Shipham Village Hall. A step by step guide

Transcription

1 Shipham Village Hall A step by step guide The facilities of the Hall Hirer s responsibilities Equipment and how it works Terms and conditions of hire Frequently asked questions See page 21 for emergency contact numbers Guide for users 2018 P a g e 1 Tony D May 18

2 Entry and exit Shipham Village Hall Introduction There are 2 regular external entry and exit doors to the building and 4 additional fire exit doors Entry and exit doors each have 2 locks to unlock or lock [1 turns clockwise, 1 turns anticlockwise] Security Alarm systems The building has to be alarmed when left empty Immediately after unlocking access door alarm will need to be switched off You should have been given a 4 digit code to disarm the alarm On entering the lobby the alarm control is the smaller box just on your left Switch off the alarm simply by keying in the code provided The Star room box is on the wall on the right but has a flap over the keys Water stopcock and Emergency Cut Out see page 15 Hall layout: internal measurements in metres Fire Escape Routes KEY to Symbols Ӿ Fire Equipment Ӿ CHAIRS W Water stopcock in services room next to stage STAR ROOM STORE E Electricity controls and external light override (9.1x 4.8) (5.1 x 7.5 ) F First Aid Kits in Kitchen and kitchenette G Gas shut off valve in kitchen W W C Show er C TABLE STORE ` Ӿ ROWBERROW HALL STAGE (17.5 x 10.1) Removeable (6.7 x 10.1) Stairs Ӿ Ӿ Gas F Ӿ Store Ӿ KITCHEN Disabled Electricity Water (7.4 x 3.6) Cloaks Toilet Ladies' Ӿ LOBBY Facilities F KITCHENETTE Mens' Facilities G.THIERY ROOM (9.1x 6.1) First Aid; Keys; Basic equipment storage FIRST AID: There are first aid boxes in the kitchen and the kitchenette KEYS: CHAIRS: TABLES: These are kept in a key box in kitchenette in the top right cupboard s lower shelf. You should have been advised where its key is kept. Leave all the keys in their locks until returning them at end of hire 30 blue chairs should have been left in the George Thiery room, 12 in the Star room and 8 in the main hall by the fire extinguisher to the left of stage. More are available in the storeroom, accessed through the passage past the left side of the stage in the main hall. Move up to 5 chairs at a time, using the trolleys provided. At end of hire return to their original storage positions and within the marked lines for those put in the store Use the table storage trolleys to move any tables from, and return to, the storeroom entrance area both before and after setting up Check the pictures to avoid accidents Detailed explanations of all other equipment are set out on the following pages Guide for users 2018 P a g e 2 Tony D June 18

3 INDEX Page Title Item # Content 4. Hirers Responsibilities 5. Facilities 1. Car Parking 2. Rooms for hire 3. Ease of access 4. Toilets 5. Hearing loops 6. Outside lights override 6. Hall equipment 7. Chairs and table storage 7. Main Hall equipment 8. Air cooling of main hall 9. Sound system and hearing loop 8. Main Hall equipment 10. Ceiling projector 11. Screen 12. Stage curtains and moveable steps 13. Dust buster 9. Stage Lights and Glitter ball 14. Glitter ball and stage lights 10. Main Kitchen equipment 15. Crockery cupboard 16. Gas cooker 11. Main Kitchen equipment 17. Drinks hot water boiler 18. Microwave 19. Dish washer 12. Main Kitchen equipment 20. Freezer 21. Hatch screen controls 22. Warming cupboards and warm air 23. Cutlery 24. Fridges 25. Insect Killer 26. First Aid 27. Waste bins 28. Tea towels 13. GT room equipment 29. Sound equipment and hearing loop 30. Wi-Fi control 31. Screen 32. Projector 33. Piano 34. Dust buster 14. Kitchenette equipment 35. Drinks hot water boiler 36. Crockery, cutlery and glassware 37. Hatch screen control 38. Key cupboard 39. Fridge 15. Star room equipment 40. Screen 41. Projector 42. Hearing loop 43. Display or division screens 44. Pool and table tennis tables 45. Star room toilets 15. MAINS WATER to building 46. Mains water emergency cut-out 16. Standard hire conditions 1-8 control Detail 17. Standard hire conditions 9-13 Detail 18. Standard hire conditions Detail 19. Special hire conditions 1-4 Detail 20. Frequently Asked Questions Multiple Questions and responses 21. Emergency contact details Specific contact numbers Guide for users 2018 P a g e 3 Tony D June 18

4 HIRER S RESPONSIBILITIES It is the Hirer s responsibility to ensure that: a sufficient number of competent persons are present at all times, aged 21 or over and with access to a mobile phone, to provide adequate supervision throughout the hire and: the number of supervisors of activities for children complies with the NSPCC guidelines below: Aged 0-2 years old: 1 adult to every 3 children; Aged 2-3: 1 to every 4; Aged 4-8: 1 to every 6; Aged 9-12: 1 to every 8; Aged years: 1 to every 10 For a mixed gender group both male and female supervisors should be present if possible the supervisors understand the operation of the fire exits in the rooms in use either opened by a push crash bar or by rotating the locking knurls on the doors and that these exits are all opened before the users arrive there is no general misbehaviour, smoking or use of illegal substances noise levels are not excessive so that disturbance of the neighbours is as limited as possible windows and doors are kept closed after pm to avoid any disturbance to neighbours all spills of liquid are removed promptly by sponge mops used as dry as possible [ these should be found in the cleaners room entered from the lobby It is the Hirer s responsibility at the end of the hire to ensure that: All amplified sound and consumption of alcohol has stopped at least 30 minutes earlier the building must be cleared, alarmed and locked at the latest before: o Sunday to Thursday hires 11 pm ; o Friday and Saturday hires 1 am the next day all equipment has been returned to its original storage position all internal keys selected during the hire are back on their individual hooks in the key box in the kitchenette and the key for the key box has been replaced in its original position all sinks are clean, dish washer emptied and drained, washing up dried and put away floors in the kitchens and rooms hired have been swept and all spills and stains removed all rubbish, and bags containing waste, have been removed for personal disposal by the hirer or others with their home waste or at a recycling centre On final exit the hirer must: all internal lights have been switched off, especially checking the kitchen, kitchenette, Star room toilet and lobby disabled toilet [movement sensors will switch off the lights in the storeroom, storeroom passage, lobby toilet entrances and toilets] the external lights override has been used it must be switched off before setting the alarm and locking the exit door [a torch will be required] all fire and exit doors are locked, except for your own exit and everyone is out of the building enter the 4 digit code into the alarm box adjacent to the exit door in the lobby or Star room wait for comment welcome back master to appear and do you wish to arm the system push yes button and turn off the lobby or Star room lights exit within 40 seconds with the alarm warbling steadily close and lock the exit door [1 lock will turn clockwise, the other anticlockwise] return the exit door key to the attending Hall representative or to the advised address Reporting difficulties experienced or damage occurring during the Hire: The committee are always grateful for an immediate feedback to the bookings clerk should any problems have occurred during the hire If there was any damage to the premises or equipment it should be reported as quickly as possible within the next 24 hours, so that repairs may be made as soon as possible for the benefit of later users Guide for users 2018 P a g e 4 Tony D June 18

5 1. CAR PARKING HALL FACILITIES It is possible to park up to 60 cars using the main car park and using spaces opposite the football club changing rooms if the club has not advised these spaces are required during hours of hire Parking on the public footpath opposite and beyond the front entry is strictly forbidden Large camper vans or vehicles with trailers should not be parked in the main car park 2. ROOMS FOR HIRE The main hall, 2 meeting rooms, a well equipped kitchen and a kitchenette are available for hire either separately or in any combination subject to existing bookings 3. EASE OF ACCESS There are no steps on the approach to the hall from any direction other than at 2 fire exit doors The only steps in the hall are for access to the stage. In total there are 6 available fire exits All entry doors to the building and into rooms are capable of opening for wide access 4. TOILETS There are separate toilet and washing facilities for ladies and gentlemen accessed through the entrance lobby All lights in the main lobby toilets and their passageway are controlled by movement sensors A unisex disabled toilet is in the lobby to left of the others The disabled toilet also contains a baby changing facility If the baby changing facility is used PLEASE take away all Picture 1: Lobby toilets used nappies to avoid unpleasant smells later for other users the Star room has 2 separate single toilets with a communal washing facility at their entrance 5. HEARING LOOPS An induction loop system is built into the sound system in the main hall Any hearing aid user will hear all the sound output available from the loudspeakers in the main hall through their hearing aid if they set the aid to the T position [if they have one] The George Thiery and Star rooms each have independent hearing loop systems For the benefit of all attendees to any event we recommend that the speakers, however strong they believe their voices may be, are encouraged to use a microphone and the loop system 6. OUTSIDE LIGHTS: override control to give exterior lighting after 11 pm At approximately 11pm the outside lights cut out automatically except for single motion sensor controlled lights immediately above each final exit door Internal power and lighting are not affected by the automatic cut out Health & Safety requires that the override switch must be switched at the start of any hires that may not be cleared before 11pm The override control switch is in the room, marked private on the door, that is next to the right side of the stage The switch is on right side of power distribution board opposite doorway Picture 3: Override switch REMEMBER TO SWITCH OFF THE OVERRIDE SWITCH BEFORE LOCKING UP AT END OF HIRE The person who is to switch off the override control will need a torch Guide for users 2018 P a g e 5 Tony D June 18

6 MAIN HALL EQUIPMENT All directions are given assuming you are entering the main hall from lobby 7. CHAIRS AND TABLE STORAGE Picture 4: Entry to store Picture 5: How to stack chairs To find the chair and table store go across the main hall past the stage into the passageway to the left of the stage that has a pull curtain across its entrance. The lights in the passageway and the store are automatically controlled by motion sensors Use the hook on the back of the storeroom door to keep the door open CHAIRS Blue coloured padded chairs are for everyday use The blue chairs and the tables should only be moved using the trolleys provided Use the chair trolleys by inserting beneath the bottom chair from behind stack When chairs are being put away restack with a maximum of 5 to a stack Use one of the 3 chair trolleys provided to move the stacks into the store Place the each stacks with the stack facing the mirror Only 4 stacks of chairs in any row, carefully placed between the border lines on the floor to leave enough space to open the storage cupboards Leave 2 stacks of 4 chairs in main hall by the extinguisher on the left side of stage Separate stacks of propylene chairs for outside use are available on request TABLES Tables are always to be stored away on trolleys in passageway accessing storeroom Trolley wheel lock must be freed before moving a trolley Small tables should all be on one trolley and only this 1 may be taken into storeroom When placing tables into or out of the trolleys use the wheel lock and BE CAREFUL TABLES MUST BE INSERTED PARALLEL TO, AND LEANING AGAINST, A SIDE BAR OF THE TROLLEY AS IN THE PICTURE: YOU MUST BE LOOKING AT THE EDGES There is a GRAVE RISK to personal safety if tables are stored ANY OTHER WAY such as with the top or underside facing the open front AND NOT the sides 2 people are needed to safely take out tables wrongly stacked Insert tables here Table edge towards you Finally secure the tables by taking the hook strap across the front bars of the trolley to hook on the opposite side bar and pulling the strap tight If the table storage area is full you may leave any remaining trolley in the Star room but not alongside the stage stair wall. Wheel lock Guide for users 2018 P a g e 6 Tony D June 18

7 8. AIR COOLING in main hall MAIN HALL EQUIPMENT Powered cooling should be used only if it is essential for comfort It will not reduce temperature below that of the air outside At least 10 minutes at full power is required to achieve this NOTE: To be fully effective all hall doors and windows need to be shut The controls See picture 6 are located in the room next to the right side of the stage, that is marked private on the door Air In and Air Out switches are above fire extinguisher next to door Turn on both switches and adjust the speed of fans with the dials More speed generates more noise Turn off once cool enough Picture 6: Air-cooling controls ALL SWITCHES MUST HAVE BEEN TURNED OFF BEFORE LOCKING UP AT END OF HIRE 9. SOUND SYSTEM and HEARING LOOP for a better sound experience for all users Speakers are advised to use a microphone to provide sound from the loop and loudspeakers Get keys from key box in kitchenette (Nos. 26 for sound cabinet, 37 and 42 for microphone boxes) Access the stage from the passageway to the left of the stage to find the equipment cabinet See picture 7, microphone boxes and connection cables Switch on the power at the wall socket to the right of cabinet Unlock the cabinet and switch on light just inside below the top of cabinet The microphones are stored in the 2 locked boxes on the floor either side of the sound cabinet See picture 7; use either a cable, or a hand held radio microphone ( mics ) (key 42) or tie clip radio microphone (Key 37) Picture 7: Sound Cabinet Spare batteries for all microphones are in green box (key 38) in key cupboard in the kitchenette The mics, labelled Y and Z, and the CD player each have their own individually labelled level controls To use a hand held cable mic connect its cable into one of the input points around the hall and note the point s letter reference The cabinet has a mixer panel with a row of individual channel knobs (larger knobs on lower row) You may be need to adjust the mixer channel knob marked with your input point s letter to correct any imbalance left by the previous users of microphones or external devices Individual channel volume level is controlled by turning the rotary control below your letter marker Overall sound level is controlled by the two vertical slider controls to the right of the panel An induction loop system is built into the hall for the benefit of hearing aid users so setting a hearing aid to the T position allows users hear all sound output clearly Microphone cables are on hooks above sound cabinet See picture 8 Sockets for the microphone cables are on the back of the stage front walls to the right coming from the staircase See picture 10 page 8 and at various points on the walls around hall. Use only the lettered sockets To provide sound track from a computer, ipod, etc. select the cable with a 3.5mm stereo jack on one end and insert into the computer s headphone socket Picture 8: cable hooks Plug the other end of the connecting cable into the socket marked LINE IN on the large black panel to the right of the curtain winder See picture10 page 8 Box 3 Warning: Devices could possibly be damaged if connected to a microphone socket Volume is then adjusted by the volume control on your computer and if necessary with adjustment of the channel knob marked Line in in the sound cabinet WI- Fi booster is in a plug behind right stage presidium wall. if signal is poor Check switch on Guide for users 2018 P a g e 7 Tony D June 18

8 MAIN HALL EQUIPMENT 10. CEILING PROJECTOR (by light gantry) The main hall has a projector fitted above the hall s ceiling stage lighting gantry that projects onto a very large pull down screen sited behind the curtain valance of the stage Picture 9: Projector The projector s remote control is usually stored in box to right of sound equipment cabinet picture 7 page 7 opened with Key 37 taken from key box in kitchenette Get a VGA cable labelled for connecting the computer to the projector from the hooks above sound cabinet behind you. See picture 8 page 7. Also get adaptor to HDMI from VGA( kept in remote s box) if you only have HDMI socket Plug one end into computer and the other into VGA socket on large black panel box 3 to right of curtain winder. See picture 10: If you wish to use sound output from the computer select the cable with 3.5mm stereo jack on one end from the hooks and insert into the computer s headphone socket and plug the other end of into the socket marked LINE IN in box 3 Switch on the projector by aiming the remote control at the projector on the hall ceiling and press ON button. Picture 10: Sockets/winder Before lifting the screen use the remote control to switch off projector by pressing the OFF button [this produces a message on screen Do you want to switch off? ] use or buttons on the control to highlight YES and press ENTER After use return the handset to the box, lock box and return the key to key cupboard 11. SCREEN mounted on stage ceiling On the left side of the stage apron insert the plug into left socket See Picture 11 On the stage above and on the wall to left side of the winding handle there are rocker switches See Picture 10 to lower or raise the screen Lower or lift screen gently using the rocker switch till extended to depth needed. DO NOT TRY TO GO BEYOND THE NATURAL STOP Picture 11: Screen plug Reverse the procedure GENTLY at the end of hire 12. STAGE curtains and moveable steps There are 3 sets of curtains across the stage: The red curtains are opened and closed by SLOWLY using the winding handle to the right when looking into the main hall See picture 10 Winding the red curtains MUST BE slow and gentle to avoid jumping off the sprockets, and should this happen the expense of repair will be charged to the hirer responsible. The lightweight black curtains across the middle and rear of the stage are opened and closed by using pull cords at the end of each run nearest to side staircase access to the stage The demountable steps, to the door on the left of the stage, may be moved to a position along the front of the stage PROVIDED the side door to the stage is locked and secured to prevent its use until the steps are replaced 13. DUST BUSTER Picture 12: Dust buster A dust buster is stored in a fitting on the right edge of stage and it is ideal for removal of dust, crumbs or any residues at the end of a hire after the hall floor has been swept Use the dust pan and brush to remove most of the rubbish first After use carefully empty dust buster into a litter bin before returning it to storage fitting Guide for users 2018 P a g e 8 Tony D June 18

9 Stage Lights and Glitter ball 14. GLITTER BALL AND STAGE LIGHTS (2 on stage sides and 2 front spots) Picture 13: Light controls in room marked private Picture 14: Glitter ball When the stage is hired it is possible to have extra lighting from one or more stage lights and a rotating glitter ball that are mounted left, right and centre on lighting gantries 2 flood lights illuminate left and/or right of the stage front from a gantry behind its presidium: 2 flood lights & 2 spotlights illuminate the stage from the gantry in the hall in front of the stage but the spots are very powerful and side floodlights may be adequate for your event The glitter ball and its 2 lights are also mounted on the hall gantry in front of the stage All lighting levels for these lights and the glitter ball and the speed of rotation of the glitter ball are fixed except by special pre-booked arrangement Connections and switches for all of these are in the room to right of stage, marked private and are above the HORIZONTAL steel trunking See picture 13 on the left as you enter the room On the left find white rotary switch, with blue capped socket, touching HORIZONTAL trunking Find the blue plug and cable attached to the lower black box of white sockets and insert this in left blue capped socket and turn its rotary switch clockwise to provide power to the sockets Correct plugs should have been left inserted in sockets in panel s sections to operate as below Check the tiny green lights in the far right vertical section (lights glow when sockets are active) Select sockets wanted by trial & error Press black button, left of each green light at right of box, for on/off of each pair of vertical sockets Check whether the glitter ball and/or the stage lights you want are working See picture 14 If not select plugs as shown on the whiteboard on the wall to the left and insert each into the lower panel: only put 2 plugs into one vertical section if both will be in use continuously Then make sure that you switch off the green lights for the sections for lights not needed The connections below are examples, but these may vary dependent on reconnections after theatre use o Stage: right side floodlight*: Plug 29 into panel section 1 button 1 o Stage: left side floodlight*: Plug 32 into panel section 2 button 2 o Hall gantry: left floodlight ᴥ onto stage: Plug 7 into panel section 3 button 3 o Hall gantry: right floodlight ᴥ onto stage: Plug 12 into panel section 4 button 4 o Glitter ball Lights: Plugs 4 and 30 into panel section 5 button 5 o Glitter ball rotation: Plug 31 into panel section 6 button 6 Special arrangements can be pre-booked for the use of a dimmer board to change the strength of the spotlights if the hirer considers they may possibly be too bright for performers AT END OF HIRE SWITCH OFF: Turn round white switch anticlockwise and remove the blue plug Guide for users 2018 P a g e 9 Tony D May 18

10 15. CROCKERY CUPBOARD MAIN KITCHEN EQUIPMENT The cupboard lock is at floor level and unlocked with key 45 See picture 15 Arrangement of the crockery: See 16 Picture 15 Picture 16 o Top shelf: jugs and sugar bowls o 2 nd shelf: side plates to the right o 2 nd shelf: cups and saucers to left o 3 rd shelf: soup plates to the right o 3 rd shelf: main plates to the left o 4 th shelf: serving dishes o A limited number of tea pots are available in coloured carrier in the cupboard 16. GAS COOKER A. Gas Supply B. Gas Interlock & Ventilator C. Fan switches below D. Oven switch & cut-off button switches to left of cooker microwave right of cooker starter button For everything to work make sure all buttons and switches (shown in red) are fully set to ON GAS SUPPLY Check large red button (see picture A) on right of external kitchen door must not be pressed in. If it is pressed in: twist and pull the button out to restore supply for the cooker KITCHEN VENTILATORS Unless the GIS (see picture B) and ventilators over the cooker are on the gas supply is blocked To unblock first switch on the 7 electric switches (see pictures B and C) marked: o gas and vent on right of line of 4 switches below microwave shelf to right of cooker o gas interlock, extractor fan, intake fan in line on cupboard wall to left of cooker o roof units box and ebmpapst box that are above the others on cupboard wall GAS INTERLOCK SYSTEM ( the metallic grey panel on cupboard wall above single individual switches) Until this is successfully initiated the gas cooker cannot be lit When the last of 7 switches are switched on the upper lights marked A and B in the metallic coloured panel will glow red initially The lower light marked C starts flashing green as the system readies to start the gas Then press the large central button when the green light should change to a constant green to indicate when cooker is ready to be used. If not steady green press the large central button again LIGHT THE COOKER (see picture D) To light the oven turn on the red button switch marked oven Open the 2 oven doors and on front edge of oven floor at the point where door would meet when closed find and press the recessed self-lighting button If this does not work: light the oven manually above the jets at rear of the oven using the spark lighter provided on the cupboard wall Keep the kitchen door to outside closed to avoid any draughts blowing out the flames in the oven To light a ring on top of the cooker turn on relevant red button switch aligned with the ring The rings are lit manually using the spark lighter provided on the cupboard wall AT END OF USE Clean the cooker before the end of hire to remove fat and spillages etc. from your use Make sure all cooker switches are off Turn off all 7 switches named in section above on Ventilators The gas interlock system panel lights automatically go out as the system then turns itself off Guide for users 2018 P a g e 10 Tony D June 18

11 MAIN KITCHEN EQUIPMENT 17. DRINKS HOT WATER BOILER Pictures: Gas control and Boiler If the boiler was left totally switched off o turn on its electricity switch on the side wall by fire action sign o make sure the water supply lever on the wall on left of the boiler is on (in downward vertical position) then continue as below If left on standby press the left button to bring it to ready temperature Once the indicator shows ready you may draw water as needed If finished until later press left button to return to stand by When hire is finished turn off electricity at wall: DO NOT switch off water 18. MICROWAVE (There is an instructions wallet with a cooking/defrosting guide) This is a powerful 1800 watt microwave with low, medium, and high power buttons Timings are set by a rotating timer button and show in adjacent window to the left DISHWASHER TAKES ALMOST 30 MINUTES BEFORE IT IS READY TO USE Power ON Wash Cycle service Regeneration Salt Low Machine Light Light use only Light Light Ready Light 19. DISHWASHER Power switch Cycle Start Service buttons for Hall Management only Push Button Push Button Ptton Left picture shows: Filter bowl and drainage plug after lifting from the outlet hole after all rubbish was removed Right picture shows: The cleaned filter and plug replaced in the base of the machine with the plastic seen at the top 1. First open the door and IF THERE IS STANDING WATER in the base this must be emptied 2. Switch on electricity at the wall switch below the microwave Emptying and cleaning the dishwasher 3. If the power on light is glowing turn it off by pushing the power button 4. Carefully pull out drain plug, DO NOT remove filter as debris must not go down outlet hole 5. Close door very firmly, making sure it clicks so seals cannot leak, & water will be pumped out 6. Open the door once the pump has stopped and remove any debris on machine s floor, then remove and clean the filter 7. Finally replace the filter, firmly insert the drainage plug, and close the door Switching on the clean dishwasher 8. CHECK electricity is still switched on, then press power switch button at left edge of machine and green power light will glow as it starts to fill and heat the water for next 30 minutes. Red machine ready light glows at the top right edge when ready to use - WATER STAYS VERY HOT NEVER TOUCH POWER BUTTON or drain plug again until cleaning after all washing is done Washing and drying operations 9. Place the large rimmed rectangular stainless rinsing tray onto the long table in centre of the kitchen 10. YOU MUST USE THE SINKS SPRAY OR TAPS TO RINSE OFF ALL DEBRIS FROM ITEMS TO BE WASHED before placing items into the baskets 11. Open the door and place a filled basket onto the door and push the basket into machine then very firmly close the door making sure it clicks 12. Press wash cycle start button (second from left) and wash cycle lamp will glows red for about 3 minutes and will go out at end of cycle and you can open the door 13. Pull the basket onto door to allow excess water to run off before removing the basket 14. Then move the cleaned wash basket on rinsing tray and leave there until the items washed are dry enough to reuse or become well dried and ready to be put away. 15. Prepare more baskets to allow you to repeat steps 9 to 14 & CLEAN THE MACHINE WHEN FINISHED Guide for users 2018 P a g e 11 Tony D June 18

12 MAIN KITCHEN EQUIPMENT 20. FREEZER THE DOOR SHOULD NEVER BE CLOSED WHEN NOT IN USE This should be plugged into the wall socket above the drainer Switch on well before it is required to be effective Before the end of the hire, when it is no longer necessary to use it, switch off at the wall, remove ALL contents and allow to defrost for as long as possible Once defrosted leave open to dry off thoroughly, draping a treble fold cloth over the door top to prevent accidental closure It is essential the door is then left open in this way at the end of the hire Picture 22: Freezer 21. HATCH SCREENS CONTROL See picture 26 Picture 26 below The key to lift or lower the hatches must be left in place in the switch Both hatches are raised at the same time and cannot be controlled separately: Under no circumstances attempt to raise by hand Turn and hold key to left to raise Release key immediately it is fully up Turn to right to lower Release key immediately it is fully down 22. WARMING CUPBOARDS AND WARM AIR FAN HEATER 2 of the stainless steel units in front of the hatch are for keeping food warm and are each controlled by switches with 3 settings on the right of each cabinet When the kitchen is cold you may use the floor level fan heater below the steel cutlery cupboard to heat the kitchen at floor level See picture 27 & 28 Picture 27: Heater switch Switch on the heater with the right hand switch by the wall socket to the left of the hatch Switch off when no longer necessary or at the end of the hire 23. CUTLERY STORAGE See picture 26 page 11 Kitchen knives are in the small stainless steel knife draw close to the outside door- key 34 and all other cutlery is stored in separate trays in the first steel cupboard from the outside door - key 35 Picture 28: cutlery storage 24. FRIDGES (follow temperature settings displayed on the fridge) There are 2 fridges to allow food to be separated in accordance with hygiene advice displayed: if locked keys will be in key box There are 2 switches See picture 29 high on the side wall to your left, entering the kitchen from the lobby to switch on each fridge When no longer needed, switch off at wall and remove ALL contents Clean and leave open to dry thoroughly DO NOT close at end of the hire Pictures 29: Fridge and switches 25. INSECT KILLER Simply adjust to on or off at the adjacent wall switch Picture FIRST AID A comprehensive first aid kit is on the high shelf next to the hatches Another kit is in the Kitchenette: refills are in drawer second right from the drainer 27. WASTE BINS There are 2 black bin holders to take the kitchen waste during your hire If bags are missing please get replacements from shelf in cleaner s cupboard off the lobby- key 20 At the end of the hire you should remove the used bags and take them away with you for disposal with your home waste or at a recycling plant If the outside waste bin in the play area has been well used after a lot of activity outside as a result of your booking please also remove this and dispose of it the same way 28. TEA TOWELS There is a towel rack between the crockery cupboard and the fridges DO NOT USE ANY TOWELS AS FLOOR MOPS UNDER ANY CIRCUMSTANCES Thank you but please do not take away tea towels to be washed We will organise their laundry Guide for users 2018 P a g e 12 Tony D June 18

13 GEORGE THIERY ROOM EQUIPMENT 29. SOUND EQUIPMENT AND HEARING LOOP for a better sound experience for all users Speakers are advised to use a microphone to provide sound from loop those with poor hearing The induction loop system is provided for hearing aid users via a microphone suspended from the ceiling. Alternatively a radio microphone or a boundary (table top) microphone that need to be switched on for use are available from the wall cupboard See picture 31 in the kitchenette key 38) Picture 31: Spare batteries are also kept in the green box in that wall cupboard in the kitchenette The sound equipment control is a large buff cabinet in the far left hand corner of the room and has to be switched on or off on the right side of the buff cabinet Picture 32: sound controls Hearing aids should be switched to the T position for all systems Attach the radio microphone to the user s clothing, near top of the chest The boundary microphone is suitable for table mounting and should be plugged into socket labelled BOUNDARY MICROPHONE top right of cabinet Sound from a computer, CD player, etc. can be relayed through loudspeakers in the ceiling via small black amplifier but this does not feed into the hearing loop. Get the input lead from the red wallet next to the key box cupboard in the kitchenette The amplifier has various sockets to allow the lead to be used either way round to suit the device 30. WI-FI CONTROL To use internet connection it may be necessary to switch on Wi-Fi booster next to the large buff cabinet in the far left hand corner (see above). Check plug switch is on if signal is poor 31. SCREEN Carefully pull the screen handle straight down and hold it still to let it lock in position required When finished pull the screen down slightly to release and gently return it to the closed position 32. PROJECTOR See picture 33 Picture 33: Retrieve the projector and cables from the main store, from the top cupboard, second on the right from the back wall mirror See picture 34 To connect to a computer use the cable with blue ends to fit the receptors An HDMI to VGA convertor is usually stored in the cupboard with the microphones in the wall cupboard in the kitchenette See picture 31 Plug in the power cable wherever convenient and switch on the computer and then the projector To square picture on the screen you may need to prop up projector front. When the projector has cooled down completely after use return it and the cables to their storage position Picture 34: 33. PIANO (the piano is on wheels and can be moved carefully to other rooms) This electronic piano has many types of piano tones to choose from Full instructions are in the piano instruction folder left with the piano Please return the folder to the piano when you have made your adjustment to meet your requirements See picture 35 Picture 35 Please replace the piano s plastic dust cover when you have finished 34. DUST BUSTER A dust buster is stored in a fitting on wall in far left hand corner by the buff cabinet The dust buster is ideal for removal of dust, crumbs etc. or any residue at the end of a hire after the hall floor has been swept - use the dust pan and brush to remove most of the rubbish first Before returning dust buster to storage fitting carefully empty the dust buster into a litter bin Guide for users 2018 P a g e 13 Tony D May 18

14 KITCHENETTE EQUIPMENT. 35. DRINKS HOT WATER BOILER The water control lever on the side wall on the right of boiler should have been left open in the downward vertical position Turn on boiler using the electricity switch to the right towards the hatch wall and the red button on the boiler See picture 36 It takes up to 15 minutes to heat up before there is continuous boiling water available for drinks Switch off at the wall when no longer required Picture 36 Boiler 36. CROCKERY, CUTLERY, AND GLASS WARE See picture 37 These are in the cupboards and drawers below the hatch Top shelves contain cups, saucers, & side plates from left to right Lower shelves contain glasses, large plates and spares from left to right First aid supplies are in left hand draw Glasses for Wine and beer are in left cupboard and under the drainer More are available on request Picture 37: crockery etc. 37. HATCH SCREEN CONTROL See picture 38 The key to operate the switch to lift or lower the hatch is left in place Under no circumstances attempt to raise by hand Turn and hold key to left to raise Release key immediately it is fully up Turn to right to lower : Release the key immediately it is fully down 38. KEY CUPBOARD The cupboard to right as you enter contains a locked key cupboard on right Ask for instructions to get its own key and leave in lock until end of hire Then return key to where you found it to guarantee next hirer has access Microphone and other hearing loop equipment and an HDMI to VGA convertor are on left of bottom shelf Return these to the box and shelf after use Picture 38: Hatch control 39. FRIDGE This is a normal domestic fridge that is left on at all times If you use it please remove whatever you put in and clean all spillages Make sure the door is closed at end of hire Picture 39: Key box Picture 40: Fridge Guide for users 2018 P a g e 14 Tony D June 18

15 Star Room 40. SCREEN Get key 37 for the right hand microphone box on stage See page 7 picture 7 Remove the small white remote control from microphone box 1 Take it into Star Room point at wall to right of screen and press down button If this does not work go to the storeroom left of stage and on your right on entering there is a high-level socket to right of grey storage cabinet Insert the plug and switch on (screen remote should now work) Picture 41: plug in store 41. PROJECTOR Retrieve the projector and cables from the top cupboard in store on the right, second from wall of store with the mirror See picture 33 page 13 To connect to a computer use the cable with blue ends to fit receptors Plug in the power cable and switch on the projector after the computer To square the picture on screen you may need to prop up the projector front Picture 42: Projector When the projector has cooled down completely return it and the cables to the store 42. HEARING LOOP Picture 43: Microphone cupboard An induction loop system is provided for hearing aid users benefit A radio microphone for the speaker is kept on left of lower shelf in cupboard to right as you enter the kitchenette Even if you have a powerful speaker please use this to help those with poor hearing enjoy your event more Hearing aids should be switched to T position RETURN SCREEN, PROJECTOR, and MICROPHONES AT THE END OF THE HIRE 43. DISPLAY OR DIVISION SCREENS Picture 44: Mobile screens There are 4 large freestanding mobile screens; each has 2 supporting feet with 2 castors with 1 of the four with a locking lever These may be used as room dividers or for displays 44. POOL TABLE AND TABLE TENNIS EQUIPMENT These are the property of the village Youth Club and not for general use These are normally left in the room but if you have hired the room and they detract from its use please move them either into the passageway against the stage staircase wall or into the passage to the main store, parallel to the side wall opposite the table trolley storage area 45. TOILETS FOR THE STAR ROOM There are two separate toilets each with their own manual light switch in the toilet There is a central entrance and hand washing facility that has a light controlled by a switch to the left of the entrance door in the Star room. For an event with heavy use expected open the shower room door and switch on the hot water heater on wall at the back of the basin At the end of the hire make sure all switches are returned to the off position 46. MAINS WATER EMERGENCY STOPCOCK AND CUT OFF CONTROL If there is a continuing outpouring of water that cannot be stopped by closing the taps Go to the main hall and go through the door marked private to right of the stage TURN OFF the BLUE STOPCOCK near the floor at the back of room, opposite the door Phone immediately to a maintenance contact at the number on notice board outside main entrance to report this and advise whether there is visible water damage IF ANY TAP OR TOILET IS LEFT RUNNING for more than 30 minutes an automatic control will shut off the water supply at the white box at the side of blue stopcock If this has happened check, and adjust to fully off, ALL taps in all toilets off lobby and Star room, and in both kitchen and kitchenette; If there is no evidence anywhere of water damage you may then attempt a restart by flicking the auto stop switch on the white box. to restart successfully there must be no risks of any water The water indicator should go to ON ; check with a kitchen tap and if not repeat all tap checks Guide for users 2018 P a g e 15 Tony D May 18

16 TERMS AND CONDITIONS OF HIRE. All Hire Agreements of Shipham Village Hall Trust, acting through its management committee, ("the Hall"), are subject to these Standard Terms and Conditions of Hire and any Special Conditions of Hire arising from the purpose of hire (hereafter jointly referred to as "Hall Conditions"). No exclusion of any term or condition can apply unless specifically granted in writing by the Hall. Standard Conditions of Hire: 1. The Hirer will ensure they (and any persons appointed to act on their behalf to run the event) understand the Hall Conditions and that the provisions and stipulations stated therein will be met throughout the hire. If the Hirer is in any doubt as to their meaning, the Bookings Clerk should be consulted at once. 2. Statement of purpose The Hirer must have provided a clear and unambiguous statement of the purpose of hire on the booking form before signing and provided an additional statement in writing of any necessary clarification of purpose 3. Supervision of hire The Hirer undertakes to appoint a sufficient number of competent supervisors, aged 21 or over, to provide adequate supervision throughout the hiring to ensure the provisions and stipulations referred to in the Hall Conditions and any applicable licences are complied with at all times 4. The Hirer and their supervisors are responsible during the whole period of hire for making sure that: a fully charged mobile phone remains available throughout the hire for use in an emergency the numbers of people using each room is never more than that permitted for each room (see the Hall s web site or notice board) use of the premises (namely the building, its fabric and contents, its access, car park and surrounding land) is fully supervised to keep those premises safe from damage or change of any sort the purpose and conduct of the hire does not disrupt the use of other rooms hired to other hirers the behaviour of all persons, whatever their capacity, using the premises, remains under control car parking is controlled to avoid obstruction of the highway, footpaths, access road and parking areas Noise is kept to a minimum by any person on arrival or departure, particularly at night or early morning any electrical appliances brought onto the premises for use shall be certified safe and in good working order, and used in a safe manner, using residual current circuit breakers where appropriate 5. The Hirer and their supervisors are responsible during the whole period of hire for making sure that: the premises are not sub- hired or used for any purpose other than that described in the booking form the premises are not used by the Hirer or anyone else for any unlawful purpose or in any unlawful way No excessive noise occurs during the hire No birds or animals, except personal guide dogs, are brought into the building without the Hall s prior written permission No animals whatsoever are allowed to enter the kitchen or kitchenette at any time No fireworks are to be used anywhere in the building or in the grounds Nothing that may endanger the premises is allowed to be brought onto the premises No drugs are allowed on the premises and there is no smoking in the building No L P Gas appliances or highly flammable substances are brought onto the premises No other action is allowed that may render any insurance cover for the premises invalid 6. The Hirer and their supervisors are responsible at the end of the hire for making sure that : everything is left clean and tidy with all rubbish taken away from the premises by the users all equipment, chairs and tables have been returned tidily to their storage positions as shown on the notices the premises are cleared of people and all fire exit doors and all windows are locked the kitchen, kitchenette, and all toilets are checked to ensure no taps are left running all lights are switched off (except for those sensor controlled in the lobby toilets, store passage and store) Unless another user is present for another hire, or the Hirer has been advised not to lock as the premises will be in use shortly, reset the alarm, lock the exit door and return the key as advised 7. Authority to supply alcohol or to provide public entertainment: No alcohol may be supplied or consumed on the premises under any circumstances without the specific written authority of the Hall as granted under the terms of the Premises Licence. Performance of entertainment for the public also requires the specific written authority of the Hall (see page 4, clause 4). Although not normally necessary, the Hall may choose to require the Hirer to obtain their own Temporary Event Licence at their own expense, but no hirer may seek such a licence without the consent of the Hall. Approval for those activities covered by the licence will be indicated by the inclusion of a charge for the use of alcohol, and/or reference to any performance on the booking confirmation 8. Compliance with The Childcare Act 2006 (also see specific policy documents on the Hall s web site) The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate DBS (CRS) checks should have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the Hall with a copy of their DBS check and Child Protection Policy on request. Guide for users 2018 P a g e 16 Tony D June 18

17 TERMS AND CONDITIONS OF HIRE. Standard Terms and Conditions of Hire continued: 9. Outbreak of fire and means of escape Before start of event the Hirer and supervisors must understand the Fire Procedures notices The notices (displayed by the entry doors in the main lobby, alongside the alarm boxes, and in the Star room, by the toilet door), display a layout plan identifying fire escape routes, exits and equipment During the event all means of exit from the premises must be kept free from obstruction and immediately available for instant free exit of the public Immediately the strident fire alarm sounds the Fire Brigade will be automatically called out If this was known to have been triggered accidentally you have 2 minutes to abort a call out Follow the instructions on the fire notices and then notify the Hall Manager of fire or false call out Immediately alarm goes the Hirer and their supervisors should call EVERYBODY OUT NOW Then make sure everyone has left unless that action has already become unsafe for supervisors 10. Compliance with other relevant legislation The Hirer must in particular make sure that they or the users: do not contravene the law relating to gaming, betting, and lotteries comply with all conditions and regulations required by the Premises Licensing Acts, particularly if the events include public dancing, or music, or stage plays, or films, or similar entertainment observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food if selling goods on the premises comply with Fair Trading Laws and any code of practice used in connection with such sales; in particular ensure that the total prices of all goods and services and the organiser's name and address are prominently displayed, and that any discounts offered are based only on Manufacturers' Recommended Retail Prices (See ACRE Village Hall Info' Sheet 34) do not contravene the Copyright Act do not carry out or permit fly posting, or any other illegal form of unauthorised advertisements, for any event taking place at the premises. A breach of this condition may lead to prosecution by the local authority 11. Retention of Deposit The Hall reserves the right to retain all or part of any deposit if any term or condition is not complied with 12. Indemnity from the Hirer The Hirer shall be liable for the cost of repair of any damage done to any part of the premises (namely the building, its fabric and contents, its access, car park and surrounding land) The Hirer shall indemnify and keep indemnified each Trustee, the Hall and the Hall's employees, volunteers, agents and invitees against the full costs of all actions, claims, and costs of proceedings arising:- (a) from any breach of the Premises Act during the hire (b) from any breach of the Hall Conditions (c) in respect of damages, including damage for loss of property or injury to persons as a result of the use of the premises (including the storage of equipment) by the Hirer (d) as a result of any nuisance caused to a third party as a result of use of the premises by the Hirer 13. Insurance The Hall is insured against any legal liability for any loss or damage arising out of the use of the hall and its grounds. However items stored by any hirer in the building are not insured except by prior arrangement with the Hall that has been confirmed in writing by the Hall. The Hall s public liability cover is extended up to a level of 2 million to all hirers, except as noted below, provided their activities are conducted wholly at the premises. The Hall s public liability policy specifically does not provide cover for any activities organised by: a) any hirer who is part of an umbrella organisation with its own public liability insurance b) any hirer who is a commercial hirer [i.e. a hirer that is running a business] c) any event organiser running an event either for themselves as the hirer, or for any other hirer d) a private hirer where no benefit for the local communities can be demonstrated Such hirers must have public liability insurance cover of not less than 2 million under an insurance policy. On confirmation of the booking, the Hirer must produce evidence of such cover to the Bookings Clerk. [Any private persons responsible for a hire in category d) will have such cover available if they are a householder with contents insurance] For continuing periodic hires a copy of renewal confirmation of that policy must be sent on receipt to the bookings clerk. Failure to provide such evidence will render the hiring void and enable the Bookings Clerk to re-hire the rooms to another hirer. Guide for users 2018 P a g e 17 Tony D June 18