Booking Conditions

Woodhouse Community Hall
Hall Hiring Conditions
Updated 11th March 2021

The Hall was formally opened on the 9th July 2008.

Please note  bookings are not confirmed until we send you a confirmation.

1. The Woodhouse Community Hall Trust is a Registered Charity – Trust Deed Number 1120929.

The address of the Woodhouse Community Hall Trust and its Management Committee is: –

The Orchard, 207 Forest Road, Old Woodhouse, Loughborough, LE12 8TZ.

The Management Trustees (2018) are: –

Rod Darby (Chairman), 9 Garats Hay, Forest Road, Woodhouse, LE12 8UZ
Jane Woodland (Secretary), Brays Cottage, 33 School Lane, Woodhouse, Loughborough, LE12 8UJ.
Mark Woodland (Treasurer) Brays Cottage, 33 School Lane, Woodhouse, Loughborough, LE12 8UJ.
Stephen E. Hicks , Outwoods Lodge, 226 Forest Road, Woodhouse, Loughborough, LE12 8UA.
Robert J. Evans (Safety Co-ordinator), Spinney Cottage, Vicary Lane, Woodhouse, Loughborough, LE12 8UL.
Yvonne Starbuck, 215 Forest Road, Woodhouse, Loughborough, LE12 8TZ.
Alison Michalska, The Winnows, Vicary Lane , Woodhouse, Loughborough, LE12 8UL
Jill Taylor, The Groves, 34 School Lane, Woodhouse, Loughborough, LE12 8UJ
Manjit Darby, 9 Garats Hay, Forest Road, Woodhouse, LE12 8UZ

In this document the word ‘Premises’ refer to the Woodhouse Community Hall and its attached land.

2. Insurance

Charity Insurance Cover is provided by Allied Westminster (Insurance Services Ltd).
Cover – See Policy Document in File.
Policy NumberVH 88/0047440/BS73185 Expires 20th Feb 2022
Persons organising cover is Mark Woodland (Treasurer).

3. The Licence granted by Charnwood Borough Council (see below) lists the activities which are specifically permitted. Under the relevant Act of Parliament such activities can only be carried on if a licence has been granted. However other allowable forms of activity do not need to be specifically identified in the licence – e.g. parties, celebrations, keep-fit classes, child minding, educational classes, etc. The licence also indicates the permitted days of the week and year and times in respect of the specifically permitted activities and also prescribes the general opening hours and associated dates. The licence also lays down requirements notably in relation to
noise, nuisance, prevention or crime and disorder, public safety and protection of children and hirers need to be fully aware of these conditions.

4. Booking

Hirers can contact Sandra  on telephone number 07585 234556 and email address admin@wchtrust.org.uk.

Potential hirers need to consult the licence conditions (see above) and the conditions relating to Alcohol and Health and Safety (see below).

Copies of the Booking Form, Scale of Fees and Feedback Form can be supplied. Hirers also need to note the specific booking conditions laid out on the Booking Form including the hall maximum capacity (90 persons).

5. Health and Safety

(i) General Statement of Policy

The Health and Safety Policy at the Woodhouse Community Hall Management Committee.

Our policy is to:
a) Provide healthy and safe working conditions, equipment and systems of work for volunteers, committee members, hirers and any employees.
b) Keep the Premises and equipment in a safe condition for all users.
It is the intention Woodhouse Community Hall Management Committee to comply with all Health and Safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.

Woodhouse Community Hall Management Committee considers the promotion of the health and safety of those who use the Premises, including contractors and any employees who may work there, to be of great importance. The management committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage committee members, users and employees to engage in the establishment and observance of safe working practices.

Hirers and users will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the Premises and to accept responsibility to do everything they can to prevent injury to themselves or others.

Signed : (On behalf of the Community Hall Committee)

Name____________________________

Position__________________________

Date

(ii) General Safety Rules

All hirers will be expected to read the whole of the hiring agreement and should sign the hiring form as evidence that they agree to the hiring conditions.

All hirers should familiarise themselves with the safety rules at the Premises which they will be expected to follow and with the location of the Accident Book and First Aid Box.

Hirers, users and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with all safety notices on the Premises and to accept responsibility to do everything they can to prevent injury to themselves or others.

The following practices must be followed in order to minimise risks: –
• Make sure that all emergency exit doors are clear as soon as the hall is to be used and throughout the hiring.
• Do not operate or touch any electrical equipment where there are signs of damage, exposure of components or water penetration etc.
• Do not work on steps, ladders or at height until they are properly secured and another person is present.
• Do not leave portable electrical or gas appliances operating while unattended.
• Do not bring onto the property any portable electrical appliances which have not been Portable Appliance Tested.
• Do not attempt to move heavy or bulky items (eg stacked tables or chairs) without adequate assistance.
• Do not stack more than two chairs.
• Do not attempt to carry or tip a water boiler when it contains hot water. Leave it to cool.
• Do not allow children in the kitchen.
• Wear suitable protective clothing when handling cleaning or other toxic materials.
• Individuals should not attempt to convey single handed bulky items through the loft aperture.
• Be aware and seek to avoid the following risks:
Creating slipping hazards on polished or wet floors – mop spills immediately.
Creating tripping hazards such as buggies, umbrellas, mops and other items left in the hall and corridor.
Use adequate lighting to avoid tripping in less well lit areas.
Risk to an unaccompanied individual in the building.
Risks involved in handling kitchen equipment e.g. cooker, water heater and knives.
Creating toppling hazards by piling equipment e.g. in store cupboards.

Report any evidence of damage to or faults in equipment or the buildings facilities to the Safety Co-ordinator. Report every accident in the accident book and also inform the Safety Co-ordinator.

(iii) Cleaning Safety Rules

Hirers and users should be aware that cleaning equipment is labelled in order to indicate where it should be used and, by implication, where it should not be used. This is designed to avoid cross-contamination.

Hirers and users are reminded that the Booking Conditions require the Premises to be left in a clean and tidy condition after use.

(iv) Food Handling Rules

Wash your hands thoroughly:

• before touching food
• after preparing fresh meat, poultry or fish
• after using the lavatory
• after blowing your nose
• before serving food

If you have any skin, nose, throat or bowel trouble – YOU MUST NOT HANDLE FOOD. Do not cough or sneeze over food.

Please wear clean clothes and a protective apron or overall.

Use waterproof dressings on cuts, sores or abrasions and keep dressings clean. Wear a thin rubber glove if necessary.

Always use clean utensils. Use a clean utensil in preference to your hands.

Always use clean cloths for washing, wiping and drying.

Do not use chipped or cracked crockery: put it on one side to be destroyed or replaced. Clean up as you go and wipe up spillages as they occur.

Keep prepared foods covered until they are served.

Do not place uncooked meat, poultry or fish near cooked preparations unless they are securely wrapped.

Keep fish, meat, vegetables or dairy products and foods containing them either below 8’ C or, if they are cooked and waiting to be eaten hot, 63’ C.

Keep the waste bin properly covered at all times.

When you have finished your preparations, please wash and dry everything you have used and put it away. Clean the sink, work surfaces, and any spills on the floor.

Caution
• Avoid touching the Hot Water Boiler whilst it is in operation and still hot.
• Note the projection of the hood of the Cooker Extractor Unit.

(v) Catering Rules

Hirers and users who wish to serve food and drink on the Premises and propose to obtain hot food and drink from an outside source are themselves responsible for ascertaining that the outside supplier is fully qualified in respect of food safety and hygiene.

Hirers and users who wish to serve food and drink on the Premises and also propose to prepare that food and drink on the Premises are themselves responsible for guaranteeing that those involved in the food and drink preparation are properly qualified in respect of food safety and hygiene.

Under the terms of the Licence, whilst alcohol can be consumed on the Premises it cannot be sold for either consumption on or off the Premises, unless a separate licence has been applied for and issued.

(vii) First Aid and Accident Reporting

The First Aid Box is located in the Hall kitchen in the left hand cupboard adjacent to the oven.

The person responsible for keeping this up to date is the Safety Co-ordinator.

The accident book is kept with this file in the Hall premises. This must be completed whenever an accident occurs.

Any accident must be reported to a member of the management committee responsible and/or the caretaker in charge.

The person responsible for completing the RIDDOR forms and reporting accidents is the Hirer.

The following major injuries or incidents on the premises must be reported on RIDDOR forms:

• fracture, other than to fingers, thumbs or toes;
• amputation;
• dislocation of the shoulder, hip, knee or spine;
• loss of sight (temporary or permanent);

• any penetrating injury to the eye (including chemical);
• injury from electrical shock/burn leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours;
• any other injury leading to hypothermia, heat induced illness or unconsciousness or requiring resuscitation or requiring admittance to hospital for more than 24 hours;
• unconsciousness caused by asphyxia or exposure to harmful substance or biological agent;
• acute illness requiring medical treatment or loss of consciousness arising from absorption of any substance by inhalation, ingestion or through skin;
• acute illness requiring medical attention which may have resulted from a biological agent or toxins or infected material.

Relevant examples of reportable dangerous occurrences include:

• electrical short circuit or overload causing fire or explosion,
• collapse or partial collapse of a scaffold over 5m high,
• unintended collapse of a building under construction or alteration, or of a wall or floor,
• Explosion or fire.

Our administrator Sandra’s contact details are admin@wchtrust.org.uk and 07585 234556