THE CADBURY HALL, FRAMPTON

Transcription

1 THE CADBURY HALL, FRAMPTON LAKE LANE, FRAMPTON-ON-SEVERN, Gloucestershire, GL2 7HG CADBURY HALL FACILITIES BOOKING FORM / HIRE AGREEMENT The Frampton Community Association agrees to permit the Hirer the use of facilities within the Cadbury Hall, Frampton for the purposes and periods described below. The Hirer agrees to observe and perform the provisions and stipulations contained or referred to in the Committee s 1. Standard Conditions of Hire as per the website/downloadable sheets. 2. Hirers - Conditions for the Sale and Consumption of Alcohol (attached), 3. Hirer s Emergency Guide (attached) 4. Food Safety Guidelines as per the website/downloadable sheet. 5. Bouncy Castle Conditions as per the website/downloadable sheet. The Hirer agrees to submit a risk assessment at the time of booking (attached) AS WITNESSED THE HANDS OF THE PARTY HERETO: Signed by the Hirer on behalf of Himself / Herself (and the Organisation/ Company named, if any) (i) I confirm that I have read and understood, and will adhere to all the Conditions of Hire referred to above, especially those relating to alcohol. (ii) I understand that I am liable for full payment of all fees due Signed:... Please print name:... Name of Organisation/Company, if any:... Signed by the Bookings Secretary (on behalf of FCA Executive Committee)... Data Protection Act. Information you give FCA will ONLY be used to communicate with you. You can ask for a copy of the information we hold about you and your organisation, and if the information isn t accurate, you can ask us to correct it. If you do not want to receive communications from us in future, please tell us in writing. For FCA use only: Date form received Confirmation sent Booking Deposit Invoice Number Security Deposit Total cost Bar Fee FSSC notified of bar requirement Balance due

2 This Hire Agreement is made between Frampton Community Association and: The Hirer (Min Age: 21) Name:... Address Post code Contact Tel. No... Facilities required please tick the relevant boxes Main Hall Upstairs Annexe (1) Lounge Meeting Room (1) Kitchen Alcohol and Bar (2) Special equipment, eg, bouncy castle or hog roast Note 1: Please be aware that there is no provision for disabled access to this area. Note 2: it is a condition of hire that you adhere to all the requirements of the Conditions for the Sale and Consumption of Alcohol, which are attached for your retention. Nature of Function and numbers attending: (e.g.150 adults, 21 st Birthday/Disco/Retirement Party/Craft Sale etc.) Period of Hire: (All functions must end not later than 11.30pm, unless specially arranged at the time of booking at extra charge.) Day / Date of Hire Function Time Session: or Hourly: From To Preparation Time (1) From: Note 1: Preparation Time this applies only if the area is not in use by someone else: For a hire of a session 1 hour free before and after hire period, then charged at hourly rate For less than a session 30 mins free before & after hire period, then charged at hourly rate Hiring Fee : A booking deposit of 50% (min 20.00, or the total amount if less than 20.00) is required at the time of booking, with the balance paid at least 7 days before the event. Security Deposit: A separate returnable deposit of 75 in the form of a cheque is required (see Conditions of Hire). Please complete this form and post it, or bring it to the address at the very top (the FCA letterbox is in the door on right-hand side of the hall), or it to foscommunityassociation@gmail.com, and put the payment into the letterbox. Please make all cheques payable to: Frampton Community Association

3 We will then send you a confirmation invoice/receipt of your booking. Frampton Community Association RISK ASSESSMENT FORM This form must be returned with your Booking Form which cannot be processed without it. You may submit your own Risk Assessment form instead, should you wish. Name of Hirer: Will you be hiring in any services Activity Please indicate which description most reflects the activities of your event (child s party, anniversary party, etc) and include a short description Hazards associated with the above event 1. Please indicate (a) with a tick which of the following hazards are possible at your event, (b) whether they are high/medium or low possibility, and (c) how you will minimise each risk. 2. Please assess whether there are any other hazards to guard against, and add them in below. Slipping & Tripping Electrical Equipment Vulnerable children Vulnerable adults Supply of alcohol to children Late Night Disturbance to local residents Loud Music / Noise Pollution Fire & Candles Flammable Liquids Scalding Water from taps or kettles Food preparation and serving Use of Sharp Implements Hot Surfaces Bouncy Castles Use of Ladders Dangerous Equipment Hazard Yes/No H/M/L How you will minimise the risk Signed:... Date:...

4 FRAMPTON ON SEVERN CADBURY HALL HIRER EMERGENCY GUIDE As you are the Hirer of a room or rooms, you are the nominated Responsible Person to take charge in the unlikely event of an emergency. This guide tells you what to do if there is a Fire, Bomb Threat or other problem (electricity failure or burst mains flood). You need to study this guide beforehand so that you are fully prepared. You must stay on the premises throughout the entire hire period. Make a mental note of anyone who might have difficulty leaving the building (elderly, disabled, or with poor hearing or sight). Children will also need help. If you think it necessary, ask people to help. You are not responsible for the bar or snooker area if they are open, just the areas you have hired. The post code address of these premises is:- GL2 7HG There is no telephone landline available. You will have to contact the emergency services either by mobile phone (sufficient signal normally outside in the front) or by going to a nearby house. 1. What you should do in an emergency a. Sound the fire alarm (if someone has not already done so), or shout FIRE if the alarm does not work. b. Tell everyone to leave by a safe exit, and go to the Assembly Point in the front car park. It's marked by a green and white notice on the front wall. c. Choose someone with a mobile phone to call 999 from outside the building. If there is no signal, they will have to try one of our neighbours. Tell them to keep trying until they get through. d. Check that any vulnerable people are being helped out of the building. e. Check that all your group are out of the building. If anyone is missing, tell the Senior Officer of the Emergency Service in attendance. e. Don t let anyone go back into the building for any reason whatsoever until the officer in charge of the emergency service says it is safe to do so. f. Just because the fire alarm stops, this does not mean that it is safe to re-enter the building. g. Only use a fire extinguisher to fight the fire if it is safe to do so.

5 2. Calling the emergency services When an emergency occurs, the emergency services need to know the following details: a. This is CADBURY HALL. b. It's in Lake Lane, Frampton on Severn. c. Its post code is GL2 7HG. d. The telephone number of the phone being used. e. What the problem is, eg, a fire in a store room. f. Something about the location and landmarks, eg, the roundabout and the school. 4. Liaison with the emergency services a. The person you tell to contact the required emergency service should provide details of the incident as instructed by you and as listed in paragraph 3 above. b. Upon arrival of the emergency service, make yourself known to the senior officer attending, and provide local knowledge of the incident as requested. c. If the emergency services need to isolate the power, tell them the main power isolation switch is in the boiler room at the far end of the alley on the right hand side of the hall as you look at it. 5. Identification of assistants to help you in an emergency At the event planning stage, your risk assessment will identify the numbers expected. A maximum of 200 persons are permitted within the main hall at any one time. During your risk assessment, you will need to: a. Decide whether you need any assistants to help you in an emergency, b. Arrange them beforehand, c. Decide whether you or any assistants need some training and d. Ensure that any training is completed. For large events, you may need one or two people in addition to yourself to assist in an emergency more if you have some elderly or very young people attending. 6. Resetting the Fire Alarm System when Activated in Error In the fire alarm is pressed by mistake, tell the person one the bar they will be able to reset it. Last updated 2 Sep 2017

6 THE CADBURY HALL, FRAMPTON LAKE LANE, FRAMPTON-ON-SEVERN, GLOS. GL2 7HG Conditions for the Sale and Consumption of Alcohol The supply of, sale of and consumption of alcohol are all subject to strict legal controls. Bar Facilities: It is, therefore, a strict condition of booking that the Hirer meets all legal requirements regarding the supply of and consumption of alcohol. The Hirer MUST, therefore, ensure that - All alcoholic drinks are purchased on site. - No private supplies of alcohol are brought onto or consumed on the premises either by organisers or guests (except when authorised by the FCA and on payment of a corkage fee). - Only persons aged 18 years or over are allowed to consume alcohol. - Any person who looks under the age of 25, whose age is not known to the supplier of alcohol, is to provide evidence of their age before being permitted to purchase or consume alcohol. - Alcohol is not offered for sale to any person under the influence of alcohol. - Alcohol is only consumed inside the building. - There are no irresponsible promotions of alcohol consumption. We will ensure that: (1) Free drinking water is available, and (2) Alcohol in small measures is available. Any form of alcohol offered as part of any ticket price counts as the sale of alcohol, and is therefore covered by the provisions of the Licensing Act If there are any doubts, the hirer should discuss it with the Bookings Secretary and/or seek advice from the Licensing Department of Stroud District Council. The Hirer should, without exception, consult the Bookings Secretary beforehand to discuss the consumption of alcohol at the function, and any specific requirements (champagne, wine with a meal, etc). There is a 10 charge for the use of a bar. If a change to the existing licensing conditions (time or location) is required, there will be an additional charge of 21. A minimum of 3 weeks notice is required for licence alterations.