Rules of hire

The’s a range of policies that the hirer should make themselves aware of before the commencement of the hiring period of the institute. Electronic copies of our policies can be found in the policy section of the website. A folder containing paper copies of all policies can be found on the mantelpiece in the Institute kitchen.  The following are important provisions which must be followed by all hirer’s:

Fire Safety

fire exits to be identified and Assembly Point to be announced at the start of an activity. All external doors to be unbolted during use.  All escape routes to be kept clear at all times. Emergency exit signs to be switched on during all activities (switches in small foyer and billiard room [notices are attached]). The hirer should familiarise themselves with the location of extinguishers and fire blanket. Note: in the case of any fire, however slight, the fire brigade must be called and the Institute Secretary advised.

Health and Safety

Trolley to be used for the movement of chairs; due care to be used when lifting tables and when stacking chairs. Do not stack chairs too high. Hirers must be alert to the dangers of slips and trips e.g. trailing leads and spills. Hirer must have a fully charged mobile phone for emergency use – please note dialling 999 will connect on any network. The Hirer or his/her agent who is responsible for the Health and Safety of the activity and the evacuation of the building must be present at the event. Please see the notices in the foyer for all other useful Health and Safety information. Hirers are responsible for the condition and safe use of any equipment, materials etc. brought in for use during the hire period. Seating capacity is 120; non-seated capacity is 160. These numbers are not to be exceeded.

Safeguarding issues

All hirers to be aware of individuals needs e.g. children and young adults under the age of 18; Those with disabilities or additional needs; vulnerable people.

Kitchen Safety

Kitchen safety and hygiene is the hirer’s responsibility. The hirer, if preparing, serving or selling food, must 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 kitchen is potentially a high risk area; children must be supervised in the kitchen at all times.

Consideration for others

The hirer should ensure that on arrival and at the end of the event noise is kept to a minimum.  Please ensure that parking is done responsibly to avoid any H&S issues for Institute users and residents. The main entrance must be kept clear to enable emergency vehicles to gain access to the building if necessary. Care should be taken to avoid drunk and disorderly behaviour. Anyone suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way should be asked to leave the premises. 

Animals

The hirer must ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Institute Management Committee. No animals at any times can enter the kitchen.

Statutory considerations

Alcohol must not be served to any person under the age of 18. No illegal drugs should be brought onto the premises. Nothing should be done on or in relation to the hall in contravention of gaming, betting and lotteries legislation. Children must not be admitted to the showing of a film if they are under the age classification and no entertainment of an adult or sexual nature is allowed on the premises.

Reporting accidents/faults

The hirer or his/her agent, whichever is present at the event, must report any accident in the accident book and any comments/faults in the Comments Book (both are located on the mantelpiece in the kitchen) and must also inform the Secretary (01677 470232) of the same.

Cancellation by the Hirere 

In the event of a late cancellation of the booking by the hirer and when the premises cannot be re-let, the Committee reserves the right to make a charge of 30% of the hire fee or £10 whichever is the greater.

Cancellation: BY THE COMMITTEE 

The Committee reserves the right to cancel a booking of the hall if: 

  1. the hall is required as a polling station for local/national election;
  2. the event will lead to a licencing infringement or other legal/statutory requirements
  3. the hall becomes unfit for the event;
  4. the hall is needed in an emergency situation e.g. flood, explosion.

In these circumstances the hirer will receive their deposit back but the Committee will not be liable for any resulting direct or indirect loss or damages by the hirer.

electrical equipment

Instructions for all electrical equipment in the hall are available to consult should you need them in a folder on the mantelpiece in the kitchen.

Kitchen appliances 

turn on and off the appliance at the wall switches where appropriate.

usage of equipment

Any furniture, equipment, utensils, china, glass and cutlery used should be properly cleaned and put away.

Dishwasher

If used, the dishwasher should be emptied, wiped clean inside, trays are stacked inside and the door left open.

Recycling

All recyclable items to be appropriately disposed of using the storage in the kitchen and externally. If there is no room left for recyclable items please take them home with you rather than put in the black waste bin. Please note the hall does not have the means to dispose of glass items so please take these home with you – do not put them in the black bin.

Waste Bins

All waste bins (kitchen, WCs) to be checked, emptied if full, and cleaned with a new liner inserted (bin liners are available in kitchen).

bin storage area

The bin storage area should be left tidy with clear passage to the fire escape.

Cleaning

  • Kitchen surfaces to be thoroughly cleaned with products provided
  • Table tops to be washed down
  • Floor in the kitchen to be mopped if wet
  • All dirty linen (table cloths, tea towels etc) to be left in a tidy pile ready for washing or to be taken home to wash and return to the hall
  • Hall floors swept if waste (eg crumbs, debris) is on the floor
  • The premises and surrounding area to be left in a clean and tidy condition.

Before you leave

  • Check all Windows and external doors are closed (including the emergency push bar door) and security locked. All internal doors should be left closed.
  • Check that all taps are turned off
  • Check that there are no signs of burning or smouldering in any of the rooms
  • Turn off all Inside lights
  • Heating (in the hall and kitchen) to be turned off.
  • Fans in the hall to be switched off
  • PLEASE DO NOT SWITCH OFF APPLIANCES WITH A RED STICKER ON THE PLUG eg WiFi
  • Front door to be locked
  • Please report any breakages, accidents or injuries to the secretary and record accidents in the accident book.

DO NOT use drawing pins / Blu tack / tape etc. to put items on the walls or furniture in the hall. Only Velcro should be used to display items on the room dividers (this can be supplied at a small cost).

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