St Michael s Parish Hall hirers guide

St Michael s Parish Hall hirers guide St Michael s Parish Hall Park Lane Bristol BS2 8BE Tel. 0117 916 6489 Ethical Property Company Brunswick Court Brunswick Square Bristol BS2 8PE Tel: 0117 9166 489 southwest@ethicalproperty.co.uk David Fells Centre Manager Telephone: 0117 916 6459 Mobile: (0)7740511711 david@ethicalproperty.co.uk Suze Hall Office & Services Administrator Telephone: 0117 916 6420 Mobile: 07579 965 938 bristolbookings@ethicalproperty.co.uk Out of Hours Emergency Contact David Fells - 07952821112 Veronica Lyell - 07947 769 241 The Ethical Property Company Head Office The Old Music Hall, 106-108 Cowley Rd, Oxford OX4 1JE Tel: 01865 207810 Fax: 01865 207828 www.ethicalproperty.co.uk info@ethicalproperty.co.uk Emergency Key holders/ Security call out* BSPM 0845 301 4130 The Parish Hall is managed on behalf of the Parish hall Trustees 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. *In an emergency situation if you are unable to reach any EPC staff please call BSPM on the number above as they have additional contact details on file. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 1

Table of Contents 1. Getting Here... 3 1.1 By Bicycle... 3 1.2 By Bus... 3 1.3 On Foot... 3 1.4 By Car... 3 2. The Space... 3 2.1 What Included... 4 2.2 What s Not Included... 4 3. Security (Access in & out of the building)... 4 3.1 Entrance doors... 4 3.2 The playground entrance... 5 3.3 Lower ground floor entrance... 5 3.4 Intruder Alarm... 5 4. Health & Safety Including Fire... 5 4.1 First aid... 5 4.2 Fire... 5 5. Cleaning... 6 6. Environmental Impact and Waste Management... 7 6.1 Recycling facilities... 7 6.2 Landfill waste... 7 6.3 Sanitary bins... 7 7. Energy and Water Efficiency... 7 7.1 Heating... 7 7.2 Lighting... 7 7.3 Water... 7 8. Payment... 8 9. Full Terms & Conditions... 8 St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 2

1. Getting Here 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 There are four bicycle racks provided behind the ramp into the hall. In addition perimeter railings surrounding the site can be used for securing bicycles. In order to protect the fabric of the building cyclists are not permitted to bring bicycles into the Hall. 1.2 By Bus The nearest bus stops are on Park Row and St Michael s Hill both are a 2 minute walk from the hall. 1.3 On Foot Bristol City Centre is only 10 minute walk from the Parish Hall. From St Augustine s Parade (Outside the Hippodrome) walk up Colston Street until you reach the junction with Perry Street, cross Perry Street at the Pedestrian crossing and then walk up Perry Street towards Park Row. Turn right onto old park hill and follow this up until it turns into Old Park the Parish Hall is directly in front of you. 1.4 By Car The St Michael s Church of England Primary School is next door to the Parish Hall It has been agreed that hirers of the hall can use their top playground for parking during evenings and weekends. This is the area of carpark behind the hall. PLEASE DO NOT PARK ON THE LOWER CAR PARK NEARER TO THE SCHOOL BUILDINGS AND PLAY EQUIPMENT. A key for the playground gate will be provided with the hire. Use of the car park is at the individuals own risk the SMPH Trustees and Ethical Property Company take no responsibility for anything lost or stolen. Additional Pay and Display parking can be found on Park Row / Perry Street. 2. The Space The Parish Hall is approximately 144m2 (9 x 16m), with a maximum seated capacity of 60 and a maximum capacity of 200. Hire of the Hall includes use of the toilets and kitchen on the ground floor. 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. The kitchen is located on the right of the entrance and. Users of the kitchen are expected to leave the area as they find it (this includes clearing away any washing up); any costs involved for replacing broken items will be passed on to those concerned. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 3

2.1 What Included The following items and equipment is supplied as standard with the hire: 60x Folding Chairs located in the corridor between the hall and the toilets 4x 6ft folding Trestle Tables located in the corridor between the hall and the toilets 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. A Selection of Crockery & Cutlery. Use of the fridge-freezer, microwave and small electric oven. 2.2 What s Not Included Access to the main school Kitchen Access to the classroom next to the communal kitchen (can be hired at an additional cost) Use of the gym wall Access to the School store cupboard or use of the modular staging, sport equipment or other school equipment * *PLEASE NOTE during the December term dates the modular staging will be setup for the school nativity, during this time hirers may use the staging in situ but are not allowed to move it around the hall. 3. Security (Access in & out of the building) The main entrance to the premises is through the pedestrian gates on Park Lane, directly opposite Old Park. While this padlock may be unlocked when a hirer arrives they must lock it upon leaving the building - with the exception of Thursday evenings when the gates must be left open to enables the council waste operatives to empty the wheelie bin on Friday mornings. Security is very important 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 Entrance doors The main door to the hall is through the gates on the right hand side and is opened with the main key that is issued to hirers. There is a secondary entrance further down with may be used for disabled access however please be aware that the ramps gradient is steeper than would normally be recommended. This secondary entrance can only be opened from inside the Hall. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 4

3.2 The playground entrance Users of the Hall have permission to use the upper school playground area for car parking. This is accessed through a locked gate down the slope to the right of the entrance. This gate requires the second key that is issued to hires. Once within the playground it is the area on the left that hirers are allowed to use. Please do not park on the lower playground nearer to the school buildings and play equipment. 3.3 Lower ground floor entrance There is a rear entrance to the lower ground floor which can be accessed by crossing the playground. The entrance door is a fire door so can be opened from the inside without a key. It can be opened from the outside using the same key as the main entrance. 3.4 Intruder Alarm The intruder alarm sets automatically at night. Please contact the Ethical Property Staff for more information or to arrange altering the timings. 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 The building is protected by a wireless fire alarm system. The panel is located in the entrance corridor and there are call points by the three exit doors and one by the top of the stairs. There are heat detectors in the kitchens, boiler room and exit corridors. To aid evacuation for the hearing impaired the sounders in the toilets also contain visual beacons. On discovering a fire - make your way to the nearest fire exit and sound the alarm by pushing the call point. On hearing the fire alarm - Please evacuate the building as quickly as possible, collecting the fire log book from next to the fire alarm panel in the entrance corridor, if it is safe to do so, and report to the fire assembly point on the corner of Old Park. (See plan below). The alarm is not monitored so once safely at the assembly point you will have to call the fire brigade on 999. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 5

False alarms If you are certain that the alarm has been activated in error please call the property management team on the numbers listed on the cover page of this hirers guide. If no one from the property management team can be reached please call BSPM to attend site and reset the alarm. Call out fees for BSPM relating to false alarms will be recharged to the hirers responsible. Fire exits The fire escape routes are checked weekly to ensure they are clear and fire doors are also checked weekly to ensure proper closure. Fire extinguishers Extinguishers are provided for tackling small fires or for aiding evacuation; however DO NOT TAKE RISKS Your first priority should be your safety. 5. Cleaning General cleaning of the Chapel is performed every weekday between 5am 7am however Hirers are responsible for tidying and cleaning up after themselves. Cleaning supplies and Bin Bags are stored under the sink in the kitchen. 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. There is a dustpan and brush and a broom stored by the chair racks outside the far end of the Hall. 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. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 6

6. Environmental Impact and 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 Recycling bins for paper, glass, cardboard, plastic and cans are provided outside the main entrance. 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 Place in the Wheelie bin outside the main entrance. Replacement sacks can be found in the cupboard under the sink. 6.3 Sanitary bins Sanitary bins are provided in all of the ladies toilets. 7. Energy and Water Efficiency We can all assist in reducing the environmental footprint of the hall. 7.1 Heating The heating is controlled by a thermostat and is set to come on automatically on school days from 6.30am to 5.30pm. For other times there is an override control. The override control knob is the higher of the two on the wall outside the boiler room and this can be wound clockwise for additional hours of heating. The lower control knob is for use in school holidays. 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. 7.3 Water The water is currently not metered. In case of an emergency leak the stop cock is located on the right hand side at the back of the cleaners cupboard. Disability Access and Awareness There is a wheelchair ramp at the front of the building to enable wheelchair access, however wheelchair users may need assistance if the front gate is not already open and the double door entrance into the Hall needs to be opened from the inside before access is gained. The ramp is steeper than the recommended 1:12 gradient. There are currently no disabled toilet facilities. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 7

The fire alarm sounders within the toilets also contain visual beacons to ensure people with hearing impairment are made aware of the need to evacuate. A large text version of this guide is available for those with visual impairment. If you have any queries or require any assistance with disabled access then please contact the Office and Services Administrator. 8. 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 15.00 administration fee Full hire charge We reserve the right to cancel your booking if necessary for operational reasons (e.g. building works). 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 Parish hall from the Ethical Property Company office at Brunswick Court. A deposit of 50 in cash or cheque will be required. This will be returned to you at the end of your session, provided that: a) The keys have been returned, and; b) The Hall 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. 9. Full Terms & Conditions These conditions apply to the Hirer named on the booking form and any persons given access to the Hall by the Hirer or the Hirer s organisation during the booked session ( Hall users ). The Hirer is responsible for ensuring that these conditions are complied with. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 8

1. 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. 2. The Hall may be used only for the purpose stated on the booking form. No illegal activities may be conducted on the premises. 3. The Hall capacity of 150 people must not be exceeded at any time. 4. The Hirer is responsible for obtaining Public Liability Insurance and any other relevant insurance. 5. The Hirer is responsible for obtaining any licences which may be needed from the Performing Rights Society, the local authority or any other such body, and for compliance with the terms of those licences. 6. 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. 7. 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. 8. 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. 9. The Hirer must indemnify the Hall Trustees for damage or loss caused to the premises by Hall users. 10. 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. 11. Any personal injury or loss or damage to property must be reported to the Property Manager at the end of the session 12. Smoking is not permitted on the premises. 13. The booking times must be strictly adhered to, and the premises must be cleared and vacated promptly at the end of the session. 14. All keys must be returned to the Property Manager within 48 hours from the end of the booking. If the booking takes place on a weekend, keys must be returned the following Monday. Failing to return the keys within this time (unless otherwise agreed with the Property Manager) will incur a fee. 15. Any rubbish produced during the session must either be removed from the Hall at the end of the session, or put in the appropriate rubbish bin or recycling containers in the kitchen. St Michael s Parish Hall Hirers Guide. Last updated 22 August 2017 Page 9