Terms and conditions of use for library exhibitions

Artworks displayed in the galleries must not be party political or religious in nature, or feature explicit nudity, representations of violence or other material unsuitable for display in an open public space. The Brighton & Hove City Libraries are used by all ages and demographics year-round and prospective exhibitions should be aware of this context.

All exhibition bookings are provisional until approved by the exhibitions team.

To reserve an exhibition space, exhibitors will be required to complete a booking form and pay a non-refundable administration fee.

Exhibitors must provide any proposed exhibition content (including text, publicity materials, images, audio files and links to websites) to the exhibitions team for approval in advance and no later than eight weeks before the exhibition.

Once materials are approved, the exhibition booking is finalised and an invoice for the hire fee will be issued. Our preferred method of payment is by Credit/Debit Card or PayPal.

It is also possible to pay by BACS (bank transfer). Brighton & Hove City Council clients should provide a Cost Centre for internal recharge.

Information Point hire would not normally require content pre checks or an administration charge. Hirers will be contacted if further information is needed.

The administration fee that is paid on booking is non-refundable.

If more than 8 weeks’ notice is given and confirmed in writing, you will not be charged.

If less than 8 weeks’ notice is given, there will be a 50% charge.

If less than 4 weeks’ notice is given, the full hire fee will be charged.

If the Library Service cancels your exhibition for any reason, an alternative date or a full refund will be offered.

Gallery exhibitions are set up on a Monday between 8.30am to 10am and taken down on Sunday between 9am to 11am. 

Hired spaces must be returned to their initial state by the end of any hire. 

This includes repairing any holes made in the Foyer Gallery walls, removing sticker residue on any windows etc. Failure to do this may result in additional charges being made.

Hirers should provide us with a copy of their Public & Employers’ Liability Insurance certificates, valid for the period in which the exhibition is taking place (generally a minimum of £5 million per policy is required). Please seek advice from our team if you do not have this.

The library service does not accept responsibility for loss or damage of exhibited items. Separate insurance cover should be arranged, if required. Public & Employers Insurance is not required for Information Point hires.

No set up or dismantling of exhibitions may occur while the library is open to the public (unless by arrangement with the exhibitions team).

Two weeks prior to your booking, a Risk Assessment form must be completed and sent to the exhibitions team by email or post.

All electrical equipment used in exhibitions must be PAT tested.

The Library Service is not able to lend ladders to exhibitors and only step ladders (of up to 2.5m) are to be used.

Brighton & Hove Libraries will carry out due diligence to ensure that individuals and groups seeking to use library facilities are operating in accordance with Brighton & Hove City Council’s Equality and Inclusion Policy and Prevent Duty. 

Fundraising (including raffles and prize draws) and political canvassing is strictly prohibited on Library Premises. 

The Business Team and Library Service are not responsible for the marketing of your exhibition.

Hirers are permitted to sell exhibited work and related prints and postcards on the premises. 

Please be aware that the library is a public building, and the exhibition spaces are a part of the main building. 

Please be aware there may be an impact on your exhibition when events are taking place on Jubilee Square. 

Please be aware that if exhibiting in the window space, events taking place within the library could obscure your exhibition.

 Additional charges will apply for use of library equipment and access outside of library opening times. Each exhibiting organisation can hire for up to 28 days per year.

Due to licencing restriction hirers are not allowed to watch live television or live streaming but may play music. The hirer must comply with Library bylaws. View the library byelaws.

The Commercial Team has the right to refuse any booking.

The Council is the data controller for purposes of the Data Protection Act (2018) and EU General Data Protection Regulation as of May 2018 and is registered as a data controller with the Information Commissioner’s Office (ICO).

Brighton & Hove City Council are committed to protecting your personal information. As a data controller we have a responsibility to make sure you know why and how your personal information is being collected in accordance with relevant data protection law. 

Purposes & Lawful Basis of Processing

We are collecting your data for the purpose of booking room for hire. Your information may also be used for communication purposes in relation to the booking. Our lawful basis for processing is performance of a contract. 

Who We Will Share Your Data With 

Your data will be shared with the finance department. How Long We Will Hold Your Data (Retention) We will hold your data for seven years.

Transferring Data Outside the European Economic Area

 Your information is not processed outside of the European Economic Area.

Your Information Rights

Under GDPR you have certain rights concerning your information. For further information on your rights visit www.brighton-hove.gov.uk/privacy.

Further information

If you would like to discuss this further, please contact our Information Governance Team on 01273 295959 or data.protection@brighton-hove.gov.uk .

The council also has a Data Protection Officer, who can be contacted via https://www.brighton hove.gov.uk/dpo 

You can also contact the ICO for further information or to make a complaint: 

Information Commissioner’s Office
Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
 

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

ICO website.