Before Hiring a Room
If you would like to proceed with your enquiry, please phone the office (020 8340 3343) or email Luca Morelli at luca.morelli@hlsi.org.uk to discuss dates and details.
Behaviour at Work Policy
HLSI operates a Behaviour at Work Policy towards aggressive or abusive behaviour. This includes any personal, abusive or threatening comments, bad language, physical contact and aggressive gestures. This means that no abuse of staff is acceptable, whether verbal or physical and any visitor behaving in this manner can be removed from the premises with immediate effect. In some cases, the police will be called.
Deposit
Once a date has been selected, a provisional booking is made. The prospective hirer then has two weeks to confirm, at which point, a returnable deposit of £250 will be required to secure the booking. This is banked and will be held until after the function in the event of any damage, excessive mess, over-running of booked time, and the creation of undue noise or the inclusion of more guests than agreed. We expect however that the premises will be left as you found them and your deposit will be returned within a few days. A caretaker will be on duty throughout your hire.
Deposit Cancellation Fees
The following cancellation fees will apply. If notification is received more than four weeks in advance, then 50% of the deposit will be retained. In the event of less than four weeks’ notice being given, a charge of 100% of the deposit will apply. If meanwhile the issued invoice for paying the hiring has been Settled, we will refund the full amount.
Bookings
Payment of the deposit ensures a specific date is reserved, but is not guaranteed until the hiring contract has been drawn up to the satisfaction of both parties and signed, one copy to be retained by each, and full payment received by HLSI. Full payment (in addition to the deposit) must be paid within the due date set on the invoice. We can provide chairs and trestle tables (183 cm by 76 cm: height is 75 cm; 6 ft by 2 ft 5 ins; height: 2 ft 5 ins). No alcohol or music after 23:30; all guests must leave by midnight.
Access to the building
Access is only available at the start of the agreed hired time. The hirer is only entitled access to those rooms and facilities covered by the signed hiring agreement. We recommend preparing a list of guests and appoint a person who can stay at the entrance and check the guests against the list.
Civil Marriage & Civil Partnership Ceremonies
HLSI is a popular venue for civil marriage ceremonies. Ceremonies can be booked with or without a reception.
Couples are advised to contact Camden Registrars:
- Email: crs@camden.gov.uk or TieTheKnot@camden.gov.uk
- Website: Tie the Knot
Marriages in the presence of a Registrar may take place in the following rooms: the Victoria Hall, the Members’ Room and the Coleridge Room. Any proceedings conducted on approved premises shall not be religious in nature. Please note registrars charge to officiate at all venues registered in Camden. We do not allow the use of confetti within or outside HLSI: this would result in £150 being deducted from your deposit.
Kitchen Facilities
The kitchen is equipped for the presentation (rather than preparation) of food. There are two fridges, two electric ovens, double sink, worktop preparation surfaces and a dishwasher.
Caterers
The HLSI can recommend a few caterers who know the building well and have successfully catered for all kinds of events, but you are free to use you own caterer, if you wish to do so. At the end of the hiring, the caterer should place all the remaining food and rubbish in the bins located in the garage yard at the back of the building; caterer should also help the caretaker to remove chairs and tables used during the hiring.
Disabled Access
The Victoria Hall, the Members’ Room and the Library are located on the ground floor and are fully accessible. Please let us know in advance if you are expecting any disabled guests so as to give you guidance on entrances and to ensure staff are on hand to assist on the day if required.
Restrictions
This is a residential area and we ask you to be considerate of our neighbours. We regret therefore that the following cannot be permitted:
- Excessively loud amplified music;
- Smoke machines;
- Helium or ordinary balloons;
- Confetti, rice, glitter, or rose petals;
- No smoking on the premises;
- Deep fat frying;
- Electric bicycle and electric scooter;
- Any electronic cigarettes and vapes;
- No naked flames are permitted in or around the building, but battery-powered LED candles are permitted.
Decorating the venue
Due to our Grade II listed status, we cannot have anything attached to the walls in the venue, so it is best to plan your decoration around freestanding or table-top pieces.. If in doubt, please check with the Head of Operations, Luca Morelli, before planning on your decorations.
Utilities
The Highgate Literary & Scientific Institution is not responsible for the failure in the supply of water, gas or electricity to its premises.
Heating
Individual radiators may be adjusted up or down as required (please ask the duty caretaker), but no additional heating appliances may be used.
Fire Precautions & Toilets’ Locations
Fire exits must always remain unblocked, and hirers should familiarise themselves with the fire exits, the location of fire alarm points and fire extinguishers. It is the hirer’s responsibility to ensure any electrical appliances brought into the Highgate Literary & Scientific Institution are compliant with all Health & Safety requirements. Fire exits location: main front door, exit after the disabled toilet (our disabled ramp is located outside the disabled toilet) and door after the kitchen. Meeting point is in Pond Square (opposite HLSI). Fire Points Alarms Locations: Ground Floor: main lobby, the library (close to the door leading to the Annexe), the boiler room and opposite the disabled toilet. Downstairs: inside the side entrance to the Archives. First Floor: at the top of the stairs leading to the classrooms. Toilets’ locations: Unisex toilet leading to the classrooms after the Members’ Room, Victoria Hall (Unisex toilet after the Victoria Hall, Women’s toilet and Men’s toilet) and First Floor (unisex toilet close to the Linden Room and the Gosling Room).
Damage
The hirer is asked to take full responsibility for any damage to the Institution’s property, including the historic pictures and prints in the Victoria Hall and Members’ Room, or for any damage to works of art which may be displayed on panels in the Victoria Hall during exhibitions. We request that you do not pin any notices etc. to the walls and that every precaution is taken to protect polished wooden surfaces.
Insurance
Hirers are responsible for their own public liability insurance where appropriate. This can be taken out inexpensively and by the day.
Other matters
The Institution reserves the right to utilise any parts of the building which are not the subject of the hiring. The Institution reserves at all times the right of access to the rooms hired.
We request that you do not move the furniture. If you do not wish to use our in-house furniture, you can hire your own. All we request is that you liaise with us regarding dropping off and collecting, as we do not have any storage space for additional furniture.
Audio/Visual System & Live Streaming
If you wish to hire our equipment, please discuss with Luca Morelli. Note that only HLSI personnel can operate the HLSI Audio/Visual System. Please note, for safety reasons we cannot allow any other external equipment or cables to be connected to ours.
Live music/DJs
Thanks to its superb acoustic, the Victoria Hall is ideal for concerts. Before confirming your entertainment, please let us know in advance what setup you are planning so that we can work with you to ensure everything goes smoothly.
HLSI Covid and Other Respiratory Infections
The health and safety of our visitors, volunteers and staff is our top priority. We ask that all users of our building follow the current hygiene guidelines. Please check NHS guidelines.
CCTV
Please note we have a 24/7 CCTV system recording in the foyer, Members’ Room, Office corridor and in the garage area. We keep the recording for approximately four weeks and then delete it. The recording is only for security purpose.