Bookings

CONDITIONS OF HIRE
1. Facilities at the Hall may be hired by individuals or by organisations. Acceptance of any booking is at the discretion of the Hall Committee.

2. In the event of a cancellation the Hirer is responsible for the payment of any expenses incurred by the Hall Committee in preparation for the session/event/function e.g. bar supplies.

3. Regular users may block book up to a year in advance, but dates must be detailed on a booking form. It should not be assumed that bookings will continue without proper confirmation. Regular hirers will usually be given precedence. Where conflicting demands for the hall occur, the committee reserves the right to allocate precedence, acting in the best interests of the hall and the community it serves.

4. The Committee reserves the right to occasionally request regular hirers to be flexible in their booking i.e. to accommodate annual Pantomime rehearsals and performances and to accommodate "one-off" substantial bookings, e.g. a wedding. These arrangements will be negotiated with the affected user on an individual basis, taking into consideration inconvenience for the regular user balanced with the committee fulfilling its duty to act in the best interests of the hall.

5. The Village Hall is a charity and therefore the committee is constitutionally unable to offer reductions or favours for other causes, however worthy.

6. Number limits: When the Hall is being used for a public entertainment, the number of people using the Hall is restricted for safety reasons under the Hall's Public Entertainment Licence. Where seating is in rows or around the walls of the Main Hall the maximum number of people permitted is 200 including children. When tables and chairs are used the maximum number is reduced to 158.

7. Time for setting up and clearing away No charge is made for reasonable setting up and clearing away up to two hours (subject to other bookings) and timings should be confirmed at the time of booking to enable access/locking arrangements. If more time is required, this may be charged for. In certain circumstances, clearing up time can be arranged for the following day, but this must be arranged at the time of booking. In normal circumstances clearing up must take place promptly after the event. If your booking is a one-off and ends late at night, it may be possible to arrange a clearing-up service for an extra charge. Please ask if you require this. N.B. Heating is provided only for the time of the actual booking, not setting/ clearing up time.

8. Alcohol: Providing a bar for bookings requiring alcohol is an important part of revenue for the Hall and to a great extent ensures its financial viability. No extra charge is made for the bar; it is run by the committee and other volunteers and it will be made available to hirers, except in exceptional circumstances when it may not be possible to staff this facility. Drinks are competitively priced.

9. The Hall has its own licence to sell alcohol. It is illegal for any hirer to sell alcohol on the premises. Hirers are not allowed to "hire" the bar and run it themselves. All profit from the bar is reinvested in hall funds. Alcohol must not be brought onto the premises when a bar has been booked.

10. Where a bar is required, the premises will operate a Challenge 21 policy where anyone who looks under 21 will be asked to prove their age (e.g. Photocard, Driving Licence, Passport and Proof of age cards bearing the PASS hologram). No-one under 18 will be sold alcohol under any circumstances.>

11. House-keeping: The Hirer is liable for any damage or breakages occurring during the period of hire.

12. The Hall is cleaned regularly, but users are requested to clean up any obvious mess made during their booking. Cleaning materials are provided. Please refer to the notices in the kitchen. Rooms must be left clean and tidy as detailed on the Exit List enclosed in this guide. Further copies are displayed in the Hall. If your use of the hall entails use of pins or needles, please be very careful to ensure these are not left lying around as the next group in may include young children.

13. Hirers are expected to provide their own tea-towels for their booking; however, where this is not possible (or you simply forget), tea-towels are provided in the drawer to the right of the right-hand sink in the kitchen. A linen basket is provided for used tea-towels.

14. Table linen for formal events is not provided, and is the responsibility of the hirer/caterer. However, there are some "everyday" table cloths - please enquire if you wish to use these.

15. Use of the kitchen and kitchen equipment is included in the booking fee. There may be occasions when two hirers may need to share the kitchen facilities, e.g. if the Jubilee Room and Main Hall are booked by two separate hirers at the same time. Regular hirers may request cupboard space in the kitchen for storage of own tea/coffee etc.

16. Folding chairs are provided for the Main Hall and are stored on trolleys. The hirer is responsible for setting out and PUTTING AWAY the chairs, SECURING THEM CAREFULLY WITH THE STRAPS ONTO THE TROLLEYS. Please follow the instructions on the notice next to where the chairs are kept (back left corner of the hall as you look at the stage.) Folding tables are also available and should be requested at time of booking. It is the hirer's responsibility to set out and PUT AWAY the tables safely after use. The bookings secretary will advise you on this. Please notify the secretary if you require assistance.

17. Chairs in the Jubilee Room should NOT be stacked, (it wears the fabric and they are difficult to un-stack), but should be placed around the outside of the room and around the tables in the centre, boardroom style. Please see the EXIT list for further details. Heating 18. Heating is included in the booking fee. Whilst we do want the Hall to be comfortable and warm, users are asked to be mindful of the considerable heating costs. Thermostats are located on both sides of the door connecting the Jubilee Room and Main Hall.

19.Thermostats are set at 15oC in both the Jubilee Room and Main Hall and may be turned up by the hirer a few degrees if necessary in cold weather. Equally, they may be turned down, but it is very important that they are returned to 15oC at the end of the booking for the comfort of the next hirer. In very cold weather, the heating will be turned up and a notice displayed of the required temperature at which to leave the thermostat.

20. Lighting Sensor-activated lighting is provided at the two main doors. The outside lights can also be switched on for the duration of your booking. The switches for the main hall are located up the steps to the right of the stage and to the left as you go through the double doors. If required, please request stage lighting at time of booking and you will be shown how to use it. Remember to switch off ALL lighting as you leave.

21. Disco equipment Disco equipment may be hired at 5 per hour. Please request at time of booking. Insurance

22. Hirers who use the hall to run a business and make a profit, must provide evidence of a valid certificate of third party insurance. All regular user groups are advised to have their own insurance policy. The hall has its own public liability insurance; however, some large one-off events may require additional cover, please discuss this at the time of booking. Disabled access

23. There is ramped disabled access to the Jubilee Room and flat access to the Main Hall. There are disabled toilet facilities and baby-changing facilities.

24. Parking The Village Hall does not have its own car park, but there is ample parking along Scaur Lane which runs adjacent to the Hall. There is also some on-street parking on the main street to the front of the hall. Please observe the double line non-parking areas. The double fire doors to the back of the stage can be used for loading and unloading, but vehicles should then be moved due to the double yellow line parking restriction.

25. Wi-fi internet access and Meeting Room facilities. The hall offers a wireless internet broadband link. This is available to users at a charge of £2 per hour. Please indicate on the booking form and you will be advised of the password. A 3-panelled display board and projector screen are also available . Please ask if you require use of these.

26. Advertising Events can be advertised for free in the Hall's main notice board. Posters should be no larger than A1. Priority is given to the Hall's own events. Hall users are welcome to advertise their group/event on the red notice board in the main entrance porch.


HEALTH AND SAFETY
It is the intention of Lazonby Village Hall Management Committee to comply with all health and safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations. Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to act responsibly to do everything they can to prevent injury to themselves or others:

Exits: Make sure that all emergency exit doors are clear and unlocked as soon as the hall is to be used and throughout the hiring.

Working at height:

Do not work on steps, ladders or at height until they are properly secured and another person is present. Toppling hazards:

Take SPECIAL CARE to secure the chairs on their trolleys in the main hall. Ensure the straps are tightly secured both vertically and horizontally.

DO NOT leave them unsecured - the next hiring may involve small children and there is a significant risk of the chairs falling onto them.

All equipment should be stored safely.

Ensure ladders are stored behind the stage, locked into their holders to prevent them falling. Please ask if you need the keys.

The panel at the front of the stage should be laid flat after removal and if small children are present, the opening to the storage area should be supervised. Ideally, the barriers should be used, but only if the use of these does not pose a manual handling risk.

Always ensure the panel on the front of the stage is locked securely and the key returned to its storage place, hung on a peg on the wall to the right of the sinks in the kitchen.

Children:

Use the safety gates provided when small children are present in the hall to prevent trapped fingers, access to the kitchen, and to prevent children running out onto the road through push- open fire doors.
Children in the kitchen: Children under 5 are not permitted, children under 16 only if supervised by a responsible adult age 18 or over, a maximum of 3 children at any one time. N.B. If your use of the hall involves small children, PRIOR TO YOUR USE, it is advisable to check the stacks of chairs have in fact been left secure by the previous user.

Manual handling:

Do not attempt to move heavy or bulky items (e.g. stacked tables or chairs) - use the trolleys provided, or seek assistance.

Do not attempt to carry or tip a water boiler when it contains hot water.

Wear suitable protective clothing when handling cleaning or other toxic materials.

Noise:

In order to ensure compliance with the terms of the Hall's Premises Licence and to prevent disturbance to residents living close to the Hall, all bookings involving music are accepted on condition that such music is played at a reasonable volume. Monitoring of music volume may be undertaken and the Hirer will be required to comply with any request by a member of the Hall Committee to reduce excessive volume levels. Hirers are required to advise performers of this condition.

All users should be mindful of our neighbours and excessive noise outside the building should be avoided.

Electricity:

It is the responsibility of the Hirer to know how to isolate the electricity supply in case of an emergency. The isolator is located up the steps next to the stage, turn left behind the stage, in a wooden box recessed on the right opposite the stairs that lead down under the stage.

Do not operate or touch any electrical equipment where there are signs of damage, exposure of components or water penetration etc.

All electrical equipment brought in by the Hirer or any 3rd party must be in good condition and be used appropriately. The Hall does not accept any liability for any equipment brought in by Hirers or 3rd party service provider.

Electrical equipment supplied by the hall is regularly tested for safety (PAT). A certificate is kept in the Health and Safety File.

No extensions or alterations to the electrical system or the internal structure of the building or the stage will be allowed without the written permission of the Hall Committee and, in the event that permission is granted, work can only be carried out by suitably qualified personnel holding their own public liability insurance. Injury, loss or damage:

Responsibility for any injury, loss or damage suffered by the Hirer or any persons attending the event in the hired room if such injury, loss or damage is caused by the Hirer or any persons themselves, or by any equipment or property brought into the building by the Hirer or any 3rd party services such as Bands, Musicians, Disco, Karaoke, Children's Entertainers, Catering etc or persons attending the event in the hired room, cannot be accepted by the Hall Committee. The Hirer must ensure that any 3rd party services brought into the premises have adequate public liability insurance to cover their own equipment and the personnel involved with the service. Again if you are not sure about this either contact or get the 3rd party service provider to contact the Committee prior to the event.

Regular hirers should have their own third party insurance. This is essential for hirers who use the hall to make a profit. If in doubt, please contact Chris Hoy 01768 870604. Alterations to the hall:

Any temporary extensions, constructions or alterations made by the Hirer, that the Hall Committee has permitted, must be covered by the Hirer's own public liability insurance and be inspected and approved by the Health and Safety Officer. Any cost relating to such temporary extensions, constructions, alterations, reinstatement or repair will be borne by the Hirer.

It is the responsibility of the Hirer to ensure that any equipment provided by themselves or stored in the hall is regularly inspected and that the appropriate certificate is obtained. In particular the Hirer is responsible for the safe use of any ladders or step ladders.

Accidents:

Report any evidence of damage or faults to equipment of the building's facilities to Chris Hoy tel. 01768 870604

Record every accident in the accident book (kept in a labelled kitchen cupboard) and to Gary Watt tel. 01768 897108.

A First Aid Kit is kept with the accident book in the kitchen. General:

Be aware and seek to avoid the following risks:

- creating slipping hazards on stairs, polished or wet floors
- mop spills immediately
- Creating tripping hazards
- Use adequate lighting
- risk to individuals while in sole occupancy of the building
- risks involved in handling kitchen equipment

The full Health and Safety Policy is kept on the window sill in the Jubilee Room.