Guidance notes
These notes should be read by all hall users before submitting a booking confirmation
EDITH BANKES MEMORIAL HALL, HIGH STREET, NORTHOP.
REGISTERED CHARITY NO. 217747
Contact us: -
For bookings and other enquiries 01352 840 209
Please report any problems that have occurred on ebmhnorthop@gmail.com
Guidance for all users of the hall
General for all hall users.
All users of the hall need to be aware of these guidance notes and their responsibilities before they use the hall.
These notes are to help you to enjoy the facilities of the hall in a safe and secure manner and to ensure that your actions do not negatively impact on the use of the hall by other users.
It is important to note the following: -
Regular bookings
All regular bookings are assumed to be indefinite unless we are told otherwise.
Regular users will be required to complete an annual update to ensure that we have up-to-date information about the group and that we comply with GDPR.
The form asks what time you will need to enter that hall, and what time you leave the hall (NB – this is not the same as the time of your event.)
The form is sent to all users in September each year (it is an on-line form). In subsequent years it will only be necessary to report any changes and to agree to the conditions and GDPR.
Most regular users will be provided with their own key. The key is to be returned if you stop using the hall. Please ensure that the door is locked when you leave unless specifically requested to leave it open or if the next group has already arrived.
Please contact us directly about any changes to your booking e.g., cancellations, changes to times
You will be invoiced according to the agreed schedule.
Payment by bank transfer is preferred
Occasional Bookings
All occasional bookings must be discussed with us (by email of phone call) before completing the booking form (to agree availability, timing, cost and any other arrangements)
It should be noted that availability is visible on the calendar at the bottom of the “Hire the hall” page on the website.
All occasional users must complete a booking confirmation form.
The booking form is available on our website as an on-line form (preferred)
The form asks for
Please contact us directly about any changes to your booking e.g., cancellations, changes to times. Failure to contact us if you cancel may result in you being charged even if you do not use the hall.
You will be sent an invoice prior to the event. It will explain how payment should be made.
Payment by bank transfer is preferred.
Occasional events should be paid for before the day of the event.
Roles and responsibilities
The primary contact person.
The primary contact person will be the first point of contact if we (the management of the hall) need to contact the group.
This will be the person the bill is sent to (unless we are instructed otherwise, see below)
The responsible person.
All users are required to identify a “Responsible Person” who: -
The treasurer
The person we send the invoice to if it is different to the primary contact person.
Responsibilities of the “Responsible person”
Step 1 – Before the event the responsible person must familiarise themselves with these notes.
The responsible person is the person who in the event of an emergency will be responsible for ensuring that appropriate action is taken e.g. evacuation of all persons, reporting. They: -
Step 2 – While the user group are in the hall the responsible person must inform, monitor and act: -
At the start
Make sure that everybody is aware of the emergency exits and assembly points
Keep a register of all persons present if practical
Advise where facilities are to be found
Remind about the smoking policy (note – smoking is not permitted within 5 metres from the doors to prevent smoke entering the building)
Ensure that food hygiene requirements are met
Ensure that any of the groups own equipment is safe and used in accordance with manufacturers instructions (electrical equipment must be PA tested)
Monitor and maintain vigilance
Look for sources of fire (NB – naked flames such as candles are not permitted)
Look for other activities that can cause harm to persons
Ensure fire exits are clear at all times
Act if required
If action is required the responsible person must facilitate the action e.g. raise alarm and evacuate the building, seek first aid.
Contact a member of the hall management if required (see list below)
Step 3 - After the event – the responsible person must check, clear and close:
Clear
Make sure that hall equipment is returned to appropriate place.
Ensure tables are wiped down; chairs, tables and benches are put away,
Remove your own equipment and materials.
Please use the waste and recycling facilities provided.
Avoid leaving food waste outside the hall as it can attract vermin; take it home if you can.
Check the hall for litter or other material that may have been spilt (NB – brushes, mops, bucket are available in cleaning cupboard)
Check
That all taps, lights and other electrical equipment are turned off, especially the toilets.
Close
Close all doors and windows. Lock outer doors and return keys, report you have left the building or other agreed procedure.
Report any problems that have occurred (see list below)
Additional notes
Fire risk assessment (For information)
Sources of ignition
Cooker, CH boiler,
Electrical equipment
Stage lighting
Candles used at parties
Action
Ensure proper use of equipment, switch off and unplug when not in use.
No naked flames allowed at any time
Sources of fuel
Mains gas for boiler
Upholstered chairs, curtains
Stage curtains and costumes
Action
Make sure no naked flames near any source of combustible material.
Sources of oxygen
Natural air flow is the only source of oxygen
Action
Ensure all doors are closed in event of a fire
People at risk - All persons attending activities in the hall are at risk
Action. Ensure all persons are aware of the risk and evacuation procedures
Part 2 - Evaluate, remove, reduce and protect from risk
(3.1) Evaluate the risk of the fire occurring
Smoking not allowed in building (by law),
Doors to separate areas, Fire extinguishers with annual contract for servicing, fire blanket
(3.2) Evaluate the risk to people from a fire starting in the premises
Fire alarm system in place including smoke detectors (Routine testing in place)
Two fire exits (plus main doors) for evacuation with single action crash-bars
Ramps to both emergency exits. Signage and emergency lighting in place,
(3.3) Remove and reduce the hazards that may cause a fire
Boiler regularly serviced, regular PA Testing. Stage lighting equipment operated by experienced technicians. Stage curtains and other drapes treated with fire retardant annually or more often if more performances take place
(3.4) Remove and reduce the risks to people from a fire
Evacuation procedures identified before events.
Specific evacuation procedures for performances with specific responsibilities and lines of communication. Briefing to hall users
These notes
Completed by
Robert Mackey (Chair of trustees)
Reviewed
September 2023
REGISTERED CHARITY NO. 217747
Contact us: -
For bookings and other enquiries 01352 840 209
Please report any problems that have occurred on ebmhnorthop@gmail.com
Guidance for all users of the hall
General for all hall users.
All users of the hall need to be aware of these guidance notes and their responsibilities before they use the hall.
These notes are to help you to enjoy the facilities of the hall in a safe and secure manner and to ensure that your actions do not negatively impact on the use of the hall by other users.
It is important to note the following: -
- This hall is a charity. It is managed by the trustees on behalf of the community of Northop for the benefit of the people of Northop. The trustees receive no remuneration for their work.
- The money to run the hall comes from hiring the hall and fundraising with a small maintenance grant from Northop Community Council.
- We do not employ a full-time cleaner or caretaker
- We offer very competitive rates for using the hall. We are able to do this because we do not have full time staff but we do rely on our users to protect the facility and leave the hall ready for the next user.
- Please note that as the hall is in a residential area all events must end by 22.30 and the hall be vacated by 23.00. All please ensure that everybody leaves quietly.
Regular bookings
All regular bookings are assumed to be indefinite unless we are told otherwise.
Regular users will be required to complete an annual update to ensure that we have up-to-date information about the group and that we comply with GDPR.
The form asks what time you will need to enter that hall, and what time you leave the hall (NB – this is not the same as the time of your event.)
The form is sent to all users in September each year (it is an on-line form). In subsequent years it will only be necessary to report any changes and to agree to the conditions and GDPR.
Most regular users will be provided with their own key. The key is to be returned if you stop using the hall. Please ensure that the door is locked when you leave unless specifically requested to leave it open or if the next group has already arrived.
Please contact us directly about any changes to your booking e.g., cancellations, changes to times
You will be invoiced according to the agreed schedule.
Payment by bank transfer is preferred
Occasional Bookings
All occasional bookings must be discussed with us (by email of phone call) before completing the booking form (to agree availability, timing, cost and any other arrangements)
It should be noted that availability is visible on the calendar at the bottom of the “Hire the hall” page on the website.
All occasional users must complete a booking confirmation form.
The booking form is available on our website as an on-line form (preferred)
The form asks for
- Contact details.
- How, when and why you will be using the hall.
- Who will we send the invoice to?
- Any other requirements?
Please contact us directly about any changes to your booking e.g., cancellations, changes to times. Failure to contact us if you cancel may result in you being charged even if you do not use the hall.
You will be sent an invoice prior to the event. It will explain how payment should be made.
Payment by bank transfer is preferred.
Occasional events should be paid for before the day of the event.
Roles and responsibilities
The primary contact person.
The primary contact person will be the first point of contact if we (the management of the hall) need to contact the group.
This will be the person the bill is sent to (unless we are instructed otherwise, see below)
The responsible person.
All users are required to identify a “Responsible Person” who: -
- Must be present at all times or nominate another person to carry out the role
- May (but doesn’t have to) be the same as the contact person.
- Ensures the safety of the users of the hall while the group are using the hall
- Is responsible for ensuring that the hall is left in suitable condition for the next user.
- Should be aware of arrangements for unlocking and locking the hall
- Should read these notes below and complete and sign the booking form the use of the hall
The treasurer
The person we send the invoice to if it is different to the primary contact person.
Responsibilities of the “Responsible person”
Step 1 – Before the event the responsible person must familiarise themselves with these notes.
The responsible person is the person who in the event of an emergency will be responsible for ensuring that appropriate action is taken e.g. evacuation of all persons, reporting. They: -
- Must read the fire risk assessment below and additional notes
- Should be familiar with layout of building including: locations of toilets, facilities for disabled, fire exits, First Aid Box, fire extinguishers, evacuation procedures, sources of ignition (actual and potential) and how to contact emergency services.
- Should contact us if there are problems with the building (see contact details over)
- Make arrangements for opening and locking the hall
Step 2 – While the user group are in the hall the responsible person must inform, monitor and act: -
At the start
Make sure that everybody is aware of the emergency exits and assembly points
Keep a register of all persons present if practical
Advise where facilities are to be found
Remind about the smoking policy (note – smoking is not permitted within 5 metres from the doors to prevent smoke entering the building)
Ensure that food hygiene requirements are met
Ensure that any of the groups own equipment is safe and used in accordance with manufacturers instructions (electrical equipment must be PA tested)
Monitor and maintain vigilance
Look for sources of fire (NB – naked flames such as candles are not permitted)
Look for other activities that can cause harm to persons
Ensure fire exits are clear at all times
Act if required
If action is required the responsible person must facilitate the action e.g. raise alarm and evacuate the building, seek first aid.
Contact a member of the hall management if required (see list below)
Step 3 - After the event – the responsible person must check, clear and close:
Clear
Make sure that hall equipment is returned to appropriate place.
Ensure tables are wiped down; chairs, tables and benches are put away,
Remove your own equipment and materials.
Please use the waste and recycling facilities provided.
Avoid leaving food waste outside the hall as it can attract vermin; take it home if you can.
Check the hall for litter or other material that may have been spilt (NB – brushes, mops, bucket are available in cleaning cupboard)
Check
That all taps, lights and other electrical equipment are turned off, especially the toilets.
Close
Close all doors and windows. Lock outer doors and return keys, report you have left the building or other agreed procedure.
Report any problems that have occurred (see list below)
Additional notes
- In order to keep the hall secure users are requested to ensure that doors are firmly closed or locked when they leave. It may be necessary or desirable for your own security for the outer doors to be locked while you are in the hall especially during the hours of darkness.
- There are electronic locks on two of the doors that activate about 21.00. These release automatically as somebody approaches from the inside. There is an additional release button by the doors.
- If for any reason you are not using the hall at the time you have booked please let us know at early as possible to enable us to avoid heating the building unnecessarily. Failure to notify us will mean we have to charge you for the booking.
- Users are reminded that they will need their own insurance cover especially for high risk activities such as bouncy castles. These are specifically excluded from our insurance policy.
- There is an additional charge for use of bouncy castle or similar to cover energy costs.
- Electrical equipment used in the hall must be PA Tested.
- Users are reminded that whilst we provide a kitchen facility the responsibility for maintaining a healthy working environment remains with the user.
Fire risk assessment (For information)
Sources of ignition
Cooker, CH boiler,
Electrical equipment
Stage lighting
Candles used at parties
Action
Ensure proper use of equipment, switch off and unplug when not in use.
No naked flames allowed at any time
Sources of fuel
Mains gas for boiler
Upholstered chairs, curtains
Stage curtains and costumes
Action
Make sure no naked flames near any source of combustible material.
Sources of oxygen
Natural air flow is the only source of oxygen
Action
Ensure all doors are closed in event of a fire
People at risk - All persons attending activities in the hall are at risk
Action. Ensure all persons are aware of the risk and evacuation procedures
Part 2 - Evaluate, remove, reduce and protect from risk
(3.1) Evaluate the risk of the fire occurring
Smoking not allowed in building (by law),
Doors to separate areas, Fire extinguishers with annual contract for servicing, fire blanket
(3.2) Evaluate the risk to people from a fire starting in the premises
Fire alarm system in place including smoke detectors (Routine testing in place)
Two fire exits (plus main doors) for evacuation with single action crash-bars
Ramps to both emergency exits. Signage and emergency lighting in place,
(3.3) Remove and reduce the hazards that may cause a fire
Boiler regularly serviced, regular PA Testing. Stage lighting equipment operated by experienced technicians. Stage curtains and other drapes treated with fire retardant annually or more often if more performances take place
(3.4) Remove and reduce the risks to people from a fire
Evacuation procedures identified before events.
Specific evacuation procedures for performances with specific responsibilities and lines of communication. Briefing to hall users
These notes
Completed by
Robert Mackey (Chair of trustees)
Reviewed
September 2023