Exeter Library: Room booking information and Terms and Conditions

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1 Exeter Library: Room booking information and Terms and Conditions Thank you for your interest in booking a room in Exeter Library. Please find below our booking terms and conditions, room hire charges and facilities, and a booking form. Opening hours Monday 9:00am - 6:00pm Tuesday 9:00am - 7:00pm Wednesday 10:00am - 6:00pm Thursday 9:00am - 7:00pm Friday 9:00am - 6:00pm Saturday 9:00am - 5:00pm Sunday 12noon - 4:00pm Access and Security Access will be given by a member of Centre staff, who will remain on the premises for the duration of the booking. The loading bay on Musgrave Row is available for loading and unloading of equipment. Please note that we do not guarantee sole use of the facilities. Bookings Following your request to make a booking you will be sent a booking confirmation. Please note that all charges are inclusive of VAT at the current rate where applicable. Provisional bookings will be held for a maximum of 14 days. At this point the booking must be confirmed with a 50% non-refundable deposit. You may cancel a booking at any time, but if you cancel less than seven days prior to the booking full payment will be required. Whilst we will make every effort not to cancel bookings, we reserve the right to do so. However, we will assist in locating another meeting venue. Catering Exeter Library offers high quality catering facilities. Details of catering packages and menus are available here function_menus.pdf Please note that the Library does not permit any Client to bring in their own catering or beverages (including alcoholic) into the building. Damage The Client accepts full responsibility for any damage caused to property by you or your group during the booked session and will be required to pay for any necessary repairs or replacements. Please arrange your own insurance as necessary.

2 Devon Centre Bylaws, Rules and Regulations Everyone in the Centre must abide by the Library Bylaws, Rules and Regulations. Day Delegate Rates Please note there is a minimum of 10 persons on all our delegate rates (except in the Rougemont Room and suite where the minimum is 30 persons). Prices for these packages are available on request. Day delegate rate: includes all room hire plus three servings of tea, coffee and biscuits and a two course finger buffet lunch served with tea, coffee, spring water and organic juice Budget day delegate rate: includes all room hire plus three servings of tea, coffee and biscuits, and a sandwich lunch and fruit bowl with spring water and chilled fruit juice Half day delegate rates: includes all room hire plus one serving of tea, coffee and pastries on arrival and one serving of tea, coffee and biscuits at break Emergency Evacuations Details of the building s emergency evacuation procedures are displayed in each meeting room but will also be explained by your Conference Co-ordinator on arrival. The Client will then be responsible for explaining these to all attendees at the beginning of their session. Evening Rate The evening booking period is from 6pm and a minimum hire of three hours is required. Parking A list of public car parks and details of the Park and Ride service can be found at or by telephoning Exeter City Council on Payment Cheques should be made payable to Devon County Council, and sent to: Room Bookings, Exeter Library, Castle Street, Exeter, EX4 3PQ. For payments by BACS please use the following details: Sort code: Account number: Please quote Exeter Library and the date of your booking in your payment details. Payment may also be made by credit card, in person or by phone on Performing Rights Society For all events which include the performance of copyright musical works or the playing of recorded music a 10 charge per event will be made. This is to cover the costs of the relevant licenses etc.

3 Public Liability Devon County Council s public liability insurance only covers Devon County Council employees. Any external Clients would need to ensure that they have their own Public Liability cover where necessary. Room Layout There are various ways in which your room can be set up depending upon which room you are booking and your individual requirements. Please see further information on the reverse of the booking form and indicate on your booking form which room lay out you require. Set up time Please note the opening hours of the library given above. Access to the building can be given outside of these times. Please state clearly on the booking form if you require access to the room prior to your meeting/event and ensure you book sufficient time to allow for equipment set-up and set down. Smoking Exeter Library is a smoke free site. Technical support and equipment Please see separate information provided for details of any technical equipment available in each room. Free Wi-Fi is also available throughout building. Please let us know if you would like access to test your equipment prior to the booking. A laptop can be provided at a cost of 20 per booking. A hearing loop is available at no extra charge on request. For further information contact: Room Bookings Exeter Library Castle Street Exeter EX3 4PQ Telephone: libraryroombookings-mailbox@devon.gov.uk

4 Meeting Room 1 Ground Floor A confidential meeting room Seating for up to 20 people Ceiling mounted data projector with screen Flipchart and stand Paper, pens, water and sweets Free Wi-Fi throughout the building Available on request: Hearing loop Laptop Layout Capacity Boardroom 12 Theatre 20 U shaped 7 Cabaret 12 (four tables of three) Hire charge (profit making) Hire charge (non-profit making) 30 p/h 24 p/h 230 per day 180 per day 110 per half day 90 per half day 165 per evening rate 150 per evening rate

5 Business and Information Hub Ground Floor A public facing bespoke meet-and-engage facility within the heart of the building. Seating for 8 people around a table. Free Wi-Fi throughout building Power supply built in Display space for posters Available on request: Hearing loop Flipchart and stand Laptop Hire charge (profit making) Hire charge (non-profit making) 30 per half day session 24 per half day session 55 per day 45 per day

6 Rougemont Room and suite Exclusive use of the Second Floor Rougemont Room offers: A confidential meeting space Seating for up to 80 people Ceiling mounted data projector with screen Paper, pens, water and sweets Free Wi-Fi throughout the building Available on request: Microphones Flipchart and stand Additional tables Hearing loop Laptop Balcony with views of Rougemont Gardens. Rougemont Lounge with comfortable seating and space for networking. Layout Capacity Boardroom 24 Theatre 80 U shaped 14 Cabaret 36 (six tables of six) Hire charge (profit making) Hire charge (non-profit making) 480 per day 360 per day 240 per half day 180 per half day 255 per evening rate 220 per evening rate

7 Meeting Room 3 Third Floor A confidential meeting room Seating for up to 8 people Flipchart and stand Paper, pens, water and sweets Free Wi-Fi throughout the building Available on request: Hearing loop Layout Capacity Boardroom 8 Hire charge (profit making) Hire charge (non-profit making) 20 p/h 16 p/h 150 per day 130 per day 70 per half day 60 per half day 135 per evening rate 125 per evening rate

8 Meeting Room 4 Third Floor A confidential meeting room Seating for up to 20 people Ceiling mounted data projector with screen Paper, pens, water and sweets Free Wi-Fi throughout the building Available on request: Flipchart and stand Hearing loop Laptop Layout Capacity Boardroom 20 U shaped 18 Classroom 16 (eight tables of two) Hire charge (profit making) Hire charge (non-profit making) 30 p/h 24 p/h 230 per day 180 per day 110 per half day 90 per half day 165 per evening rate 150 per evening rate

9 Meeting Room 5 Third Floor A confidential meeting room Seating for up to 6 people Paper, pens, water and sweets Free Wi-Fi throughout the building Available on request: Flipchart and stand Hearing loop Layout Capacity Boardroom 6 Hire charge (profit making) Hire charge (non-profit making) 20 p/h 16 p/h 150 per day 130 per day 70 per half day 60 per half day 135 per evening rate 125 per evening rate

10 Exeter Library: Room booking form Please read the Exeter Library Room booking information document before completing this form. Fill in all areas (other than those marked office use only ) Organisation: Profit making? Yes No DCC/Partners Hirer (name): Address: Telephone: Title of event: Date Room Room layout From* (time) To* (time) Total hours Number attending Hire charge p/h Total charge ( ) *Please ensure your booking time reflects your set up and close down requirements. Please refer to the booking notes and conditions for further information. Refreshments (please note, refreshments are included in the Delegate rates): Tea & Coffee Pastries/Biscuits/Cake Lunch Wine/nibbles/canapés Numbers Time/s required Price per head Total charge ( ) Dietary Requirements I have read and understood the Exeter Library room booking information and terms and conditions [tick to accept] Signature..Date..Position in organisation Payment - Please return this form with your payment to: Room Bookings, Exeter Library, Castle Street, Exeter, EX3 4PQ, at least one week before the date of the booking. Cheques should be made payable to: Devon County Council. BACS and credit card facilities are available as well. Office use only Payment received: FM charge: Refreshments charges: Booking confirmed by: Receipt/Invoice No.: Room Hire charge: Total charge: Contact on the day:

11 Please tick which room layout you require. If you wish to make any reasonable personalisation of the options offered please annotate accordingly. Layout Features Available in (with capacity): Centrally located table Classic layout ideal for debate and discussion Popular for smaller meetings Rougemont Room (24) Meeting Room 1 (12) Meeting Room 3 (8) Meeting Room 4 (20) Meeting Room 5 (6) Boardroom Used for talks, presentations and displays Used to present to large numbers of delegates Allows for optimal room occupancy Rougemont Room (80) Meeting Room 1 (20) Theatre Used for presentations where delegates require tables Classroom style has two delegates per table facing front Meeting Room 4 (16) Classroom

12 Layout Features Available in (with capacity): Seating around three sides of the room Good for presentations from the front Square layout conducive to discussion Presentation space in the middle of the room Rougemont Room (14) Meeting Room 1 (7) Meeting Room 4 (18) U shaped All delegates facing front-centre around tables Ideal for small-group work Rougemont Room (36) Meeting Room 1 (12) Meeting Room 4 (16) Cabaret