Grantley Village Hall is run by volunteers who need your help to keep the facility in good condition, for everyone’s benefit. Please leave the Hall in a clean, tidy and safe condition – this applies everywhere, but especially in the kitchen and toilets. The basic approach is to leave the Hall and the facilities as you found them.
As a user it is important that YOU recognise that you have a responsibility for the health and safety of yourself and others using the Hall. Those booking the Hall must ensure that there is a clearly responsible person present at all events; and that any children (under 18s) are properly supervised by an adult.
Please take special note of the fire safety instructions. For safety and cost reasons, please switch off all electrical appliances and water taps before leaving the building.
Access
Access to the Hall is via keys that will be provided to Hirers by the Secretary or other keyholder. On leaving the hall after a booking Hirers must ensure that all appliances, heating and lights are switched off, all internal doors are closed, that the storeroom door is locked, and that the double front doors are locked. Refuse generated by the hirer should be taken away for disposal. The key should be returned to the keyholder who provided it.
Car Park
In making a booking please inform the Secretary approximately how many vehicles are expected to need parking spaces, obtain confirmation as to whether the Primary School car park will be available and establish what additional parking requirements there may be.
Please do not park across the driveway of the Village Hall Cottage at the left end of the building, or across the entrance to the Grantley Arms car park next door to the Hall or across the entrance to the Primary School car park across the road.
Setting up & taking down
All of the listed facilities are included within the hiring charge and it is expected that the hirer will do all setting up and taking down, leaving the facilities in the clean and tidy state in which they found them. This applies everywhere, but it is critical in the kitchen and toilets – please remember that there is no-one to clean up after you.
Kitchen
Please use the kitchen responsibly, and apply the following guidelines:
- No children under the age of 12 to be allowed in the kitchen.
- No animals at all are allowed into the kitchen.
- Anything that has been used should be thoroughly cleaned and returned to its place.
- All surfaces should be thoroughly cleaned and disinfected after use (brushes, mops and bucket are kept in (confirm)).
- No food should be left in the fridge.
- No cleaning materials to be left in the kitchen (other than those provided) – either take them away or dispose of them properly. Failure to do this is a breach of health and safety regulations.
- Follow the instructions for using the kitchen appliances that can be found in (confirm).
Store room
The Store Room can be accessed via a door on the right hand side of the entrance to the ladies toilets. Be careful when moving items out of or back into the Store Room, and do not attempt to move or lift heavy or awkward items by yourself. In addition no child should be allowed in the Store Room without an adult being present and no child under the age of 12 should be allowed into the Store Room at all.
Toilets
Cleaning products and utensils for use in the toilets only can be found in the store cupboard located in the ladies toilet. Before leaving the Hall the toilets should be inspected and any necessary cleaning done.
The Floor
The wooden floor is of high quality and must be looked after. The Store Room contains a brush that should be used to sweep the floor after use.
If there are any spillages please use a damp cloth or mop to clean up. Please do notuse any other cleaning products.
Please do not drag chairs, tables and equipment across the floor. Please also lift things wherever possible and take care not to drop things or scuff the floor. Stiletto heels and cycling shoes are not permitted in the Hall.
Rubbish
All non-recyclable waste should be disposed of in black plastic bin liners and placed in the Hall’s external bins DO WE HAVE ANY?. Black plastic bin liners can be found in the kitchen cupboard. If there aren’t any please contact the Secretary (or the keyholder who provided the key, if different).
Recyclable material such as cans, bottles and cardboard should be disposed of at an appropriate recycling centre.
We reserve the right to charge for disposing of excess rubbish or for rubbish not left in a manner convenient for disposal.
Heating, electricity and water
Heating and use of water and electricity are included in the hire charge. Please use with care, in the interests of the environment and to help keep Hall costs down.
To control the temperature please use the thermostat on the wall at one end of the Hall.
The external water mains is (confirm)
The main electricity circuit breakers are in the meter cupboard in the kitchen
Windows, curtains & ventilation
It is fine to open and close the curtains as desired. Opening the windows and the double front doors in order to ventilate the Hall is also fine, but we do ask that the windows and doors are kept closed when the heating is on, to avoid wasting energy and incurring unnecessary costs.
Catering
The kitchen facilities enable hirers of the hall to self-cater or to bring in ready-cooked food. External caterers can also be contracted by hirers and several local firms who are familiar with the Village Hall and its facilities are detailed below:
- Fawcett Catering Ltd, Parkfield, Galphay Road, Kirkby Malzeard, HG4 3RX. Tel: 01765 620618
Alcohol
The Hall does not have a license for the sale of alcohol. Where a booking involves the sale of alcohol a license may be obtained from Harrogate Borough Council and a copy of the license must be provided to the Secretary in advance of the booking. Hirers are responsible for ensuring that any sale of alcohol is within the terms of this licence as required by the law.
Entertainment
The Hall has a premises licence from Harrogate Borough Council that authorises the following activities:
- Performance of Live Music *
- Playing of Recorded Music *
- Performance of Dance
- Other Regulated Entertainment, including:
- Performance of Plays
- Indoor Sporting Events
- Exhibition of Films **
* The Hall has PRS and PPL licences allowing use of live and recorded music. These apply to all Hall users. However, anyone playing recorded music as part of an event for which a fee is charged (such as an exercise class) may need to have their own licence.
** The Hall has a local authority license to cover the showing of films, but this is not the same as a license from a film distributor. A license to view a film is almost always needed for any showing in the Village Hall, even when it is a private event; the Village Hall Trust will assume that anyone showing a film is aware of this requirement and has obtained the necessary license from the film distributor.
Smoking
The Hall and its exterior areas are a “no smoking” area. It is against the law to smoke anywhere in this public area. This ban extends to the entrance porch, the garden to the front and the primary school car park. All users are expected to enforce this rule.
Security
Please note that all Hall users must look after their own property and valuables. If you have any valuable items, please keep an eye on them when in the Hall, and preferably leave them in your car if you have one. Take sensible precautions regarding security of cars, make sure any valuables in them are out of sight and take appropriate action if you see anyone acting suspiciously.
Risk Management
All Hall users should review the generic Hall Risk Assesment (link) to fimiliarise themselves with the inherent risks in using the building. Threy should consider this in the context of the event that the hall is being used for and if appropriate prepare their own event risk assessment and management plan.
All Users should pay particular attention to Fire Safety as set out below.
Fire safety
On arrival, all Hall users should familiarise themselves with the location of fire exits, fire alarm points and fire extinguishers, and with the fire safety instructions posted in the building.
Hirers of the Hall should brief themselves and those for whom they are responsible on the Hall’s fire safety and evacuation procedures. Special attention must be given to the requirements of any people with disabilities.
The Hall is equipped with fire extinguishers, fire blankets and a fire alarm. The fire alarm is tested regularly (confirm), normally when the Hall is not in use, so any fire alarm must be regarded as genuine, the Hall evacuated and the emergency services summoned, unless judged unnecessary.
The assembly point for a roll call after evacuation is the Village playground around 50 yards from the Village Hall. Nobody should take risks in re-entering the building.
Conduct within the Hall must avoid fire hazards. No supplementary heaters of any kind may be used in the building other than those already in the Hall or provided by the Secretary.
Electrical sockets must not be overloaded. Kitchen appliances must be switched off when not in use and kept under observation when in use.
Candles and naked flames are not allowed unless agreed by the committee.
Flammable material must be handled, transported, stored and used properly.
Do not obstruct the emergency exits. Do not attempt to obscure the emergency lighting.
Accidents
There is a First Aid kit kept in the kitchen. If you have occasion to use this, please inform the Secretary so that items used can be replaced.
A defibrillator has been installed on the external wall of the hall, to the left of the double front doors.
All accidents, other than those of a very minor nature, are to be recorded in the Accident Record Book which is kept in (confirm). The Village Hall has procedures for reporting more serious accidents to the relevant authorities which are available (confirm).
Emergency contacts
- Fire – See fire evacuation notices displayed in the Hall. Dial 999 if necessary.
- Police – Dial 999 if necessary. Dial 101 for non-emergency contact. Or email
harrogate.outer@northyorkshire.pnn.police.uk
- Medical emergencies, accidents – Dial 999 to call an ambulance if necessary. The following contacts may be helpful.
- Doctors: Ripon Spa Surgery, Park Street, Ripon, HG4 2BE. If you require a GP between 6pm and 8am Monday to Friday, at weekends or on bank holidays, please call NHS 111 who will be able to assess you and direct your call appropriately
- Ripon & District Community Hospital Minor Injuries Unit, Firby Lane, Ripon, North Yorkshire, HG4 2PR Tel: 01423 542909
- For more serious injuries, call an ambulance or go to A&E at Harrogate District Hospital, Lancaster Park Rd, Harrogate HG2 7SX. Tel: 01423 885959
Policies
The Village Hall Trust has Policies covering, amongst other things (confirm):
These policies are displayed in the Hall. We expect all people who book and who use the Hall to comply with them.
Feedback/complaints
We are always interested in feedback on your experience of the Hall, positive or critical.
If you do have any cause for complaint (or praise!), please mention this to the Secretary.
Hall Manual
A Manual covering all aspects of Village Hall use is retained in the building. The contents of this manual can be found at (link)
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