WEST GRIMSTEAD VILLAGE HALL
Plays an import role....keeping the community together and supplying endless events for all to enjoy.

Email Contact:- bookings@westgrimsteadvillagehall.co.uk

Booking Forms

Please download our Complete Booking Form pdf which includes terms and fire regulations, print out,  fill in and sign, (scan) and return to the Booking Secretary.

Make sure you have read and understand the Fire Risk Assessment at the end of this page, you could be liable for fines or legal action if these rules are broken. 

Booking Secretary: Telephone: 01722 711436 for Postal address, or email bookings@westgrimsteadvillagehall.co.uk.

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You can also copy and paste from the information below.

Booking Application Forms.

 

APPLICATION AND UNDERTAKING

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I/We apply to hire West Grimstead Village Hall

On: …………………………….. For the purpose of……………………………………

I/We shall require the Hall from: …………………………………………………….

Also from ……………… to……………..for the purpose of making preparations.

Is a licence required for alcohol to be sold or supplied on the premises? ……………………

“ I agree and understand that The Personal Licence Holder (PLH) for The West Grimstead Village Hall has the authorisation to permit the sale/supply of alcohol at my event on these premises and I agree to pay the required fee for this facility ………………………..

I agree that the following named person(s)…………………………………………………………

Will be responsible at the event for overseeing the law regarding the sale/supply of alcohol on behalf of the PLH. (As per Para 14 Terms of Letting.)

I do not agree to use the PLH for the West Grimstead Village Hall as above and wish to bring in my own contracted Bar and PLH, who is…………………………………………………………”

NB Hire and Preparation times will be added together and one overall charge made.

THE MAXIMUM NUMBER OF PERSONS FOR ANY HIRING MUST NOT EXCEED 100 (Fire regulations)

PLEASE REFER TO NO 11 OF THE TERMS OF LETTING REFERENCE FUNCTIONS

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I/We undertake to abide by the Terms of Letting, a copy of which has been supplied to me/us.

I/We agree to indemnify the Trustees of West Grimstead Village Hall against the cost of any sum which may be incurred by reason of Copyright during the period of hire covered by the letting of West Grimstead Village Hall to me/us.

Signature……………………………………………

Address……………………………………………………………………………………………..

………………………………………………………………………………………………………

Telephone no

Day: ……………………… Evening: ……………………… Mobile: …………………………

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If hirer is under 18, the above signatory must be a guarantor aged over 18 and relationship to the hirer must be added.

Cheques to be made out to “West Grimstead Village Hall” or Cash accepted. All Payments to be received before Hire Date.

*Please return form to the Booking Secretary…    Telephone: 01722 711436 for Postal address.
Email: bookings@westgrimsteadvillagehall.co.uk

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Click on the link below to download and print the Complete Booking Forms from a pdf file.

Letting Terms.This is important so please read.

TERMS OF LETTING

  1. A form of application and undertaking must be completed before the booking is confirmed.

  2. In the event of the hirer being unable to fulfill their commitment of hire, they will be required to pay in full the cost of the letting, unless 48 hours notice of cancellation has been given to the Booking Secretary.

  3. Payment for the hire of the Hall for non-regular users must be made 48 hours in advance. Non payment will result in the loss of the hire if another party wishes to hire the hall. A cover charge of £30.00 must be paid with the hiring charge, and this will be refunded when the key is returned, assuming that the Booking Secretary is satisfied that the Terms of Letting have been adhered to.

  4. A charge of £3.00 per item of damage or broken crockery will be made where necessary.

  5. Permission for lighting or illumination other than that already provided must be obtained at the time of booking. All electrical equipment brought onto the premises must be of good repair and carry proof of testing by a qualified electrician.

  6. NAILS, SCREWS, DRAWING PINS, ADHESIVE TAPE, BLUE TAK are not to be attached to any surface in the hall. Hirer will be responsible for any paint etc. removed due to this misuse. The hirer will be liable for any damage to the hall or its contents.

  1. No furniture or equipment may be removed from the building without the prior permission of the booking secretary.

  2. The hirer of the hall shall be solely responsible for ensuring that the hall shall not be used for any performance of dramatics or musical works or lectures which infringe the Laws of Copyright and for obtaining any license that may be required to enable such performances to take place. The Trustees shall not be responsible for the cost of any prosecution or fine issued as a consequence of such a breach during the period of hire.

  3. The Trustees shall not accept any responsibility for the parking of vehicles; the hirer must make adequate arrangements.

  4. Hire of the hall does not include use of the adjoining field.

  5. Functions held on Monday – Thursday must end by 10.30pm, Sundays by 10pm.
    Functions on a Friday and Saturday must end by 11.30pm and hall empty by midnight.
  6. The hirer shall ensure that all necessary steps are taken to prevent persons in the neighbourhood being unreasonably disturbed by noise, including noise made by persons leaving the premises and where required by a Constable or other officer or the Public Entertainment Licensing Authority will forthwith take such steps as may be directed to control such noise.
  1. The hirer should note that due to fire regulations the maximum number of persons permitted to be in the hall at any time is strictly limited to 100 (one hundred). The hirer to provide a responsible person’s name and assistant’s name, and has a working mobile phone with a signal to hand if the emergency services have to be called.
    The hirer is to make them selves aware of the fire exits and fire extinguishers in the hall and the fire blanket in the kitchen.
  1. The hirer to provide a responsible person’s name and assistant’s name if alcohol is to be sold or supplied, both people having to be over 18 years old.

  2. The hirer of the hall is responsible for leaving the hall in a clean condition. This includes sweeping or vacuuming the floor as necessary to remove all dirt and debris resulting from the letting. It is particularly important that any sharp items, such as broken glass and pins etc. are completely removed, as they may constitute a hazard to subsequent users of the hall. If the kitchen is included in the letting the floor must be swept and wet mopped. All crockery and cutlery used must be left in a clean condition and any breakages be reported to the booking secretary. Toilets to be flushed before leaving. Cleaning equipment is provided and to be returned to the cupboard from where it came from.

  3. Unsold items from Bazaars, Jumble sales etc. must be removed by the hirer on termination of the letting.

  4. All hiring of the hall is at the discretion of the committee. The committee reserves the right to alter/change or Cancel the hiring or enter the Hall at anytime..

 

Amended April 2014.

click on the link below to download and print the Complete Booking Forms from a pdf file.

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UPDATED 2016.

 FIRE SAFETY FORM.

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CONDITIONS OF USE/HIRE OF WEST GRIMSTEAD VILLAGE HALL

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The Regulatory Reform Fire Safety Order 2005 aims to:

identify risks * identify people at risk * reduce / remove risks which might lead to a fire

As a hirer of the Hall I/We (name)………………………………………………………… (address)………………………………………………………………………………………………………………… undertake to read the contents of the Fire Risk Assessment compiled by the Village Hall Committee (attached). I agree to assume the duties of the Responsible Person and to observe the following Code of Practice:

  • I/we will always have a fully charged mobile phone available in order to summon the Fire & Rescue Service. The post code for the Hall is SP5 3RE and to assist the Service, Church Lane intersects with the Grimstead Road opposite Chapel Hill.
  • I/we will familiarise myself with the location and deployment method of the 4 fire extinguishers and the fire blanket. However, in the event of a fire, total evacuation of the building and the safety of its users must be the prime consideration.
  • I/we will maintain free access to all the fire exits. This includes making sure that the main entrance door is always unlocked.
  • If there are disabled, elderly or young children on site, then I will arrange for someone to be responsible for evacuating them in the event of a fire.
  • I/we will be able to locate and isolate the main services. (The electricity supply can be turned off by the mains switch in the cupboard above the cloakroom basin. The stop cock is located in the cupboard under and to the right of the same basin)
  • All hirers should draw the attention of those in their care to the location of fire exits. Regular hirers should conduct a fire drill at least once a year and inform the Bookings Secretary (01722 711436) that this has been done.
  • In the event of an evacuation, be able to account for all individuals in their care.
  • Ensure that there are no more than 100 people in the building at any time.
  • No hazardous material, untested electrical equipment or pyrotechnics must be brought into the building without the permission of the VH Committee.
  • No ‘hot work’ involving cutting, welding or where any source of heat is generated may be permitted on site without the knowledge and agreement of the VH Committee.

The Responsible Person is: ……………………………………………………………..

Date: ………………… Signature: ………………………………………………………..

Please download, print, sign this form and return with the Booking Form to the Booking secretary.

*Please return both forms to the Booking Secretary…    Telephone: 01722 711436 for Postal address or Email: bookings@westgrimsteadvillagehall.co.uk

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ON DISCOVERY OF A FIRE

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  1. The Responsible person should

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    • Ask everyone to leave the premises immediately by the nearest fire exit and meet at assembly point.

    • Ensure the the Fire Brigade is called.

    • Dial 999 and ask for the Fire Brigade.

    • State the location of the fire, i.e.: West Grimstead Village Hall, Church Street, West Grimstead, Salisbury, SP5 3RE

    • Ensure all persons have left the premises.

    • Tackle the fire with the approiate extinguishers provided, only if it is safe to do so.
    • Prevent anyone re-entering the Building until told by a Fire Brigade Officer that it is safe to do so.

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  1. Stewards should:

  •  Assist with the evacuation of the Premises.
  •  Assist in tackling the Fire only if safe to do so.

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*PLEASE DO NOT USE THE FIRE EXTINGUISHERS FOR DOORSTOPS.*

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*Please return Application of Hire and Fire form to the Booking Secretary…    Telephone: 01722 711436 for Postal address or Email: bookings@westgrimsteadvillagehall.co.uk

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click on the link below to download and print the Complete Booking Forms from a pdf file.

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As part of our responsibilty to the public in the Hire of this Hall we are required to regularly have a Fire Assessment and this is the recent assessment which needs to be READ BY ALL HIRERS.

West Grimstead Village Hall 

Fire Risk Assessment  2017.

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FIRE RISK ASSESSMENT.

1. Introduction

1.1 The Regulatory Reform (Fire Safety) Order 2005 came into force on 1st October 2006. It applies to community halls and community premises and is relevant, therefore, to West Grimstead Village Hall.

1.2 Responsibility for complying with the Order rests with the ‘Responsible Person’. For the purposes of carrying out the Fire Risk Assessment the Responsible Person’ is the West Grimstead Village Hall Management Committee who, from time to time, appoint one or more competent’ persons to undertake the risk assessment. This assessment replaces all previous documentation.

1.3 Where premises are leased as an empty and unsupervised facility, the fire safety responsibilities of those hiring the building – and therefore in charge of the activities conducted within it – need to be established as part of the contract of hire. They become the ‘Responsible Person’ for the period of hire and must familiarise themselves with the layout of the hall, the fire safety provisions and their duties in the event of a fire.

1.4 This Fire Risk Assessment has been carried out in accordance with the requirements of the Order and having regard to the Government guidance on Fire Safety Risk
Assessment in Small and Medium Places of Assembly. The guide describes five steps
that should be taken when carrying out a Fire Risk Assessment:

1 – Identify fire hazards

2 – Identify people at risk

3 – Evaluate, remove, reduce and protect from risk

4 – Record, plan, inform, instruct and train

5 – Review

1.5 The Fire Risk Assessment follows this structure and has been carried out for each of the principal areas of usable space in the village hall, namely:

1. Main entrance and foyer

2. Main Hall

3. Kitchen

4. Cloakroom

1.6  For each of these areas an assessment has been carried out of sources of ignition, fuel and oxygen, fire detection, fire fighting and precautionary equipment, escape routes, emergency lighting, signs and notices.

1.7  The findings of this assessment are contained in the table in the Appendix and the key points discussed in the following paragraphs.

2. Fire Hazards: Sources of Ignition, Fuel and Oxygen

2.1  The main sources of ignition are:

  • the various items of electrical equipment located in the kitchen – cooker, dishwasher, microwave, fridge, kettles overhead heater and water heater
  • the sound system and radio cassette player in the hall
  • the circuit board, 2 hand driers, disabled alarm system and water heater located in the cloakroom
  • electrical sockets and lighting located throughout the village hall

2.2 The main sources of fuel are:

  • an oil tank located outside the building to the side and rear of the property.
  • the upholstered seating stored in the main hall storeroom
  • the curtains at each of the main windows
  • a small wooden stage and the wooden floor
  • the two notice boards located in the hall
  • stored items in the kitchen and cloakroom – paper towels and tablecloths, toilet rolls, books, decorations
  • Christmas decorations stored in the hall cupboard
  • alcohol for future events – stored in the foyer and cloakroom
  • stored items in the foyer

2.3 The main source of oxygen is:

  • the natural flow of air through windows and doors
  • the Vent-Axia system in the kitchen

3. People at Risk.

3.1 People who use the hall and may be at risk if there is a fire include:

  • hirers
  • the Village Hall Management Committee
  • cleaners
  • visitors – including anyone visiting the hall who is unfamiliar with the layout
  • contractors
  • children
  • the elderly
  • people with disabilities – mobility, hearing or vision impaired

4. Evaluate, Remove, Reduce and Protect from Risk

The risk of fire occurring

4.1 It is considered that the risk of fire occurring is normal. The main sources of ignition comprise a gas boiler (outside the hall) and electrical equipment. These are regularly serviced.

The risk to people

4.2 The hall is a single storey building and is supplied with three designated escape routes. This includes a fire exit in the main hall, adjacent to the stage, which is suitable for wheelchair use. There are two fire doors which would delay the spread of fire within the building. These doors are located between the kitchen and the foyer and between the hall and the cloakroom. The kitchen door has been fitted with intumescent strips which would delay the spread of smoke from the kitchen into the foyer for thirty minutes, allowing sufficient time for evacuation of the building.

Removal / Reduction of Hazards

4.3 The main sources of ignition comprise the gas boiler and a range of electrical equipment which form an essential part of the facilities available to users of the hall. Removal of these would not be in the best interests of users of the hall and the potential hazards are reduced as far as possible through regular maintenance and servicing.

4.4 The oil tank outside the building has a 1 hour rating. The sources of fuel include the upholstered seating which is fire retardant and is stored away from sources of ignition in the hall storeroom. The curtains have been sprayed with a fire retardant product. Other sources of fuel are stored items which are necessary for the functioning of the hall, but are kept to a minimum. However, combustible items should not be stored in the foyer as it is a fire escape. The notice boards are each less than 1m square, and are checked to remove out of date material.

4.5 The village hall operates a No Smoking policy.

Removal / Reduction of Risks to People

4.6 The fire risk to people has been reduced by ensuring that adequate fire precautions are in place to warn people in the event of a fire and to allow them to escape safely.

4.7 In the event of a fire, the alarm can be raised by either a shout or the use of a hand bell which is located on a shelf to the rear of the stage. The latter would be a suitable alarm in the event of near maximum occupancy (100 people).

4.8  Fire extinguishers for particular types of fire are situated in the main hall (2), the cloakroom (1) and the kitchen (1). A fire blanket is located in the kitchen. All these are serviced annually, and the Certificate of Inspection is displayed in the hall. All the fire extinguishers have operating instructions clearly displayed.

 Water Fire Extinguishers  can be used on solids such as paper, wood and plastic. These are called Class A fires. They should not be used on liquid fires or those involving electricity. For instructions on how to use a water extinguisher go to: https://www.youtube.com/watch?v=vWLCtKr-Tb0

Dry Powder Fire Extinguishers  are often termed the ‘multi-purpose’ extinguisher, as they can be used on class A (Solids), B (flammable liquids) & C (flammable gases) fires. However, there are no sources of gas in the Village Hall. For instructions on how to use these fire extinguishers go to: https://www.youtube.com/watch?v=uAaalWAUOZI

4.9 There are three Emergency Exits and each is provided with internal signage and emergency lighting. They give direct access to the Assembly Point which is the churchyard opposite the hall. There are also signs on the outside of the two side doors saying that the doors must be kept clear. External lights illuminate all of the exits and these are triggered by movement. 

4.10  In the event of a fire it is essential that access is maintained for a fire engine. Parking in the vicinity of the hall must reflect this need.

Installation, Testing and Maintenance.

4.11 All fire prevention and fire fighting equipment is maintained in effective working order through regular checks, periodic servicing and maintenance. Sources of risk are also checked on a regular basis.

4.12  Monthly checks are made of fire exits and emergency lighting.

4.13  Annual checks are made of the fire extinguishers and fire blanket and a Certificate of Inspection obtained. Electrical testing is also carried out on a regular basis.

Conditions of Hire.

4.14 The conditions of hire, which must be signed by all hirers, state that they must:

  • have a fully charged mobile phone to summon the Fire and Rescue Service in the event of a fire
  • ensure that all Fire Exits are unobstructed and that those in their care are aware of the location of the Fire Exits and Fire extinguishers
  • nominate a suitable person to supervise the evacuation of any child, elderly or disabled person in their care
  • familiarise themselves with the location of the mains electricity switch and stop cock
  • be able to account for the people in their care
  • close all doors and windows and to turn off all heaters, kettles and the cooker at the mains when they leave the building. They are also asked to remove all rubbish
  • regular users are required to conduct a fire drill at least once a year.

5. Record, Plan, Inform, Instruct and Train.

Significant findings and action taken.

5.1 The main findings of the fire risk assessment, including the actions taken to prevent fire occurring and to reduce the risk to people, are contained within the preceding sections of this report.

Emergency Plan.

5.2 The village hall has a simple layout with clear and well signed escape routes. There are instructions on what to do in the event of a fire on the hall notice board as well as in the Conditions of Hire.

Information and Instruction.

5.3 Copies of the Conditions of Hire are provided to hirers on the village hall website. These must be signed and sent to the Bookings Secretary to show that they are accepted and will be adhered to.

5.4 Signs indicating the location of fire doors and fire extinguishers are clearly visible in the hall.

5.5 Fire safety advice is given to all cleaners and contractors.

6. Review

6.1 This Fire Risk Assessment will be reviewed annually – or more frequently if there are perceived to be new risks caused by alterations to the fabric of the building, the heating system or the types of activity taking place within the hall.

23/06/17

Appendix

Location

Sources of ignition, fuel & oxygen

Fire fighting and precautionary equipment

Escape routes

Emergency lighting , signs & notices

Main Entrance & foyer

Lighting and cupboard storing alcohol.

 

Via main door

 

Main hall

Electric sockets and lighting; sound system and radio cassette player; curtains; 2 notice boards.

2 fire extinguishers, 1 is powder, the other water;

Via main door, via Fire Exit direct to outside and via Fire Exit in cloakroom to outside

Emergency lighting above all 3 exits. Signs above all 3 exits and signs above both fire extinguishers which indicate their usage and how to deploy them.

Hall store cupboard

Upholstered seats and tables; Christmas decorations; electric light & switch

Water extinguisher located just outside the cupboard door in the hall.

Via any of the 3 Fire Exits

As above

Cloakroom

2 hand driers, main circuit board, disabled alarm system, lighting and water heater. Stored items eg toilet rolls, paper towels, books, alcohol and cleaning products.

1 powder fire extinguisher and a fire door to main hall.

Via Fire Exit to outside

Emergency lighting and sign above fire exit. Sign above fire extinguisher showing usage and deployment.

Kitchen

Electric cooker, dishwasher, microwave, fridge freezer, 2 kettles, an overhead heater and a water heater. Stored items e.g. cleaning fluids, towels and paper tablecloths. Vent-Axia in kitchen window.

1 powder fire extinguisher and 1 fire blanket. Fire door to foyer.

Via main entrance to outside

Fire exit sign above the kitchen door and signs for extinguisher and blanket deployment. Hirers are requested to ‘Turn off’ cooker and water heater at the mains switch before leaving the hall.

Outside

Gas boiler and oil storage tank.

Powder extinguisher located just inside the fire exit nearest to these items.

Down path towards the road.

Motion activated lighting above the nearest fire exit.

click on the link below to download and print the Complete Booking Forms from a pdf file.