Radford Semele Community Hall Conditions of Hire


Radford Semele Community Hall

68 Lewis Road, CV 31 1UQ

         Conditions of Hire are divided into three sections

Section 1-Conditions applicable to all hirings (Black print)

Section 2-Conditions applicable when alcohol is sold (Red print)

Section 3-Conditions applicable to Safeguarding Policy for Children and Vulnerable Adults (Blue print)


Section 1 The conditions of hire for Radford Semele Community Hall.

The Management Committee reserve the right to refuse requests for Bookings. During this Coronavirus period the Management Committee is following the law and Government Guidance. We are very concerned for the protection of people who go into the Hall as helpers, workers and users. Many live in the heart of our small community. The Management Committee appeals to Hirers to help us by recognising the spirit of the law and regulations when planning events which can appear to be in conflict with our individual interests.

1.1 Bookings, Deposits and Payments: Bookings are secured by completion of a Booking Request on line, the payment of a deposit of £50 (if requested) and acceptance by the Booking Officer of the Booking Request. Payment for hire, by cheque, payable to Radford Semele Community Hall, is required 14 days (if requested) in advance of the event.

  •          The deposit is fully refunded if all cleaning etc., is satisfactory.  

(Note. You will be advised where to send your cheque. See Para 1.21 for keys to the Hall)

1.2 Cancellations: Cancellation of the function, by the hirer, within 14 days of an event, will render the hirer liable to a charge of £10.

1.3 The Rates for Hire:  £10 per hour for Radford Semele residents. Otherwise £12 per hour.

Coronavirus Notice. The hire period allows one extra hour for preparation/setting up prior to an event, and one extra hour for clearing up at the end of the event.(Example- Hire for 2 hours, then 4 hours allowed)  Note these extended times are to allow Hirers time to ensure that all surfaces and facilities are sanitised and safe for their use before their event and to leave the premises similarly protected. You are required to supply your own sanitising materials including hand sanitisers for use on entry and toilet area, hard surface sanitisers, J cloths, rubber gloves, bin liners for disposal of paper towels from the toilet area.

1.4 Setting Up and Clearing Up: We do not have the resources (financial or people) to set up or clear away after each hire. This will be the sole responsibility of the Hirer. All rubbish must be taken off the premises. All areas used must be left clean, tidy and safe.

Chairs and tables should be left as they are found; take photographs. All furniture moved from the side room should be returned there after use, chairs stacked no more than 4 high. A vacuum cleaner, Titan, is in the Boiler Room and cleaning materials are in the broom cupboard in the Boiler Room. Please keep the tools clean and stored in an orderly way.

(Some locked cupboards in the ‘Boiler Room’ are for the sole use of regular hirers)

1.5 Kitchen: Hire will include use of the kitchen for the making of drinks. Crockery (in unlocked cupboards) and cutlery (in the cutlery drawers) are available for general use, along with the kettle, dish washer and water boiler.

All items should be washed (manually or in the dishwasher) and put away, and the worktops and floor should be cleaned after use. Please bring your own tea towels, and ‘J Cloths’, none are provided

 Kitchen Equipment.

  1. Water Heater (“the Urn”) and Kettles
  2. Dishwasher; Make sure that the dishwasher is fully drained.
  3. Hob/Ovens; Do not use
  4. Fridge/Freezer. Do not use
  5. Put all crockery and cutlery away, in the correct cupboards or drawers
  6. Any pans or containers that have been used, to be washed and put away in the correct drawers/cupboards
  7. All work surfaces to be left spotless

1.6 Lights and electrical appliances. Turn off all lights and electrical appliances when leaving the building; this includes the ‘sound system’.

1.7 Stage lighting. These systems can only be used if agreed with the Booking Officer at the time of hire (Not in use except to access dimmer switch).

1.8 Gas Cylinders. Specifically, portable gas cylinders must NOT be used in the building. No items likely to cause damage to the floors etc. shall be brought into the premises.

1.9 Sound and Vision Systems. The hall is equipped with projector, large screen and loudspeakers for slide shows and for film shows. Instruction is required before it is used, to be arranged at the time of booking.

1.10 Toilets: You are requested to use only the unisex disabled toilets while current restrictions apply.

The toilets entered from entrance lobby are for the sole use of the Social Club, not for Hall Hirers

1.11 Damage. We aim to keep the hall in a good, safe and comfortable condition. Therefore, please do not use tape, drawing pins, staples or glue, nor affix any items to any parts of the building structure, including walls or paintwork. Any damage (accidental or otherwise) should be noted in the Accident Report/Comment Book stored in the kitchen cupboard labelled First Aid and reported to the Booking Officer at the end of the hire period.

We reserve the right to charge for all damage caused.

Should you so wish, decorations may be tied to the hooks around the room. For permitted decorating there are step ladders available, in the boiler room. Please do not work at height unless a second person is present to assist you. Remove all items on departure including external advertising, balloons etc.

1.12 Fire Procedures: Candles and other naked flames are not permitted. The Hirer and/or their representative should make themselves aware of the Hall’s "Fire Safety Procedures". These are also on display on the Notice Board and in the main hall.

1.13 Car Park: A limited number of parking spaces are available in the car park. Please leave the disabled space clear for use by disabled persons.

1.14 Licence for use of the Hall: 

The Community Hall has a “Premises Licence” from Warwick District Council which defines what types of activity are permitted in the Hall. If your activity requires any additional type of Licence it is your responsibility to obtain it.

a. Entertainment Licence: We are licensed for the purpose of public entertainment (Daily, 10am to 11pm ) The Main Hall seating capacity is 29 (Previously 120) with a total premises capacity of 20 (Previously 150 including standing). If your event requires this type of licence, please speak to the Booking Officer. (This licence is not currently permitted)

b. Licence for Public Performance of Plays and Films: We are licensed for the performance of plays and films. If your event requires this type of licence, please speak to the Booking Officer (Use of stage is currently not permitted)

cServing Alcohol: It is permitted to supply alcohol at no charge to those attending your event for consumption on the premises, this must be stated on the Booking Form as restrictions apply

The sale of alcohol requires a licence and full details submitted to the Bookings Officer. See Section 2

1.15 Insurance: Our insurance includes:- 

a. Contents - for items belonging to the Village Hall Committee;

b. Public Liability - includes cover for all non-profit making organisations and individuals while they are using the Hall, but excludes hire for commercial purposes. If the Hall is hired for commercial use, we require proof that the hirer has public liability insurance in place. A photocopy of the insurer’s current certificate to be provided to the Booking Officer. A Reference may be requested.

c. Employers Liability - includes "voluntary workers"

d. Personal Accident - limited to people between 12 and 80 years old.

We are NOT insured for ‘Bouncy Castles’ or other inflatable toys/activities, or trampolines.

1.16 No Smoking. It is against the law to smoke within the Hall. As a person hiring the Hall, you are required to ensure compliance with this law.

1.17 Access for the Disabled 

a. Wheel-chair access is provided, through the main entrance. Note the fire exit door from the small Committee Room has steps outside, as does the double door from the main hall onto the patio area. The exit from the rear of the Hall, left side, provides an exit via the yard, back to the park. Lift the right door floor handle to exit the yard, this door is not locked.

b. All hirers are responsible for familiarising themselves with access procedures, including managing emergency evacuation of the building.

c. The stage area is not fully accessible to wheelchair users, however Hirers can use the stage at their own discretion; (Currently not available)

Other keys are available for the sound system. Hirers will be charged for loss of keys.

1.18 Accident Report/Comment Book: Please record any accidents, incidents or problems in the "Accident Report Book", retained in the kitchen, to make the committee aware of any issues or difficulties. The nearest defibrillator is outside of the Shop near the post box Nos 29-31 Lewis Road CV31 1UQ

1.19 Noise. Please be aware that the Hall is in a residential area. If Fire Exit doors are open for ventilation keep noise levels down. Depart from events quietly, especially after 9pm.

1.20 Radford Semele Sports and Social Club is a completely separate entity from the Community Hall. The Sports and Social Club toilets are off the entrance lobby and must not be used by the Hall hirers. 

1.21 Keys to Access the Hall 

The key will be available from the ‘Key Safe’ immediately to the right of the Hall entrance door. The code will be sent to the hirer before the event by the Bookings Officer. The key must be returned to the Key Safe immediately after locking up. Ensure that the Key Safe is locked.

(The key fits the door locks to enter the hall, kitchen and boiler room).

1.22 Agreement: 

All hirers are required to record on the Booking Request that they accept these conditions this includes current Coronavirus conditions.

 

Section 2 - Conditions related to the Sale of Alcohol 

For consumption within the Premises (i.e. within the Community Hall), between Noon and Midnight, there are the following additional conditions:

2.1. Groups and hirers will be required to comply with health and safety legislation.

2.2. All the conditions attached to the premises license are available to view on the notice board in the main hall.

2.3. The sale or provision of alcohol on the hired premises is not permitted except by prior permission of the Hall Committee.

2.4. Where the sale or provision of alcohol is permitted the hirer will comply fully with the committee’s requirements and with the licensing laws. The hirer confirms that they are aware of and will comply with, the laws and the requirements of the committee. In addition, the hirer confirms that they are aware of and will comply with the four licensing objectives. These are:-

A. The prevention of crime and disorder.

B. Public safety.

C. The prevention of Public Nuisance.

D. The protection of Children from Harm.

2.5. Alcohol may not be sold for a price that is less than the permitted price (i.e. Duty plus VAT). For a Calculator, visit:

www.gov.uk/government/publications/banning-the-sale-of-alcohol-below-the-cost-of-duty-plus-vat

2.6. The person or persons authorised by the committee to sell alcohol must be present for the entire duration of the hiring, and remain sober during the evening. No person under the age of 18 years shall be permitted to sell or supply alcohol on the premises.

2.7. No person under the age of 18 shall be allowed at the bar, or be allowed to buy alcohol for themselves or for others and the applicant must not knowingly allow the consumption of alcohol by any person under the age of 18.

2.8. Alcohol must not be sold to any person who is drunk or heavily under the influence of alcohol.

2.9. If the committee feel that extra door or supervision should be required, the hirer will be responsible for engaging, at their own expense the number of Security Industry Licensed Door Staff stipulated by the committee for the duration of the event.

2.10. No items likely to cause damage to the floors etc. shall be brought into the premises or allowed to remain without necessary precautions being taken by the hirer to safeguard Community Hall property.

2.11. It is the duty of the hirer to ensure that users leave the premises and disperse and do not cause a nuisance to occupiers of adjacent or other premises in the vicinity.

2.12. A Member of the committee may visit the premises unannounced to ensure that the rules are being observed.

2.13. Should there be serious disorder or the rules laid down by the Hall Committee are broken, the Hall Committee retain the right to refuse any application from that person or organisation in the future. 

2.14. The sale of alcohol shall cease immediately, irrespective of the time previously agreed upon, when instructed to do so by the license holder or their duly authorised representative, or by a Trustee / Committee Member

  

Section 3 - Radford Semele Community Hall Safeguarding Policy 

Children and Vulnerable Adults.  

3.1 Statement of Intent 

• This statement of policy and procedures applies to users of, and activities in, Radford Semele Community Hall and any ancillary activities which are the responsibility of the Community Hall Trustees.

• The Radford Semele Community Hall Trustees, their staff and volunteers have a duty to safeguard all vulnerable users of the Hall and its premises.

• They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a child, young person or vulnerable adult or concerns relating to discriminatory or financial violation or exploitation of a child, young person or vulnerable adult.

• This policy is in place to protect all children, young persons or vulnerable adults regardless of gender, ethnicity, disability, sexuality, religion or faith. This policy applies to all users of the Community Hall and its environs managed by the Trustees.

3.2 Principles 

• The welfare of the child, young person or vulnerable adult is paramount and is the responsibility of everyone. All children, young people and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children, young people and vulnerable adults will not be permitted or tolerated and may well be crimes. All Hall users must have their privacy respected and dignity preserved at all times.

• The responsibility for ensuring the safety of children, young people or vulnerable adults while at the Hall rest with the individual or organisation hiring the Hall.

3.3 Policy Statement 

• All Community Hall Trustees, staff and volunteers need to be aware of this Safeguarding Policy.

• All suspicions or allegations of abuse against a child, young person or vulnerable adult will be taken seriously and dealt with speedily and appropriately.

• No member of the Trustees, helpers or other volunteers or staff will have unsupervised access to children, young people or vulnerable adults.

• The trustees will endeavour to keep the premises safe for use by children, young people and vulnerable adults and they recognise that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled adults. Hirers also to be aware.

• Any organisations or individuals hiring the hall for the purposes of holding activities involving children, young people or vulnerable adults must confirm by signing the terms and conditions of booking that they have read this Policy Document.

• The Trustees will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18. The Trustees will ensure that hirers are aware that no children may be admitted to films when they are below the age classification for the film or show.

• This policy and procedures will be reviewed annually at the Annual General Meeting and updated as appropriate in the interim periods.

• Any Trustee or user of the Community Hall should be aware that if they have a concern about a child or young person they should contact the Multi-Agency Safeguarding Hub wscb@warwickshire.gov.uk 01926 410410. This is not a confidential contact, use for general enquiries. If they consider a child, young person or vulnerable adult to be at immediate risk they should contact the Police by telephoning 999.

3.4 Procedures 

• An annual review will take place following the AGM to allow for any required up-date of policies and or procedures following the expectations of Government and Warwickshire County Council. New Community Hall Trustees must be made aware of this policy and understand their responsibilities.

• A copy of the policy will be available on the PC website.

• Organisations hiring the hall for activities for children will be asked to confirm that they have suitable Child Protection policies in place before the first booking commences. Individuals hiring the hall for activities for children will be made aware of this policy. Organisations hiring the hall for activities specifically involving vulnerable adults will be asked to confirm that they have a suitable Vulnerable Adults Protection policy before the first booking commences. Other organisations hiring the hall whose activities may involve vulnerable adults will be made aware of this policy.

• If the premises is used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets.

• The supervision of all groups remains the responsibility of the people who hire the hall and sign the terms and conditions of booking.