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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.
