Sheffield City Council
Libraries, Archives and Information
http://www.sheffield.gov.uk/libraryroomhire
Hire of library rooms
and facilities
April 2016
1
Section 1: Introduction

Sheffield Libraries, Archives and Information has a range of library buildings and community
rooms that can on occasion be used by outside bodies.

We give priority for use to organisations and representatives who share our goals of reader
development, learning and information provision.

The final decision on user suitability, even within the bands, lies with Sheffield Libraries,
Archives and Information. It may not always be possible for groups to use the rooms.

This policy only pertains to occasional use of library space. Although it does allow regular
bookings for limited periods, it is not applicable to contractual, full time rental of space in our
buildings.
To book a room or facility
1. Choose the space you want to hire – see section 3 of this document
2. Work out which band your group comes under and establish how much you need to pay –
see section 4 of this document
3. Follow the application procedure set out in section 5 of this document
2
Section 3 CHOOSE THE SPACE YOU WANT TO HIRE
Some libraries have separate rooms which are used by the library for library-related activities,
such as reading groups and children’s clubs, but can also be hired for use by local community
groups.
Rooms can be hired for one-off events or for regular events. Semi-regular or one-off meetings can
be booked up to a year in advance. Regular, block bookings can be booked six months in
advance. Groups will need to fill in an application form for each booking or block booking.
3.1
Local library community rooms
The following libraries have separate rooms or library space which may be let out both inside and
outside of library opening hours:

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

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

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Broomhill (Co-delivered Library)
Burngreave (Co-delivered Library)
Chapeltown
Crystal Peaks
Darnall
Ecclesall
Firth Park
Highfield
Hillsborough
Manor
Stocksbridge
Park (Co-delivered Library)
Southey(Co-delivered Library)
Woodhouse (Co-delivered Library)
Appendix 1 gives the contact details and information about the above libraries’ rooms available
for hire. You can also visit the Council Website for information on all Sheffield Libraries
http://www.sheffield.gov.uk/libraries/find/all.
3.2
Local library space
The lettings policy allows for the main library area to be used by community groups when the
library is shut. All local community library central spaces can be let out and used at certain times.
All the libraries and their contact details are listed at Appendix 1.
3.3
Libraries outside this policy
This policy does not include the following Hub and Co-delivered libraries:



Parson Cross library, although this is an SCC hub library, the building is not administered
by Sheffield City Council, and is therefore subject to separate lettings and hire agreements.
Burngreave Library meeting room is available through SOAR see Appendix 1 for details
Carpenter Room, Central Library. For hire costs and further information contact
www.sheffield.gov.uk/libraryroomhire, or telephone 0114 2037806.
This policy does not cover room lettings in Associate Libraries which are:

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Ecclesfield
Frecheville
Gleadless
Greenhill
Jordanthorpe

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Newfield Green
Upperthorpe
Stannington
Totley
Walkley
Please contact these libraries individually for more information. For contact details visit SCC
website at http://www.sheffield.gov.uk/libraries/find/all.
3
SECTION 4: HOW MUCH YOU WILL PAY
Our libraries welcome everyone living, working and visiting Sheffield and strive to meet the diverse
needs of the community they serve. To reflect this we have a variable pricing structure for our
room hire.
4.1
Charging Bands
There are 3 bands into which groups using the facilities fall and which indicate how much a group
should pay for the use of the library facilities.
Band A
 Non funded (see Note 1) surgeries offering free advice and guidance to the community

Volunteer led, free (see Note 2), unfunded activity
- Reading groups
- Homework clubs
- Other volunteer led, free, non-funded activity at the discretion of the Library Information
Officer

Activity which is a partnership/joint arrangement with the Library, Archive and Information
service (LAI), and approved by the LAI Leadership Team.
Band B
This rate is for local community groups, not for profit organisations, charities and Council partners
running activities that benefit the community.
Band C
This rate is for commercial organisations, commercial activities which are for profit, or private hire
for functions or events.
4.2
The band prices
Facilities not available in all libraries, see list in Section B.
Band A
Band B
Band C
Community Room
Hire per hour
(during library
opening hours)
Free
£10
£14
Community Room
Hire per hour (after
library hours)
Use of whole library
space out of library
hours only – set rate
£10
£15
£20
£50
£85
Not available for hire
Note 1 – Non-funded activity is where there would be no source funding to recover the cost of the
room hire. Hirers will be asked to confirm the activity being delivered is un-funded, with little or no
prospect of being funded before band A status is approved. Community groups with a constituted
status will be expected to apply for small grants (or other source of income) to cover the cost of
room hire under Band B.
4
Note 2 – For band A activity outside library hours, the hirer may charge a small fee which in total
does not exceed the cost of the room hire. There is no restriction on fees being charged for Band
B or C.
Note 3 – Cost per hour is not pro-rata. For example Band B for Community Room Hire, up to 1
hour = £10, up to 2 hours = £20 and so forth.
4.3
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
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4.4
Additional costs (not available in every library)
Use of laptop: £5 per session
Use of projector: £5 per session
Use of flipchart and marker pens: £2.50 per session
Use of OHP: £2.50 per session
Other costs

All groups using the facilities will be asked to pay a £5 returnable deposit in cash at the time
of booking. This deposit will only need to be paid once irrespective of how many times a
group uses the room, and will be kept until a group stops using the facility at which point it
will be returned. Groups which overrun and/or leave the facility messy and untidy may have
their deposit taken from them. Further charges may be made depending on circumstances.

Groups must pay in advance or on the day of the booking, in cash. If for some reason a
group wishes to cancel their booking, they must give 24 hour notice, otherwise they will be
charged the hourly rate or set rate.

In some libraries keys are loaned to groups to access the facilities when the library is
closed. In this instance groups must assign one person to be the key holder. Groups must
pay a £15 returnable deposit in cash for the use of the key. This deposit will only need to be
paid once, and will be kept until the group hands the key back

Any triggering of the alarm system not due to a system fault or failure, will incur a cost to
the library as a callout from our alarm monitoring company. Groups will have to pay £50 to
cover these costs.
5
SECTION 5: APPLICATION PROCEDURE
5.1
Insurance
Groups and organisations hiring the facilities must have their own public liability insurance. The
Council can cover public liability for activities and events at a surcharge. See Appendix 6 for more
information, or contact the library service.
5.2
Terms and Conditions of hire
Read, sign and return the Terms and Conditions document (Appendix 4), which must be returned
to library staff before hire period starts. We reserve the right to cancel bookings if necessary
5.3
Code of Conduct
Libraries Archives and Information require all groups to read, sign and return the Code of Conduct
document in Appendix 5 to library staff before the hire period starts.
This Code of Conduct outlines the standards of behaviour we expect groups to adhere to when
hiring a room in our libraries. If we observe or have reported to us non compliances by the group
or the groups representatives or any guests, library staff shall consider terminating any future
bookings based on evidence and severity of non-conformance..

Groups wishing to appeal the decision of local library staff can write to the Community
Services Manager, Libraries, Archives and Information, Central Library, Surrey Street,
Sheffield S1 1XZ.
6
Appendix 1
Rooms and space for hire in Sheffield libraries

Chapeltown
o Nether Ley Avenue, Sheffield, S35 1AE
o 0114 203 7000/1
o [email protected]
o 52.8m2 community room

Broomhill (Note this is a Co-delivered library run by the community)
o Taptonville Road, Sheffield., S10 5BR
o 0114 2734276
o [email protected]
o Library space

Burngreave (Note this is a Co-delivered library run by the community)
o Sorby House, 42 Spital Hill, S4 7LG
o 0114 203 9002
o [email protected]
o Meeting room

Crystal Peaks
o 1-3 Peak Square, Crystal Peaks Complex, Waterthorpe, Sheffield, S20 7PH
o 0114 293 0612
o [email protected]
o 107.2m2 community room

Darnall
o Britannia Road, Sheffield, S9 5JG
o 0114 203 7429
o [email protected]
o 52.9m2 community room

Ecclesall
o Weetwood Gardens, Ecclesall Road South, Sheffield, S11 9PL
o 0114 203 7222
o [email protected]
o 65m2 community room

Firth Park
o 443 Firth Park Road, Sheffield, S5 6QQ
o 0114 203 7433/4
o [email protected]
o 68m2 community room
7
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Highfield
o London Road, Sheffield, S2 4NF
o 0114 2037204
o [email protected]
o Library space and children’s library area

Hillsborough
o Middlewood Road, Sheffield S6
o 0114 2039529
o [email protected]
o Library space and children’s library area
Manor
o Ridgeway Road, Sheffield, S12 2SS
o 0114 203 7805
o [email protected]
o 65.9m2 community room
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
Park (Note this is a Co-delivered library run by the community)
o Duke Street, Sheffield, S2 5QP
o 0114 275 7497
o [email protected]
o 150m2 community space

Southey (Note this is a Co-delivered library run by the community)
o Moonshine Lane, Sheffield, S5 8RB
o 0114 203 9531
o [email protected]
o 30m2 community room
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Stocksbridge
o Manchester Road, Sheffield, S36 1DH
o 0114 273 4205
o [email protected]
o 71.6m2 community room
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Tinsley
o Tinsley Shopping Centre, Bawtry Road, Sheffield S9 1UY
o 0114 2037432
o [email protected]
o Library space

Woodhouse (note this is a Co-delivered library run by the community)
o Tannery Street, Sheffield, S13 7JU
o 0114 2690222
o [email protected]
o Library space
8
Appendix 2
APPLICATION FORM
ONE-OFF HIRE OF LIBRARY FACILITIES
Libraries, Archives and Information, Central Library, Surrey Street, Sheffield, S1 1XZ
CONTACT DETAILS
Group/organisation name (if applicable):
Main contact name:
Main contact address:
Main contact telephone number:
Main contact email address:
ONE OFF HIRE (tick as applicable)
Name of Library: ___________________________________
□ Community room required
□ Whole library space required
Activity the room will be used for:
□ Band A
Date requested:
Time:
□ Band B
□ Band C
□ Tick if you would like to hire a laptop/projector/flipchart and pens/OHP (delete as applicable),
charges apply.
Payment
(see prices section for amounts)
£
Cost of additional requirements :
Key deposit:
Room deposit:
Total
□ I agree to pay either in advance or on the day of use.
□ I have enclosed a signed Terms and Conditions and Code of Conduct, and our insurance
document (if necessary).
□ I agree that all key holders are responsible for the safety and security of the building (if
applicable).
PRINT NAME:
…………………………………..
SIGNED:
…………………………………..
Date:
…………………………………..
9
APPLICATION FORM
Appendix 3
REGULAR HIRE OF LIBRARY FACILITIES
Libraries, Archives and Information, Central Library, Surrey Street, Sheffield, S1 1XZ
CONTACT DETAILS
Group/organisation name (if applicable):
Main contact name:
Main contact address:
Main contact telephone number:
Main contact email address:
REGULAR HIRE (tick as applicable)
Name of Library: ___________________________________
□ Community room required
□ Whole library space required
Activity the room will be used for:
□ Band A
□ Band B
□ Band C
Desired regular day and frequency: ____________________________________________
Desired regular time: ________________________________________________________
Desired start date:
______________________ Desired end date ___________________
□ Tick if you would like to hire a laptop/projector/flipchart and pens/OHP (delete as applicable),
charges apply.
Payment
(see prices section for amounts)
£
Cost of additional requirements :
Key deposit:
Room deposit:
Total
□ I agree to pay either in advance or on the day of use.
□ I have enclosed a signed Terms and Conditions and Code of Conduct, and our insurance
document (if necessary).
□ I agree that all key holders are responsible for the safety and security of the building (if
applicable).
PRINT NAME:
…………………………………..
SIGNED:
…………………………………..
Date:
…………….
10
Appendix 4
Libraries, Archives and Information
Terms and Conditions for groups hiring library rooms
and facilities
1.
2.
All groups
1.1
This agreement, and the accompanying ‘Hire of library rooms and facilities’ and
‘Code of Conduct’ document, must be read by a representative of all groups wishing
to use library premises.
1.2
This document along with the Code of Conduct must be signed by the representative
to acknowledge agreement with the conditions of using a library building or part
thereof.
1.3
When signed, both will be photocopied, and copies will be given to the signatory
along with details of the booking. These should be kept as confirmation of the letting
by the library and the group.
General conditions
2.1
There is a No Smoking policy in all Sheffield Libraries, Archives and Information
premises.
2.2
Sheffield Libraries, Archives and Information reserves the right to refuse bookings or
withdraw the use of premises if groups misuse facilities or contravene the lettings
conditions. The decision of Sheffield Libraries, Archives and Information staff is final.
2.3
All groups using the facilities will pay a £5 deposit in cash. Groups which overrun
and/or leave the facility messy and untidy may have their deposit taken from them.
An additional charge may be made on top of this.
2.4
Sheffield Libraries, Archives and Information reserves the right to require the
presence of up to two members of Sheffield Libraries, Archives and Information staff
for meetings held outside normal library opening hours. The full cost of this time
must be paid for by the individual groups using the facilities. It may not always be
possible to provide staff for meetings held outside normal library opening hours.
Please discuss with library staff before booking.
2.4
Open public meetings cannot be held without the express permission of the library
manager, and in some cases the Head of Libraries, Archives and Information.
2.5
Constituted groups using the library, library community room or activity space must
have Public Liability insurance, though some groups may come under the Council’s
own policy. See guidance at Appendix 6. This applies whether the library is being
used within or outside of normal library opening hours. Please discuss with library
staff before finalising the room booking.
11
Groups should take responsibility for agreeing insurance details with library staff. All
information must be presented to Sheffield Libraries, Archives and Information at the
time of booking.
2.7
3.
4.
All groups bringing their own equipment for use must ensure that it is electrically
supply tested (PAT-tested) annually, and be able to show proof of this.
Groups meeting whilst the library is open
3.1
Groups must be aware of fire regulations and procedures. This information will be
made available to the responsible person at the time of booking. The responsible
person may be asked by library staff to attend an induction meeting. In some
libraries it will be necessary for a member of the group to sign the group in and out of
the visitors' book in order for these procedures to be observed.
3.2
Groups may not make block bookings for more than six months in advance and are
subject to price increases that may be implemented at the beginning of April each
year (without specific agreement). At that time conditions and the lettings renewal
will be reviewed.
3.3
Groups are responsible for setting up the room/space to their requirements. This will
be subject to agreement with library staff at the time of the letting confirmation. At the
time of booking groups should specify clearly on the application form what format the
event will take and if anything unusual will be involved, for example, animals, paint or
other flammable items.
3.4
The premises should be left clean, tidy and secure. Equipment and furniture must be
re-sited as found or in agreement with the library manager. Rooms will be checked
by library staff after use: if the facilities are not left in an appropriate manner, the £5
deposit will not be returned. Damage to Sheffield Libraries, Archives and Information
property and equipment by groups using the facility will be charged for at
replacement rate.
3.5
Kitchens and toilet facilities should be left clean and tidy.
3.6
Safety procedures will be explained by library staff and must be observed, for
example with regard to electrical equipment and urns.
3.7
It may be necessary to ask groups to reduce noise levels, if these are such that the
library staff and other users are inconvenienced.
3.8
Groups should have tidied and left the library within the times that they have booked
the room for. Groups should ensure that they book enough time in the room to allow
for clearing up and departure. Groups which overrun may lose their deposit.
Groups meeting outside normal opening hours (under the supervision of a library
staff member)
(All the above conditions apply, as well as the following)
4.1
Groups should liaise with library staff before the event to discuss
practicalities. The decisions of library staff are final.
12
5.
Groups meeting outside normal opening hours (who by special agreement have
access to a room key)
(All the above conditions apply, as well as the following)
5.1
The signatory on the letting confirmation is responsible for the building and its
security. This responsibility must not be passed to another individual without
informing library staff, and if necessary, re-signing the agreement.
5.2
The signatory should collect the key/s and also agree the time of their return. This
should be noted on the letting confirmation. The signatory, on a temporary basis
(e.g. when they are on holiday), may assign the key-holding role to a deputy who will
be held responsible for the building’s safety and security. Library staff should be
informed of the temporary arrangement.
5.3
A cash deposit of £15 will be required from new groups, payable when the key is
collected. This will be refunded when the key is returned and if no adverse situations
have arisen as a result of the let.
5.4
When the key is collected, the alarm system, current security alarm code, general
and door locking security procedures will be explained. This is confidential
information and must be treated as such. It is essential that all security arrangements
are understood and agreed.
5.5
Access to any meeting must be controlled by the group's nominated ‘responsible
person’. The entrance must not be left unattended. The door should be locked when
all group members are present. Groups must set the alarm when leaving the
premises.
5.6
Any triggering of the alarm system, not due to a system fault or failure, will incur a
cost to the library. Groups will have to pay £50 to cover these costs.
AGREEMENT
On behalf of the Group/Organisation I, the undersigned, agree to the above letting conditions and
the letting confirmation.
SIGNED: _____________________________________________________
DATE: ______________________
PRINT NAME: _________________________________________________
COUNTERSIGNED:
Sheffield Libraries, Archives and Information staff: ______________________
DATE: ______________________
PRINT NAME: _________________________________________________
13
Appendix 5
Hire of library facilities: Code of Conduct for user groups
Expected
Standard
Complete and
up-to-date
paperwork.
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Prompt and full
payment.
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Health and safety
policy adhered
to.
How to Deliver
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Personal items
protected.
Proper use of
library property
and technology.
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Proper use of
kitchen.
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Adherence to
housekeeping
duties.
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Secure access to
building.

Adherence to
lettings policy.
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Booking form to be filled in and signed by group representative.
Terms and conditions and code of conduct to be signed by group representative.
Insurance to be agreed with library staff and if necessary proof of public liability
insurance to be given.
Payment should be made in advance or on the day, in cash.
Any additional costs, for example use of projector or key deposit, should be paid
for before use of room.
All groups should pay a £5 deposit in cash before using the room.
Groups must make themselves aware of health and safety and fire procedures
before use of the room. No smoking is allowed.
Groups must specify on the application form any activities that might be deemed
unusual or potentially dangerous.
Groups must take care that doors are secure and that only those attending the
group’s activity are on the premises.
Groups are responsible for their own property. Sheffield Libraries, Archives and
Information takes no responsibility for loss or theft.
Groups should take care to protect all library property. Damage to library property
will be paid for at the replacement rate.
If groups wish to use library computers or other technical equipment, this must be
agreed to and paid for prior to room use.
Groups should take care that no children are near any kitchen facilities.
Anything used in the kitchens must be clean and put away after use.
Groups should be aware of health and safety issues.
Groups are free to use the furniture and facilities in the room but must put things
back where they were before the group used them. If groups wish to move the
shelves they must discuss this with library staff first.
Groups are not allowed to leave equipment belonging to the group in the room in
between bookings without prior agreement with library staff. Doing this without
agreement will incur an extra charge for each hour the equipment is left in the
room.
Groups are not allowed to use room cupboards or notice boards without prior
agreement with library staff.
Groups should leave the room clean and tidy. If this is not the case, the £5
deposit will not be returned.
Group leaders should liaise with library staff in good time about access to the
building.
Information about access to the building is confidential and must not be shared.
Any triggering of the alarm system not due to a system fault or failure, and the
resulting procedures, will incur a cost to the library. Groups will have to pay £50 to
cover these costs.
All groups are subject to the new lettings policy as of 20th March 2015, bookings
made and paid for prior to this date will be honoured.
NAME OF GROUP/ORGANISATION:_______________________________________________
SIGNED BY GROUP REPRESENTATIVE: ___________________________________________
PRINT NAME: _________________________________________________________________
DATE: _______________________________
14
APPENDIX 6
Insurance Requirements for Hirers of Council Facilities
Public Liability Insurance
In some circumstances, the Council can provide public liability insurance cover for hirers where a
hire/letting agreement is in place and the nature of the activity is declared and meets certain
criteria (as detailed below).
Cover can only be provided to individuals, community groups, TARA’s and the like, where the
group do not have the financial wherewithal to purchase their own public liability insurance or do
not already hold insurance for their wider activities.
The cover is only available for hirers using Council buildings to run low risk activities such as
meetings, arts & craft groups, workshops, coffee mornings, social gatherings including children’s
parties, jumble sales etc. It is up to the hirer to ensure they risk assess activities and materials
used (e.g. where face painting is part of the activity the hirer is responsible for ensuring the "face
paint" to be used is safe and will not burn or damage skin).
Where cover is provided, the hirer will benefit from public liability insurance with a limit of
indemnity of £2m. The policy has a £250 excess in the event of a claim which the hirer will be
expected to meet. There is no need to charge the hirer any additional sum to cover the
insurance. Separate arrangements apply for schools.
This extension cannot cover community groups that are registered charities (unless they evidence
they do not have the financial wherewithal to purchase their own public liability insurance and/or
do not already hold insurance for their wider activities), companies limited by guarantee,
community interest companies etc. who must have and provide proof of their own public liability
insurance.
Where sports instructors are employed by groups eligible for cover, the instructor must have their
own public liability insurance for delivery of the session. The Councils policy will only cover the
hirer for any liability attached to the letting excluding the sporting activity.
Hirers carrying out higher risk activities such as bungee jumping, use of bouncy castles etc. must
have their own public liability insurance.
Examples of Low Risk Activities (SCC can provide insurance)
This is not an exhaustive list - contact the Insurance & Risk Team if you have any queries about
insurance for a letting: 0114 2734453 / email: [email protected]
Meetings (except political parties)
Social Gatherings
Jumble Sales
Low Impact Exercise Class (e.g.chairaerobics)
Special Interest Classes (writing, history
etc.)
Informal Playgroups
Arts & Crafts
Coffee Mornings
Children’s Parties (excluding bouncy
castles)
Workshops
Lunch Clubs
Small Fetes or Fairs (excluding bouncy
castles)
15
Examples of Higher Risk Activities – (Hirer needs own insurance)
Bouncy Castles
Climbing Walls
Large Fetes or Festivals
Professional Entertainers
Rides or bungee jumping
Martial Arts Classes
Political meetings
High Impact sports classes
Some groups may carry out activities in the wider community (not using SCC property) and where
this is the case it may be beneficial for them to carry public liability insurance to cover the groups
whole range of activities.
Where alternative insurance arrangements are in place these will take precedent over the
Councils insurance provision (i.e. this is the most appropriate policy to deal with any claim).
Professional instructors, charities, schools, registered child care providers, cubs, scouts, brownies
etc. will be required to provide proof of their own insurance for hires.
It is essential that groups declare the correct activity that they will be undertaking during the period
of hire. Failure to do so will invalidate the insurance cover and leave the hirer personally
responsible for any claim.
For larger events (fetes and festivals) any providers hired in by groups or individuals to provide
services e.g. bouncy castle hire, entertainers, caterers, retailers etc. will require their own
insurance for their participation at the event and the hirer subject to the letting agreement is
required to enforce this requirement. The Councils insurance will only cover the hirer’s liability and
not that of any third party providers.
Other Insurance
For larger events, Hirers may also decide to take out cover for issues such as unforeseen
cancellation or damage to their equipment. Whilst it would be prudent for hirers to have these
insurances, the Council does not insist that they are in place.
Please see flow charts to help you assess if hirer requires own insurance or is eligible for the
Councils indemnity to hirer cover.
16
Room Hire Flow Chart
Has the hirer got
PL insurance?
Yes
Hirer to provide proof of own PL
insurance
(PL = Public Liability Insurance)
No
Is the hire to a
commercial org, charity
or political group?
Yes
Hirer to provide proof of own PL
insurance
No
Yes
Is hire for a profit
making activity (other
than fund raising)?
Hirer to provide proof of own PL
insurance
No
Yes
Is the hire for a
festival/large fair
or similar event?
Hirer to provide proof of own PL
insurance
No
Yes
Is the hire to a
sports club or for
martial arts or high
impact sport?
Hirer to provide proof of own PL
insurance
No
Yes
Is the hire for a
private event e.g.
children’s party (no
bouncy castle)?
Hirer's risk covered by SCC's hirers
liability policy
No
Yes
Is the hire to a
community group
for a meeting or
low risk activity?
Hirer's risk covered by SCC's hirers
liability policy
17
Sheffield City Council Fair Fees and Charges Policy
APPENDIX 1
Our policy position is that:
(a) We will set fees and charges in a consistent way across the Council and be transparent
about the fees and charges we expect people to pay
(b) Where appropriate, we will set fees and charges for our services at different levels for
different people so that we can target extra support at those who need it most
(c) We will ensure that people have fair access to the vital services they need
(d) We will seek to set fees and charges in a way that allows us to recover the full costs for
discretionary services, subject to the following conditions:
 Our fees and charges should ensure fair access to vital services
 Our fees and charges should not cause unintended consequences or cause harm to
particular groups of people
 Our fees and charges should support us in delivering our Corporate Plan priorities
(e) We will continue to subsidise services where there is a clear social need
(g) We will have a general principle of ‘polluter pays’ where it is legal to do so
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