Unitarian Meeting Hall Hirers Guide

Transcription

1 Unitarian Meeting Hall Hirers Guide Unitarian Meeting Hall Brunswick Square Bristol BS2 8PE Ethical Property Company Brunswick Court Brunswick Square Bristol BS2 8PE Tel: David Fells Centre Manager Telephone: Mobile: Suze Hall Office & Services Administrator Telephone: Mobile: Karl Stewart (Unitarian Trustee) Out of Hours Emergency Contact The Ethical Property Company Head Office The Old Music Hall, Cowley Rd, Oxford OX4 1JE Tel: Fax: The Meeting Hall in the Unitarian Chapel is managed on behalf of the Unitarian congregation by the Ethical Property Company. This document is designed to outline the specific procedures with respect to the use of the Hall by its Hirers. If you have any queries or comments regarding the contents of this document please see the Office & Services Managers. Bookings, viewings and enquiries should be made through the Office & Services Administrator. Unitarian Meeting Hall - Hirers Handbook Page 1 Last Updated 29/06/2016

2 Table of Contents 1. Getting Here / Green Commuting Plans By Bicycle By Bus On Foot By Car The Space What s Included What s Not Included Wifi Security (Access in and out of the Building) The first person in must: The last person out must: Specifics on the intruder alarm system Health & Safety Including Fire First aid Fire Cleaning Environmental Impact & Waste Management Recycling facilities Landfill waste Waste electrical and electronic equipment (WEEE) Hazardous waste Energy and Water Efficiency Heating Lighting Disability Access and Awareness Safeguarding Policy Payment Cancellation policy Deposit Full Terms and Conditions... 9 Unitarian Meeting Hall - Hirers Handbook Page 2 Last Updated 29/06/2016

3 1. Getting Here / Green Commuting Plans Ethical Property has a policy of discouraging car use and encouraging walking, cycling and the use of public transport. Hirers are encouraged to avoid unnecessary car journeys. For information on sustainable options please ask the Office and Services Administrator for a copy of our sustainable travel leaflet. A belief outline of the various options for getting to the chapel is outlined below: 1.1 By Bicycle Bicycle racks are provided within the grounds of the Chapel to the left of the main doors 1.2 By Bus The nearest bus stops are on Cheltenham Rd, Bond Street or Horsefair (Broadmead). All of which are about a 5 minute walk from Brunswick square and the Unitarian Chapel. 1.3 On Foot Bristol City Centre is only 10 minute walk from the Unitarian Chapel. From Horsefair (where Cabot Circus and Broadmead meet head up the path next to McDonalds onto Bond Street, Cross the road at the traffic lights and head up Gloucester Street and into Brunswick Square. The Unitarian Chapel is directly in front of you. 1.4 By Car There are pay and display parking bays within Brunswick Square that are active 24hours a day 7 days a week with a maximum stay of 2 hours. Additional Parking can be found at Cabot Circus Car Park or the St. Barton Street NCP. 2. The Space The Hall is 1,345 ft 2 (125m 2 ), with a maximum standing capacity of 200. Hire of the Hall includes use of the toilets (including disabled accessible facilities) and kitchen on the ground floor of the Chapel. When you plan your booking, please allow enough time within your session for setting up and clearing up. Bookings are often booked in back to back so please ensure you arrive and leave promptly at the times arranged with the Office and Services administrator. 2.1 What s Included The following items and equipment is supplied as standard with the hire: 70x Chairs without Armrests 5x Chairs with Armrests 6x 6ft Trestle Tables 6x 5ft Trestle Tables 1x Flipchart, Flipchart Paper and Pens 1x Upright Piano Tea and Coffee Making Facilities (Tea, Coffee and Sugar is supplied however we would be grateful for donations towards replenishing the stocks). Milk is not supplied. Unitarian Meeting Hall - Hirers Handbook Page 3 Last Updated 29/06/2016

4 A Selection of Crockery & Cutlery. Free Wifi (Please see 2.3 for details) Baby Change Facilities Use of the PA System 2.2 What s Not Included Access to the First Floor 1x Electric Organ (Can be hired for an additional fee) 2.3 Wifi The Unitarian Chapel benefits from free wifi the login details are as follows: Username: UC Guest Wifi Password: UnitarianWifi 3. Security (Access in and out of the Building) Security is very important in this building both because of the nature of the area and the nature of work carried out in the area. Please remain vigilant and never leave entrance doors unattended. If in doubt, please contact a member of Ethical Property staff who will be happy to induct or recap on security procedures. 3.1 The first person in must: Collect the keys from EPC Remove the gate padlock. Enter through the blue front door by placing the fob against the black panel and unlocking the door whilst the green light is illuminated. If the alarm is beeping - turn it off using the code supplied. Move the hirer s In/Out slider to the In positon to signal to other building users that the hall is occupied. 3.2 The last person out must: Check that all windows are closed and doors locked. Check that lights are switched off. Move the hirer s In/Out board to the Out positon to signal to other building users that the hall is unoccupied. If the rest of the building is unoccupied as signaled by the other In/Out sliders please set the alarm. Ensure the entrance door is securely closed behind them Padlock the gate. Unitarian Meeting Hall - Hirers Handbook Page 4 Last Updated 29/06/2016

5 3.3 Specifics on the intruder alarm system To unset/set the alarm: Enter your 4 digit code and press Enter (the button with a tick on) Note: When you set the alarm it emits a high-pitched beep which should for last for 30 seconds. At first this will be a fast beep but once the kitchen door is closed and bolted this should change to a slow beep. If this change in tempo does not occur then it is likely that there is a door or window somewhere in the building which has been left open, the beeping will continue and the alarm will not set properly. In this case, enter your code again to unset the alarm, locate the door or window that needs to be closed and restart the exit procedure. If the alarm goes off: Enter your 4 digit code and press Enter. If the alarm does not stop, wait a few seconds and try again. If it still does not stop please contact the relevant person listed on the front page of this document. Please report any issues with the alarm system as soon as possible. 4. Health & Safety Including Fire 4.1 First aid There is a communal first aid kit and an accident book in the kitchen. The first aid kit is maintained by Ethical Property Company. It is important that any accidents are recorded in the accident book. Please inform the Office and Services Administrator if any items are used so that they can be restocked as necessary. 4.2 Fire Break glass fire alarm points are located by the main glass door, by the kitchen exit, in the kitchen and by the emergency exit in the main hall. On Discovering a Fire: Make your way to the nearest exit and sound the alarm If the fire is small you may wish to tackle it using the fire equipment provided however DO NOT TAKE RISKS. Your main concern should be evacuating safely and leave firefighting to the fire brigade. On Hearing the Fire Alarm: Evacuate the building as quickly as possible and go to the assembly point in the centre of Brunswick Square. If exiting through the kitchen try to pick up the fire log book as this has useful information. Call the fire brigade on 999 (the alarm is not automatically connected to the Fire Brigade) Inform someone from the ethical Property management team. The alarm is tested weekly and a full evacuation drill is held every six months (hall users may not always be informed in advance). Unitarian Meeting Hall - Hirers Handbook Page 5 Last Updated 29/06/2016

6 5. Cleaning General cleaning of the Chapel is performed 3 times a week however Hirers are responsible for tidying and cleaning up after themselves. Cleaning supplies and Bin Bags are stored under the sink. The hoover and the mops are in the cupboard on the way to the toilets. Please use the red mop and bucket for the toilets and the blue mop and bucket for all other areas. The toilets and kitchen areas are also used by the office tenants on the first floor and the Unitarian congregation, so please keep them clean and tidy. Clean tea towels are kept in the drawers to the left of the sink in the kitchen. Please place dirty towels in bin provided. If there are any issues with the cleanliness of the building lease contact the Centre Manager. 6. Environmental Impact & Waste Management Ethical Property aims to reduce waste from our centres as much as possible, to reuse items where possible and to recycle as much of the waste produced as we can. We require your participation to help us achieve these aims and to make the waste management in the building effective and economical. 6.1 Recycling facilities The following recycling bins can be found in the kitchen: Mixed Recycling (paper, cardboard, plastic [except black plastic], cans, foil) Glass Batteries 6.2 Landfill waste Non-recyclable waste can be put into the bin in the kitchen. When full, please tie the top of the black bag and leave by the entrance. Replacement sacks can be found in the cupboard under the sink. 6.3 Waste electrical and electronic equipment (WEEE) Some waste electrical and electronic equipment (WEEE) is classified as hazardous/special waste. This includes WEEE that contains hazardous components or substances such as: polychlorinated biphenyls, eg in capacitors ozone-depleting substances, eg in fridges and freezers asbestos fluorescent tubes nickel cadmium batteries cathode ray tubes, eg in some televisions and older computer monitors. Unitarian Meeting Hall - Hirers Handbook Page 6 Last Updated 29/06/2016

7 Please do not put any of these items into the general waste, instead please contact the property management team to discuss disposal options. 6.4 Hazardous waste Occasionally there may be needles or condoms in the vicinity of the chapel. Do not attempt to remove them yourself but please let the Property Manager know. If you are unable to contact the Property Manager and items are causing a danger to others please ring Bristol City Council s Drug and Sex Litter Rapid Clean Up Team on Energy and Water Efficiency We can all assist in reducing the environmental footprint of the Chapel. 7.1 Heating The building is heated via night storage heaters which are controlled via thermostats. Please do not adjust the heating but report any issues to the Property Manager. Hirers are not permitted to use electric heaters in the Unitarian Chapel. 7.2 Lighting Please only turn on the section of lights when required and check that all the lights are turned off when you leave the building, particularly in the toilets. 8. Disability Access and Awareness From Brunswick Square there is level access to the main hall. The Hall is fitted with a hearing loop system. There is a disabled access toilet on the ground floor which has a pull chord to alert for assistance. If an alarm is raised (flashing light outside the door) and needs to be reset, please follow the instructions by the pull chord. If you have any queries or require any assistance with disabled access then please contact the Office and Services Administrator. 9. Safeguarding Policy Children and vulnerable adults have the right to be protected from harm. If your hire event involves children or vulnerable adults it is important that a clear policy, outlining how they will be kept safe and responding to any protection concerns, should be created. If your organization does not have their own safeguarding policy you must abide by the policies laid out within the Unitarian s own safeguarding policy. Unitarian Meeting Hall - Hirers Handbook Page 7 Last Updated 29/06/2016

8 10. Payment Once your booking is confirmed (by completing a booking form) our accounts team will go about raising an invoice. Once you receive the invoice you have thirty days to pay for the hire. Payment can be made by BACS or cheque details will be included on the invoice Cancellation policy If you have to cancel your booking for any reason, please give as much notice as possible to the Office & Services Manager. The following charges apply on cancellation: More than 2 weeks notice Less than 2 weeks notice administration fee Full hire charge We reserve the right to cancel your booking if necessary for operational reasons (e.g. building works) or because the Hall is unexpectedly required by the Unitarian congregation for events such as funerals. In the very unlikely event that this happens, we will give you as much notice as possible and try to offer you a suitable alternative booking. If you choose not to make an alternative booking, we will refund your hire charge and booking fee in full but will not be liable to make any other compensation Deposit Please collect they keys for the Unitarian Chapel from the Ethical Property Company office at Brunswick Court (next door to the Chapel). A deposit of 50 in cash will be required. This will be returned to you at the end of your session, provided that: a) The keys and electronic fob has been returned, and; b) The Chapel has been left in good condition requiring no additional clearing, rearranging of furniture required and that there has been no loss or damage to the premises or any equipment. Otherwise the full deposit will be kept for up to two weeks until the cost of replacement/repair has been ascertained and that cost will be deducted from the deposit. If you do not return the keys within 48 hours of the end of your booking (unless previously agreed with the Office and Services Administrator) you will forfeit your deposit. Unitarian Meeting Hall - Hirers Handbook Page 8 Last Updated 29/06/2016

9 11. Full Terms and Conditions These conditions apply to the Hirer named on the booking form and any persons given access to the Chapel by the Hirer or the Hirer s organisation during the booked session. The Hirer is responsible for ensuring that these conditions are complied with. 1. The Hall is a place of worship. Please ensure that the Hall users behaviour is appropriate at all times. 2. The Hirer (or the person who is named on the booking form as being responsible for the session) must remain on the premises throughout the session. 3. The Hall may be used only for the purpose stated on the booking form. No illegal activities may be conducted on the premises. 4. The Hall capacity of 200 people must not be exceeded at any time. 5. The Hirer is responsible for obtaining Public Liability Insurance and any other relevant insurance. 6. The Hirer is responsible for obtaining and complying with the terms of any licences which may be needed from the Performing Rights Society, Phonographic Performance Ltd, the local authority or any other such body. 7. The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries. 8. The Hall users must comply with all the conditions made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates' Court or any other such body. 9. If the Hall users are preparing, serving or selling food during the session, they must comply with all the relevant health and hygiene legislation and regulations. 10. The Hirer must indemnify the Unitarian Chapel for damage or loss caused to the premises by Hall users. 11. The Hirer must ensure that any electrical appliances brought onto the premises and used there are safe and in good working order and used in a safe manner. 12. Any personal injury or loss or damage to property must be reported to the Office and Services Administrator at the end of the session (or immediately if serious). 13. No alcohol may be sold on the premises. However it can be served free of charge at events. 14. Smoking is not permitted on the premises. 15. The Licensee confirms that they are fully aware of the principles contained in the government documents 'Safe from Harm' and Working Together to Safeguard Children and undertake to adopt the recommended practice in all work with children and young people under the age of 18 years. Where working with adults who may be at risk of abuse it is the expectation of the organisation that the Licensee will follow the principles outlined in No Secrets and the ADSS document Safeguarding Adults a national framework of standards for good practice and outcomes in adult protection work'. 16. Hall users may not use the organ in the Hall, unless this has been agreed with the Office and Services Administrator. 17. The booking times must be strictly adhered to, and the premises must be cleared and vacated promptly at the end of the session. Furniture in the Hall must be replaced in the positions shown on the attached plan. 18. All keys and electronic key fobs must be returned to the Office and Services Administrator at the end of the session, or the next working day if outside office hours. Late returns may result in a forfeit of the deposit. 19. Any rubbish produced during the session must either be removed from the Chapel at the end of the session, or put in the appropriate rubbish bin or recycling containers in the kitchen. 20. Nothing must be affixed to the walls of the hall with blue tack or any other form of adhesive. If evidence of the use of adhesives is found A charge of 25 will be added to your bill to cover any additional repair costs. Unitarian Meeting Hall - Hirers Handbook Page 9 Last Updated 29/06/2016