in the quotation.
  5. We reserve the right to cancel a booking for exceptional circumstances and will aim to give reasonable notice except in cases where the cause of cancellation is beyond our reasonable control or if a customer is in arrears from a previous booking.

2.2 Payment

Unless specified separately in the terms of the room hire package, these payment terms apply.

Payment stage Payment requirement
Bookings made more than 60 days before the first service date 50% due on receipt of invoice to secure and confirm the booking. The balance is due 60 days before the first service date.
Bookings made 60 days or fewer before the first service date 100% due on receipt of invoice to secure and confirm the booking.

The Memo field of the invoice will summarise the payment terms. For a booking with multiple service dates, the first service date means the earliest service date in the booking.

2.3 Cancellation

Unless specified separately in the terms of the room hire package, these cancellation terms apply.
Refund percentages are calculated against the full booking value, not only the amount paid at the time of cancellation.

Cancellation notice Refund
61 or more days before the first service date 100%
Between 60 and 15 days inclusive before the first service date 50%
14 days or less before the first service date 0%

2.4 Room Capacities

The room capacity pricing shown on our website is based on the Base Capacity. All quotations require an estimate of the expected capacity so that we can provide an accurate quote. Capacity is included in our pricing to keep our prices as competitive as possible, as our rooms are generally very large.

Room Base Capacity Max Capacity
Herne Hill Room 40 100
Brixton Room 30 60
Camberwell Room 20 40
Dulwich Room 10 20
LJ Lounge 30 50
Library 10 60

2.5 Discounts and Community Rates

  1. Eligibility for discounts is set out below.
  2. Evidence of eligibility is required before finalising your booking where a community-aligned rate is requested.
% Discount Eligibility Exceptions
15% Registered charity, charitable incorporated organisation (CIO), charitable company, charitable trust, registered non-profit organisation, community interest company (CIC), company limited by guarantee (for example, a non-profit community club), NHS, local authority (for example Lambeth Council / Southwark Council), or education institution CIOs, CICs and companies limited by guarantee must be registered and operating as non-profit organisations. The non-profit status and membership arrangements of CICs and companies limited by guarantee may need to be checked. Standard for-profit limited companies do not qualify. Not available for Starter and Partner package rates.
50% Community-facing volunteer-run event with free entry, or a Party Package booking for families receiving Universal Credit Not available where the hirer qualifies for the 15% discount above.
100% Community-beneficial event aligned with the Carnegie Library Hub’s mission and values, subject to application and discretion of the Board of Trustees Not available where the hirer qualifies for the 15% discount above.

2.6 By-Hour Rate

2.6.1 Eligibility

  1. By-Hour Rate is available for events which do not qualify for a specific package.

2.6.2 General Conditions

  1. Room use must remain compatible with other Hub and library users.
  2. By-Hour bookings do not include equipment in the room or brought in by the hirer.

2.6.3 Terms

  1. The minimum order for By-Hour bookings is 2 hours.
  2. General payment terms in Section 2.2 apply unless otherwise agreed in writing.

2.6.4 Cancellation

  1. General cancellation terms in Section 2.3 apply unless otherwise agreed in writing.

2.7 Party Package

2.7.1 Eligibility

  1. Party Package bookings are for party hires that fit the package format and booking windows, such as children’s birthday parties for those under 14 years of age, baby showers, engagement celebrations and funeral memorials.
  2. It is not possible to use our hourly hire rates for hires which fit this format.

2.7.2 General Conditions

  1. The Party Package is a minimum 4-hour booking, which is 1 party booking, which includes setup and clear-up time.
  2. The hirer cannot arrive before the booking time; therefore, the hirer’s setup and takedown time is included in this window. The Community Caretaker will set up the tables and chairs according to the hirer’s requirements.
  3. The Party Package includes cleaning the room floor. However, bin bags are provided, and the hirer is responsible for bagging all rubbish into recycling and general waste and packing away non-Hub equipment.
  4. Our Community Caretaker is on hand to support setup and takedown for parties, which typically means setting out tables and chairs and supporting hirers with use of the kitchenette for glasses and mugs, for example. Our Community Caretaker is not responsible for bespoke setup and takedown.
  5. If the Community Caretaker on duty indicates that cleaning is more than scheduled, the hirer must support the caretaker in clear-up.
  6. The available start windows for Party Package bookings are 9:00-10:00am and 2:00-3:00pm.
  7. No party bookings are available on Saturday mornings in Herne Hill Room.
  8. The Party Package is not suitable for celebrations with loud music or those continuing into the late afternoon or evening past 7pm.
  9. The Party Package entitles you to bring in external equipment, and plug it in, such as a bouncy castle. The hirer is responsible for any damage as a consequence of utilising, setting up, or taking down external equipment.

2.7.3 Terms

  1. The minimum order for Party Package bookings is 1 party booking however more than 4 hours can be provided at a pro-rata rate.
  2. General payment terms in Section 2.2 apply unless otherwise agreed in writing.

2.7.4 Cancellation

  1. Standard cancellation terms in Section 2.3 apply unless otherwise agreed in writing.

2.8 Heritage and Carnegie Away Day Packages

2.8.1 Eligibility

  1. Away Day packages are designed and suitable for organisational off-site meetings, training and strategy sessions, among other uses.
  2. It is not possible to use our hourly hire rates for organisational days that fit this format.
  3. Away Day packages are available Monday to Friday, designed for daytime use between 8am and 5:30pm.
  4. From time to time we may accept an Away Day booking for the weekend.

2.8.2 General Conditions

  1. Away Day bookings are available only as 4-hour or 8-hour bookings.
  2. Equipment cannot be removed from an Away Day booking, even if it is not needed or used.

2.8.3 Terms

  1. The minimum order for Heritage and Carnegie Away Day bookings is 4 hours or 8 hours.
  2. Payment terms are 25% due on reservation, with the remaining balance due 3 months before the first service date.

2.8.4 Cancellation

  1. Standard cancellation terms in Section 2.3 apply unless otherwise agreed in writing.

2.9 Partner Rate

2.9.1 Eligibility

  1. The Partner Rate is for partners who run regular events at the Hub, often weekly and usually during school term time, although not exclusively. For example, it may also include regular school holiday clubs.
  2. To be eligible as a partner, you must agree to independently market/publicise your class or session, following our Partner guidelines for promotional materials.
  3. The minimum order for Partner Rate bookings is 10 hours as a cumulative booking.
  4. The maximum duration for Partner Rate bookings is 4 months from first to last service date.
  5. If neither of the above two conditions can be met, the Partner Rate is not available.
  6. For a booking to be eligible for Partner Rate, a block booking commitment is required.

2.9.2 General Conditions

  1. Partner sessions are expected to run as regular recurring services aligned with agreed dates and times.
  2. Partner Rate is only available after 6pm, Tuesday to Thursday, for the Herne Hill Room and Brixton Room.

2.9.3 Terms

  1. Payment terms are 100% payable at the midpoint between the booked service dates.

2.9.4 Cancellation

  1. Cancellation fee: 100% of the booked charges for cancellations made fewer than 14 days before the relevant service date.

2.10 New Starter Rate

2.10.1 Eligibility

To qualify for the New Starter Rate:

  1. Be eligible as a partner (or future partner).
  2. Be either a completely new partner testing the Hub, or an existing partner trying a distinctly new class with no existing attendees or following. For example, changing the day of the week of an existing booking would not qualify for Starter Rate.
  3. The minimum order for Starter Rate bookings is 10 hours as a cumulative booking.
  4. The maximum duration for Starter Rate bookings is 4 months from first to last service date.
  5. If neither of the above two conditions can be met, the Starter Rate is not available.
  6. Agree to independently market/publicise your class or session for at least one month prior to the start of the booked term, following our Partner guidelines for promotional materials.

2.10.2 General Conditions

  1. The general conditions in Section 2.9.2 (Partner Rate) apply.

2.10.3 Terms

  1. Payment terms are 100% payable 14 days before the first service date.

2.10.4 Cancellation

  1. New Starter Rate bookings are non-refundable.

3. Locker Use Terms and Conditions

Carnegie Library Hub provides lockers for use by partners. By renting a locker, you agree to the following terms.

3.1 Eligibility

  1. Lockers are available to partners who run weekly events at the Hub.
  2. Allocation is at the discretion of Carnegie Library Hub staff and subject to availability.

3.2 Locker Specifications

  1. Each locker measures 50cm (W) x 59cm (D) x 90cm (H).
  2. Lockers are secured using a standard small padlock (see Section 3.8 Security and Padlocks).

3.3 Allocation and Access

  1. Lockers are allocated on a first-come, first-served basis.
  2. You will be assigned a specific numbered locker and should only use the locker allocated to you.
  3. Carnegie Library Hub may need to limit partners to one locker each if demand is high.
  4. Lockers are located on the top floor of the Hub, accessible by lift and wide stairs.
  5. Lockers may only be accessed when the Hub is open and a member of staff is present.
  6. Partners who store items outside lockers (for example, larger equipment) will be charged a virtual locker fee at the standard locker rate.
  7. Items must not be stored in any unused or unlocked locker at any time.
  8. A trolley is provided by the Hub and kept by the lockers for partners to transfer items between the locker and the room. The trolley must be returned to the locker area after each use.

3.4 Permitted Use

  1. Lockers are provided for secure storage of items for use during Hub events, and not for general storage.
  2. You must not store any illegal, hazardous, perishable, or offensive items in your locker.
  3. Lockers must not be used to store items of significant financial value.
  4. Items are stored entirely at the owner’s risk.
  5. Carnegie Library Hub accepts no responsibility for loss, theft, or damage to stored items.

3.5 Duration and Renewal

  1. Lockers are available in termly periods only: September to December, January to April, and May to August.
  2. Locker rental cannot be pro-rated within a term.
  3. New partners who begin using the Hub halfway through a term will receive the remainder of that term free until the next term starts.
  4. Locker use may be terminated at any point, with effect at the end of the current four-month term.
  5. Renewal is subject to availability and continued eligibility.
  6. No payment holidays are available. If you pause events during school holidays or for any other reason, the termly locker charge still applies.
  7. Carnegie Library Hub reserves the right to reclaim any locker with reasonable notice (normally 14 days).

3.6 Pricing

  1. Single locker: GBP 50 per term.
  2. Double locker (two lockers): GBP 90 per term.
  3. Virtual locker charges (for storage outside lockers) are charged at the standard locker rate for the equivalent locker size.

3.7 Payment

  1. Locker charges are applied per four-month term: January to April, May to August, and September to December.
  2. If invoiced as part of a regular booking, payment terms are as per the booking.
  3. If invoiced separately, payment is due on receipt.

3.8 Security and Padlocks

  1. Each locker accepts a standard small padlock, provided by the Hub.
  2. Carnegie Library Hub will not hold or be responsible for any keys or codes.
  3. You are responsible for keeping your padlock and its key or code secure.
  4. You must not share locker access with others without prior agreement from Hub staff.

3.9 Condition and Maintenance

  1. You are responsible for keeping your locker clean and in good condition.
  2. Any damage to a locker must be reported promptly.
  3. You may be charged for repairs if damage is caused through misuse or neglect.
  4. The locker must close fully and sit flush to prevent wear and tear and to maintain an acceptable appearance in shared spaces.

3.10 Right of Access

  1. Carnegie Library Hub reserves the right to open and inspect any locker whenever there is reasonable cause, including but not limited to health and safety concerns, suspected misuse, or the reclamation of a locker.

3.11 Termination

  1. Carnegie Library Hub may withdraw locker access at any time if these terms are breached.
  2. Carnegie Library Hub may also withdraw access if locker provision is discontinued.
  3. Any items remaining in a locker after termination of use will be held for 14 days and then disposed of.
Back to room overview
Submit booking enquiry