Guidelines for using the Undercroft

Due to the Undercroft's historic nature, there are specific rules to follow. This guide outlines everything you need to know - from access and safety to utilities and advertising - to help you plan a respectful and successful event in this special space.

About the space

  • The Undercroft is a long underground space (about 11m x 55m) that slopes slightly from one end to the other.
  • It’s located under the war memorial, so any use of the space must be respectful.

Historic building rules

  • It’s a protected (Grade II listed) building, so no drilling, fixing, or permanent changes are allowed.
  • Everything you install must be temporary and removed after your event.
  • Any changes must be approved by Norwich City Council and possibly English Heritage.

Access

  • The space isn’t wheelchair accessible.
  • You must have a steward at the entrance to help people use the ramp.
  • A doorbell should be placed at the entrance to alert the steward if help is needed.

Fire safety

  • No smoke alarms are installed, and exit doors open inward.
  • Maximum capacity is 60 people, including staff and visitors.
  • You must write a fire safety plan and get it approved.
  • If you use electrical equipment, you may need to install smoke detectors and check them weekly.
  • Emergency lighting is available in case of a power cut.

Leaks

  • The space can leak during heavy rain.
  • Bring waterproof covers for your displays and keep electrical cables off the floor.
  • Norwich City Council isn’t responsible for any damage, so make sure you have Liability Insurance.
  • For emergencies, call Property Services on 01603 786056.
  • If you call them for minor flooding, you’ll be charged. Only call for serious emergencies.

Exhibitions

  • All exhibitions must be approved by Norwich City Council.
  • The space is officially allowed to be used for exhibitions.
  • You’ll need a Tenancy at Will agreement, and you’ll be responsible for business rates during your hire.

Advertising

  • Flyposting is illegal—don’t put posters or leaflets on public buildings or spaces.
  • You can hang a banner on the railings in front of the building (not above), and place an A-board at the entrance.
  • Illegal advertising can result in fines up to £2,500.

Utilities

  • Power is available but limited (max 16 amps).
  • You must agree your power needs with the Council in advance.
  • You’ll be charged for electricity used, based on meter readings.
  • Lighting is split into two strips; don’t remove individual bulbs.

Risk Management

  • You must submit a detailed plan covering:
    • How you’ll install, run, and remove your exhibition
    • A schedule of work and a site layout.

Fees

  • You must pay business rates during your hire.
  • Charities can apply for rate relief.
  • Minimum hire period is three weeks.
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