FAQs

Operational FAQs

But we already have a library?
Some hoteliers may feel that while they like the look of our various offerings, as they already have a decent book collection, our services are redundant. Nothing could be further from the truth. We are not in the business of supplanting existing hotel libraries but instead of complementing them. We are more than happy to consider the existing titles in your library and offer our thought on how to improve it with additions from the Ultimate Library. The other thing to remember is that with the thousands of new titles coming out around the globe each and every week, the only way to maintain the library's relevance is to update it at regular intervals. We offer this as part of our service and can provide new titles on a quarterly basis or even more regularly if required.

What if someone wants to buy a book?
There are different approaches to this. We supply a database of titles and prices with each library if you want to make books available for sale. In practice it becomes a matter of judgement, some customers post a discretionary nominal charge, others have a more draconian 'missing item charge'. But it is often not possible to replace some books as they go out of print quickly.

How do we prevent the books being removed?
In our experience, with a few simple steps shrinkage of books is remarkably low. Pick the right location for the library (avoid public places like the lobby) have good operational controls, clear signage, and a dedicated library champion. A full set of recommendations is in the Operational Guidelines

What do we do with books that are left behind?
We recommend that you have a separate area for a Book Exchange system. This is where you keep left behind books and old paperbacks. This has the twin advantage of reducing shrinkage (people have a source of books for the flight home) and conveniently recycling old books.

Is it very time-consuming to manage?
They key to success is to have a Library Champion who will learn the operational routine. "I very quickly learned the book layout and could easily see what was missing" Library Champion, Hilton Hotel London.

How are the books selected?
There are over 3 million books in print and over 200,000 new books are published every year. Ultimate Library works closely with leading publishers and book selection experts to identify the best of the best in each of our chosen categories. We also monitor an array of media to identify the most talked about books, international prize winners (Booker, Pulitzer, Prix Goncourt). Above all, every book must educate, entertain and inspire its reader.

Books go in and out of print so fast that we also have a team who scour the market place for the hard to find books that give depth to any library.

How do books get selected for specific categories?
Like a wine list, we aim to cover a broad range of books to suit every palette. And to make it easy to interpret, we have divided the books into a few simple categories that anticipate the holiday readers preferences. In each category there are the obvious staples which we try to compliment with more unusual titles. For example, every library should have an atlas, some Shakespeare, War & Peace, key local authors and a local dictionary. But we also include mini lists on key topics such as 'Island life', diving, wine, 'eco', spa, etc. to compliment the facilities and brand attributes in each locale. We also have a wide variety of 'Sense Of...' lists, two of our most popular of which are outlined below:

• Sense of Place
  We have a network of leading authors and guidebook producers who help us identify the best books on any given country. See our new website www.readwhatwhere.com for detailed lists by country.
• Sense of Style
  We have found that people have more open minds when they travel and are open to inspiration - the style section includes illustrated books on art and culture, also a small collection of books on sense and self and singular obsessions (many of us have a weakness for the good things in life - be it shoes, chocolate, honey, cigars, coffee or anything else).
  

  Please click here to see an example of a Sense of Place list. A Greater Sense of Arabia (PDF, 460kb)

How do I keep it fresh and current?
We offer a subscription-based seasonal update service designed to keep you and your guests at the forefront of literary and global debate

How do I prevent books getting damaged?
All books suffer wear and tear, it's the nature of paper. However we recommend that you take up our cover lamination service for all larger format books. We supply mainly hardcover titles for the reading libraries which are harder wearing. Scruffy paperbacks have a short shelf-life and should be pruned on a regular basis even from the Book Exchange.

Who owns the library?
The library is a wholly owned amenity of your hotel and the books are bought and paid for by you. Your lending policy to guests is at your discretion. In our experience some people operate an honesty system, others opt for a sign out sheet or assign books to guest on the hotel computer system.

Are multiple languages possible?
In our experience the larger part of libraries supplied are in the English Language. However we do supply books in multiple other languages including French, German, Spanish, Russian, Korean, Japanese. We can also source DVDs in multiple languages or with or without sub-titles.

Terms and conditions

Shipping
Our prices are FOB UK at Brooklands or Nashville USA. Shipping by sea freight will take up to 4 weeks to most locations in the world and as a guide we estimate on at £249.00 for a cubic metre (that's about 300 books). We provide an "education materials" invoice which will minimise any clearance or duty issues. We have experience of getting books into some of the more remote corners of the earth including North Korea, Laos and the Lebanon.

Customs and duty
Although books are regarded as sensitive in many areas of the world we pay particular attention to selecting books that do not cause offence or controversy. In most areas of the world there is no import duty on books, but please ask for specific details.

Pricing
Title costs vary, prices change and book availability in never guaranteed, but working on linear shelf lengths and average cost per book, our estimating is pretty accurate and we will guarantee our competitiveness on any sample range of specific titles. On approval we will work to the agreed budget and invoice everything in detail as we consolidate before shipping.

Book availability
The nature of the book market is such that book availability changes on a daily basis. We reserve the right to substitute similar titles should a book be unavailable at the time of order.

Payment
We recognize the importance of cash flow and have a series of payment plans that allow you to consolidate the order, minimise shipping costs yet spread the payment to meet your monthly discretionary spend budget. Please ask for more details.