hire agreement handbook - clachan in kintyre€¦ · category 4 – marquee hire : £100/day...

Clachan Village Hall Hire Agreement Handbook 1 October 2017

Contents (1) Hire Agreement (occasional hire) (2) Hire Agreement (regular annual hire) (3) Hire Agreement (occasional extended hire) (4) Hire Agreement (marquee) (5) Prices, Facilities and Information (6) Terms of Conditions of Hire (7) Fire Action Notice (8) Fire Action Notice Marquee (9) Hall Generic Risk Assessment (10) Performance/Project Risk Assessment form

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Clachan Village Hall Booking Application/Hire Agreement (Occasional Hire) made between Clachan Village Hall Committee and the Hirer specified below

Hirer

Name of Hirer:

Address of Hirer:

Tel:

Email:

Organisation (if applicable)

Registered Address of Organisation if different from above

Purpose/Description of Hire: Category: Total Hire Charge as per attached schedule (including deposit) (separate days outside 7 day period are separate hires)

£

Signed by Hirer*: Date:

Signed on behalf of Hall Committee: Date:

*I the Hirer confirm that I have read and accept the terms and conditions of hire and agree to pay the hire charges and any other charges that may become due. I have read the generic Hall Risk Assessments and have attached a completed Risk Assessment form where required in respect of any specific project.

Current from 1 October 2017

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Clachan Village Hall (Occasional Hire) (Schedule one day up to one week - Attach this to Occasional Hire Agreement Form) Day 1 Date: Start Time End Time No of Hours Rate Cost Total Daily Cost Main Hall Small Hall Kitchen Oven £ Day 2 Date: Main Hall Small Hall Kitchen Oven £ Day 3 Date: Main Hall Small Hall Kitchen Oven £ Day 4 Date: Main Hall Small Hall Kitchen Oven £ Day 5 Date: Start Time End Time No of Hours Rate Cost Total Daily Cost

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Main Hall Small Hall Kitchen Oven £ Day 6 Date: Main Hall Small Hall Kitchen Oven £ Day 7 Date: Main Hall Small Hall Kitchen Oven £ Total Hire Charge: £ Plus deposit: £ Total Overall Hire Charge

(show this amount on Hire Agreement) £

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Clachan Village Hall Booking Application/Hire Agreement (Regular Hires) made between Clachan Village Hall Committee and the Hirer specified below

Hirer

Name of Hirer:

Address of Hirer:

Tel:

Email:



Purpose/Description of Hire: Category: Total Cost of Hire as per schedule overleaf

Deposit: Monthly Charge:

Anticipated Annual Cost:





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Regular Weekly/Monthly Hires Specify Dates Eg Every Wednesday or 1St Monday each month

Specify Hours Each Date

Specify Rooms (Tick Box(es))

Main Hall Small Hall Kitchen (Oven)

Monthly Charge (rate for every room for every date per month) charged to each monthly invoice

£

Deposit charged to first invoice

£

Total Anticipated Annual Charge (monthly charge x no of months + deposit)

£

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Clachan Village Hall Booking Application/Hire Agreement (Extended Fixed Period) made between Clachan Village Hall Committee and the Hirer specified below

Hirer

Name of Hirer:

Address of Hirer:

Tel:

Email:



Purpose/Description of Hire: Category: Period of Hire (note the charge is based on a daily rate for each day of hire for the whole building) Start Date:

End Date: Total Days:

Daily Rate: Total Hire Charge:

Deposit:

Total Hire Charge (including deposit)

£





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Clachan Village Hall Marquee Hire Booking Application/Hire Agreement made between Clachan Village Hall Committee and the Hirer specified below Hirer

Name of Hirer:

Address of Hirer:

Tel:

Email:



Purpose/Description of Hire: Category: Period of Hire (note the charge is based on a daily rate for each day of hire, not including assembly and dismantling) Start Date:

End Date: Total Days:

Daily Rate: Total Hire Charge:

Deposit:

Total Hire Charge (including deposit)

£



*I the Hirer confirm that I have read and accept the terms and conditions of hire and agree to pay the hire charges and any other charges that may become due. I have enclosed a completed Risk Assessment form where required in respect of any specific project.


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Clachan Village Hall Marquee Hire Additional Terms and Conditions The standard terms and conditions applying to the hire of the village hall will apply with like effect and appropriate modification to every hire of the Marquee. The following terms and conditions apply also to every hire of the Marquee. 1 Additional Terms and Conditions Applying to Marquee Hire

1.1 Damage and Repair

(1) The Hirer is responsible for the safety, security and condition of the marquee during the

period of hire and as such will be responsible for meeting the costs of any repairs that may be required for any damage however caused during the period of hire.

(2) The Hirer will not make any unauthorised modifications to the structure of the marquee once erected; the Hirer will be responsible for the repair costs of any damage caused as a result of any such modification both during the period of hire and also between the end of the hire and the dismantling of the marquee.

1.2 Deposit

In addition to the hire charge a deposit is also payable at the time of applying for a booking which

will be held to help defray costs which might fall to be met by the Village Hall, including repair of any damage which may be caused to the marquee or other equipment. The deposit is specified in the Scale of Charges and should accompany the application for booking. The deposit will be returned after the end of the hire provided the marquee and any other equipment has been left in a clean, undamaged and orderly condition. Payment of the deposit does not absolve the hirer from their responsibilities for insurance and indemnity specified elsewhere in the main terms and conditions.

1.3 Indemnity

The Hirer will be liable for:

(a) the cost of repair of any damage however caused (including accidental or malicious damage, or weather) done to the marquee or any other equipment

(b) all claims, losses, damages and costs made against or incurred by the Hall Trustees or Hall Committee, their employees, volunteers, agents or invitees in respect of damage to or loss of property or injury to persons arising as a result of the use of the marquee (including equipment) by the Hirer

(c) all claims, losses, damages and costs made against or incurred by the Hall Trustees or Hall Committee, their employees, volunteers, agents or invitees as a result of any damage or nuisance caused to a third party as a result of the use of the marquee (including any equipment) by Hirer

The Hirer will indemnify and keep indemnified each Trustee and each member of the Hall Committee and their employees, volunteers, agents and invitees against any such liabilities as mentioned in clauses 1.1 and 1.3 above.

1.4 Where the hire of the marquee is for use elsewhere than on the premises of Clachan Village Hall, any hire is subject to the appropriate representative of the Hall Committee being satisfied as to the safety and suitability of the site in all respects. The marquee will be transported, erected and dismantled by a representative of the Hall Committee and the Hirer will be responsible for such transportation and erection charges.

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Clachan Village Hall

Facilities, Information and Pricing as of 1.10.17 Hire Rates Category 0 : Events or meetings specifically and entirely convened either to administer the Village Hall’s business or to raise money for the Hall : zero charge (see note 10) Category 1 – Educational, Recreational & charitable fund raising events Occasional and regular hires for educational and recreational purposes (e.g. meetings of study/book groups, birthdays<18yrs, youth and local voluntary organisations, badminton, bowls, coffee mornings and other non-commercial similar events) Main Hall Small Hall Kitchen Electricity £15/2hr, then £4/hr

£8/2hr, then £2/hr

£2 if oven used included

Category 2 – Social purpose events Occasional and regular hires whose main purpose is community social gatherings (e.g. for dances, ceilidhs, charitable concerts etc & funeral wakes). No additional charge beyond 5 hrs (excludes private hire). Main Hall Small Hall Kitchen Electricity £30 block charge for up to 5 hrs

included £2 if oven used Included

Category 3 – Private Hires (Whole Premises), including commercial sales and organisations Licensed £100/day refundable: deposit £50 Unlicensed £75/day deposit £50

Category 4 – Marquee Hire : £100/day +refundable deposit of £100

Notes 1 The minimum period of hire is 2 hours 2 Category 3 and 4 hires are charged per day with a minimum 1 day hire 3 “Whole Premises” includes exclusive use of the building and grounds, but not the marquee which is

extra 4 Hires of more than 7 consecutive days are classified as Whole Premises hires and charged on a daily

rate 5 Commercial and Public Body hires are classified as Whole Premises hires and charged on a daily rate 6 All bookings for either hall, or the marquee on site, include use of tables and chairs 7 Bookings which include the kitchen include use of kitchen, crockery, utensils etc. 8 Electricity is included in the hire charge ( *except pantomime group where charged according to usage) 9 Marquee hire includes erection and dismantling. 10 Exemption from hire charge -

(1) Village improvement/administration meetings – exempt from charge (2) Fundraising events where entire proceeds go to Hall Funds – exempt from charge

11 For occasional Category 3 & 4 hires in addition to the hire charge a deposit (see terms and conditions)

is payable at the time of booking: Building £50, Marquee £100

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Facilities The Main Hall is 13m x 6.5m approx. Chairs and Tables are available. The Hall is light with several large windows. The Hall capacity is 80 maximum. The Small Hall is 5mx3m approx. The Kitchen is fitted with units, cooker, fridge/freezer, urn, micro-wave, sink and plenty of crockery to cater up to 80 people, At the entrance lobby, there are cloakrooms which include disabled facilities. There is disabled access to the hall. Outside there is a parking area with 30 plus spaces available. There is a marquee which can be hired for on-site or off-site use. Please contact Mike Stanesby for further information 01880 740647. The Hall possesses a licence for playing live or recorded music for non-commercial events. Information Electricity Controls/switches are as follows – Mail Hall Lights are controlled from a switch on the right-hand wall through the right-hand kitchen door. Otherwise lighting switches are located at doors to individual rooms. Heating radiators are controlled individually from a switch adjacent to each radiator. Cooker main switch is located to the left of the cooker; overhead extractor fan switch is to the right of the cooker. There is a water heater under the sink – control switch to the left of the sink. Location of fire equipment is as follows – Main Entrance – 1 Water Fire Extinguisher Fire Escape Door centre of Main Hall – 1 Foam Extinguisher Kitchen – 1 Powder Extinguisher and 1 Fire Blanket First aid box is located in the kitchen together with the accident book Buckets and sponges for cleaning floor spillages are located in the kitchen. A sack trolley for moving heavier items is located in the small meeting room. The track leading to the Hall is private and must not be obstructed; cars should only be parked in the car park area.

NB: Any requirements out with these terms please contact the Booking clerk Mike Stanesby 01880 740647 or Secretary Zoe Weir 01880 740637

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Appendix 1 Category classification for regular Hall uses: User group Category Art show 2 Arts and Craft 2 Bowls club 0 Choir practice (local) 1 Clachan Village Hall Committee 0 Community Council 1 Dunskeig singers 1 Flower Festival 2 Harvest Supper 1 History group 1 Old Pals club 1 Pantomime Club * See below School 1 Small holders group 3 Tai Chi 1 Wind Farm Trust 1 Women’s Guild, 1 WRI 1 Youth Club. 1

*Pantomime: The Pantomime group will be charged at old Cat.1 rates until 1.10.17. From 1.10.17 the new category 1 rates will apply. When the performances start, including dress rehearsals, Category 2 rates will apply. Electricity charges will be levied in line with recorded usage when in excess of the given allowance for all users which has yet to be defined.

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Clachan Village Hall Standard Terms and Conditions of Hire The following terms and conditions apply to every hiring of Clachan Village Hall. Clachan Village Hall (“the premises”) comprises the main hall, the small hall, the kitchen and the surrounding grounds and includes any equipment provided by the Hall for use inside or outside the hall. Any provision in these terms and conditions shall be construed accordingly. The terms and conditions apply also to hire of the marquee with like effect and appropriate modification, subject to any variation contained in the Marquee hire agreement. 1 The Hire Agreement

The Hire Agreement is an agreement made between the Village Hall and the hirer for

the use of the village hall or any part of it specified in the hire agreement for any purpose which is included within these term and conditions or which is otherwise approved by the Bookings Secretary. The Hire Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation or any other right on or to the Hirer. The Hall Committee does not accept responsibility in respect of the loss of or damage to any property belonging to groups, individuals, or the Hirer.

2 The Hirer

For the purpose of these terms and conditions, the term Hirer shall mean an individual hirer, or the authorised representative of an unincorporated organisation, or the authorised agent of a corporate body, as listed in the Hire Agreement. By signing the hire agreement, the Hirer, not being a person under 18 years of age, thereby accepts responsibility for being in charge of and on the premises at all times (either personally or by a named representative) when members of the public are present and for ensuring that all conditions under the Hire Agreement are accepted and fulfilled.

3 Booking Procedure

3.1 Booking Form All applications for hire of the hall shall be made by use of the Hall’s Standard Booking Form, specifying the start date and time and end date and time of the period of hire and shall be submitted to the Bookings Secretary by email or hard copy.

3.2 Hire Charges

All applications for hire of the hall shall be accompanied by payment in full of the appropriate hire charge as specified in the current published Scale of Charges. For regular user groups see clause 10 below.

3.3 Deposit

In addition to the hire charge a deposit is also payable at the time of applying for a booking which will be held to help defray costs which might fall to be met by the Village Hall, including repair of any damage which may be caused to the hall or any furniture or equipment, or any costs which may be incurred by the Hall Committee in respect of cleaning or removal of rubbish. The deposit is specified in the Scale of Charges and should accompany the application for booking. The

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deposit will be returned after the end of the hire provided the premises have been left in a clean, undamaged and orderly condition. Payment of the deposit does not absolve the hirer from their responsibilities for insurance and indemnity specified elsewhere in these terms and conditions.

3.4 Payment of Charges

All payments associated with the hire of the Hall will be made as follows:

(1) By bank transfer direct to the Hall account - Bank: Name of Account: Sort Code: A/c No: Ref: Name of Hirer and First Date of Hire (eg John Smith 03/03/2017)

(2) By Paypal as follows……

(3) In another way at the discretion of the Treasurer.

3.5 Confirmation of Booking

Bookings are provisional until the appropriate payment is received and until confirmed by the Bookings Secretary in writing/e-mail.

3.6 Cancellation of Booking

(1) Hire charges will not normally be refunded in respect of confirmed bookings. In the event that a hirer wishes to cancel a confirmed booking, a percentage refund of the hire charge and the total of the deposit will be re-paid as follows: (a) Single booking – 50% if cancellation more than 1 month in advance (b) Multiple bookings – cancellation policy as for single bookings with a

negotiated amount according to circumstances (c) Requests for cancellations must be submitted by email or in writing

to the Bookings Secretary.

(2) The provisions set out in clause 3.6(1) above apply to cancelled bookings; a booking may be re-arranged in consultation with the Bookings Secretary thereby avoiding a cancellation charge.

(3) The Village Hall reserves the right to cancel at any time (including during

a period of hire) a confirmed booking by giving notice by email/writing to the Hirer in the event – (a) the premises are required for use as a Polling Station for a

Parliamentary or Local Government by-election; (b) the Village Hall Committee reasonably considers the hiring will lead

to a breach of any of these Terms and Conditions; or of any statutory licensing conditions or other legal or statutory requirements, or unlawful or unsuitable activities are likely to take place at the premises;

(c) the premises become unfit through fire or other damage for the use intended by the Hirer

(d) of an emergency requiring use of the premises as a shelter for the victims of flooding, storm, fire, or other disaster.

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In any such event, with the exception of the circumstances in (b) above, the Hirer shall be entitled to a refund of any hire charge and deposit already paid, but the Village Hall will not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

(4) If a user with a regular booking wishes/or is willing to change a particular date with either another regular user or a prospective one-off user this should be done in consultation with the Bookings Secretary.

(5) The Village Hall Committee will always be entitled to arbitrate on the use of the premises on any occasion and their decision will be final.

4 Responsibilities of Hirer

4.1 Supervision

(1) The Hirer will be responsible for: supervision of the premises, the fabric

and the contents; their care, safety from damage however slight, or change of any sort; and for the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements. As required by the Hall Committee, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

(2) The Hirer will ensure that children are under adult supervision at all times. Children under 12 years are not to use the kitchen except under adult supervision.

(3) It is the responsibility of the Hirer to ensure that all requirements in terms of the Protection of Vulnerable Groups (Scotland) Act 2007 in respect of access to children or vulnerable adults are complied with including any Disclosure Scotland checks which may be required. If requested, the Hirer will provide the village hall management committee with a copy of their relevant Protection Policy and Disclosure Scotland certificates.

(4) The Hall Committee reserves a right of entry to the premises at any time during the period of hire and the Hirer will allow such entry and co-operate with the Hall Committee’s representatives.

4.2 Use of Premises

To gain access to the Hall the Hirer should uplift (and sign for) the key in

accordance with directions given by the Bookings Secretary and retain it personally during the period of hire. The Hirer will use the premises only for the purpose described in the Hire Agreement. They will not sub-let or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger any person or property or which may render invalid any insurance policies in respect thereof.

4.3 Licensable Activities

While the Hall possesses a licence for playing live or recorded music at non-commercial events, the Hirer will ensure that any activity, including any sub-contracted activity, which requires any form of licence is so licensed, including-

- in relation to the sale or consumption of alcohol;

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- in relation to the performance of copyright music or film or other similar performance

- any required public entertainment licence - in relation to the law relating to gaming, betting and lotteries

and that the conditions of any licence or any statutory or other legal provisions are complied with. Children and young people will be only view age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

4.4 Public Safety Compliance

(a) The Hirer will comply with all conditions and regulations made in respect of the premises by any Local or Public Authority, the Hall’s Risk Assessment and Health and Safety policies, including in particular –

(b) The maximum capacity of the Main Hall is – ??????; (c) The maximum capacity of the Small Hall is – ?????; (d) The Hirer acknowledges to have received a copy of the relevant Notices,

and familiarised themselves with the following matters: - the action to be taken in event of fire. This includes calling the Fire

Brigade and evacuating the premises - the location and use of fire equipment - escape routes and the need to keep them clear - method of operation of escape door fastenings. - appreciation of the importance of fire doors and of closing them in

event of fire. (e) At the commencement of the hire the Hirer will check the following

items: - that all fire exits are unlocked and panic bolts in good working order - that all escape routes are free of obstruction and can be safely used - that any fire doors are not wedged open - that emergency exit signs are visible - that there are no obvious fire or other hazards on the premises

(f) The Hirer will ensure the Fire Brigade is called to any outbreak of fire, however slight, and details thereof shall be given without delay to the Bookings Secretary

(g) The Hirer will ensure that any spillages of liquids or other substances which may cause a hazard is cleaned up immediately

(h) The Hirer is responsible for using all equipment (whether belonging to the hall or brought in) safely.

4.5 Risk Assessment

The Hirer must risk assess their use of the hall or surrounding grounds, including

against the Hall’s Generic Risk Assessment. Where specific events, such as a theatrical performance or other projects, might pose additional risks the Hirer will complete an additional risk assessment and will submit this to the Bookings Secretary before the hire commences. The Hirer will comply with any requirements of the Hall Committee in respect of ensuring a safe environment for everyone using the Hall.

4.6 Electrical Equipment

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The Hirer will ensure that any electrical equipment or appliances brought by

them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided, the hirer must make use of it in the interests of public safety. The hirer will ensure electrical control equipment is isolated from the audience/performers and is operated by experienced persons and all portable equipment has Portable Appliance Test (PAT) certificates dated within the preceding 3 years.

4.7 Health and Hygiene

If preparing, serving or selling food, the Hirer will observe all relevant food health and hygiene legislation and regulations. In particular, dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator and thermometer. The refrigerator, and all pots, pans, utensils and crockery must be properly cleaned and washed and returned to the appropriate storage cupboards.

4.8 Smoking, alcohol and illegal substances

(a) Smoking (including e-cigarettes or other similar nicotine vapour devices) is not allowed anywhere inside the buildings and outside only in designated smoking areas; and the Hirer will ensure compliance with this rule.

(b) The Hirer will ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care will be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour will not be permitted either on the premises or within the grounds. Alcohol will not be served to any person who appears to be drunk nor to any person who is, or appears to be, under the age of 18 years

(c) No illegal substances will be brought onto the premises (including the grounds) in any circumstances

(d) Any person who appears to be drunk, under the influence of drugs or who behaves in a disorderly manner in any way will be required by the Hirer to leave the premises (including the surrounding grounds).

4.9 Heaters etc, Flammable Substances

The Hirer will ensure that no unauthorised heating appliances are used in the

building without the consent of the Hall Committee. No portable Liquefied Propane/Butane Gas (LPG) appliances/cylinders, barbeques or any flammable substance (including fireworks) will be brought within the building.

4.10 Animals

The Hirer will ensure that no animals (including birds) except assist dogs are brought inside the building, other than for a special event agreed by the Hall Committee. No animals whatsoever are to enter the kitchen at any time.

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4.11 Noise

The Hirer will ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. If sound amplification equipment is used (inside or outside) the Hirer will ensure it is kept at a reasonable volume and comply as follows –

- noise should be inaudible at the nearest property after 23.00 - amplified sound or live music inside the building should cease at

midnight and the hall should be evacuated by 00.30 (except in special circumstances authorised by the Hall Committee).

4.12 The provision of any equipment (including for example play equipment such as bouncy castles) is the responsibility of the Hirer who will ensure that the use of such equipment is supervised by a suitably competent person and will take out suitable insurance as against any damage or injury that may occur arising from use of the equipment.

5 Indemnity and Insurance

5.1 Liability of Hirer

The Hirer, or as appropriate the corporate body for whom the Hirer acts as agent, will be liable for:

(a) the cost of repair of any damage (including accidental or malicious damage) done to any part of the premises including the curtilage grounds thereof or the contents of the premises

(b) all claims, losses, damages and costs made against or incurred by the Hall Trustees or Hall Committee, their employees, volunteers, agents or invitees in respect of damage to or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer

(c) all claims, losses, damages and costs made against or incurred by the Hall Trustees or Hall Committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer

5.2 Indemnity and Insurance

The Hirer, or as appropriate the corporate body for whom the Hirer acts as agent, will indemnify and keep indemnified each Trustee and each member of the Hall Committee and their employees, volunteers, agents and invitees against all such liabilities as mentioned in clause 5.1 above. The village hall Committee may insure these liabilities and may claim on its insurance for any such liability of the Hirer but the Hirer shall indemnify and keep indemnified each Trustee and member of the village hall committee and the village hall’s employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy. Without prejudice to the foregoing, where the village hall does not insure any of the liabilities described in clause 5.1 the Hirer shall take out adequate insurance to insure such liability or to insure any excess over the amount of insurance taken out by the Hall Committee. On request the Hirer shall produce the policy

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and current receipt or other evidence of cover to the Hall Committee. Failure to produce such policy and evidence of cover will render the hire void.

6 Commercial Hire

6.1 Sale of Goods

If selling goods on the premises (including in the grounds), the Hirer will comply with any statutory requirements and with relevant regulations of any Local or other public authority and will observe Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer will ensure that the total prices of all goods and services are prominently displayed, as will be the organiser’s name and address and other contact details, and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

6.2 A person who hires the premises for business, commercial, or political purposes must provide Public Liability Insurance (£5,000,000 minimum indemnity) and exhibit this at the time of making a booking; and the policy must indemnify the trustees and Members of the village hall committee against the full costs associated with any claim in respect of the liabilities mentioned in clause 5.1.

7 Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to anyone on the premises to the Bookings Secretary as soon as possible and complete the relevant section in the village hall’s accident book. Any failure of equipment belonging to the village hall or brought in by the Hirer must also be reported as soon as possible. A first aid box is located in the Kitchen.

8 No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or permanent or semi-permanent placards, or other articles be attached in any way to any part of the premises without the prior written approval of the Hall Committee. Any alteration, fixture or fitting or attachment so approved will be removed at the end of the hiring and the hirer must make good to the satisfaction of the Hall Committee any damage caused to the premises by such installation or removal of any item, otherwise the Hall Committee will be entitled to remove any items and make good any damage and recover the cost from the Hirer.

9 End of Hire

At the end of the period of hire (and not later) the Hirer is responsible for leaving the premises and surrounding area in a clean and tidy condition (including removal of all rubbish away from the premises), lights and heating switched off, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Hall Committee will be at liberty to make an additional charge.

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10 Regular User Groups

For regular “user group” bookings the Hirer is considered by Hall Committee to be leader/chairperson of that user group and is solely responsible for the obligations placed on Hirers by these Terms and Conditions. Regular user groups must reapply annually specifying the dates on which they wish to use the hall during the forthcoming year. In the case of local user groups making such regular multiple bookings, ie every week or month etc, payment of the deposit must be made at the time of booking and thereafter hire charges will be levied by monthly invoice payable within 30 days. Part or all of the deposit may be forfeit in the circumstances of default in the payment of any hire charges.



Fire Action On Discovering a Fire 1 Sound the Alarm by shouting Fire, Fire, Fire

2 Dial 999 and report the fire to the Fire Service: location is Clachan

Village Hall, Clachan, by Tarbert PA29 6XL (nearest Public telephone is in the Village Square adjacent to the Bus Stop)

3 If possible tackle the fire using the appliances provided but do not endanger yourself or others

On Hearing the Alarm 4 Leave the building by the nearest available exit. Do not stop to collect

belongings

5 Close doors behind you

6 Report to the person in charge at the designated fire assembly point, which is on the grass area within the grounds of the Hall

In the event of fire immediately evacuate the building by the nearest exit Do not re-enter the building until designated safe by the Fire Service DO NOT TAKE PERSONAL RISKS


Marquee

Fire Action On Discovering a Fire 1 Sound the Alarm by shouting Fire, Fire, Fire

2 Dial 999 and report the fire to the Fire Service: location is Clachan

Village Hall, Clachan, by Tarbert PA29 6XL or other hire site

3 If possible tackle the fire using the appliances provided but do not endanger yourself or others

On Hearing the Alarm 4 Leave the marquee by the nearest available exit. Do not stop to

collect belongings

5 Assembly at a point designated by the person in charge well away from the marquee

DO NOT TAKE PERSONAL RISKS

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Clachan Village Hall Generic Risk Assessment What are the hazards?

Who might be harmed and how?

What is already being done?

What further action is necessary?

Action by whom?

Action by When?

Done?

Vehicle Movement

Pedestrians could suffer injury if struck by car entering or leaving the car park or moving in it

Exterior lighting on approach and car park well lit; Entrance/exit and spaces clearly marked For large events parking controlled by marshals

1 Signage each end of lane to warn motorists to beware of pedestrians 2 Clarify boundary on north side of lane and cut back foliage to provide pedestrian space 3 Clarify boundary and install lighting and steps to lane to reduce pedestrian exposure 4 Create new vehicular and pedestrian access via A83 to car park

Short term Short term Medium term (with grant application to Windfarm Trust) Long term with new hall

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Car Park slips falls and trips

Pedestrians may suffer injures if they slip, fall or trip

Car Park surface to be as even as possible; Parking space for visitors with disabilities next to entrance hall;

1 Conduct quarterly inspection of surface and fill potholes 2 Paint yellow cross hatching outside double doors to keep fire escape clear and repair handrail at fire escape steps 3 Scrape out and surface at gable nearest main entrance to create disabled car parking space with suitable signage

Ongoing quarterly Short term Medium term (with grant application to Windfarm Trust)

Hall slips, falls and trips

Users of hall may suffer injuries if they slip, fall or trip

Good lighting at entrances (inside and out): Mats at entrance doors to stop rain water being carried in; No storage in corridors; No trailing leads/cables Users know (through hire agreement) to

1 Install new rain drip mats at main entrance and kitchen entrance doors 2 Either stop using double doors as general access way during events (except for setting up) and use main

Short term Short term

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clean up spills immediately Regular inspection of floorcoverings, sills, floor tiles etc Steps and changes in height highlighted

door only; or if double doors to be used then install drip mat

Work at height eg changing light bulbs, putting up decorations

Anyone working at height could suffer or cause serious injury

Appropriate commercial stepladder securely stored and available for use; Hall users know (through hire agreement) they are responsible for using stepladder safely; Hall committee and other volunteers to know how to use stepladder safely.

1 Get professional advice on suitability of existing step ladder and if necessary purchase new ladder to proper spec 2 Keep ladder safety notice with ladder 3 Dispose of old wooden steps

Short term Short term Short term

Hazardous substances eg cleaning products

Those undertaking cleaning duties risk skin problems from contact with chemicals or through inhaling vapour

Mops, brushes and strong rubber gloves provided; Use “irritant mild” products; Use products safely as per label; dilute properly and never

1 Check existing stock of cleaning products and clear out as necessary 2 Agree approved list of “safe” products to

Short term Short term

4

transfer to unmarked container; Store cleaning products securely

inform future purchases 3 Obtain product safety leaflets with new products

Short term

Electricity Users risk electric shocks or burns from faulty equipment or installation

Fixed installation correctly installed by qualified electrician and inspected regularly/at least once a year; All repairs by qualified electrician; Safety plugs in sockets Portable equipment checked for visible damage before use and PAT tested not more than 3 year intervals; Hall users know they are responsible for any equipment used on site

1 System check recently undertaken and report received and recommendations being implemented 2 Pantomime equipment referred to in recent report to be updated 3 PAT and fixed system check every 3 years

Short term Short term before next pantomime Every 3 years

Stored Equipment

Users could be injured by badly stacked/stored equipment

Users know they must stack tables and chairs carefully so they do not collapse

1 This is included in letting terms and conditions

Done

5

Manual Handling

Users may suffer back pain or other injury if they try to lift objects too heavy or awkward

Trolleys available to move heavy equipment and users know where they are kept

1 Repair and bring larger trolley back into service 2 Create best practice storage and transport facilities

Short term Longer term with new hall

Fire If trapped users could suffer injury from fire/smoke inhilation/burns

Fire Risk Assessment Done?

1 Fire extinguisher check recently completed 2 Fire Service to conduct fire risk assessment and report

Annual Short term

Asbestos 1 Only exists in roof so far as known 2 Repair work to roof to be undertaken appropriately 3 Replace roof

Do not disturb Ongoing Medium term as part of grant application or

6

longer term with new hall

1 CLACH AN VILLAGE HALL – PERFORMANCE/PROJECT RISK ASSESSMENT

Type of Event

Organisation/Person

Date(s) of Event

Time(s)

Contact Name

Email

Phone

Location(s) of event

H AZ A R D C H E C K L I S T : P L AC E X A G A I N S T “Y E S ” O R “NO ” A N D R I S K AS S E S S T H E H A Z A R D S O N T H E F O L L O W IN G P A G E S

Y E S N O D O E S T H I S R I S K A P P L Y ? Y E S N O D O E S T H I S R I S K A P P L Y ?

RISK OF INJURY DUE TO FALL: Are you planning to work above ground level; on ladders, tables or chairs, raised set or by lifting persons etc? This includes during your rehearsals, set-up and performance.

IMPACT: Is there any stage fighting or complex rapid movement where injury due to impact could occur; this could be in the form of dance, clowning, physical theatre or drama? Could any impact damage space or set as well as persons?

FALLING OBJECTS: Are you planning to hang any objects from above? How is your set constructed, can anything fall or collapse?

WEAPONS: Are you planning to use any form of weapon in your rehearsals or performance, e.g., swords, knifes, guns, clubs – including replica or toy versions? Do you plan to use any item to represent a weapon?

SLIPPING OR TRIPPING: Will you be using either props, set, drapes, costume or other articles that could cause a trip or slip on stage? Will you be acting or behaving in a manner that could cause a trip or slip to yourself or other members of your company?

UNUSUAL USE OF OBJECTS OR EQUIPMENT: Are you planning to use any objects or performance space in an unusual manner, could this pose a risk?

SPILLAGE: Are you using any liquids or foodstuffs? Are any liquids near electrical equipment on or off stage? If liquid is spilled can it cause a risk of a slip?

PYROTECHNICS: Are you planning to use any explosive devises (no matter how small)?

FIRE: Are you planning to use any open flame, e.g., smoking, candles, incense etc?

IMPAIRMENT: Are you using any other devices that mean a performer could be impaired; e.g. , blindfolded or handcuffed? Are you aware of any personal impairment, e.g., personal disabilities, illnesses or medication?

ELECTRICAL HAZARDS: Are you bringing in any electrical equipment? If so, you must contact the Hall Committee well in advance to have the Item PAT tested. If you are using electrical items on stage could they cause a fire or burn hazard?

A N Y O T H E R H A Z A R D ?

UNSTABLE SURFACES: Are you planning to stand on any object not specifically designed for that purpose? Are you using any objects or set that are not professionally built or of questionable integrity or using them in a manner that could cause them to be unstable?

2

RISK ASSESSMENT KEY

Severity

What is the potential level of injury to persons

and/ or damage to property caused by the hazard?

1 - Slight 2 - Minor 3 - Moderate 4 - Major 5 - Severe

Likelihood

How likely is the hazard to happen?

1 - Highly unlikely 2 - Not very Likely 3 - Possible 4 - Likely

5 - Very Likely

Severity x Likelihood =

Risk Rating

RISK ASSESSMENT

No Hazard Description of Activity/Associated Risk

Severity Likelihood Risk Rating

Control Measures/Action Plan Comments

1

2

3

4

5

6

7

3 Please continue on further sheets if required and complete declaration below: Delete whichever does not apply –

(1) We have identified the above hazards and have completed a thorough Risk Assessment. We will implement all relevant control measures. We fully understand and accept responsibility for the risks associated with our activity and for any accidents or damage which may occur as a result of or associated with our activity and indemnify Clachan Village Hall accordingly; or

(2) We have carefully considered all possible hazards. There is no significant hazard or risk which applies to our project/performance. We accept responsibility for any accidents or damage which may occur as a result of or associated with our activity and indemnify Clachan Village Hall accordingly.

Name and Role: Signed: Date:

hire agreement handbook - clachan in kintyre€¦ · category 4 – marquee hire : £100/day...

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