Council House meeting rooms

Booking of Council House rooms

The Council House has a number of meeting rooms available including the Council Chamber, the Sir Henry Royce Room, the‌ Joseph Wright Room and Rooms A – G on the 2nd floor. All these rooms are fitted out to a high standard with a range of AV equipment.

We also provide excellent conference facilities, including room hire, refreshments and project management for the day, for more details and for a bespoke quote for your conference contact Facilities Management on 01332 64 0769.

All meeting rooms are available to view on our Google Maps tour.

Facilities in the meeting rooms

Name of room

Location in the Council House

Max No

Projector

Flip chart and white board

TV screen

Conference phone

DVD player

Microphone and speakers

Council Chamber

1st Floor

(public gallery 2nd floor)

80, public gallery 58, plus 20 additional seats can be added

Y

N

N

N

Y

Y

Joseph Wright Room

1st Floor

24

Y

Y

Y

Y

N

Y

Sir Henry Royce

1st Floor

20

Y

Y

Y

Y

Y

Y

A

2nd Floor

16

Y

Y

Y

N

N

N

B

2nd Floor

12

Y

Y

Y

N

N

N

C

2nd Floor

12

Y

Y

Y

N

N

N

D

2nd Floor

12

Y

Y

Y

Y

N

N

E

2nd Floor

16

Y

Y

N

N

Y

N

F

2nd Floor

16

Y

Y

N

N

N

N

G

2nd Floor

24

Y

Y

Y

Y

Y

Y

In the past a range of organisations have used the Council House for meetings free of charge. In order for the Council to cover the costs of setting-up the rooms, cleaning the rooms, building security and wear and tear a three tier charging structure has been introduced.

  • Tier 1 - Political parties represented on the Council, Trade Unions recognized by the Council or third sector / charitable / not for profit organisations who receive funding from the Council. Please provide the name of your funding officer when requesting a booking.
  • Tier 2 - Public sector bodies, Third sector / charitable / not for profit organisations who do not receive funding from the Council.
  • Tier 3 - All other organisations.

Catering can be supplied by our in house catering company, Elior - hospitality menu and prices. Please specify at the time of booking if refreshments are required.

The Jacob Rivers VC Room is managed by the Mayor’s Office and will not be available to third parties other than those agreed by the Mayor. In these cases there will be no charge.

To comply with Health and Safety, third parties will have to notify Facilities Management (FM) of anyone attending the meeting who has mobility impairment. FM will reserve the right to move the meeting to the Ground Floor if more than one person attending the meeting will require Emergency Evacuation.

No car parking facilities are available on-site for daytime meetings. After 5.30pm and at weekends, the Council House Car Park is available on a Pay and Display basis.

In exceptional circumstances, Constitutional Services may require meeting rooms for meetings involving Councillors which have already been booked by a third party organisation. In these cases, any prior bookings may have to be cancelled although Constitutional Services will make every effort to find a suitable alternative.

The following fees will be charged…

Monday to Friday …

Charges for room hire
 Tier 1Tier 2Tier 3Weekend Bookings
Council Chamber £100 plus £50 per hour £125 plus £50 per hour £150 plus £50 per hour £250 plus £75 per hour
Joseph Wright Room Up to 12 sessions per year free of charge, thereafter Tier 2 charges will apply £60 for up to 3 hours and £20 per hour thereafter £75 for up to 3 hours and £25 per hour thereafter £100 plus £50 per hour (minimum 3 hours)
Sir Henry Royce Room Up to 12 sessions per year free of charge, thereafter Tier 2 charges will apply £60 for up to 3 hours and £20 per hour thereafter £75 for up to 3 hours and £25 per hour thereafter £100 plus £50 per hour minimum 3 hours
Meeting Rooms A-F Up to 12 sessions per year free of charge, thereafter Tier 2 charges will apply £45 for up to 3 hours and £15 per hour thereafter £60 for up to 3 hours and £20 per hour thereafter £75 plus £30 per hour (minimum 3 hours)
Meeting Room G Up to 12 sessions per year free of charge, thereafter Tier 2 charges will apply £60 for up to 3 hours and £15 per hour thereafter £75 for up to 3 hours and £20 per hour thereafter £100 plus £50 per hour (minimum 3 hours)

Notes:

A session equates to a three hour time slot, for example morning starting at 9.00am or 10.00am, afternoon starting at 1.00pm or 2.00pm or evening session starting at 5.00pm or 6.00pm. Meetings must finish by 9.00pm, with the exception of formal Council meetings.

  1. Tier 1 groups will be entitled to twelve sessions each year in the Joseph Wright Room, Sir Henry Royce Room or Meeting Room G plus up to twelve sessions each year across meeting rooms A-F.
  2. Political Group Meetings are exempt from charge from the Tier 1 allocation above and Political Groups can use the Council Chamber free from charge.
  3. Weekend booking rates are applicable to all Tiers.
  4. Weekend and evening bookings (after 5.00pm) can only be made subject to staff availability.
  5. Charges exclude VAT.
  6. The Council reserves the right to refuse any bookings.

Further Guidance

Tier 2 and Tier 3 organisations, prior to making a reservation, are required to demonstrate an alliance with Derby City Council Values.

Organisations who wish to use the Council House will need to embrace our values in particular; we expect our users to behave ethically and embrace diversity.

When requesting a room reservation at the Council House Derby City Council will promote our space to organisations that benefit the City and promote Derby as a safe and strong community.

To enable Derby City Council to ensure that organisations meet these core values we deem the right to ask for supporting information including an organisations mission statement and where appropriate, their company's house registration details.

Requests from organisations not supported by DCC will require the approval of a member of the Senior Facilities Management Team prior to a reservation being confirmed. In the event that information comes to light that demonstrates that an organisation does not concur with Derby City Councils values the Council deems the right to terminate any bookings without the appropriate notice.

Conditions of hire

It will be the hirer’s responsibility to ensure the Conditions of Hire are observed.

Events and activities must be properly supervised. The hirer must be adult (18years+) and be on the premises during the whole time of hiring.

The activity must be conducted in a way that has due regard to the quality of the facility and its location.

Derby City Councils health and safety instructions must be followed and smoking is not permitted.

The Hirer shall be responsible for all property brought on to the premises of their guests.

Nothing is to be done that may cause nuisance to the occupiers.

Nothing is to be fixed by any means whatsoever to walls, doors, windows or floors of the facility or to furniture or any other fixtures and fittings.

No furniture or equipment (electrical or otherwise) is to be brought into the facility without prior approval.

The cost of any damage done to the facility, its furniture or equipment, as a result of the hire, will be the responsibility of the hirer.

All beverage's and hospitality are to be purchased from the Council House supplier.

The use of the facility after 21.00pm. Will only be allowed in exceptional circumstances and may incur an additional cost. 

 

How to book

If you want to book any of the rooms above please contact Facilities Management on 640769 or email Facilities Management.

How to use the Audio Visual (AV) equipment:

Quotes from organisations who have used the Council House

"We would love to work with Derby City Council again - we couldn't have asked for better hosts!" Stonewall

Downloads

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