Main Conditions of Hire and Safeguarding policy

Health and Safety

Fire safety

In the event of a fire call 999 immediately

Hirers should know the positions and means of operating fire alarms, fire extinguishers and emergency exits

Emergency exits must never be obstructed or locked

Fire doors must be closed

Never exceed the maximum number of persons:

Main Hall 135 or 100 when set out with tables

Stewart Room 35 or 24 when set out with tables

Emergency contacts

Shena Luck, Hall Manager: 01491 834 543

Annette Kilworth, Trustee: 01491 834 050

Full conditions of Hire:

Are displayed in the hall and it is the responsibility of the Hirer to ensure they are familiar with these and adhere to the requirements. A copy is also attached at Annex 1 to these notes.

Vulnerable Adult and Child Safeguarding Policy:

Hirers are responsible for ensuring the Hall Vulnerable Adult and Child Safeguarding Policy is adhered to. A copy is displayed in the hall and as Annex 2 to these notes.

Using the Hall facilities

The heating should be set to be on for hirers however there is a heating override button in the kitchen if you need additional heating (located on the wall to the left hand side of the main sinks).

Use of the kitchen is included in hire of the Main Hall and can be available to users of the Stewart Room with agreement of Hall Manager. Crockery is available for all Hall users; if you have specific requirements please discuss with Hall Manager.

Please only use flat bottomed pans on the hobs. Cleaning materials are available in the kitchen cupboards if needed.

Use of Projector, electric screens and audio systems:

Full user notes are in the audio box in the Main Hall.

Wi-Fi:

Free Wi-Fi is available for all Hall users. Search for available networks and choose guest

Password: villagehall - (all together and lower case)

Stewart Village Hall website:

If you would like any information added to our website pages, for example in 'regular activities' or 'useful links', then please let us know.

Leaving the Hall

All users

All lights should be off and doors locked by midnight (liaise with Hall Manager if time is required for clearing up).

Leave the hall clean and tidy, take all your rubbish off site. Do not put any rubbish in the bins at the rear of the hall, this includes the waste bin attached to the wall at the rear of the hall.

Return keys to Hall Manager or Key Safe (unless other agreement is in place).

Make a note of any maintenance or other issues in the folder kept in kitchen.

Kitchen users

Leave the hot water boiler switched on.

Turn the water urn off.

Tables and Chairs

Wipe down tabletops.

Stack tables and chairs as shown in pictures.

Please do not drag furniture across the floor.

Do not block access to any doors.

Nuisance

Disturbance to neighbours should be minimised before, during and after events.

The front door should be closed during events (not locked).

On leaving the Hall at night please be considerate to neighbours and leave quietly.

Storage

Ensure any items stored are stacked securely so there is no risk of them falling and they are not a danger to others. Storing items must not impede access to other groups items.

Do not bring additional items into the hall to store without prior permission.

The Trustees discourage storing food items in the hall to prevent pest problems, any items that are stored should be in sealed containers, spills etc to be cleaned up immediately. If any pest problems arise because of food being stored, then the Trustees reserve the right to remove and dispose of food items. The cost of any pest control measures required to address the problem may be charged to the hirer responsible.

Annex 1 - Full conditions of Hire

For the purposes of these conditions, the term Hirer shall mean an individual hirer or, where the hirer is an Organisation, the authorised representative.

The hirer will, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents, their care and safety from damage, and for the behaviours of all persons attending their event, whatever their capacity.

The hirer shall not use the premises for any other purpose than that described in the hiring agreement and shall not sub-hire or use the premises, or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring anything onto the premises, which may endanger the same or render invalid any insurance policies in respect thereof.

The hirer shall not pass the hall key to others without permission of the Trustees.

The hirer shall be responsible for obtaining such licences as may be needed for the sale or supply of intoxicating liquor* or any entertainment (eg films). *The Hirer can request 'use' of the Hall’s licence for a fee, to be agreed at the time of booking.

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.

The hirer shall comply with all conditions and regulations made in respect of the premises by the Trustees, Fire Authority, Local Authority, and the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

The hirer, if preparing, serving or selling food, shall observe all relevant food health and hygiene legislation and regulations.

The hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order.

The hirer shall indemnify the Trustees for the cost of repair or any damage done to any part of the property during the period of hiring as a result of the hiring.

The hirer shall ensure that when activities are for children or children are attending events they are adequately supervised at all times.

The hirer shall ensure disturbance to neighbours is minimised before, during and after events.

The hirer shall ensure that no dogs shall be brought into the hall with the exception of Assistance Dogs.

At the end of the hiring the hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured and all furniture and equipment has been returned to their correct storage place. All rubbish removed from site, do not put rubbish in any of the bins at the rear of the hall.

The Trustees reserve the right to cancel hiring in the event of the Hall being required either for use as a Polling Station or for some other use which the Trustees deem to be of sufficient importance to the village as a whole, in which case the hirer shall be entitled to a full refund of any monies already paid for this hiring.

The Trustees do not accept liability for the loss or damage to any vehicles, or their contents or any articles temporarily or indefinitely left in this building or on the land under the control of the Trustees.

In the event the hirer cancels a booking, the Trustees reserve the right to retain deposit, or part thereof, or to invoice for the cost of the hiring, to compensate for loss of earnings.

In the event of the hall or any part thereof being rendered unfit for use, the Trustees shall not be liable to the hirer for any resulting loss or damage whatsoever.

The Trustees reserves the right to refuse bookings.

If the Trustees are made aware of any concerns relating to a hiring which cannot be resolved between the Trustees and the hirer, then the Trustees reserve the right to cancel the hiring. The hirer may be entitled to reimbursement of monies paid, or a proportion thereof. The Trustees will not be liable for any consequential loss which the hirer may incur.

Annex 2 - Vulnerable Adult and Child Safeguarding Policy

The Trustees have a duty to safeguard children and vulnerable adults who use the Hall and its facilities and those who may come into contact with vulnerable users. This policy applies to all trustees, hirers, contractors, volunteers and other visitors to the Hall.

The welfare of the child or vulnerable adult is paramount. All have the right to protection from abuse, regardless of gender, ethnicity, disability, sexuality, religion or faith.

The Trustees will endeavour to keep the Hall and its facilities safe and accessible for use by children and vulnerable adults.

Definition of a child: A child is defined as anyone who has not yet reached their 18th birthday. In this policy ‘children’ means ‘children and young people’.

Definition of a Vulnerable Adult: A vulnerable adult is defined as a person who may be in need of services by reason of mental or other disability, age or illness and who may not be able to take care of him or herself, or is unable to protect him or herself against significant harm or exploitation.

Definition of Abuse: Abuse is described as a violation of an individual’s human or civil rights by any other person or persons. It may be physical, verbal, emotional or sexual and may encompass bullying, sexism, racism, exclusion or neglect.

In case of concern: All users of the Hall, hirers, volunteers and contractors must report any suspicions of abuse against a child or vulnerable adult to a Trustee or to the Hall Manager. Concerns or allegations of abuse will be taken seriously and dealt with speedily and appropriately. Confidentiality will be maintained at all times and information will be shared on a need to know basis with the person making the allegation, the relevant authorities and the parents, carer or guardian.

The Trustees are responsible for reporting concerns that arise, as a matter of urgency, by telephone to the Local Child Protection Authority: Multi-Agency Safeguarding Hub (MASH) on 0345 050 7666. If appropriate, the Charity Commission will be informed accordingly. The Secretary will be responsible for maintaining a written record which will be kept on file.

General: Regular hirers and contractors should comply with the requirements of the Hall’s Health & Safety Policy as well as with the current Conditions of Hire.

Hirers providing facilities for children or vulnerable adults (other than private parties) must have their own Safeguarding Policy. They must be committed to safe recruitment and must ascertain whether or not any members of staff or volunteers need a DBS check or safeguarding training.

Anyone visiting the Hall and wishing to take a photograph of a child or children should be aware that permission should be obtained from a parent or carer, first to take the photograph and secondly to reproduce it. Photographs of children should only be used if written consent has been obtained from a parent or carer.

The Trustees do not supervise children or vulnerable adults as part of their duties as trustees. If the Trustees organise an event which includes children it will stipulate that children must be accompanied by parents or guardians.

This policy is reviewed and approved by the Trustees and will be reviewed when the hall facilities change or as changes to legislation dictate.

A copy of this document is made available to regular hirers and contractors and is displayed in the Hall.

Relevant guidance:

Working together to safeguard children: www.gov.uk/government/publications/working-together-to-safeguard-children--2

Charity Commission’s Strategy for dealing with safeguarding vulnerable groups including children issues in charities: www.gov.uk/government/publications/strategy-for-dealing-with-safeguarding-issues-in-charities

 

 

Terms and Conditions of Alcohol sales in the Village Hall:

These conditions must be met at all times

Overview

Those selling/serving alcohol (paid or unpaid) have a requirement to understand the law relating to the sale of alcohol, identity checking, and be confident and able to handle and record refusals of sale.

Specifically, the hirer must:

Age verification policy

Our policy that requires people who appear to be under the age of 18 to be asked, before being served alcohol, to produce identification showing:

Examples of acceptable ID include photo card driving licences, passports or proof of age cards bearing the PASS hologram, other forms of ID which meet the criteria laid out above are also acceptable.

Premises licence / Temporary Event Notice (TEN)

Hirers may use the Village Hall premises licence for the sale of alcohol by requesting this as part of their booking, accepting terms and conditions and paying the required fee. If hirers do not take advantage of this and want to supply or sell alcohol they must apply to South Oxfordshire District Council a TEN.

Incident reporting

Any incident at the Village Hall which impact any of the above conditions must be recorded and reported to the Trustees within 24 hours of the incident. Giving details of :

Emergency contacts

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