Hire Agreement Long Lawford Memorial Hall

By proceeding with your booking you are deemed to have accepted the following terms and conditions for the hire of the hall. (See clause #19).

TERMS & CONDITIONS OF HIRE

Agreements with the Trustees of Long Lawford Memorial Hall, for the hire of Long Lawford Memorial Hall any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).

1. Undertaking of the Hirer

1.1 The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force.

2. Supervision by the Hirer

2.1 The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses.

3. Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for: 3.1 Being familiar with, and complying with, the guides provided for the use of Long Lawford Memorial Hall 3.2 Ensuring that the Premises are kept secure for the duration of the hire 3.3 Supervision of the use of the Premises and the care of its fabric and contents 3.4 Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons 3.5 Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire 3.6 Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire 3.7 Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard 3.8 Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner 3.9 Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission off the trustees of Long Lawford Memorial Hall on the occasion of a special event or hire agreed to by Long Lawford Memorial Hall

3.10 Ensuring that NO animals whatsoever enter the kitchen at any time 3.11 Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises 3.12 Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels.

4. Fire Regulations

The Hirer shall: 4.1 Ensure that the “Emergency Exit” signs are kept clear from obstruction. 4.2 Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to the trustees of Long Lawford Memorial Hall 4.3 Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event 4.4 Ensure that all fire exits in the hall they have booked are kept clear at all times, however if any equipment, e.g. a piano, is positioned close to an exit, the user of the equipment is made responsible for moving it rapidly out of the way of the exits in the event of an emergency 4.5 Ensure that the relevant foyer entrances are not blocked with items such as buggies, wheelchairs or mobile scooters, pushbikes or scooters

The Evacuation Meeting Place is in the Car Park. No person may re-enter the Hall without the permission of the Fire Brigade.

5. Car Park The Hirer is responsible for: 5.1 Vehicles are parked at owner’s risk and cars to be parking in an orderly way. 5.2 Children must not be left unattended on the carpark/ grass area.

6. Use of Premises The Hirer shall not: 6.1 sub-let or use the Premises for any purpose other than that described in their Booking Application 6.2 use the premises or allow the Premises to be used for any unlawful purpose or in any unlawful way 6.3 do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof 6.4 allow the use of drugs on the Premises 6.5 allow smoking in the Premises or in the vicinity of the entrances. 6.6 Ensure No balls games of any nature to take place within the building of Long Lawford Memorial Hall 6.7 Use any other part of the Hall unless booked

7. Premises Licence and other relevant legislation The Hirer is responsible for: 7.1 Conforming to the terms of the Premises Licence granted to Long Lawford Memorial Hall including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music).  The Hirer is responsible for applying for a licence to sell alcohol, giving a copy to Long Lawford Memorial Hall and displaying it during the event.  Alcohol may not be served to any person under the age of 18 years. 7.2 Ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure

The Hirer shall ensure that the users: 7.3 do not contravene the law relating to gaming, betting, and lotteries 7.4 comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or similar entertainment taking place at the premises.

A breach of this condition may lead to prosecution by the local authority.

8. Compliance with legislation relating to children or vulnerable adults

8.1 The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer.

 

9. Indemnity

The Hirer shall indemnify and keep indemnified each of the Trustees of and Long Lawford Memorial Hall their employees, volunteers, agents and invitees against: 9.1 The cost of repair of any damage done to any part of the Premises including the curtilage there of or the contents of the Premises 9.2 Against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions 9.3 All claims in respect of damages, including damage for 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 9.4 As directed by Long Lawford Memorial Hall 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

10. Insurance The Hirer is responsible for: 10.1 ensuring that any catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance a copy needs to be given to Long Lawford Memorial Hall & displayed during your event. 10.2 Long Lawford Memorial hall is not liable for Public liability cover for commercial hirers. 10.3 Bouncy Castles are not permitted inside the building they are to be used outside only.

11. End of Hire
The Hirer is responsible for: 11.1 leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise we may make an additional charge. 11.2 Returning Keys 11.3 Removing ALL rubbish from the premises

12. Accidents and Dangerous Occurrences The Hirer must

12.1 report all accidents involving injury to the public to an authorised representative of Long Lawford Memorial Hall as possible, and complete the relevant section in the Accident Book which is located in the main kitchen. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called. 12.2 Any failure of equipment, either that belonging to Long Lawford Memorial Hall or brought in by the Hirer must also be reported as soon as possible.

13. Stored equipment

13.1 Long Lawford Memorial Hall accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. 13.2 All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. 13.3 Long Lawford Memorial Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same. 13.4 All equipment needs to be stored within lockers, nothing is to be stowed on top of lockers and will be removed by Long Lawford Memorial Hall. 13.5 Tables must be stowed away in the trolley after use and not left out. 13.6 All chairs are to be stacked after use no more than 6 in a stack.

14. No alterations

14.1 Decorations may be hung on the side walls of the Halls but not elsewhere. On request, Hirers must produce a certificate that the decorations are not a fire hazard. No adhesive tape or similar may be used. 14.2 No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the Premises without the prior written approval of Long Lawford Memorial Hall. 14.3 Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of Long Lawford Memorial Hall, remain in the Premises at the end of the hiring and become the property of Long Lawford Memorial Hall or be removed by the Hirer. The Hirer must make good to the satisfaction of the Long Lawford Memorial Hall any damage caused to the Premises by such removal.

15. Interruption of Regular Bookings

15.1 If a Hirer is a regular weekly user, Long Lawford Memorial Hall reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least six weeks’ notice shall be given of such cancellation. 15.2 Long Lawford Memorial Hall reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.

16. Cancellation by the Hirer

16.1 If the Hirer cancels the booking before the date of the event Long Lawford Memorial Hall is unable to conclude a replacement booking, Long Lawford Memorial Hall may, at their discretion, require a further payment of hire fees or withhold part of the deposit and hire charge already paid.

17. Cancellation by Long Lawford Memorial Hall

Long Lawford Memorial Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if Long Lawford Memorial Hall reasonably consider that:

17.1 Such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or

17.2 Unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or

17.3 The Premises have become unfit for the use intended by the Hirer

17.4 For essential maintenance work or repairs to be carried out

17.5 In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but Long Lawford Memorial Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.

18. The Trustees
Reserve the right to: 18.1 Refuse or cancel bookings
18.2 Increase charges
18.3 Enter the hall at any time

Are not liable for: 18.4 Failure of Mains Services affecting the hiring
18.5 Expenses incurred by attendance at the Hall by Fire, Police or Ambulance.

19. Acceptance

These Terms and Conditions will have been made available to the Hirer at the time of making the booking.  By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.

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Data Protection Policy

 

 

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Long Lawford Memorial Hall. This personal information must be collected and handled securely.

The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings and photographs.

The charity will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.

Purpose

The purpose of this policy is to set out Long Lawford Memorial Hall Trustees commitment and procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.

The following are definitions of the terms used:

Data Controller - the trustees who collectively decide what personal information Long Lawford Memorial Hall will hold and how it will be held or used.

Act - means the Data Protection Act 1998 and General Data Protection Regulations - the legislation that requires responsible behaviour by those using personal information.

Data Protection Officer (DPO) - the person responsible for ensuring that Long Lawford Memorial Hall follows its data protection policy and complies with the Act. Note: Long Lawford Memorial Hall is not required to appoint a DPO

Data Subject - the individual whose personal information is being held or processed by Long Lawford Memorial Hall for example a donor or hirer.

'Explicit' consent - is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him.

Explicit consent is needed for processing "sensitive data", which includes:

a. Racial or ethnic origin of the data subject b. Political opinions c. Religious beliefs or other beliefs of a similar nature d. Trade union membership e. Physical or mental health or condition f. Sexual orientation g. Criminal record h. Proceedings for any offence committed or alleged to have been committed

Information Commissioner's Office (lCO) - the ICO is responsible for implementing and overseeing the Data Protection Act 1998.

Processing - means collecting, amending, handling, storing or disclosing personal information.

Personal Information - information about living individuals that enables them to be identified - e.g. names, addresses, telephone numbers and email addresses. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers.

The Data Protection Act

This contains 8 principles for processing personal data with which we must comply

Personal data:

1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,

2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,

3. Shall be adequate, relevant and not excessive in relation to those purpose(s).

4. Shall be accurate and, where necessary, kept up to date,

5. Shall not be kept for longer than is necessary,

6. Shall be processed in accordance with the rights of data subjects under the Act,

7. Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,

8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.

Applying The Data Protection Act within the charity

We will let people know why we are collecting their data, which is for the purpose of managing Long Lawford Memorial Hall its hiring’s and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.

Correcting data

Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong, to prevent use which is causing them damage or distress, or to stop marketing information being sent to them. Any SAR must be dealt with within 30 days. Steps must first be taken to confirm the identity of the individual before providing information, requiring both photo identification e.g. passport and confirmation of address e.g. recent utility bill, bank or credit card statement.

Responsibilities

Long Lawford Memorial Hall Committee is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for.

The management committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls:

a. Collection and use information fairly. b. Specify the purposes for which information is used. c. Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements. d. Ensure the quality of information used. e. Ensure the rights of people about whom information is held can be exercised under the Act.

These include:

• The right of access to one's personal information.

• The right to be informed that processing is undertaken.

• The right to prevent processing in certain circumstances, and

• The right to correct, rectify, block or erase information which is regarded as wrong information.

f. Take appropriate technical and organisational security measures to safeguard personal information, g. Ensure that personal information is not transferred abroad without suitable safeguards, h. Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information, i. Set out clear procedures for responding to requests for information.

All trustees, staff and volunteers are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them.

 

Procedures for Handling Data and Data Security

Long Lawford Memorial Hall Committee has a duty to ensure that appropriate technical and organisational measures and training are taken to prevent:

• Unauthorised or unlawful processing of personal data

• Unauthorised disclosure of personal data

• Accidental loss of personal data

 

All trustees, staff and volunteers must therefore ensure that personal data is dealt with properly no matter how it is collected, recorded or used. This applies whether or not the information is held on paper, in a computer or recorded by some other means e.g. tablet or mobile phone.

Personal data relates to data of living individuals who can be identified from that data and use of that data could cause an individual damage or distress. This does not mean that mentioning someone's name in a document comprises personal data; however, combining various data elements such as a person's name and salary or religious beliefs etc. would be classed as personal data, and falls within the scope of the DPA. It is therefore important that all staff consider any information (which is not otherwise in the public domain) that can be used to identify an individual as personal data and observe the guidance given below.

Privacy Notice and Consent Policy

The private notice and consent policy are as follows:

Consent forms will be stored by the committee in a locked filing cabinet in a locked room.

Operational Guidance

Email

All trustees, staff and volunteers should consider whether an email (both incoming and outgoing) will need to be kept as an official record. If the email needs to be retained it should be saved into the appropriate folder or printed and stored securely.

Phone Calls

Phone calls can lead to unauthorised use or disclosure of personal information and the following precautions should be taken:

• Personal information should not be given out over the telephone unless you have no doubts as to the caller's identity and the information requested is innocuous.

• If you have any doubts, ask the caller to put their enquiry in writing.

• If you receive a phone call asking for personal information to be checked or confirmed be aware that the call may come from someone impersonating someone with a right of access.

Laptops and Portable Devices

• All laptops and portable devices that hold data containing personal information must be protected with a suitable encryption program (password).

• Ensure your laptop is locked (password protected) when left unattended, even for short periods of time.

• When travelling in a car, make sure the laptop is out of sight, preferably in the boot.

• If you have to leave your laptop in an unattended vehicle at any time, put it in the boot and ensure all doors are locked and any alarm set.

• Never leave laptops or portable devices in your vehicle overnight.

• Do not leave laptops or portable devices unattended in restaurants or bars, or any other venue.

• When travelling on public transport, keep it with you at all times, do not leave it in luggage racks or even on the floor alongside you.

 

Data Security and Storage

Store as little personal data as possible on your computer or laptop; only keep those files that are essential. Personal data received on disk or memory stick should be saved to the relevant file on the server or laptop The disk or memory stick should then be securely returned (if applicable), safely stored or wiped and securely disposed of.

Always lock (password protect) your computer or laptop when left unattended.

Passwords

Do not use passwords that are easy to guess. All your passwords should contain both upper and lower-case letters and preferably contain some numbers. Ideally passwords should be 6 characters or more in length.

Protect Your Password:

• Common sense rules for passwords are: do not give out your password

• Do not write your password somewhere on your laptop

• Do not keep it written on something stored in the laptop case.

 

Data Storage

Personal data will be stored securely and will only be accessible to authorised volunteers or staff.

Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. For employee records see below. Archival material such as minutes and legal documents will be stored indefinitely. Other correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire.

All personal data held for the organisation must be non-recoverable from any computer which has been passed on/sold to a third party.

Information Regarding Employees or Former Employees

Information regarding an employee or a former employee, will be kept indefinitely. If something occurs years later it might be necessary to refer back to a job application or other document to check what was disclosed earlier, in order that trustees comply with their obligations e.g. regarding employment law, taxation, pensions or insurance.

Accident Book

This will be checked regularly. Any page which has been completed will be removed, appropriate action taken and the page filed securely.

Data Subject Access Requests

We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject's consent are:

a. Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person e.g. child protection

b. The Data Subject has already made the information public

c. Conducting any legal proceedings, obtaining legal advice or defending any legal rights

d. Monitoring for equal opportunities purposes - i.e. race, disability or religion

We regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.

We intend to ensure that personal information is treated lawfully and correctly.

Risk Management

The consequences of breaching Data Protection can cause harm or distress to service users if their information is released to inappropriate people, or they could be denied a service to which they are entitled. Trustees, staff and volunteers should be aware that they can be personally liable if they use customers' personal data inappropriately. This policy is designed to minimise the risks and to ensure that the reputation of the charity is not damaged through inappropriate or unauthorised access and sharing.

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Policy for Safeguarding Children, Young People and Vulnerable Adults

 

Guiding principles

The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone. All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting physical violence, sexism and racism towards children will not be permitted or tolerated.

This policy is in place to protect all vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith.

A copy of this policy will be displayed for the attention of all in Long Lawford Memorial hall notice board and made available to hirers. It will also be publicly available on our website.

Statement of intent

Long Lawford Memorial Hall Management Committee (the trustees), its volunteers and staff have a duty to safeguard vulnerable users of the Memorial hall and those who may come into contact with vulnerable users. They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a vulnerable person or concerns relating to discriminatory or financial violation or exploitation of a vulnerable person.

Policy Statement

1. No member of the trustees, helpers or other volunteers will have unsupervised access to children or vulnerable adults unless appropriately vetted.

 

2. Hirers must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, hirers must provide the Committee with a copy of their Safeguarding Policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service (DBS). The trustees of the hall must follow safe recruitment practices.

 

3. A trustee will be appointed to be responsible for child and vulnerable adult protection matters. This person will have responsibility for reporting concerns that arise, as a matter of urgency, to the relevant agency. The named person is Leonie Lee.

 

4. All suspicions or allegations of abuse against a child or vulnerable adult will be taken seriously and dealt with speedily and appropriately. The appointed person above will: Know who to contact at the Warwickshire Multi-Agency Safeguarding Hub (MASH) https://www.warwickshire.gov.uk/mash Ensure an environment in which people can raise any child protection or vulnerable adult protection concerns.

 

5. All trustees and volunteers will be required to become aware of the issues surrounding children and vulnerable adults. They will be made aware of this policy and the relevant vetting procedures. New trustees and volunteers will be provided with an understanding of their responsibilities in these matters. ACRE’s Information Sheet 5, “Village halls, children and young people”, should be made available to them.

 

6. The trustees will endeavour to keep the premises safe for use by children and vulnerable adults. The Committee recognises that a higher standard of safety is required when used by small children, and those who cannot read notices such as adults with physical or learning disabilities. The trustees will carry out regular health, safety and fire risk assessments in line with current legislation. The Committee will require hirers to report any damage, breakages or safety issues needing attention to the appropriate trustee which will be dealt with as soon as is practicable.

 

7. All hirers who wish to use the hall for activities which include children and vulnerable adults — other than for hire for private parties arranged for invited friends and family only — may be asked to produce a copy of their Child Protection Policy and/or Vulnerable Users Policy as appropriate before the first booking commences.

 

8. Contractors engaged to carry out work at the premises must not be allowed unsupervised access to children or vulnerable adults. Appropriate supervision will be arranged if necessary.

 

9. The Committee will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18. The Committee will ensure that hirers are aware that no children may be admitted to films when they are below the age classification for the film on show. No gambling or entertainment of an adult or sexual nature shall be permitted on the premises.

 

An annual review will take place for any required up-date of policies and or procedures.

 

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LONG LAWFORD MEMORIAL HALL

HEALTH & SAFETY POLICY

 

General Statement of Policy

This document is the Health and Safety Policy of Long Lawford Memorial Hall.

Our policy is to:

Provide healthy and safe working conditions, equipment and systems of work for our employee(s), volunteers, committee members and hirers.

Keep the Memorial Hall and equipment in a safe condition for all users.

Provide such training and information as is necessary to staff, volunteers and users.

Review of Health and Safety Policy

The Committee will review this policy annually. The next review is due January 2023

Contractors

Long Lawford Memorial Hall Committee will check with contractors (including self-employed persons) before they start work that:

 

 

 

Be aware and seek to avoid the following risks:

It is the intention of Long Lawford Memorial Hall 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.

Long Lawford Memorial Hall Committee considers the promotion of health and safety of those who use its premises, including contractors, to be of great importance. The 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 and users to engage in the establishment and observance of safe working practices.

Hirers 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 safety notices on the premises to accept responsibility to do everything they can to prevent injury to themselves or others.

Organisation of Health and Safety

Long Lawford Memorial Hall Committee has overall responsibility for health and safety at the Hall. It is the duty of all hirers and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the hall committee in keeping the premises safe and healthy, including the grounds. Should anyone using the hall come across a fault, damage or other situation which might cause injury and cannot be rectified immediately, they should inform the Bookings Secretary on or email llmemorialhall@gmail.com as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used.

Fire Precautions

All hirers will be sent a Fire Evacuation Procedures document with the Hire Agreement showing a map indicating fire exits and assembly point.

 

 

Procedure in Case of Accidents

The First Aid Box and Accident Book are kept in the Main Kitchen.

The location of the nearest hospital Accident and Emergency/Casualty department is: Universal Hospital Coventry & Warwickshire, Clifford Bridge Road, Coventry CV2 2DX or Hospital of St Cross, Barby Road, Rugby CV22 5PX.

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.

It is the intention of Long Lawford Memorial Hall 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.

Hirers 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 safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.

The committee has carried out risk assessments.

The following practices must be followed in order to minimise risks:

 

1. The contract is clear and understood by both the contractors and the Committee.

2. The Contractors are competent to carry out the work, e.g. have appropriate qualifications, references, experience.

3. Contractors have adequate public liability insurance cover.

4. Contractors do not work alone on ladders at height (if necessary a volunteer should be present).

5. Contractors have their own health and safety policy for their staff.

6. The contractor knows which member of the committee is responsible for overseeing that their work is as asked and to a satisfactory standard.

7. Any alterations or additions to the electrical installations or equipment must conform to the current regulations of the Institute of Electrical Engineers.

8. Creating slipping hazards on polished or wet floors – mop spills immediately.

9. Creating tripping hazards such as buggies, umbrellas, mops and other items left in halls and corridors.

10. Use adequate lighting to avoid tripping in poorly lit areas.

11. Risk to individuals while in sole occupancy of the building.

12. Risks involved in handling kitchen equipment, e.g. cooker, water heater and knives.

13. Creating toppling hazards by piling equipment e.g. in store cupboards.

14. Report any evidence of damage or faults to equipment or the building’s facilities to the Bookings Secretary or llmemorialhall@gmail.com

15. Report every accident in the accident book to the Bookings Secretary (details above).

16. Make sure all emergency exit doors are clear and unlocked as soon as the hall is to be used and throughout the hiring.

17. Do not operate or touch any electrical equipment where there are signs of damage, exposure of components or water penetration etc.

18. Do not work on steps, ladders or at height until they are properly secured and another person is present.

19. Do not leave portable electrical or gas appliances operating while unattended.

20. Do not bring onto the property any portable electrical appliances which have not been Portable Appliance Tested.

21. Do not attempt to move heavy or bulky items (e.g. stacked tables or chairs) – use the trolleys provided.

22. Do not attempt to carry or tip a water boiler when it contains hot water. Leave it to cool.

23. Do not allow children in the kitchen except under close supervision (e.g. for supervised serving of food at functions). Avoid over-crowding in the kitchen and do not allow running.

24. Wear gloves when handling cleaning or other toxic material.