WEST BARNS VILLAGE HALL – CONDITIONS OF LET

Subject to the approval of the Hall Committee, the hall is available for use by:

Local user groups for either ‘fund raising or non-fund-raising activities.

Local residents for private functions e.g. parties, wedding receptions and dances.

Other interested parties at the discretion of the Hall Committee.

The following conditions shall apply:

BOOKING

Times of entry and departure to be agreed at time of booking and this should be in writing to the booking coordinator, see booking form. Any additional time will incur additional costs.

Access is via keys which can be obtained from Alan, Booking Coordinator on westbarnsvillagehall@hotmail.co.uk or (if unavailable) Ola (Chairperson, on olawojtkiewicz@gmail.com)

Please give at least 24 hours’ notice of cancellation of let.

Deposits or full payment are required for any booking made for a full weekend and some events at the discretion of the Hall Committee.

A security deposit may be requested for certain events at the discretion of the Hall Committee.

Payment should be made by BACS to our Co-op bank account, details are on the invoice. Other payment methods can be discussed.

Please note, when leaving the hall after 11pm, to keep noise to a minimum to avoid creating a nuisance to local residents.

The hall cannot be occupied overnight.

ACCESSIBILITY

Please note – Fully accessible parking bays for blue-badge holders and people with limited mobility can be found to the west of the hall on Implement Road. Alternative parking can be found via the Trows car park and the shortest route to the hall is restricted by 5 steps, but handrails are provided. Visitors should also note the alternative route is lengthy and support may be required.

There are no external ramps to this building.

There is a small rise on all egress routes to navigate, with the exception of the main entrance door. This may present a health & safety risk for disabled users, elderly and infirm, those with less dexterity and sight impaired.

HOUSEKEEPING

Groups are expected to do their own housekeeping leaving the hall in readiness for the next user.

This includes all users of our kitchen. We suggest that anyone cooking in our kitchen should hold at least a basic food hygiene certificate. We recommend you clean the kitchen surfaces on arrival and these must be cleaned prior to departure. All dishes should be washed either manually, dried and stored or if you have used a lot of dishes, please use the dishwasher according to the instructions on the wall of the kitchen. Please make sure that your dishes are dried and put away, and the dishwasher is properly drained and shut down, according to the instructions.

If you leave the kitchen in a less than satisfactory condition, we may be required to bill you for extra cleaning.

If you find the kitchen untidy please advise our Booking Coordinator by e-mail as soon as possible, advising date and time.

As a Hall Committee we seek to care for the environment. To that end we ask that you use the recycle boxes which are available in the kitchen and courtyard or take your recycling home.

STEWARDING

The licence holder (the Hall Committee), or some responsible person (not under 21 years of age) who hires the hall shall be present and in charge during the whole period of time the public are in the hall. They will be responsible to ensure that all members of the public have vacated the hall before locking up; to check that heating thermostats have not been tampered with, and all lighting is switched off.

Where parties are held for those under 18years a suitable number of adults must be in place to supervise, ratio of 1-10.

Where parties are held for those over 18 years adult stewards must be appointed in a ratio of 1-20.

Certain events may require additional stewarding and this will be confirmed as part of the booking and the Committee will advise details of suitable firms. Without these stewards in place the booking will not be accepted.

       HEALTH & SAFETY

       The Hall Committee wishes to raise awareness of the dangers of the main road at the front of the hall and informs parents or responsible persons to ensure that children are adequately supervised at all times.

In the case of a fire, the person in charge will be responsible for checking the hall building, that all persons have evacuated the hall, unless his or her life would be put in danger by doing so. Please ensure all fire doors are kept clear at all times.

The Hall Committee accepts no responsibility for food made and served or food brought to the hall and consumed in the hall.

       CHILD PROTECTION

       The Hall Committee has adopted Child Protection Policy Guidelines. Users groups involving children are requested to read and adhere to these guidelines.

       Available on request.

       It is the responsibility of hirers to adhere to Disclosure requirements regarding working with children and vulnerable adults, where applicable.

       ALCOHOL & SMOKING

       Alcohol may be sold in the hall by prior agreement with the Hall Committee. A special licence is required and is usually obtained by the licensee providing the bar.

       Please note that no alcohol should be consumed outside the front of the building.

In line with No Smoking Legislation the Hall Committee has a strict no smoking policy throughout the hall buildings.

LOSS & Damage                                                                                                                   

The Hall Committee accepts no responsibility for the loss or damage to any property brought to the hall or its surrounds.

The individual or user group using the hall will be held responsible for any damage to the hall, its furnishings, fittings, accessories or the surrounds, please do not use Sellotape or similar to stick anything to the wall. Any damage must be reported and made good at the expense of the individual or user group to the full satisfaction of the Hall Committee.

Portable Stage

The hall now has a portable stage which will be available for use on certain occasions. Permission must be sought prior to booking for use of the stage. It will be available at the discretion of the Hall Committee. There may be an additional fee if staff are required to come and set up and take down the stage