07824 309712

welcomehallbookings@trimleystmary-pc.gov.uk 

Terms and Conditions of hire 

Conditions of Hire

 

Smoking is not permitted on the premises of The Welcome Hall

Animals are not allowed in the hall

The Hirer must comply with the Fire Procedures instructions (provided via separate document)

 

The Hirer is responsible for:

 

• Leaving the hall in a clean and tidy condition.

 

• Please sweep the floor of any debris paying particular attention to the main entrances / walk ways, the edges of the hall and under chairs, ensure that any spillages or particularly dirty areas are mopped.

 

• Wipe down kitchen surfaces & sweep/mop kitchen floor (if appropriate), ensure that any washing up from your use is completed.

 

• Place rubbish into the bins provided in the hall or kitchen, ensuring normal and recyclables are placed in the appropriate bins, if the bins are full or contain food waste then please empty these into the wheelie bins and place a new bin bag in (can be found in the cupboard) any excess bagged rubbish can be placed in the wheelie bins on the drive.

 

• All tables to be returned to the storage cupboards and chairs to be returned to where you found them, please do not drag the chairs as it damages the floor.

 

• Please also check that the toilets have been left in a tidy state.

 

• Report any damage to the premises, furniture or fittings, however caused.

 

• Keeping the front door and windows closed whilst the Hall is in use, especially when music is being played. Please keep noise levels to a sociable level and respectful to neighbouring properties. The front door should only be hooked back when people or equipment are entering or leaving the premises.

 

• Please do not attempt to alter the heating, it is pre set and only the keyholder can turn it on/off, if the heating is on and if you need to turn the radiators down you must ensure that all knobs are turned back onto full before leaving the hall. Any issues with being too hot or cold should be forwarded to the booking clerk preferably via email.

 

• Ensure all lights are switched off and all doors locked when leaving the building.

 

• Return keys to the key safe after your booking slot has ended.

 

Please do not use the stage to stand on as it has weak points and is not safe to be stood on, the steps have been removed for this reason, equipment may be placed on it though if needed.

 

 

The Trustees of the Hall carry hirers liability insurance which covers bodily injury to hirers or their guests. Hirers should arrange their own insurance cover against additional risks to those described above including personal and club/society property.  Hirers must also ensure that, where applicable, they have a relevant Child Protection Policy in place. The Welcome Hall Management Committee reserves the right to view any such insurance or child protection policies at any time.

 

 

The Hirer Must:

• Be over 21 years of age and be prepared to accept responsibility for the hiring.
• Be in charge of, and be present during, the hiring unless the Trustees have given written permission for another person to act on his/her behalf and shall keep good order and decent behaviour in the Hall.
• Take all reasonable precautions for the safety of the public and other persons on the premises.
• Ensure that all Fire Exits remain free from obstructions.
• The hirer should note that there is often only a 15 minutes gap between bookings and Should therefore leave the hall promptly after their hire period.
• Ensure that vehicles are not parked so as to restrict or obstruct the means of escape from the Hall.
• Ensure noise levels emanating from the Hall remain at a reasonable level.  Should justifiable complaints be made, further bookings from the Hirer or organisation may not be accepted.

 

The Trustees reserve the right to cancel bookings in the event of the Hall being required for use as a Polling Station (or for any emergency use) and will refund any Hirer’s deposit paid but will not be responsible for any other expenses incurred.

 

 

The Welcome Hall Management Committee

Revised April 2025

 

 

 

 

 

 

 

 

 

Procedure in the Event of Fire

 

 

	Hirers must note the location of all Fire Alarms, Extinguishers and Exits.   Fire Exits must be kept clear of obstructions.  The Front Door MUST NOT BE LOCKED whilst the Hall is in use. The Stage-End Exit Door is fitted with a push bar which can be used in the event of an emergency.

 

 

 

The first duty of the Hirer is to ensure the safety of all those present and to ensure that everyone is accounted for in the event of an emergency.  All Hirers and their deputies must be made familiar with this procedure.

 

PLEASE NOTE – THE USE OF CANDLES/TEALIGHTS OR OTHER NAKED FLAMES IS STRICTLY FORBIDDEN.

 

In case of fire:-

 

If a fire is discovered, the Hirer is responsible for:

 

• Raising the alarm by shouting “FIRE” and ringing the Fire Gong
• Directing people outside by the nearest safe exit door to assemble at the Bus Shelter outside
• Checking the assembled people against a register or by known attendees
• Checking toilets, kitchen and Committee Room for people and making sure they leave the building via the nearest safe exit door
• Calling the Fire Service by using a mobile phone

 

 

DO NOT STOP TO COLLECT PERSONAL BELONGINGS.

 

Once everyone is accounted for, no one must re-enter the building until the Fire Service indicate that it is safe to do so.

 

Once the safety of everyone is assured and if the fire is considered to be small and manageable, a responsible person may use an appropriate type of fire extinguisher to tackle the fire whilst waiting for the Fire Service to attend.  Such action must not endanger those taking part.

 

 

In such event the hirer should also inform the booking clerk at the safest opportunity via:

Email: welcomhallbookings@trimleystmary-pc.go.uk

Phone: 07824309712