Horringer Community Centre

Transcription

1 Horringer Community Centre Standard Terms & Conditions of Hire and Other Really Useful Information The Street Horringer Bury St Edmunds Suffolk IP29 5RU Managed By Horringer Hall Management Committee Page 1 of 27

2 Welcome to Horringer Community Centre! Horringer Community Centre is run by a small team of volunteers who are committed to providing an excellent venue for both local and non-local individuals and organisations. We have put together this information book to enable you to get the most out of your visit to the Centre. The first section is our Standard Terms and Conditions of Hire and this must be read (together with the relevant appendices) before making a booking with us. However, the other really useful information section is essentially everything you might need to know about the facilities which you may wish to read in its entirety or you may just wish to use it as a reference, to help you with a specific query. If you have any feedback on the information given or on the facilities themselves, please do let us know by contacting us: by at: Horringerhallbookings@gmail.com or by telephone on or by completing our online feedback form, which is available via the Horringer Village Website. Thank you - your views are very important to us! Page 2 of 27

3 Section 1 - Standard Terms and Conditions of Hire These standard conditions apply to every hiring of the Community Centre. The management committee is not obliged to accept a booking request and may refuse without giving a reason. The times for any bookings made, must include time to set up and time to clear away afterwards the hirer is not permitted to use the hall outside of the agreed booking period. If the Hirer is in any doubt as to the meaning of any of the conditions herein, the Community Centre Booking Secretary should be consulted immediately ( ). 1. Supervision 1.1. The Hirer shall, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents; their care, safety from damage, however slight, or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway or the entry/exit of the car park, access to the Scout s field or parking on The Green At the conclusion of the event the Hirer shall ensure that the Centre is vacated by the end of the hiring period and that the users leave the car park without undue delay in an orderly and quiet manner. All materials and equipment brought onto the premises by the hirer for the event must be removed by the end of the hiring period The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured with lights and radiant heaters off unless directed otherwise and any contents temporarily removed from their usual positions properly replaced as detailed in Section 5. Failure to do so may result in an additional charge. 2. Maximum Numbers 2.1. The absolute maximum number of persons permitted on the premises at any one time is 170. However, there are, other maximum limits for specific activities as shown below: Dancing Closely seated audience 155 Sit-down meal Indemnity 3.1. The hirer is liable for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents during the period of hire The Hirer shall indemnify and keep indemnified each member of the Community Council management committee against the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises; and all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer s organisation and invitees against the Hirer s liability under sub-paragraph 3.2. above and all claims arising as a result of the hire: and on demand shall produce the policy and current receipt or other evidence of cover to the Booking Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Booking Secretary to rehire the premises to another hirer The Community Council management committee is insured against any claims arising out of its own negligence. 4. Food Hygiene 4.1. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. 5. Electrical Appliance Safety 5.1. The Hirer shall ensure that any electrical appliances brought by them, or by any third party associated with the event, to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations Residual circuit breakers provided must be used The Hirer shall ensure that no additional or alternative heating appliances shall be used on the premises without the consent of the management committee. Page 3 of 27

4 6. Use of Premises and Public Safety Compliance 6.1. The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority and Licensing Authority No smoking is permitted anywhere in the Community Centre building As required by law, the Hirer, or another person attending the event and nominated by the Hirer, will for the hire period be the Temporary Responsible Person for the purposes of formulating an Emergency Plan for the event. The Temporary Responsible Person is to make him/herself familiar with the fire safety provisions in the Community Centre and determine the requirements for the safe use of it for the event. Special regard is to be taken for the actions necessary to reduce the risk of a fire occurring and evacuation of the building should a fire (or another hazard) occur. Appendix B gives information on the fire safety provisions and requirements in the Community Centre and points for the Temporary Responsible Person to consider in formulation his/her Emergency Plan While the public are present the Hirer shall ensure that: All exits, including fire exits, are unlocked and free from obstruction. All escape routes are free from obstruction and can be safely used at all times. All parts of the building to which the public has access, including passages, corridors and stairs, are illuminated by the general lighting at all times. No combustible decorations or effects (eg. Indoor fireworks, dry ice or smoke machines) candles or flammable liquids, aerosols, compressed or liquefied gases are used anywhere within or close to the building, unless by prior agreement with the management committee. Stewards or supervisors are appointed to oversee the event and are familiar with the location of the first aid box; the position of the emergency exits, fire alarms and fire extinguishers and know how to use them; and are capable of giving full assistance in evacuating the premises in the event of an emergency. Any amplified sound equipment is plugged into electric sockets on the stage and not in the main hall area. 6.6 The Fire Brigade must always be called to any outbreak of fire by telephone, dialling 999 (See Appendix B Section 3). 6.7 The Hirer must report all accidents involving injury to the public to the Booking Secretary as soon as possible and complete the relevant section in the Community Centre s accident book (this can be found in the kitchen, together with our First Aid Box). 6.8 In accordance with our premises licence, the hirer must ensure that no alcohol is sold on the premises, unless it is arranged via our Booking Secretary using our designated bar services The hirer is not permitted to arrange their own bar services and alcohol must not be brought onto the premises for any reason, unless you have obtained written permission from the Hall Management Committee, in advance of your booking. 7. No Rights 7.1. The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer. 8 Cancellation 8.1 The management committee reserves the right to cancel the booking without liability if the premises are required for use as a Polling Station for a Parliamentary or Local election or by-election. 8.2 The management committee may cancel the booking without liability if the premises become unfit for the purposes intended by the Hirer. 8.3 The hirer s deposit will be refunded if the Management Committee cancels the booking. 8.4 The deposit will be forfeited if the hirer cancels the booking within 3 months. Page 4 of 27

5 Section 2 Other Really useful Information 1. At a Glance 2. Full description of the facilities available 2.1 Main Hall Lighting Heating Sound/PA System (including hearing loop) White Projection Screen 2.2 Kitchen Facilities Hot Water Hot Water Machine for Providing Instant Hot Drinks Dishwasher Instructions Other Instruction Manuals 2.3 Committee Room Heating 2.4 Store Room 2.5 Parking 2.6 Premises Licensing 2.7 Clean Up Service (Optional) 2.8 Bar Services (Optional) 2.9 Set Up Services (Optional) 3. Other Useful Information 3.1 Access to the Community Centre 3.2 Cleaning/Washing Up Etc 3.3 Additional Supplies 3.4 Decorating the Community Centre 3.5 Emergency Plan 3.6 First Aid Box & Accident Book Page 5 of 27

6 3.7 Lost Property 3.8 Health and Safety 3.9 Who To contact if there is a problem 4. Checklist for Hirers Before & On Arrival For Your Booking 5. Checklist for Hirers At the End of Your Booking 5.1 Guidance for Locking Doors Appendix A - Community Centre Layout Plan Appendix B - Fire Safety Provisions Appendix C - Health & Safety Policy Page 6 of 27

7 1. At a Glance Main Hall, including stage, available to hire (Maximum capacity 170 for dance, 155 if seated audience or 120 for sit down meal) Committee Room available to hire (Maximum capacity 12) Kitchen facilities Toilet facilities Disabled facilities, including excellent wheelchair access and disabled toilet facilities. PA sound system (with hearing loop), including microphones Parking for approximately 50 cars Licensed for:- o Performance of plays o Showing films o Indoor sporting events (suitable events) o Performance of live music o Playing of recorded music o Performance of dance o Making music o Dancing o Provision of hot food/drink (see section 2.6 Premises License) o The sale of alcohol (Can only be supplied via our designated bar services - see section 2.8 Bar Services) Page 7 of 27

8 2. Full description of the facilities available 2.1 Main Hall The main hall is 16m (length) x 10m (width). There is a stage with curtains, which are operated by a pull cord. The stage extends the total length of the hall to 20m. The total height of the hall is 3.5 metres and the height on the stage is reduced to 2.8m The maximum capacity of the hall is 170 people if your event involves a seated audience, this capacity is reduced to 155 if your event includes a sit down meal, the capacity is further reduced to 120. The following items are kept in the main hall and are available for your use when hiring the Community Centre: Description Approx Approx Width Quantity Length Lightweight Large Folding 1.8m (6ft) 0.75m (2 ½ ft) 13 Tables Lightweight Small Folding 0.9m (3ft) 0.75m (2 ½ ft) 11 Tables Red Upholstered Chairs m 99 Further tables and chairs are available from the store room (see section 2.4) There are a small number of exhibition boards which can be used if required. These are kept above the cupboard on the left hand side of the stage Lighting The light switches for the main hall are in a panel on the right as you enter the hall. The panel includes a press switch for dimmable lighting to allow for softer more ambient lighting (press and hold to adjust lighting levels). There is also some stage lighting available if you require use of this, please advise the Booking Secretary prior to your event Heating The main hall is fully heated by night storage heaters because of the nature of night storage heaters, it is not possible adjust them during your booking. The storage heaters are very effective however, should you feel the need for further heating, there is a 1 coin operated machine in the cupboard on the righthand side at the back of the stage which operates the additional over the door heaters. No additional or alternative heating appliances are to be used on the premises Sound System (Including Hearing Loop) The hall is equipped with a PA system (which includes a hearing loop), with a handheld microphone and/or a lapel microphone. If you require this facility please ask the Booking Secretary prior to your event. Page 8 of 27

9 2.1.4 White Projector Screen The hall has a large Sapphire Electric White Projector Screen positioned directly above the stage. This is 350cm wide and 262cm deep and has a screen resolution of 4:3. If you require use of this facility please ask the Booking Secretary prior to your event. 2.2 Kitchen Facilities Our kitchen has a wide serving hatch which opens to the main hall and is fully equipped with an oven, microwave, fridge, dishwasher, food warmer and hot water dispenser. Please note there is no freezer. We also have crockery and cutlery, which are available for your use. There is an assortment of glasses available for general use, but if you have our bar services booked, then all necessary glassware will be provided as part of this service. We provide hand wash and paper towels, but please remember to bring with you any tea towels, washing up liquid or any other materials that you may require. Please also note that if you need a sharp knife (eg. For cutting a Celebration Cake), you will also need to provide this yourself. Examples of some of the other items available in our kitchen are: Description Approx Quantity* Matching Crockery (including dinner plates, bowls, side 85+ plates, tea cups and saucers Cutlery 85+ Glasses various sizes 60 Large Tea Pots 3 Water Jugs Plastic 8 Water Jugs Glass 1 Trays 15 Chopping Boards 2 * Please note that occasionally specific items are hired to village organisations for an outside event the amount of items available for your booking may therefore vary. However, if you require a specific number of items as described above, please contact the Booking Secretary prior to your booking, to ensure the items required are made fully available to you Hot Water There is a switch just inside the kitchen door, to turn on the hot water for washing up etc. when switched on the light will glow red. Please remember to turn this off when your event is finished. Page 9 of 27

10 2.2.2 Hot Water Machine For Providing Instant Hot Drinks There is a hot water machine to enable you to provide your guests with hot drinks instantly, without having to wait for the kettle to boil. Please note that this machine takes approximately 45 minutes to warm up, so you may need to consider turning this on as soon as you arrive, to ensure it is ready for use when your guests start getting thirsty! Dishwasher Instructions Full instructions on how to use the dishwasher are on the wall above the dishwasher itself. Detergent and rinse aid are included and automatically dispense no additional cleaning agents are to be used in the dishwasher. Please note that the dishwasher must be turned on 15 minutes prior to use, to enable the water to heat sufficiently before running the wash cycle. The wash cycle itself is only approximately 3 minutes. The dishwasher must be unloaded before you leave, but please do take care as items may be quite hot Other Instruction Manuals Instruction manuals for all other appliances in the kitchen can be found in the kitchen drawer nearest the fire exit door. 2.3 Committee Room The Committee room is 5m x 4m. This room is furnished with a 3 larges tables (each 1.30m x 0.8m), and 12 comfortable upholstered chairs. There is also a white projector screen available for use. Please ensure windows and doors are closed and locked after use Heating The committee room is heated by electric wall heaters that can be turned on manually during your booking (switch on the wall next to heaters). Again, please ensure these are switched off when you leave. Page 10 of 27

11 2.4 Store Room A number of tables and chairs are stored and available from within the hall itself (see Section 2.2). However, If you require additional tables and/or chairs, these are kept in the Store Room (see Community Centre Layout Plan). Anything used from the store room must be returned to the store room at the end of the event. There is a plan on the wall of the store room to assist you in ensuring the store room is kept tidy and all items are returned to the correct place ready for the next hirer. An example of items available for use here are: Description Approx Length Approx Width Approx Quantity* Wooden Tables with 1.8m (6ft) 0.75m (2 ½ ft) 14 Wooden legs Wooden Tables with metal 1.8m (6ft) 0.75m (2 ½ ft) 12 Legs Wooden Tables with Trestle 2.1m (7ft) 0.75m (2 ½ ft) 17 Legs Wooden Tables with Trestle 2.45m (8ft) 0.75m (2 ½ ft) 7 Legs Wooden Tables with Trestle 2.75m (9ft) 0.75m (2 ½ ft) 7 Legs Grey Plastic Adult Chairs 45 Red Plastic Adult Chairs 140 Beware, the wooden trestle tables are heavy and we would also recommend you wear gloves when moving them, in order to avoid splinters. * Please note that occasionally specific items are hired to village organisations for an outside event the amount of items available for your booking may therefore vary. However, if you require a specific number of items as described above, please contact the Booking Secretary prior to your booking, who will ensure the items required are made fully available to you. NB. There are 3 locks on the store room door, all of which are operated using the same key, which is supplied with the keys to Community Centre. 2.5 Parking There are approximately 50 parking spaces at the Community Centre four of which are marked out for disabled parking (three are by the main entrance and one is by the committee room entrance). We are not permitted to park on The Green (this land belongs to Bristol Estate) or on the road leading to the Community Centre. Please bear this is mind when organising events with high numbers of drivers. Page 11 of 27

12 2.6 Premises License Horringer Community Centre is fully licensed for the following activities, during the times given: Licensed Activity a. Performance of plays b. Exhibition of films c. Indoor sporting events (suitable events) d. Performance of live music e. Playing of recorded music f. Performance of dance g. Entertainments similar to those in a f h. Making music i. Dancing j. Entertainment similar to those in h i k. Provision of hot food/drink after 11pm l. The sale of alcohol (See section 2.8) Mon, Tues, Weds, Thurs & Sat Times Fri Sun Clean Up Service At the end of your event it is your responsibility to clean and tidy the Community Centre, ready for the next hirer. However, cleaning up at the end of a big event, can be a little onerous, especially if you ve been busy preparing for it all day (or maybe even all week!). With this in mind, we are pleased to offer an optional cleaning service, which is available for an additional fee (see hire charges for details of cost). This service provides for completely clearing and cleaning the hall, entrance lobby, kitchen and toilets, including putting away tables and chairs, sweeping, mopping and washing up. Please note that at the end of the event you must ensure that you take all your personal belongings with you and that any equipment brought in for the event by you or by a third party is cleared from the premises. Page 12 of 27

13 2.8 Bar Services We are pleased to offer full bar services, as and when required, at an additional cost (see hire charges for details of cost). Any alcohol sold on the premises must be supplied by our designated bar services. When you make a booking at the Community Centre, you will need to confirm whether a bar is required. If it is required, upon receipt of your deposit, the Booking Secretary will forward your contact details onto our designated bar services company, who will contact you to discuss your individual requirements (times the bar is required, special drink requests etc). If you wish to bring alcohol onto the premises for consumption but not to be sold, you will need to request written permission for this from the Hall Management Committee. You can do this by contacting the booking secretary, in advance of your booking. 2.9 Set up Service We are pleased to offer a Set Up Service, as and when required. This is where we can set out the tables and chairs in an agreed format ready for your event. This service is available for an extra fee (see hire charges for details of cost). Please note this service is provided by an external company and is subject to availability. When you make a booking at the Community Centre, you will be given the opportunity to confirm whether this service is required. If it is required, upon receipt of your deposit, the Booking Secretary will forward your contact details onto the company who provide the service. They will then contact you to discuss the layout required, Page 13 of 27

14 3. Other Useful Information 3.1 Access to the Community Centre The keys for the Community Centre are kept in a black key safe box, which is located to the left of the main entrance door. Approximately one week before your booking, providing your payment has been made in full, you will be contacted by the Bookings Secretary to confirm details of how to access the Community Centre, including details of the relevant key code at the time of your booking. There are three keys given: Main Entrance Foyer Front Door Committee Room Door Store Room Door Please see Appendix A - Community Centre Layout Plan for clarification of the location of these doors. NB. There are 3 locks on the store room door, all of which are operated using the same key. 3.2 Cleaning/Washing Up Etc At the end of your event, you are required to clean and tidy the Community Centre, ready for the next hirer (unless you have paid for our Optional Clean Up Service (see 2.7). We provide a dustpan, broom and mop and bucket to assist you with cleaning the Community Centre during and after your event. However, you will need to provide your own cleaning materials (eg washing up liquid) and tea towels/dishcloths etc. 3.3 Additional Supplies In the entrance foyer near the ladies toilets, there is a cupboard and in the top part of this cupboard there are a small number of items for your use, should it be necessary. These include: Spare toilet paper Spare hand towels Spare rubbish sacks/bin liners Page 14 of 27

15 3.4 Decorating the Community Centre If you a planning a special event, you may well wish to decorate the Community Centre with balloons, banners and any other decorative items. With regards to securing such items to the walls,, there are a number of permanent hooks around the walls which can be used if required to tie bunting etc. Alternatively drawing pins can be used and we would politely request that these are only used on the boards along the middle section of the main walls. Please note nothing should be hung directly from the ceiling. 3.5 Fire Emergency plan for Temporary Responsible Person The Hirer is deemed to be the responsible person for the hiring and has legal duties with regards to the safety of those persons assisting or attending the event/function. An Emergency Plan should be drafted by the responsible person, to reduce the risk of a fire occurring and to ensure the safe evacuation of the building, should a fire occur. This plan should be considered in conjunction with the Community Centre s Fire Safety Provisions (see appendix B). Part of this plan should include advising all guests at the start of your event of the following: The non-smoking policy The fire escape routes and doors which must be kept clear at all times and immediately available for public exit The emergency alarm warning signal Who is supervising and how to identify them The location of assembly points - In the event of evacuation, all guests should assemble on the Village Green care should be taken to ensure the road to the Community Centre and the car park entrance are kept clear for emergency vehicles. Noise levels should not drown out fire alarm signal Taking only valuables immediately to hand and not to try to collect other belongings elsewhere in the building 3.6 First Aid Box & Accident Book We hope that your event will be incident free. However, there is a first aid box available for your use and this is located in the kitchen (green box with white cross). Please inform the Booking Secretary if you use any items from the First Aid Box, in order that we can ensure all such items are replaced, ready for the next booking. Should any incidents occur at the Community Centre, please ensure you complete our Accident Book, which again is located in the kitchen (near the hot water machine) and notify the Booking Secretary. Page 15 of 27

16 3.7 Lost Property Any items found after an event will be placed in the lost property cupboard, which can be located in the kitchen (near the hot water machine). If you believe you or one of your guests may have left something behind, you may contact the Booking Secretary who will arrange to check the lost property cupboard for you. Alternatively, if you are attending another booking at the Community Centre, you may have a look for yourself. 3.8 Health and Safety When using our facilities and/or our equipment, all hirers and visitors are expected to recognise that there is a duty on them to accept responsibility to do everything they can to prevent injury to themselves or others. 3.9 Who to contact if there is a problem You are welcome to contact the Booking Secretary, should you have any issues or concerns, regarding the Community Centre. horringerhallbookings@gmail.com Tel: Page 16 of 27

17 4. Checklist for Hirers - Before And On arrival For Your Booking: Below is a checklist to assist you when booking the Community Centre. Making a Booking Have you: Read our Standard Terms of Hire and completed our Booking Form Received written/ confirmation of your booking from the Booking Secretary this should confirm the date and times of your booking please check these carefully and advise the Booking Secretary immediately if there is any discrepancy. Paid your deposit (please note your booking is not secure until this has been paid). One Week Before Booking Have you: Paid any outstanding balance where possible payment should be made no less than 5 working days prior to date of booking. Received written confirmation of how to access the Community Centre (the Booking Secretary will send this to you the week before your booking, providing full payment has been received). Things you may wish to bring with you: Tea Towel/Dishcloths Washing Up Liquid/Cleaning Materials Sharp Knife (for cutting celebration cakes etc) String (for tying balloons together) Scissors (sometimes useful for cutting string when tying balloons etc!) Blue Tack (for putting up decorations) Gloves for use, if moving wooden trestle tables from store room (to avoid splinters) On arrival: Have you: Turned on hot water (if washing up etc required) Turned on Drinks Hot Water Machine (if required - takes 45 mins to heat up ready for use) Turned on Dishwasher (if required - takes 15 mins to heat up ready for use) Page 17 of 27

18 5. Checklist For Hirers At The End of Your Booking Below is a checklist to assist you at the end of your booking so that you can ensure the Community Centre if ready for the next hirer. Tidying Have you: Returned 30 red upholstered chairs to the designated area (near bar in main hall) and returned the remaining chairs to the back of stage for safety please stack chairs no more than 5 high. Returned 6ft long (non wooden) folding tables to the cloakroom area. Returned small 3ft long folding tables to the back of the stage please stand on end, six tables each side of the chairs. Returned any wooden trestles and tops in the Store Room please stack trestles flat to avoid falling. For further details on exactly where all such tables go, please see plan displayed on the wall in the store room. Returned any other chairs that you may have used to the Store Room for safety please stack these no more than 10 high. Removed all your personal belongings (including any dishcloths/tea towels etc). Cleaning Have you: Swept the Community Centre and mopped up any spillages (brooms, mops and dustpans are available in the cloakroom). Flushed toilets Ensured the Community Centre is in a clean state ready for next hirers. Eco Friendly Have you: Turned off Hot Water (switch near light switch in kitchen) Turned off any other appliances used in kitchen (except for fridge, which can remain on) Turned off all lights Turned off all water taps Security Have you: Closed all windows and curtains Checked all fire doors are closed Locked Front Door (and Committee Room Door & Store Room Door, if used) Reporting PLEASE LOCK DOORS SECURELY Have you: Reported any accidents, breakages or damage to the Booking Secretary It is your responsibility to ensure the Community Centre is ready for next hirer and as such we thank you for your co-operation Page 18 of 27

19 5.1 Guidance for locking main doors: To lock front door: Close door, ensuring it has closed securely at the top and bottom Lift handle fully to engage lever lock and turn key fully Check it is locked Return keys to key box To lock committee room: Close door Turn key to right Check it is locked Return keys to key box To lock store room: Close door Lock all 3 locks (top, middle and bottom) using same key Check it is locked Return keys to key box Page 19 of 27

20 Up Up Up Appendix A Horringer Community Centre Layout Plan Horringer Community Centre Layout PP 4m 5m PP w Committee Room 4m Social Club PP PP Cloak Area PP Stage CO2 10m 16m Main Hall PP DP PP Kitchen PP W PP Main Entrance/Exit PP PP DP W PP PP Bar Services PP Dry Powder Fire Extinguisher Emergency Exit Store Room DP W CO2 Page 20 of 27 CO2 Fire Extinguisher Water Fire Extinguisher Box First Aid Box & Accident Book P Fire Alarm Power Point Public Pay Telephone

21 Appendix B Horringer Community Centre Fire Safety Provisions and Requirements 1. Hirer s Responsibility The hirer is responsible for making themselves familiar with the Fire Safety Provisions and Fire Action Requirements of the Community Centre and for drafting their own Emergency Plan within these Provisions with regard to the actions necessary to reduce the risk of a fire occurring and evacuation of the building should a fire occur. The number, knowledge and physical capabilities of people using the Community Centre within their hire period must be taken into account. Part of this plan should include advising all guests at the start of your event of the following: The non-smoking policy The fire escape routes and doors which must be kept clear at all times and immediately available for public exit The emergency alarm warning signal Who is supervising and how to identify them The location of assembly points In the event of evacuation, all guests should assemble on the Village Green care should be taken to ensure the road to the Community Centre and the car park entrance are kept clear for emergency vehicles. Noise levels should not drown out fire alarm signal Taking only valuables immediately to hand and not to try to collect other belongings elsewhere in the building 2. Fire Escape Routes The building can be evacuated through 5 external doors. All are at ground level with no steps except the Committee Room entrance/exit which has one step down. All fire escape routes, including internal doors, MUST be kept clear of obstruction internally and externally. 2.1 Lobby/Toilets Via main entrance/exit door. This door is lockable from both outside and inside and MUST be left unlocked when the building is in use. Alternatively via the Main Hall or the Kitchen as below. 2.2 Main Hall External double fire exit door (panic bar - not lockable), or Via double swing doors into Lobby then main entrance/exit door. This external door is lockable from both outside and inside and MUST be left unlocked when the building is occupied. 2.3 Stage Via internal door into Committee Room and then external entrance/exit door. Although this external door is lockable from the outside it can be opened from the inside at all times using the panic bar, or via the Main Hall as above. Page 21 of 27

22 2.4 Committee Room External entrance/exit door. Although this door is lockable from the outside it can be opened from the inside at all times using the panic bar, or via Stage and Main Hall as above. 2.5 Kitchen External fire exit door (panic bar - not lockable), or via Lobby as above. 2.6 Bar Services External fire exit door (panic bar - not lockable). Note : Internal door between Kitchen and Bar Services is normally locked for security. 3. Fire Alarm System This a manually initiated audible alarm activated by break-glass call points at all exits from the building except Bar Services. There is no auto dial facility and the Fire Services MUST be alerted (999) using the phone in the Lobby or a mobile phone in the event of a fire, describing the location as Horringer Community Centre IP29 5RU. The responding Fire Officer in charge MUST be met on arrival and given details of the incident, state of the evacuation and any persons missing. When the alarm is sounded the power supply to the sockets on the stage is isolated. Any amplified sound equipment MUST be supplied from these sockets to allow any fire alarm to be heard throughout the building. 4. Smoke Detection There is a detector in the Main Hall which provides an audible alarm only. 5. Lighting 5.1 Emergency Exit Lighting There are lights showing exits routes above all appropriate doorways except the main entrance/exit door. The lights are on continuously whether or not the building power supply is on. 5.2 General Emergency Lighting In the event of a failure in the building power supply emergency lighting will come on in all areas. 6 Fire Extinguishers There are fire extinguishers of an appropriate type in all areas of the building. Do not use a water extinguisher (Lobby and Main Hall) for electrical fires. Do not use extinguishers unless your escape route is clear and do not delay in evacuating the building in the event of a fire. Page 22 of 27

23 7 Fire Prevention 7.1 Smoking Smoking is not permitted anywhere within or close to the building. 7.2 Candles, Fireworks and Similar Decorative Effects These are not permitted anywhere within or close to the building. 7.3 Flammable Materials Flammable liquids, aerosols, compressed or liquefied gases are not permitted anywhere within or close to the building. 8 Portable Electrical Equipment All portable mains powered electrical equipment brought into the Community Centre MUST be safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations Page 23 of 27

24 Appendix C - Horringer Community Centre Health and Safety Policy Part 1 General Statement of Policy This document is the Health and Safety Policy of Horringer Community Centre. The Trustees of the Horringer Community Council (the Management Committee) consider the promotion of health and safety to its employees at work and those who use its premises, including contractors who may work there, to be of great importance. Therefore it is our policy to do all that is practical to prevent personal injury and damage to property and to protect everyone from foreseeable hazard and danger when using the centre Trustees will ensure there is always appropriate insurance cover ie public liability and personal accident cover. Our policy is to: a) Provide healthy and safe working conditions, equipment and systems of work for our hirers, visitors, employee(s), volunteers, and committee members. b) Keep the Community Centre and equipment in a safe condition for all users. c) Provide such training and information as is necessary to users. It is the intention of the 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. The Management Committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage hirers, visitors, employee(s), volunteers, and committee members to engage in the establishment and observance of safe working practices. Hirers, visitors, employee(s) and volunteers 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 within the Health and Safety Policy document and to accept responsibility to do everything they can to prevent injury to themselves or others. Continuous improvement can only be achieved by open communication and participation by all. Signed: (On behalf of the Management Committee) Position: Date: Page 24 of 27

25 Part 2: Organisation of Health and Safety The Management Committee has overall responsibility for health and safety at Horringer Community Centre. The person (s) delegated by the Management Committee to have day to day responsibility for the implementation of this policy is/are: The Booking Secretary: Name: Lynsey Fuller Telephone No: Address: The Chairman: Name: Wendy Cullingworth Telephone No: Address: It is the duty of all employees, hirers and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the Management Committee in keeping the premises safe and healthy, including the grounds. Should anyone using the Community Centre come across a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform the person/s above, as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used and it should be placed in the kitchen. The following persons have responsibility for specific items: First Aid box/s Reporting of accidents Information to hirers Insurance Fire precautions and checks Training in use of hazardous substances and equipment Information to contractors Risk assessment and inspections Booking Secretary Booking Secretary/Hirers Booking Secretary Treasurer Nominated Fire/Health & Safety Officer Nominated Fire/Health & Safety Officer Instructing Committee Member Nominated Fire/Health & Safety Officer A plan of the hall is given in Appendix A confirming the location of fire exits, fire extinguishers etc. Page 25 of 27

26 Safety Rules All hirers will be expected to read the whole of our Terms and Conditions (and Essential Information) Document and they must indicate when booking that they have done so and that they agree to the terms and conditions included. Information within this document includes safety procedures at the hall which hirers and their visitors will be expected to follow (e.g. fire evacuation procedures, use of trolleys to move heavy equipment, use of equipment) and the location of the accident book, first aid box and health and safety file in the kitchen. The Management Committee has carried out risk assessments, including those for hazardous substances and fire. A Health & Safety and risk assessment file is available in the kitchen at the Community Centre listing the hazards identified through the risk assessment and any procedures that should be adopted in order to minimise risk. 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 Management Committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others. The following practices must be followed in order to minimise risks: Make sure that all emergency exit doors are clear and unlocked as soon as the hall is to be used and throughout the hiring. Do not operate or touch any electrical equipment where there are signs of damage, exposure of components or water penetration etc. Do not work on steps or ladders until they are properly secured and another person is present. Do not leave portable electrical or gas appliances operating while unattended. Do not attempt to move heavy or bulky items (e.g. stacked chairs) - use the trolleys provided. Do not attempt to carry or tip a water boiler when it contains hot water. Leave it to cool. Do not allow children in the kitchen except under close supervision (e.g. in the case of older children, for supervised serving of food at functions). Avoid over-crowding in the kitchen and do not allow running. Wear suitable protective clothing when handling cleaning or other toxic materials. Be aware and seek to avoid the following risks: creating slipping hazards on stairs, polished or wet floors mop spills immediately creating tripping hazards such as buggies, umbrellas, mops and other items left in halls and corridors use adequate lighting to avoid tripping in poorly lit areas risk to individuals while in sole occupancy of the building Page 26 of 27

27 risks involved in handling kitchen equipment e.g. cooker, water heater and knives creating toppling hazards by piling equipment e.g. in store cupboards. Contractors The Management Committee will check with contractors (including self-employed persons) before they start work that: they contract is clear and understood by both the contractors and the committee. the contractors are competent to carry out the work e.g. have appropriate qualifications, references, experience. contractors have adequate public liability insurance cover. contractors have seen the health and safety file and are aware of any hazards which might arise (e.g. electricity cables or gas pipes). contractors do not work alone on ladders at height (if necessary a volunteer should be present). contractors have their own health and safety policy. the contractor knows which member of the Management Committee to contact and inform when the work is complete. any alterations or additions to the electrical installations or equipment must conform to the current regulations of the Institute of Electrical Engineers. Insurance The Management Committee has taken out Employer s Liability and Public Liability insurance cover: Name of insurer: NFU Mutual Address of insurer: Agriculture House, Risbygate St, Bury St Edmunds, Suffolk IP33 3AA Tel No of insurer: Policy No.: 080X /N06 Date of Renewal: Review of Health and Safety Policy The Management Committee will review this policy annually. The next review is due in July Committee members with responsibility for aspects of health and safety will report to the Management Committee meetings (or before if required), advising of any accidents, faults, misuse by hirers or other matters which could affect the health and safety of users or employees. Page 27 of 27