Initial Contact Anyone wishing to use the hall should contact us initially by phone (01352 840 209) or email to put a provisional booking in place. To confirm the booking You must complete the booking form either on-line (form on linehere) or download and complete the form (PDF Link) Please return it to us by email to ebmhnorthop@gmail.com (preferably as a PDF) or to Edith Bankes Memorial Hall, Hight Street, Northop. CH7 6BQ (there is a post box to the right hand side of the front door.) Once returned to us this will be confirmation that you have read and accepted the terms conditions. It will confirm the booking. We will acknowledge receipt. If you have not had an acknowledgment please contact us. Please remember that the bookings secretary is a voluntary role and may not be available at all times. Payment We will generate an invoice before your event. The invoice will explain how payment can be made. Our preferred method of payments is bank transfer. For occasional bookings, invoices are generally sent out at the beginning of the month prior to the event and should be paid prior to the date of the event. Regular bookings are generally invoiced monthly unless an alternative arrangement is agreed. Cancellation If for any reason you need to cancel your booking, please let us know at early as possible. Bookings cancelled less than seven days prior to the date may incur a charge (usually 50% of the agreed fee) Bouncy Castles and similar equipment You will need your own insurance cover especially for high-risk activities such as bouncy castles. These are specifically excluded from our insurance policy. Users will be charged an additional fee to cover the energy costs of running this equipment. Conditions Please read the advice for users set out on a separate page. When you complete the booking form (see booking the hall page) it will be your declaration that you have read them. Further details of terms and conditions are available. The Responsible Person This is the person who will be manage the activity/event. Responsibilities include, but are not limited to: -
Arranging for opening and locking the hall (see contact details below)
Being the point of contact for the booking and billing (unless otherwise stated)
Disseminating information to attendees
Fire prevention and evacuation procedures
Basic food hygiene requirements
Location of welfare facilities (e.g., toilets)
Arrangements for recycling and waste disposal
Requirements to return the hall to proper condition for the next user group.
Recycling. Our policy is to recycle as much as possible to reduce material going to landfill. See policy Recycling Policy Our recycling is on the same basis as domestic recycling in Flintshire. All hall users are asked to support this policy. There are bins for non-recyclable material. Please do not place recyclable waste in the rubbish bin. · Food waste - in the small green bin. Spare bags are in the cupboard · Plastic and cans - bins in various locations (kitchen, foyer, main hall) · Paper and cardboard - bin in the kitchen or blue bag on the wall by the kitchen door. If for any reason you produce more recycling that there is room for in the bins in the hall, please take it home to recycle
Please note Evening events are required to end by 10.30pm. Subject to agreement by the trustees this may be extended to 11.30. At the end of the evening the building must be cleared with the lights out and the doors locked by 30 minutes after the agreed time) Covid 19 Following lifting of almost all restrictions by Welsh Government in May 2022 there are no specific requirements on users of the hall. However, we expect that users of the hall will be mindful of the ongoing risk of infection and take any measures that they feel necessary to minimise risk and to ease concerns of participants. They need to be aware that whilst Covid is present in the population, Welsh Government may deem it necessary to re-impose restrictions or advice at short notice. We will assume that the “Responsible person” as Covid Officer for the group will meet these requirements if required. Privacy We require your name, organisation address, email address and phone number for the purpose of administering your booking and use of the hall. EBMH may use your data to send you information by post, e-mail or SMS related to those purposes. We do not share data with any other organisation. The information will be stored in a secure location accessible only to the officers and staff of the organisation.