Ansley Church PCC Hall letting Policy

Health and Safety

Hirers are reminded that they are responsible for any accident or injury arising out of the activity for which they have booked the premises. It is the responsibility of the hirer to ensure that the premises are suitable for the purpose for which they intend to use them.

Hirers of the hall are required to complete details of any accident, near accident, or incident occurring during their occupation of the premises which did or could give rise to injury or illness as soon as possible after the accident or incident but in any case before the premises are vacated by the hirers after the event.

1. All accidents are to be entered in the accident / logbook located in the kitchen. Accidents or incidents requiring attention by the medical services must have an accident report form completed including witness statements at the time, or as soon as practicable. A Church officer must be advised as soon as possible, but in any event within 24 hours.

2. All groups must be aware of escape routes and evacuation procedures. They must carry out fire drills at least annually (more often for youth groups) and ensure suitable records are kept for inspection.

3. Access is required, by prior arrangement, to all portable electrical appliances, which have to be tested annually by the P.C.C. Untested equipment brought into the hall must ONLY be operated by the owner/visitor.

4. No hazardous substances may be brought in. This includes

Gas bottles of any kind (e.g. pressurised canister for balloon inflation)

Substances that cannot be disposed of in standard household bins

5. Tables and chairs to be stacked in accordance with the instructions displayed.

Security

All hirers are responsible for having access to a mobile phone or other communication device that can be used in emergencies.

Safeguarding

All hirers, are to complete a hall letting agreement incorporating the diocesan policy

*This parish has adopted the diocesan safeguarding policy, which can be viewed in the kitchen first aid draw. Or via the church web site www.ansleychurch.org This states that the hirer takes full responsibility for children and adults at risk.

KEY HOLDERS

P.C.C. approval is required.

Before any change the same approval is required.

Departure

The hall must be vacated by 11 p.m. each evening, unless alternative arrangements have been made. All those attending evening events should leave the hall quietly.

When leaving the building all users must check that it is properly secured, that doors are locked and windows shut

All electrical equipment and plumbing installations turned off.

Heating requirements for the respective halls must be followed as instructed.

Gates are to be closed/locked upon leaving, the two village halls, and in the evening from the annexe

Insurance

The insurance of the hall fabric and general contents, and public liability are the responsibility of the hall committee under the direction of the P.C.C.

* All groups are responsible for their own insurance.

* Any contact sports group must display their own Public Liability insurance and Professional Indemnity Cover.

Food preparation

We ensure that all hirers who wish to provide food stuffs are advised of the facilities and procedures.

Equal Opportunities Policy

The hall committee has adopted an equal opportunities policy and use will not be limited in any way on grounds of race, creed, sex, age, colour, sexual orientation or political opinion.

Maintenance and repairs.

All users must leave the building clean and tidy.

All standard replacements and repairs should when noticed be entered in the log/ accident book located in the kitchen. E.g. light bulbs.

All breakages, defacements are also to be entered

Payment for breakages is the responsibility of the group using the hall.

No form of adhesive or pins etc. are to be used on any walls or wood work.

Prior permission can be sought to use notice boards.

Bookings

All usage of the halls needs to be booked with the hall-booking secretary.

Conditions of use.

Alcohol

The management committee should be informed when alcohol is going to be brought onto the premises. No underage drinking or sale of alcohol is permitted.

Overnight

No one is allowed to sleep overnight in the hall without prior approval of the management committee.

Equipment

Equipment owned by one of the groups may not be used by any other groups without prior consultation.

Storage of equipment within the hall must be approved by the management committee. Such storage areas are subject to review to provide the best use of space.

There are no facilities for use of a television.

Copyright

All hall users are to ensure the correct licences are in place before the reproduction of any music, or words.

Use of the halls

The halls are the property of the Church and we wish to see them used in the following ways:-

For activities promoting the mission and ministry of the Church.

As a facility for the whole village / parish to meet the needs of various groups.

As a resource for families from the village wanting to hold private celebrations.

Commercial lets will be only at the discretion of the P.C.C.

Signed ………………………………on behalf of ………………………………………….Date………..