Meeting Room Hire

Library Opening Times 

Mondays CLOSED
Tuesdays – Saturdays 10am to 6pm
Sundays – 11am to 5pm

Meeting Room may be hired at other times but by
negotiation with library staff only

Tel: 020-7926 1063

Panoramic View of Meeting Room

Click here to view a panoramic image of the Meeting Room in Quicktime.  This image must be viewed using Quicktime – for free download click here

meetingroom1The Meeting Room is located on the lower ground floor with easy disabled access through the rear entrance on Beardell Street, or, during opening hours, via the lift or stairs from the library.  Exit is via the fire exit doors (next to the meeting room) at the rear of the building, to Beardell Street and the car park. Those attending hired sessions outside of library opening hours can gain entry through this door, but hirers are meetingroom2responsible for preventing any unauthorised access to other parts of the library.

The room seats up to 40 people and contains a whiteboard, flip chart stand, projector screen, tables and chairs. The layout can be arranged by the hirer to suit their requirements.

A public toilet and hand basin are located upstairs on the ground floor.

Extra facilities

A flip chart and pen and a TV and DVD player are available for hire at the cost meetingroom3of £2.50 and £5 respectively per session.  An overhead projector is available for hire at the cost of £10 per session.

Staff kitchen facilities are available for obtaining water and washing up only (see notes or discuss with a member of staff when booking).

Charges and conditions of hire from September 2016:

1 Hour £15

2 Hours £25

3 Hours £40

Payment is to be made either in full at the time of booking or a 25% deposit is payable with the balance to be cleared as soon as possible thereafter, prior to use.  The deposit is non-refundable.

If a booking is made on the day or soon before the day it is required, full payment is to be made before the room is used.

The hirer may set up the room per their requirements 10 minutes before the booked session commences, if the room is not in use.  Clearing up time must be factored into the hired session, with the room cleared by the end of the booked period.  Additional time, outside of the agreed, contracted finishing time, will be chargeable at the full hourly rate (i.e. a session that over-runs by 15 minutes will incur an additional charge at the full rate for one hour).

If the hirer cannot make any payment at the time of booking the room, only a provisional booking can be made, which may be lost if there is any other interest expressed for the same dates/times. The booking will only be confirmed once we have received full payment or a deposit, and completed booking form.



The following charges will apply upon cancellation of a booking:

Cancellation on day of hire: full hire charge payable.

Cancellation less than one week prior to day of hire: 50% of hire charge payable.

How to book

Please book via e-mail or in person by visiting the Hub on the Hill.

 How to pay

Please pay by bank transfer to:

Account name: Upper Norwood Library Trust;

Sort code: 08-92-99; Account number: 65612116

N.B. Out of hour hire is also available – please ask a member of the Hub team for more information.

All relevant documents need to be provided by hirer whilst agreeing with above terms of hire.

All hirers are required to provide:

  • Current CV
  • List of area of experience
  • Reference (minimum of two)

When directly (unsupervised contact) working with children or Vulnerable Adults, hirer must provide:

  • Current DBS check
  • Public Liability insurance

A copy of each relevant document will be taken and filled accordingly.


There is no licensed bar.

VAT is not charged on meeting room hire.

Hirers should ensure that no unauthorised access is allowed when their guests are being admitted to the meeting room. The rear entrance/exit door should be kept closed at all times for security reasons, other than to enter/exit.  The stairwell to the ground floor should be kept clear for health and safety purposes and should only be used when entering/exiting the room.  Hirers are responsible for any loss, incidents or damage to the library caused by negligence in respect to the above.

The hirer must make their own arrangements for any preparations and cleaning up of the meeting room after meetings.

Hirers may bring in their own refreshments, providing any spillages are cleaned up and any cups, containers, etc. are disposed of at the end of the session.

During library opening times there is no access to the staff kitchen facilities during staff break times.  Please ask a member of staff if access to the staff kitchen is required.

White boards should be cleaned and any surplus materials, such as used paper, etc. should be disposed of.

The room should be left in the condition it was found in after the conclusion of each hired session.

Staff areas

Hirers and their guests should not enter those parts of the building indicated as ‘Staff Only’.

Health and Safety

In case of an emergency or evacuation of the building during library opening hours, the hirer should sign in and out of the library using the library’s own daily staff register. The hirer should also make arrangements for keeping records of whether those attending hired sessions are in or out of the building at any point during the hired session. This would also apply to lettings outside of normal library opening hours.


Please download a booking form & information form.