2016_Standard Docs - Groombridge Village Hall

2016_Standard Docs - Groombridge Village Hall
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
If the Hirer is in any doubt as to the meaning of ANY of the following, the Booking Secretary should be
consulted immediately
IMPORTANT
Please read this; it is important! By booking Institute facilities you are making a legally binding contract that
obliges you to abide by these conditions and to pay the hire and other charges set out herein. These
conditions are intended to balance and protect the interests of all users, the residents of Groombridge and
the Institute itself and to ensure so far as possible that all activities are safe and within the law. Whilst the
Institute will always endeavour to provide safe facilities and maintain reasonable standards of cleanliness it
must be appreciated that the Institute premises are not subject to full-time supervision and that all users
have to rely upon mutual co-operation and consideration.
1.
DEFINITIONS
“Agreement”
“Approved User”
“Booking Form”
“Bookings Schedule”
“Bookings Secretary”
“Chairman”
“Committee”
“Common Parts”
“Contact”
“DPS”
“Hire Charge”
“Hirer”
“Hirer’s Organisation”
“Hiring”
“Hired Premises”
“Institute”
“Safety Officer”
“Trustees”
2.
The hiring agreement made
between the Institute and the
Hirer.
Any group, club, society or
organisation approved by the
Committee to hire any part of the
Institute premises.
The document bearing the details
of the Hiring which together with
these Standard Conditions of Hire
constitutes the Agreement.
The list of periods of Hiring
requested by the Hirer and
acceptable to the Institute.
The person so appointed by the
Committee
The Chairman of the Committee.
The Management Committee of
the Institute
The foyer, ladies’, gentlemen’s
and special needs toilets and
baby-change facilities, car park
(not including the Wealden District
Council car park) and grounds of
the Institute.
See the Booking Form.
Designated Premises Supervisor
See the Booking Form.
See the Booking Form.
See the Booking Form.
See the Booking Form.
That part of the Institute the
subject of the Hiring and the
Common Parts.
The Charity known as the King
Edward VII Institute, Groombridge
including where the context so
requires all land, buildings and
other property belonging thereto.
The Institute is also known as
Groombridge Village Hall
See the Booking Form.
The trustees for the time being of
the Institute.
RESPONSIBILITY
The Hirer, not being a person under 21 years of age, hereby
accepts responsibility for being present and in charge of and
on the premises at all times when the public are present and
for ensuring that all conditions, under this Agreement
relating to and supervision (or management) of the
premises are met. The Hirer will, during the Hiring, be
responsible for the supervision of the Hired Premises, the
fabric and contents, their care, safety from damage however
slight or change of any sort and the behaviour of all persons
using the Institute in connection with or arising from the
Hiring whatever their capacity, including proper supervision
of car-parking arrangements and vehicle activity so as to
avoid obstruction of all entrances, exits, footpaths and the
highway.
Users are requested not to congregate at the front of the
building to avoid disturbance to our neighbours.
Where a booking is made on behalf of a group or organisation
which is not an Approved User, a person will be named on the
Booking Form as Hirer and will be personally liable under the
Agreement.
The Institute accepts no responsibility for
property brought onto Institute premises.
3.
USE AND PURPOSE
The Hirer shall not use the Hired Premises for any purpose
other than that described in the Agreement and shall not subhire or use the Hired Premises or allow the Hired Premises to
be used for any unlawful, hazardous or dangerous purpose or
in any unlawful, hazardous or dangerous way nor do anything
or bring into or onto the Institute anything which may
endanger the same or prejudice cover under any insurance
policy in respect thereof. Where the Hiring is of only a part of
the Institute, the Hirer shall neither use nor permit to be used
any other part of the Institute other than the Common Parts
nor shall the Hirer permit anything to be done or not done
which interferes with the proper use of any other part of the
Institute by another hirer. Tables, chairs and other property of
the Institute may not be removed from Institute premises or
used outside without the permission of a member of the
Committee.
The Hirer shall not remove any fixtures or fittings without
permission of a member of the committee (see 12.1)
(i.e. pictures)
The Hirer shall not have any lighted candles or other naked
flames in the building (see 31.4).
Smoking is not permitted (see 8.3).
Revised 25th January 2017
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
Sand may not be brought into the building.
The committee, through the Booking Secretary, reserves the
right to make further enquiries about the purpose of the hiring,
and to request references and/or guarantees where
necessary, especially where the hirer is not known to the
committee.
Social events of any nature and in respect of which a charge
whether in money or other form is made for admission must
be disclosed by the Hirer as such in the Agreement. Such
hiring’s are subject to review and may be declined without
further reason or accepted by the Institute on such further
conditions as the Committee may in its absolute discretion
determine.
4.
PAYMENT
Unless otherwise agreed, payment of all charges is to be
made at least 28 days in advance of the Hiring. Where credit
terms are permitted, payments must be made to the Institute
Treasurer within 21 days of the date of the invoice. Cheques
should be drawn in favour of “Groombridge Village Hall”. The
Committee reserves the right to levy interest at a rate of 2%
per month on overdue accounts. In the event of persistent
delay by a Hirer in paying sums due, the Institute may, after
due warning to the Hirer, cancel and/or refuse further
bookings and/or require payment in advance of Hire Charges.
Unless otherwise agreed hirers may be required to lodge a
Returnable Security Deposit with the Institute, and, for new
potentially regular hiring organisations, a Returnable Hiring
Deposit. These moneys are retained in a separate Client
account and are returned at the end of a booking or series of
bookings, less any retention from such deposits for monies
due and owed.
5.
INSURANCE AND INDEMNITY
(a) The Hirer shall be liable for:
(i) The cost of repair of any damage (including
accidental and malicious damage) done to any part
of the premises including the curtilage thereof or
the contents of the premises
(ii) All claims, losses, damages and costs made
against or incurred by the Committee, their
employees, volunteers, agents or invitees in
respect of damage or loss of property or injury to
persons arising as a result of the use of the
premises (including the storage of equipment) by
the Hirer, and
(iii) All claims, losses, damages and costs made
against or incurred by the Committee, their
employees, volunteers, agents or invitees as a
result of any nuisance caused to a third party as a
result of the use of the premises by the Hirer, and
subject to sub-clause (b), the Hirer shall indemnify
and keep indemnified accordingly each member of
the Committee and the Institute’s employees,
volunteers, agents and invitees against such
liabilities.
insure the liabilities described in sub-clauses (a) (ii) and (iii)
above. Institute shall claim on its insurance for any liability
of the Hirer hereunder but the Hirer shall indemnify and
keep indemnified each member of the Committee and the
Institute’s employees, volunteers, agents and invitees
against
(c) any insurance excess incurred and
(d) the difference between the amount of the liability and the
monies received under the insurance policy.
(e) Where the Institute does not insure, the liabilities
described in sub-clauses (a) (ii) and (iii) above, the Hirer
shall take out insurance to insure such liability which must
also include a minimum of £10 million for Public Liability and on demand shall produce the policy and current receipt
or other evidence of cover to the booking secretary. Failure
to produce such policy and evidence of cover will render the
hiring void and enable the hall secretary to rehire the
premises to another hirer.
The Institute is insured against any claims arising out of its
own negligence.
6
COMPLIANCE WITH THE CHILDREN
ACT 1989 – AS AMENDED BY VETTING &
BARRING SCHEME 2009
The Hirer shall ensure that any activities for children under
eight years of age comply with the provisions of The Children
Act of 1989 and that only fit and proper persons hiring or
employed whether paid or unpaid, have the appropriate
Criminal Records Bureau checks as required since 2010,
comply with ISA requirements, have access to said children.
Checks may also apply where children over eight and
vulnerable adults are taking part in activities. The Hirer or the
person(s) they employ shall provide the Committee with a
copy of their ISA check and Child Protection Policy on
request. (NB: this applies to private bookings as well).
7.
LOCAL
AUTHORITIES
PERMISSIONS
The Hirer shall comply with all conditions and regulations
made in respect of the Institute by the Fire Authority, Local
Authority, the Police, and the Licensing Authority particularly
in connection with Licensable Events and Regulated
Entertainment.
7a.
TELEVISION RECEPTION
The Institute does not hold a licence for any form of
Television reception, whether by TV receiver or Internet –
Hirers would need to supply their own licence should they
wish to watch any such broadcasts. This will include using
any computer to view such broadcasts.
8.
LICENCES AND PERMISSIONS
The Institute has a Premises Licence from Wealden District
Council authorising the following regulated entertainment and
licensable activities at the times indicated:
(b) The Institute shall take out insurance to insure the
liabilities described in sub-clauses (a) (i) above and may, in
its discretion and in the case of non-commercial hirers,
Page 2
AND
revised
25th January 2017
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
Activity
The
License
covers:
Times for which
the activity is
licensed:
A The performance of plays
B The exhibition of films
c
Indoor sporting events
d
Boxing or wrestling
entertainment
The performance of live
music
The performance of
recorded music
The performance of dance
e
f
g
h
i
Entertainments similar to
those in a, b, e, f and g
Making music
j
Dancing
Entertainments similar to
those in I and j
l The provision of hot
food/drink after 11pm
m The sale of alcohol
Not
Covered
Not
covered
Daily between
0800 hrs and
2400 hrs (8am
to midnight)
9
On Christmas
Eve and New
Year’s Eve the
terminal hour
is extended to
0100 hours,
(1 am) the
following day.
Not
covered
No Activity Requiring a Licence will Occur
Hirers will be required to indicate activities to take place at
their event matched to each of ‘a to m’ above, by initials in
each box
TEMPORARY EVENT NOTICES
Where a licensable event is to be held for which the premises,
or that part of the premises, are not licensed the hirer shall be
responsible for obtaining such authorisation as may be
needed. In order to hold a licensable activity not covered by
the Institute’s Premises Licence an application for a
Temporary Event Notice (TEN) will need to be given to the
licensing authority.
The Hirer shall obtain the written consent of the Committee on
the form provided for this purpose before sending an
application for a TEN to the licensing authority. Failure to do
so may result in cancellation of the hiring without
compensation because there is a limit on the number of
TEN’s which can be granted annually for any premises. Lack
of co-operation could affect future fundraising by the
Committee and local voluntary organisations.
8.2
PERFORMING RIGHT SOCIETY
The Institute has a licence with the Performing Rights Society
for the performance of copyright music in any form e.g.
record, compact disc, tapes, radio, television (incl.
DVD/video), or by performers in person. If other licenses are
required in respect of any activity in the village hall the Hirer
should ensure that they or the Institute hold the relevant
licence.
8.3
10.
GAMING, BETTING AND LOTTERIES
The Hirer shall ensure that nothing is done on or in relation
to the premises in contravention of the law relating to
gaming, betting and lotteries, and those responsible for
functions held in the village hall must ensure that the
requirements of the relevant legislation are strictly observed.
11.
ALCOHOL
The Institute holds no licence in connection with the supply or
consumption of alcohol but may permit the supply and sale of
alcohol under its Premises Licence. The Hirer shall not allow
the consumption or sale of alcoholic liquor in other
circumstances without having first obtained written permission
from the DPS and the Booking Secretary. Where
consumption is permitted, the Hirer shall be responsible for
obtaining such permissions from the DPS as may be needed
for the supply of intoxicating liquor. A written guide to the sale
or other provision of alcohol on Institute premises and advice
on the likely additional requirements may be obtained from
the Bookings Secretary.
11. 1 DRUNK AND DISORDERLY BEHAVIOUR AND SUPPLY
OF ILLEGAL DRUGS
The Hirer shall ensure that in order to avoid disturbing
neighbours to the hall and avoid violent or criminal
behaviour; care shall be taken to avoid excessive
consumption of alcohol. Drunk and disorderly behaviour
shall not be permitted either on the premises or in its
immediate vicinity. Alcohol shall not be served to any
person suspected of being drunk nor to any person
suspected of being under the age of 18. Any person
suspected of being drunk, under the influence of drugs or
who is behaving in a violent or disorderly way shall be
asked to leave the premises.
No illegal drugs may be
brought onto the premises.
SMOKING
The Hirer shall, and shall ensure that the Hirer’s invitees
comply with the prohibition of smoking in public places
provisions of the Health Act 2006 and regulations made there
under. Any person who breaches this provision shall be asked
to leave the premises. The hirer shall ensure that anyone
wishing to smoke does so outside the village building in the
courtyard at the rear of the Main Hall or by the side entrance
of the New Hall only and not at the front of the building at
Page 3
CAPACITY
The number of people on the premises including staff, hirers
and invitees, shall not, for activities subject to licensing
requirements. Exceed:
144 closely seated in the Main Hall (excluding performers on
and those seated on the stage)
112 closely seated in the New Hall
60 closely seated in the Club Room.
For any one hiring the whole building the capacity is 200.
When tables are set for dining, the capacity is lower and for
dining with dancing lower still.
Guidance can be obtained from the Booking Secretary.
(Seating Plans are available)
k
8.1
all. The hirer shall ensure that cigarette ends, matches etc.
are disposed of in a tidy and responsible manner, so as not to
cause a fire, in the Cigarette disposal bins located in the
courtyard at the rear and by the side entrance for the New
Hall (see plan)..
12.
DAMAGE
The Hirer shall indemnify the Institute, the Trustees and the
Committee for the cost of repair of any damage done or
replacement of any loss suffered to any part of the Institute
including contents which may arise as a result of the Hiring.
revised
25th January 2017
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
12.1 FIXED EQUIPMENT TO BUILDING
No items may be removed from their fixed position however
temporary without express permission of committee member.
Should this be allowed it must be replaced at the end of the hire at
no cost to the Institute (e.g. Paintings)
12.2 NO ALTERATIONS
No alterations or additions may be made to the premises
nor may any fixtures be installed. Placards, decorations or
other articles may not be attached in any way to any part of
the premises without the prior written approval of the
Bookings Secretary. Any alteration, fixture or fitting or
attachment so approved shall, at the discretion of the
Institute, remain in the premises at the end of the hiring,
when it will become the property of the Institute unless
removed by the hirer who must make good to the
satisfaction of the Bookings Secretary any damage caused
to the premises by such removal.
12.2 FLY POSTING AND ADVERTISING
The Hirer shall not carry out or permit fly posting or any
other form of unauthorised advertisements for any event
taking place at the premises and shall indemnify and keep
indemnified each member of the Committee accordingly
against all actions, claims and proceedings arising from any
breach of this condition. Any request for advertising must
be authorised beforehand by the Booking Secretary and the
Committee. Failure to observe this condition may lead to
prosecution by the local authority. Organisations which have
been granted permission to advertise their function must
remove all such material immediately their booking ends.
12.3
STORED EQUIPMENT
The Institute accepts no responsibility for any stored
equipment or other property brought on to or left at the
premises, and all liability for loss or damage is hereby
excluded. All equipment and other property (other than
stored equipment) must be removed at the end of each
hiring or fees will be charged until the same is removed.
The Institute may, use its discretion in any of the following
circumstances:
(a) Failure by the Hirer either to pay any charges in respect
of stored equipment due and payable or to remove the
same within 7 days after the agreed storage period has
ended
(b) Failure by the Hirer to dispose of any property brought
on to the premises for the purposes of the hiring. This
may result in the Committee disposing of any such
items by sale or otherwise on such terms and
conditions as it thinks fit, and charge the Hirer any
costs incurred in storing and selling or otherwise
disposing of the same.
The Institute likewise accepts no responsibility for any
equipment belonging to regular approved users who make
use of fixed storage locations on the Institute premises made
available to them by the Committee.
13.
14.
CANCELLATION
If the Hirer wishes to cancel the Hiring and the Institute is
unable to conclude a replacement booking, the question of
the payment or the refund of the Hire Charges shall be
determined according to the following table:
Booking cancelled
Charge to be
made
Less than 8 days before date of
hire
100% of full Hire charge
More than 7 days but less than
15 days before date of hire
50% of full Hire charge
More than 14 days but less than
29 days before date of hire
25% of full Hire charge
More than 28 days before date
of hire
No Charge
Exceptions to the cancellation charge will be considered by
the committee, if no replacement date can be utilised, if
adverse weather or other serious extenuating circumstance
occurs
15.
POLLING STATION
The Committee reserves the right to cancel the Hiring in the
event of the hall being required for use as a Polling Station for
a Parliamentary or Local Government or other like election,
by-election or referendum, in which case the Hirer shall be
entitled to a refund of any deposit already paid but shall not
otherwise be entitled to any compensation.
16.
LOSS OF USE
In the event of any part of the Institute being rendered unfit for
the Hiring the Committee shall not be liable to the Hirer for
any resulting loss or damage whatsoever.
17.
HEALTH AND SAFETY
The Hirer shall ensure that all activities are conducted in a
safe and properly supervised manner with sufficient numbers
of attendants and supervisors present at all times having
regard to the age of those present and the activities being
undertaken. If sporting activities (other than sporting events
as per Condition 8) are to be undertaken and/or children are
to participate in any activities the Hirer must ensure that
throughout the Hiring a person competent to administer first
aid is in attendance and that an adequate first aid kit is
available.
Limited First Aid Kits are available in Main & New Hall
kitchens; the accident book is in the Main Kitchen
TERMINATION
The Institute may cancel or terminate without notice and
without refund or compensation any Hiring which in the
opinion of the Trustees and/or Committee is or may be in
breach of these conditions or in respect of which any
information given by or on behalf of the Hirer is false in any
material particular. In an emergency, such notice may be
given by the Chairman, Booking Secretary or any one of the
Page 4
Trustees and may be by way of oral communication to the
Hirer or any other appropriate person by written notice affixed
to the Hired premises.
17.1
ACCIDENTS AND DANGEROUS OCCURRENCES
The Hirer must report all accidents involving injury to the
public, to the Booking Secretary or any member of the
Committee as soon as possible and complete the relevant
section in the Institute’s accident book. Any failure of
revised
25th January 2017
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
equipment belonging to the Institute or brought in by the
Hirer must also be reported as soon as possible. Certain17.6
types of accident or injury must be reported on a special
form to the Incident Contact Centre. The Booking Secretary
will give assistance in completing this form. This is in
accordance with the Reporting of Injuries, Diseases and
Dangerous Occurrences Regulations 1995 (RIDDOR). The
Incident Contact Centre can be contacted in any of the
following ways:
•
Telephone: 0845 3009923
•
Facsimile: 0845 3009924
•
Website: www.riddor.gov.uk or via the HSE
website: www.hse.gov.uk
•
Post: Incident Contact Centre, Caerphilly Business
Park, Caerphilly, CF83 3GG
17.2
HEALTH AND HYGIENE
The Hirer shall, if preparing, serving or selling food, observe
all relevant food health and hygiene legislation and
regulations. In particular, dairy products, vegetables and
meat on the premises must be refrigerated and stored in
compliance with the Food Temperature Regulations. The
premises are provided with refrigerator’s which must be
emptied at the end of every hiring.
17. 3 ELECTRICAL APPLIANCE SAFETY
The Hirer shall ensure that any electrical appliances brought
by them to the premises and used there shall be safe, in
good working order, and used in a safe manner in
accordance with the Electricity at Work Regulations 1989. A
valid certificate of Portable Appliance Testing will be
required. Where a residual circuit breaker is provided, the
hirer must make use of it in the interests of public safety.
17.4 SOUND LEVELS
For reasons of health and safety and out of consideration for
residents in neighbouring properties, sound levels must not
exceed *95dB (A) for more than three minutes in any period
of one hour. No music or other significant or intrusive noise is
permitted at all between midnight (10 pm on Sundays) and
8 am. If Committee authorises on New Years Eve music may
continue to 00:30hrs on New Years day.
If this limit is contravened and warnings (written or oral) are
ignored, the Committee has the right to halt the proceedings
and require the hirer to vacate the hall forthwith. No refunds
will be given in these circumstances."
Measurements are taken at one metre from noise source
at one metre above ground.
A sound-level monitor is fitted, which will temporarily
disconnect mains power in the event of extreme levels
of sound, higher than that specified above. There is a
visual ‘traffic light’ monitor to assist avoiding this
situation. Further details on the operation of the device
are available from the Booking Secretary. The Hirer
shall ensure that nothing is done to interfere with or
circumvent the operation of this device.
17.5
HEATING CONTROLS
The controls may be adjusted by the user but must be
returned to the position they were in, at the end of hire.
They may be turned off at the end of hire if no other user
requires it. Switches operating the blowers in the halls must
be turned off at the end of the hire.
Page 5
17.6 ANIMALS
The Hirer shall ensure that no animals (including birds)
except guide dogs are brought into the premises, other than
for a special event agreed to by the village hall. No animals
whatsoever are to enter the kitchen at any time.
18.
TIDYING-UP AND VACATING
At the end of the Hiring, the Hirer shall be responsible for
leaving the Hired Premises in a clean and tidy condition,
properly locked and secured unless directed otherwise by a
member of the Committee and any contents temporarily
removed from their usual positions properly replaced. Any
and all refuse which cannot be fitted into the Institute’s
designated refuse containers in the Institute premises must
be removed by the Hirer. The Institute shall be at liberty to
make an additional charge for any breach of this condition.
There are recycling facilities in the car park for paper, tins and
bottles – please respect neighbours re noise late at night
For the avoidance of doubt, it is to be understood that time
required for cleaning, tidying and reinstatement forms part of
the Hiring and will be charged accordingly.
The sole
exception to this provision is that for a Hiring on a Saturday
evening the necessary work may (subject to the availability of
the Institute) be executed on the following Sunday morning
between 08:00 hrs and 10:00 hrs without additional charge.
19.
ADVANCE BOOKING AND PRIORITY OF
BOOKINGS
Provisional bookings are made by application to the Bookings
Secretary in writing, by email or by telephone. Bookings are
accepted and confirmed by completion of the Institute’s formal
hire agreement by the Hirer and the Bookings Secretary and
payment of any deposit and/or other sum and fulfilment of any
other stipulation required as a condition of booking. Priority of
bookings will be strictly by date of initial receipt by the
Bookings Secretary. The necessary formalities referred to
above must be concluded within fourteen days of the
provisional booking failing which the provisional booking will
lapse. Two or more conflicting applications received by the
Bookings Secretary on the same day will be deemed to have
been received simultaneously. In such a circumstance the
Bookings Secretary will advise the competing applicants and
invite them to apply for alternative dates and take such other
action as she/he may consider appropriate in the
circumstances. If the matter cannot be resolved in this way,
the booking secretary will refer it to the Committee.
20.
HIRING FOR COMMERCIAL PURPOSES
Any application for hiring by or for the use of or in connection
with any business or commercial activity or for any profitmaking purpose will be referred to the Committee for
consideration and will be subject to such charges and further
conditions as the Committee may in its absolute discretion
impose.
21.
SALE OF GOODS
The Hirer shall, if selling goods on the premises, comply
with Fair Trading Laws and any code of practice used in
connection with such sales. In particular, the Hirer shall
ensure that the total prices of all goods and services are
prominently displayed, as shall be the organiser’s name and
address and that any discounts offered are based only on
Manufacturers’ Recommended Retail Prices. Further detail
can be provided by the Booking Secretary.
revised
25th January 2017
KING EDWARD Vii INSTITUTE – STANDARD CONDITIONS OF HIRE
The following conditions of hire - 22 to 31 are required to comply with the Licensing
Act 2003, the Institute’s Premises Licence
and the Regulatory Reform (Fire Safety)
Order 2006. These conditions apply to all
hirers, especially those whose hire
constitutes a Regulated Entertainment or
Licensable Activity under the terms of the
2003 Licensing Act.
.
22.
LICENCES
The Safety Officer hereby acknowledges receipt of a
copy of the conditions of the Premises Licence in
respect of Regulated Entertainment.
23. FILM SHOWS
Children shall be restricted from viewing agerestricted films classified according to the
recommendations of the British Board of Film
Classification. Hirers should ensure that they have
the appropriate copyright licences for film.
24.
RESPONSIBILITY
–
REGULATED
ENTERTAINMENT
The Hirer/Safety Officer hereby accepts responsibility
for ensuring that all conditions of the Premises Licence
in respect of Regulated Entertainment relating to
management and supervision of the Institute premises
are met.
25.
FIRE (INSTRUCTION) – (see plan)
The Hirer/Safety Officer acknowledges that she/he has
received instruction in the following matters:25.1
The action to be taken in the event of fire. This
includes summoning the fire brigade and
evacuating the Institute premises.
25.2
The location and use of fire equipment.
25.3
Escape routes and the need to keep them
clear.
25.4
Method of operation of escape door fastenings.
25.5
Appreciation of the significance of fire doors
and the need to close all fire doors in the event of a
fire.
26.
FIRE (CHECKS)
No rights
Page 6
In advance of the entertainment or play the Safety
Officer shall check that: 26.1
All fire exits are unlocked and panic bolts in
good working order.
26.2
All escape routes are free of obstruction and
can be safely used.
26.3
No fire doors are wedged open.
26.4
The emergency lighting and exit signs and the
supply of electricity thereto are satisfactory.
26.5
There are no obvious fire hazards on the premises.
27.
FIRE (MEANS OF ESCAPE)
All exits from the premises must be kept free from obstruction
and immediately available for instant free public egress.
28.
FIRE (OUTBREAKS)
The Fire Brigade shall be called to any outbreak of fire,
however slight, and details shall be given to the Booking
Secretary, Chairman or any member of the Committee.
29.
ATTENDANTS
There shall, in addition to the Safety Officer, be a minimum
of 2 competent attendants on duty on Institute premises to
assist people entering and leaving where the total number of
such people is less than 100 and 3 when the numbers are
greater than 100. Additional attendants are required if the
audience is primarily aged under 16 years. None of the
attendants shall be less than 18 years of age. All persons on
duty shall have been instructed as to their essential
responsibilities in the event of fire or other emergencies,
including attention to disabled persons, the location and use
of fire fighting equipment available, how to summon the fire
brigade and evacuation procedure.
30.
DANGEROUS PERFORMANCES
Performances involving danger to the public shall not be
given.
31.
EXPLOSIVES, FLAMMABLE
SUBSTANCES AND HEATING APPLIANCES
31.1
31.2
31.3
31.4
Highly flammable substances shall not be brought
into, or used on, Institute premises.
No internal decorations of combustible nature e.g.
polystyrene, cotton and wool shall be erected without
the consent of the Committee.
No unauthorised heating appliances shall be used
on Institute premises when open to the public.
Portable Liquefied Propane Gas (LPG) heating
appliances shall not be used.
No candles or other naked flames may be used.
The Hiring Agreement constitutes
permission only to use the
premises and confers no tenancy
or other right of occupation on the
Hirer.
revised
25th January 2017
PLEASE TAKE THIS PAGE WITH YOU ON THE DAY
EXPECTATIONS: a. DECORATIONS & DISPLAYS are welcome – Please do not drill any surface; nails and hooks are available to suspend
items if required. Attachment of posters/paper to walls is permitted by
b. use of white ‘Tac’ only (this is available at the Post Office) - Please do not use Blu-Tack, Sellotape or drawing pins.
c. FIXTURES & FITTINGS cannot be moved from their fixed position without the permission of a committee member
(e.g.
Paintings)
d. LIGHTED CANDLES are not allowed by Fire Regulations.
e. SAND - please do not bring any sand into hall as it can damage the floor surfaces.
f. KITCHEN SINKS are not to be used for disposal of cleaning waste or washing out of paint pots, etc. There is a ‘cleaner's
sink’ in the Caretakers Cupboard for this purpose.
g. IF SHARING the Main Kitchen, please arrange beforehand how you wish to use it.
h. A TELEPHONE is available for local calls only and is located in cloakroom between the double doors in the foyer.
Contributions towards the cost of the telephone call are welcome; a box for contributions is available.
i. PLEASE leave the facilities at least as clean and tidy as you would wish to find them on your arrival.
j. PLEASE replace all furniture in the appropriate location as per diagrams displayed.
k. PLEASE report any breakages or shortages as soon as possible to Fabrics Chairman or any committee member. (see list
displayed on notice boards or by telephone)
Please check all parts of the building prior to leaving (particularly if there is no one else in the building) turn off lights and check
security of doors.
The whole building including the front entrance is non-smoking. Main Hall users please use rear courtyard and New Hall
users please use side entrance, in both these locations there is cigarette disposal.
Congregating at front of building is discouraged to avoid disturbance to our local residents.
No access is allowed to the building after midnight and before 8 am. – Music and other sounds should cease at 2345hrs
The lights outside the rear door are controlled by a time-delay switch; a PIR sensor controls the light outside the front door.
Consideration for others is requested by you and your guests - no persons should be in the hall after midnight (after 1 am
New Year) unless clearing up. – Please leave quietly and by the rear doors if possible.
Please avoid banging car doors to avoid disturbing local residents
Emergency Equipment. Is available at specified locations
and there is a fire control system located in the front
entrance foyer. (If this sounds and it is a false alarm i.e. a
power cut, the reset number is discreetly displayed in top left
corner. Tap in number and press reset button. If that fails,
call Fabrics Chairman or other committee member as listed
on notice boards)
•
GAS is turned off in the respective meter box, see
plan, keys in caretaker’s cupboard.
•
ELECTRICITY is switched off in cupboard in Club
Room, Main switch on left side and several trip
switches. There is also a fuse box with trip and
isolation switch in Chair Store.
•
WATER is turned off via hatch by courtyard in Main
Hall.
•
TELEPHONE is situated in the cloakroom between
Main Foyer and Main hall.
Emergency & Committee telephone numbers are
displayed – remember we are in East Sussex
•
EXIT/FIRE DOORS must not be obstructed or
propped open for any reason.
•
HEATING SYSTEM is on timer and can be advanced
by user if it is too hot/cold, please restore after your
event unless last in the hall then it can be left/turned
off. Users can turn on/off the switches near the
heaters in Main & New Halls that control the fans,
please turn them off at the end of your event.
Elsewhere the radiators are thermostatically
controlled. PLEASE restore to position 3 (just in red
zone) at end of hire.
•
SAFETY It would be advisable for one person to be
appointed to act as a ‘safety officer’ for your booking
in the unlikely event of an emergency. This is a
booking condition if used as a Theatre or Public
Entertainment. A FIRST AID box is kept in Kitchen in
Main & New Halls. Please complete the accident
book for any injury however minor.
Page 7
HALL EQUIPMENT IS FOR GENERAL USE, AS FOLLOWS; •
TABLES & CHAIRS –THESE ARE NOT TO BE USED OUTSIDE
UNDER ANY CIRCUMSTANCES. The grey padded chairs are to
be stacked 11 high. One set of 14 large and 6 large & 8
small tables are kept in Chair Store, on trolleys.
8 large & 8 small tables on a trolley and 10 padded chairs
with arms and 30 padded chairs are kept in New Hall.
The Club Room has 4large tables and 30 padded chairs.
•
KEYS FOR GENERAL USE, i.e. notice board, gas &
electricity boxes are kept in Caretakers cupboard, please
return when used. Hirers have their own allocated keys
where applicable.
•
CARETAKERS CUPBOARD, has brooms, mops etc to
enable you clean up after your event. A dustpan and
brush is kept in each kitchen. Spare soap and paper
towels are available.
•
MAIN KITCHEN contains a dishwasher and water boiler
(provides about 50 cups before reheating) there is also a
microwave, instructions are displayed near each. The
walk-in cupboard, nominated ‘USERS’ will contain
crockery and cutlery (if hired) and can be used to store
your own equipment. When the key and access card are
returned to booking secretary, the crockery is counted
and deposit is refunded.
•
ALL KITCHENS, have an adequate supply of crockery and
cutlery for general use - please do not move to other
kitchens, otherwise someone’s hire could be disturbed by
another user looking for the items that they should have.
•
WASTE DISPOSAL, Users are requested to remove all
rubbish /waste that will not fit in kitchen bins. Please do
not leave outside, as the dustmen are not required to take
it. Please take advantage of the paper, bottles and can
recycling in the car park as this will save space in the bins.
•
Items remaining from sales (or activities taking place
on recreation ground) MUST NOT use the halls bins.
revised
25th January 2017
PLEASE TAKE THIS PAGE WITH YOU ON THE DAY
Groombridge Village Hall
LEGEND
Station Road, Groombridge, East Sussex. TN3 9QX 01892 864809
Common areas
Fire Escapes and Services Plan
Store
Main Hall
New Hall
Boundary Fence
Club Room
Car Park
Vehicles are NOT permitted to park
in the Courtyard, but may make
deliveries to or collections from the
Rear Entrance
Main Kitchen
(Groombridge Village Hall)
Courtyard
Club Room Garden
Kitchenette
Store
Disabled
Parking
Stop cock for Kitchenette under sink
Store
Rear Entrance
Store
FE
c
fa
FE
FE
FE
fa
fb
fa
6m
Fire Extinguisher
Kitchenette
facilities
Walk-in cupboards
8m
Back stage
(2.4-2.8m high)
FE
Main Hall
FE
Stage
4m
(3.6m eaves 5.6m apex)
Fire Blanket
fb
8m
Club Room
Fire Exit
Fire Alarm Point
fa
W
FE
Fuse Box
FB
G
Gas Meter &
Shut Off
W
Water Main &
Shut Off
E
Electric Meter
Box
(Green Room)
6.6m
14m
Gents
Crockery and cutlery are
now freely available in all
kitchens
Walk-in cupboards
FB
E
Ladies
FE
30 grey padded chairs
T
FE
4 large folding tables
Store
Chair Store
Main Kitchen
Corridor
fa
c
FB
fb
Central Heating
Controls
FE
Corridor
Kitchenette
FE
Keys
Caretaker
Baby change
& special
needs
Ladies
G
Entrance
Hall
Gents
9m
New Hall
fa
(3.2m high)
FE
11m
Fire Alarm Panel
Front Entrance
Approximate scale
0
1
2
3
Cigarette Disposal
Store
Club Room Garden
Boiler
Door Alarm
FE
T
Servery
fa
Telephone
c
4
5
Metres
6
7
8
9
10 padded chairs with arms &
30 grey padded chairs
Trolley with 8 large & 8 small folding tables
10
132 grey padded chairs
16 large folding tables on trolley
(1220mm x 690mm x 700mm high)
8 small & 5 large folding tables on trolley
(910mm x 690mm x 700mm high)
This equates to 16 large and 8 small tables for
each of Main and New Halls, unless agreed by
hirers to vary.
Please stack chairs in 12 piles 11 high as shown
on plan
9 May 2012
IF YOU DISCOVER A FIRE, SOUND ALARM (ie BREAK GLASS ON FIRE ALARM POINT). IF YOU HEAR THE ALARM SOUND, MAKE YOUR WAY TO THE NEAREST EXIT AS SOON AS
POSSIBLE. DO NOT STOP TO COLLECT ANY PROPERTY. TRY TO CLOSE DOORS BEHIND YOU IF YOU ARE THE LAST TO LEAVE. PHONE 999, ASK FOR FIRE SERVICE, GIVE
ADDRESS (REMEMBER WE ARE IN EAST SUSSEX - TN3 9QX). MAKE YOUR WAY TO THE RECREATION GROUND SO THAT A ROLL CALL CAN BE TAKEN. ONE PERSON FROM
EACH HIRER LIAISE WITH THE FIRE BRIGADE REPORTING NUMBER OF PERSONS ON PREMISES AND CIRCUMSTANCES.
Page 8
revised
25th January 2017
Recreation Ground
Assembly area in event of an evacuation of the building
Courtyard
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