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All Saints Church - Fishponds

 

1. The hall is covered by a Public Entertainment Licence. This does NOT cover:

• Theatrical Performances, Cinema Performances, Sport as entertainment

For the above, you will need to apply for a licence from the appropriate authorities and provide a copy to the booking secretary.  

 

2.There is no alcohol licence. If the Hall Booking secretary agrees, groups may arrange for an occasional licence. Not valid on Sundays, Good Friday, or after 10.30pm.

 

3.The hall can accommodate seating for 80. The maximum capacity for any event is 150 persons.

 

4.No extension after 10.30pm permitted.

 

5.No smoking or vaping permitted on the premises.

 

7.The Church reserves the right to request references from prospective hirers.

 

8.Groups must have adequate insurance both for their own property and for their own public liability. (NB Insurance only covers the PCC).  All regular hirers must provide a copy of the certificate to the Hall Booking Secretary.

 

9.A NON-RETURNABLE deposit of 50% of the total cost of hiring is required at the time of booking.

 

10.A refundable deposit against damage of £100 is required upon booking for large lets.  The full value will be refunded if the hall is left in good order.  (A Checklist is provided of those things that will be looked at)

 

10.Rent / fees must be paid in advance. In addition, a deposit against damage may be requested.

 

11.Hire fees for charitable events MAY ONLY be waived at the discretion of the PCC, and if the Hirer applies in writing in advance of the event.

 

12.Heating will only be turned on when asked for in advance.

 

13.Casual users must remain on the premises until the keyholder returns to lock up.

 

14.Parking is available outside of the church gates. Minimal parking is available within the grounds. Cars parked at the church are parked at the owners' risk.  Cars must not be parked or driven on the grass. The PCC cannot accept any liability for any loss however caused. Drivers are warned children are often playing in this area. Every care must be taken of pedestrians and young children.  

 

15.The Hire of the hall itself does not include use of the link / new room. These are available at extra cost.

 

16.The hire of the hall does not include crockery or cutlery.

 

17.Hirers/Groups must take responsibility for any damage caused during their let.  Any damage must be reported immediately either to the Hall Booking secretary to ensure swift repair and safe guard other users.

 

18.Any celebratory decorations, banners, balloons etc should only be put up with Blu-tack so as to ensure there is no damage to the fabric of the building. No helium filled balloons to be used. No smoke machines are allowed as these will set off the fire alarm.

 

19.The kitchen must ONLY be used for the preparation of food and drink, and for no other purpose.  

 

20.Hires/Groups must clean up after themselves. This keeps costs down thus enabling us to keep rents lower.

•All rubbish must be removed from the hall or Link and put in the outside dustbins, which are located outside the Hall on the driveway.

•Tables used for painting and gluing should be well cleaned afterwards.

•Cleaning clothes or tea towels are to be provided by groups/hirers and should be taken away after each let.

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21.Hirers MUST NOT leave or store property in the hall. Items remaining in the hall after a let will be removed. Lost property can be reclaimed from the Hall Booking secretary.

 

22.Groups who normally lock up after themselves MUST CHECK:

•Radiators are turned back up to full

•all taps are turned off

•all windows are shut

•all outside, emergency and inner doors are shut

•all power points and lights are off

•RESET THE INTRUDER ALARM (NB. Alarm will sound if any door is left open)

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23.Keys issued must not be duplicated. Additional keys can be requested from the Hall Booking Secretary.  If keys are lost, the lock must be replaced, the key loser will pay the cost of which.

 

24.Under no circumstances must the alarm code be divulged to anyone except the one member of the group to whom it was told. If this happens then the hallbooking secretary must be told and a new code will be set.

 

Safeguarding of Children / Young People and Vulnerable Adults – One-off Lets

 

25.To ensure the safety of children and young people and / or vulnerable adults – you must always have at least two adults supervising over the age of 18 years.

 

26.No person under the age of 18 years will be left in charge of any children or young people and / or vulnerable adults and no child, young person, vulnerable adults (or groups of) are to be left unattended at any time.

 

28.Where this is one-off booking is a public event – you must follow and agree to additional Safeguarding Condition of Hire requirements that will be provided.

 

29.If children, young people and / or vulnerable adults are to be left in your care you must ensure you have the appropriate means by which to contact their parent(s) / guardian.

 

30.You will immediately (within 24 hours) inform the Parish Safeguarding Officer of:  

•the occurrence of any incidents or allegations of abuse or causes of concern relating to those who have attended your booking.

•The PCC Safeguarding Officers  will assist in providing details of how this should be dealt with.  You must not investigate any issues yourself.

 

Safeguarding of Children / Young People and Vulnerable Adults / Adults at Risk -  Regular Lets and Public Events by individuals / organisations

 

The PCC of All Saints Parish Church has a Policy for Safeguarding Children, Young People and Vulnerable Adults / Adults At Risk.  A copy is attached.  

 

Your booking agreement is conditional upon you complying with it unless you already have an equivalent policy of your own.

 

You are required to ensure that children, young people and vulnerable adults are protected at all times, by taking all reasonable steps to prevent injury, illness, loss or damage occurring; and that you carry full liability insurance for this.

 

•you will comply with the attached policy with regards to children and young people and / or vulnerable adults unless you already have an equivalent.

•you will provide the church with a copy of your organisation’s Safeguarding Policy/ies or if you do not have one adopt the current parish policy.  These will be reviewed by the PCC Safeguarding Officers and any queries can be discussed.

•you will recruit safely all current paid and voluntary workers who work with children and/or vulnerable adults, by obtaining satisfactory disclosures from the Disclosure and Barring Service where eligible, and keeping records of dates and disclosure numbers indefinitely;

•you will keep a list of the names of all paid and voluntary workers with regular and direct contact with children/vulnerable adults, and update it annually;

•you will always have at least two leaders over the age of 18 years in any group of children and young people, no matter how small the group;

•no person under the age of 18 years will be left in charge of any children or young people of any age;

•no child or group of children or young people should be left unattended at any time;

•a register of children, young people or vulnerable adults attending the activity will be kept securely. This will include details of their name, contact details of parent/guardian/carer etc., date of birth and next of kin;

•you will immediately (within 24 hours) inform the Parish Safeguarding Officer of:  

•(a) the occurrence of any incidents or allegations of abuse or causes of concern relating to members or leaders of your organisation, and contact details for the person in your organisation who is dealing with it  

•(b) any known offenders against children or vulnerable adults seeking to join your membership, and manage such allegations or agreements with offenders in co-operation with statutory agencies, and with the church.

 

Hall Booking - Conditions of Hire