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Essential Information
• All room bookings / catering requests are at the discretion of the Canada Water Culture Space (CWCS) staff and are processed on a first come first served basis.
• Please make sure all fields are completed before submitting.
• The booking times MUST include set up and pack up time as access will only be given during these times.
• The room should be left in the condition you found it. Please ensure the room is clean and tidy on leaving. Any issues may result in additional charges for cleaning of rooms. No storage is available for equipment / documents.
• We try to accommodate all bookings in the room requested. CWCS may provide an alternative room suitable for the hire activity and will notify the booker as to which room has been allocated.
• Rooms do not include any catering facilities. Please ask for details of catering options available.
• Hire includes CWCS staff setting up hired room/s in accordance with information provided in the hire agreement.
• You will be charged commercial hire rates unless you are a registered charity or community group.
• Catering is provided by the Culture Café. We do not allow catering to be brought in by external companies.
• Catering requests must be finalised and confirmed at least five working days prior to the date of your booking and we must be made aware of any special dietary requirements.
• The Canada Water Library closes promptly at 8pm. As a result bookings should end by 7.45pm, ready for an 8pm exit of the building.
• If you cancel your booking with less than one weeks notice you will be charged the full amount.
• Your booking is only confirmed when invoice has been sent and payment has been made.
• Hirers must not stick anything to the walls in the rooms. Any damage/cleaning costs as a result will be charged back to the hirer.

On the day of your booking
• Canada Water Library Opening Hours:
Monday to Friday 9.00am – 8.00pm, Saturday 10.00am – 5.00pm, Sunday 12noon – 4.00pm
• When you arrive at Canada Water library, please visit the reception desk where Library staff will give you a key card and direct you to the room.
• When informing guests/customers, please ensure you tell them the room name, which is on the 2nd floor, at Canada Water Library, 21 Surrey Quays Rd, London, SE16 7AR.
• Unfortunately we do not have any dedicated parking spaces. Parking for four hours is available at the nearby Tesco car park, or surrounding side streets.
• You will only be permitted the use of the rooms at the times stipulated above.
• Please do not place signs on any walls throughout the library. Sign holders are posted outside of each of the rooms and library staff can help direct people to your room.
• Promotional material can only be placed in the community notice boards or flyer stand in the café area.
• Please return the key card at the end of your booking at the reception desk. Lost or unreturned cards will incur a fee of £5.00.

General Information
• Should we need to relocate your booking to a different room after the agreement has been finalised, we will consult you first.
• The Canada Water Library is a fully accessible building and is equipped with hearing loops. If you require the use of the hearing loop system, please notify us when you book.
• Due to licensing regulations, alcohol can only be consumed on the premises if it is provided by CWCS. It cannot be consumed outside the building. Unauthorised alcohol will be confiscated.
CWCS will not be held responsible for publicising hire events at any point. Please do not communicate the event publicly until the booking has been confirmed.
• An overstay charge of double the hire rate will be charged for any hour or part of an hour beyond the agreed finishing time.
• Please remember, this is a library so please ensure the noise from your activity does not disturb other library users. If you think your event may generate a lot of noise, please inform us at the point of booking so we can ensure the allocated room is suitable.
• Please follow the instruction of CWCS staff and library staff. Any advice given by staff is to ensure the smooth running of the building and to ensure a pleasant experience for all customers.
• Any instruction from CWCS staff is final. Failure to comply will result in immediate termination of bookings without a right to a refund.

• The booking will be confirmed once you receive an invoice, to be paid 2 weeks prior to your event.
• Prices are inclusive of VAT.
• Additional staff or security charges may apply outside of Library Opening hours.
• If you would like a charity discount you must provide a charity number and charity address on the booking form as invoices will be sent directly to them. Charity numbers will not be accepted in retrospect.
• There are no additional fees for laptop, projectors, smartboard, sympodium or flipcharts. For any other equipment there will be an additional cost.
• If you cancel your booking with less than one weeks notice you will be charged the full amount.

Room payments can be made in one of the following ways at least two weeks prior to your booking;
By BACS: Account Name Canada Water Culture Space
Bank Name HSBC Bank plc
Account No. 91 51 45 55
Sort Code 40 02 25
Bank Address 85 Lewisham High St, London SE13 6BE
Please make cheques payable to: Canada Water Culture Space. Send by post to: Canada Water Culture Space, Canada Water Library, 21 Surrey Quays Road, SE16 7AR

Equal Opportunities
In line with Southwark Council’s Equal Opportunities Policy (available on request) you must not use language or behaviour which could be construed as discriminatory whilst on the premises.

Safeguarding Children, Young People and Vulnerable Adults
If your booking involves children or vulnerable adults you must make sure that they are supervised at all times while on the premises and that the supervisor has the appropriate DBS check and follows best practice. We expect you to safeguard children and vulnerable persons in line with all health and safety regulations and legal requirements and with Southwark Council’s Safeguarding Policies.

Depending on the nature of your booking and in order to comply with our Public Entertainment Licence and Health and Safety Regulations, it may be necessary to have Canada Water staff present in any space with public access. If this is necessary you will be charged for this staffing.

You are responsible for any damage or harm done to persons, building or property arising from your actions or omissions or those of your members or group. You must ensure that you have insurance policies to cover your activities; in particular that you and anyone engaged on your behalf is covered by public and employers’ liability insurances.

Health and Safety
You are responsible for ensuring that no activity takes place that might endanger the general health and safety of any person present in the building. If you are involved in activities on the premises where injury or damage may be possible you must provide us with a Risk Assessment, method statement and appropriate liability insurance in advance.

Any equipment you bring onto the premises is at your own risk and any loss or damage to your property is your responsibility. Please tell us in advance and ensure your equipment is fit for use and display a current PAT test label. If we see you using equipment without a PAT test label that we deem unsafe we can ask you to stop using it. If you refuse to stop using your equipment any future bookings you have with us will be subject to cancellation.