B&H City Libraries, Jubilee Library Conference Room Hire

Conference Room Information

Rooms for hire

We have two conference rooms available for hire at the award-winning, eco-friendly designed Jubilee Library. They are available for business, community, charity and internal bookings:-

Conference Room 1 (30 people max)
Conference Room 2 (45 people max)
Conference Hall (Conference Rooms 1 & 2) (100 people max)

The rooms are modern and spacious with automated environmental controls monitoring lighting and temperature.

Contact Details

To check availability and obtain a booking form for making provisional or confirmed bookings please contact:

Email: jubileelibrary.conferencebookings@brighton-hove.gov.uk

Telephone: 01273 292872 Fax: 01273 296976

Address: Conference Rooms, Jubilee Library, Jubilee Street, Brighton, East Sussex, BN1 1GE.

Accessibility

Conference Rooms 1 and 2 are located on the mezzanine level in the library. They are fully accessible from the library ground floor via public lift, stairs and single entrance doors. Toilet facilities are located in the corridor outside these rooms, including an accessible toilet with baby changing facilities.

Room Security

The conference room doors are controlled by magnetic locks which automatically lock the door after exiting. Access back into the room is via security cards that unlock the door. Security cards are located in each room for conference clients.

On-site Information

Wall Charts are situated in each room and include information on Accessibility, Security, Fire Regulations and Evacuation procedures, as well as other information pertinent on the day.

Conference Room 1

Conference Room 1 is for smaller events and is approximately five metres wide by ten metres long. Largesouth and west facing double glazed windows look out over Jubilee Square and Jubilee Street.

This room holds up to 30 people depending on catering and audio-visual requirements.

Conference Room 2

Conference Room 2 is our largest room for hire at approximately seven metres wide by nine metres long. West facing double glazed windows look over Jubilee Street.

This room holds up to 45 people depending on catering and audio-visual requirements.

Conference Hall

Conference Room 1 adjoins Conference Room 2 via a special sound proofed folding partition. This partition opens to create a Conference Hall approximately twenty-two metres long by five to seven metres wide with a capacity to seat up to one hundred people.

Room Layout/Capacity

	CR 1	CR 2	Conf Hall
Boardroom/groups of tables	25	30	n/a
Theatre style/open space	30	45	100
Circle of chairs	25	40	n/a

Opening Times

Conference Rooms 1 & 2 are available for hire Monday to Friday during business hours (9.30am – 5.00pm). Additional hours are available for evenings (5.30pm – 9.30pm).

Each day is divided up into three timeslots (see table below) which can be combined together to create a full day booking.

Day	Morning	Afternoon	Evening
Monday	9.30am-1.00pm	1.30pm-5.00pm	5.30pm-9.30pm
Tuesday	9.30am-1.00pm	1.30pm-5.00pm	5.30pm-9.30pm
Wednesday	9.30am-1.00pm	1.30pm-5.00pm	5.30pm-9.30pm
Thursday	9.30am-1.00pm	1.30pm-5.00pm	5.30pm-9.30pm
Friday	9.30am-1.00pm	1.30pm-5.00pm	5.30pm-9.30pm
Saturday	By special arrangement only
Sunday	Closed all day

Bookings crossing over timeslots are charged for both timeslots. Bookings outside Library core hours in the evenings are subject to further charges (see Additional Fees). Please note that the conference rooms have different opening times to the main Library.

Access to Conference Rooms

Access to the Conference Rooms is via the main entrance on the ground floor of the library. To access the building outside of library opening times, attendees will need to press the conference room buzzer located next to the book drop to the right of the main entrance doors. Entry times are as follows, with entry between 8.30am – 9.00am by prior arrangement only:

	Additional Charge
Event access for Trainers/Organisers Morning event 8.30am – 9.00am Morning event 9.00am – 9.50am Afternoon event 1.30pm Evening event 5.30pm onwards	£50.00 ---- ---- ----
Event access for Attendees Morning event 9.15am – 9.50am Afternoon event 1.30pm Evening event 5.30pm onwards	---- ---- ----
Deliveries (by prior arrangement) 8.00am – 4.40pm	----

Delivery of Large Items for Conference Room Events

All deliveries are via the main doors or loading bay (by prior arrangement). Large items must be delivered at least one day before or between 8.00am and 9.15am on the day. This must be arranged in advance with the Conference Room Bookings Officer

Fees and Charges

Room Hire Fees

Standard Rates
Resource	Full Day Hire	Half Day Hire
Conference Hall	£575.00	£380.00
Conference Room 2	£320.00	£220.00
Conference Room 1	£290.00	£180.00
Discounted (Community/Internal/Charity)
Resource	Full Day Hire	Half Day Hire
Conference Hall	£400.00	£290.00
Conference Room 2	£220.00	£140.00
Conference Room 1	£180.00	£110.00

Additional Fees

Additional Fees will be charged on an hourly basis for events held outside Library core hours and which require the Library building to remain open. The Library core hours are as follows:

Monday 10.00am – 7.00pm

Tuesday 10.00am – 7.00pm

Wednesday 10.00am – 5.00pm

Thursday 10.00am – 8.00pm

Friday 10.00am – 5.00pm

Saturday 10.00am – 4.00pm

Sunday CLOSED

Missing or removed ‘door access card’ Fee £25.00 per card

Cancellations and Provisional Bookings

Bookings cancelled within fourteen days of the event date are subject to a 20% cancellation fee.

Bookings cancelled within one day of an event are subject to the full fee. All provisional bookings must be confirmed at least one month in advance.

Payment

All external events are invoiced up to 28 days after the event and require a contact name and address for invoice purposes. Internal events are paid by internal recharge and require both cost codes and cost details before the booking can be confirmed. All external booking fees and charges exclude VAT.

All invoice details and contact addresses must be confirmed by the start date of your event.

Purchase Order numbers if required must be included on the application form.

Catering

Light Refreshment Fees

We offer a light refreshments service for up to 30 people when booked in advance consisting of a selection of teas, coffees, and biscuits (additional numbers by arrangement only). Chilled water is supplied free of charge from dispensers in each room.

The first serving costs £2.00 per person.

Additional servings cost £1.00 per person.

Suggested Caterers

Please see the suggested Caterers list below and the services they provide. Clients hiring the conference rooms are responsible for ordering their lunches and paying any related catering fees.

Please remember to book plates and serviettes from your caterers. Due to limited space and facilities, caterers are unable to use the conference room kitchen.

Redeli Tel 01273 748222

Delicatessen Sandwiches

A range of baguettes, cakes, fruit and juices.

Reasonably priced with good presentation and service, food arrives on platters with napkins provided.

http://www.redeli.com

Frankie Vaughns Tel 01273 818888

Sandwich Shop

A range of sandwiches, cakes, fruit and juices.