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.

DOWNLOAD:

You can also copy and paste from the information below.

Booking Application Forms.

TERMS OF LETTING –
Please read carefully
1. A form of application and undertaking must be completed before a booking is confirmed.
2. 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).
3. The hirer must provide a responsible person’s name and an assistant’s name
if alcohol is to be sold or supplied. Both people have to be over 18 years old.
4. Payment for the hire of the Hall by non-regular users must be made a minimum of 48 hours in
advance of the booking date. Non payment will result in the loss of the hire if another party wishes
to hire the Hall.
5. 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. Toilets should be flushed before leaving. Cleaning equipment is provided and should be returned to the cupboard from where it came.
6. All rubbish, including unsold items from Bazaars, Jumble sales etc. must be removed by the hirer on termination of the letting.
7. A refundable deposit , equal to the hiring charge, must be paid by separate cheque. This will be refunded when the Booking Secretary is satisfied that the Hall has been left in a clean condition,there is no damage and all rubbish has been removed. Hirers are asked to notify the Booking Secretary if there has been any damage to the Hall. Breakages to equipment, crockery or
glassware should also be notified so that replacements can be purchased for future users.
8. 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 the Hall empty by midnight. 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. If summoned, a
Constable or other officer or the Public Entertainment Licensing Authority may take such steps as
may be deemed necessary to control such noise.
9. All electrical equipment brought onto the premises must be of good repair and carry proof of
testing by a qualified electrician.
10. Nails, screws, drawing pins, adhesive tape and Blu Tack are not to be attached to any surface in the Hall. The hirer will be responsible for any paint etc. removed or damaged due to misuse.
11. No furniture or equipment may be removed from the building without the prior permission of
the booking secretary.
12. 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 licence 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.
13. Permission for lighting or illumination other than that already provided must be obtained at the
time of booking.
14. The Trustees shall not accept any responsibility for the parking of vehicles ; the hirer must make adequate arrangements. NB. Hire of the Hall does not include use of the adjoining field.
15. All hiring of the Hall is at the discretion of the committee. The committee reserves the right to
alter, change or cancel the hiring and to enter the Hall at anytime.
 
Amended: March 2018
Booking Application Form.
APPLICATION AND UNDERTAKING
I/We apply to hire West Grimstead Village Hall On: …………………………………………
for (please state the activity)…………………………………………………………………………….
I/We shall require the Hall from: …………………………… to ………………………. (to include time
for preparation and cleaning up)
Is a licence required for alcohol to be sold or supplied on the premises? ………………
If you answer “Yes” then please complete one of the two following statements:
Either:
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. I agree that the following named persons ………………………
and ………………………………….. will be responsible at the event for overseeing the law
regarding the sale/supply of alcohol on behalf of the PLH. (See Para 12 Terms of Letting.)
Or:
I do not wish to use the PLH for the West Grimstead Village Hall, and wish to bring in
my own contracted Bar and PLH, who is ………………………………………………………………..
……………………………………………………………………………. phone: …………………………
NB. THE MAXIMUM NUMBER OF PERSONS FOR ANY HIRING MUST NOT EXCEED
100
(Fire regulations – see Para 2 of the Terms of Letting)
I/We undertake to read and 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. (See Para 8 Terms of Letting)
Signature: ……………………………………………………………………………………………
Address: ……………………………………………………………………………………………….
…………………………………………………………………………………………………………….
Home telephone No: ……………………………. Mobile: …………………………………………..
If the hirer is under 18, the above signatory must be a guarantor aged over 18 and
relationship to the hirer must be added.
Once signed, this form and the Fire Safety form should be returned to the Bookings
secretary with two cheques – one for payment and the other a returnable deposit. The
forms may be returned via email or sent to the Bookings Secretary.
……….
FIRE SAFETY FORM.
CONDITIONS OF USE/HIRE OF WEST GRIMSTEAD VILLAGE HALL
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
……………….
ON DISCOVERY OF A FIRE
1. The Responsible person should………
•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.
2. Stewards should:
•Assist with the evacuation of the Premises.
•Assist in tackling the Fire only if safe to do so.
…………….
*PLEASE DO NOT USE THE FIRE EXTINGUISHERS FOR DOORSTOPS.*
……
*Please return Application of Hire and Fire form to the Booking Secretary…
Telephone: 01722 711436 for Postal address
or Email: bookings@westgrimsteadvillagehall.co.uk

Amended 2018.……….

..

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

Letting Terms. Important so please read carefully.

TERMS OF LETTING

TERMS OF LETTING .

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

2. Payment for the hire of the Hall by non-regular users must be made a minimum of 48 hours in advance of the booking date. Non payment will result in the loss of the hire if another party wishes to hire the Hall.

3. A refundable deposit, equal to the hiring charge, must be paid by separate cheque. This will be refunded when the Booking Secretary is satisfied that the Hall has been left in a clean condition, there is no damage and all rubbish has been removed. Hirers are asked to notify the Booking Secretary if there has been any damage to the Hall. Breakages to equipment, crockery or glassware should also be notified so that replacements can be purchased for future users.

4. Permission for lighting or illumination other than that already provided must be obtained at the time of booking.

5. 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 and Blu Tack are not to be attached to any surface in the Hall. The hirer will be responsible for any paint etc. removed or damaged due to misuse.

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

8. 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 licence 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.

9. The Trustees shall not accept any responsibility for the parking of vehicles; the hirer must make adequate arrangements. NB. Hire of the Hall does not include use of the adjoining field.

10. 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 the Hall empty by midnight. 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. If summoned, a Constable or other officer or the Public Entertainment Licensing Authority may take such steps as may be deemed necessary to control such noise.

11. 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).

12. The hirer must provide a responsible person’s name and an assistant’s name if alcohol is to be sold or supplied. Both people have to be over 18 years old.

13. 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. Toilets should be flushed before leaving. Cleaning equipment is provided and should be returned to the cupboard from where it came.

14. All rubbish, including unsold items from Bazaars, Jumble sales etc. must be removed by the hirer on termination of the letting.

15. All hiring of the Hall is at the discretion of the committee. The committee reserves the right to alter, change or cancel the hiring and to enter the Hall at anytime.

Amended: January 2018

……

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

..

…………….

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

……

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

……..

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

 

 

 

 

 

 

 

 

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.