WELBOURN VILLAGE HALL

Information Sheet for the MEETING ROOM

The following information should be read as it contains all the details you need re the operation of the Meeting Room. If you have any questions please contact the Booking Secretary

INSTRUCTIONS ON LOCKING/UNLOCKING HALL

The keys should be collected from the Village Shop. NB You must only collect the keys for the MEETING ROOM.

You will be given an alarm code to use for your booking. This will normally be given to you c 7 days before your booking. Please contact the Booking Secretary if you do not receive it. The Shop will not be able to provide a number to you.

You must not take the keys to the main hall & attempt to enter that part of the building. The alarm code you will be given only disables the meeting room area. If you enter the main hall you will set off the alarm and may be charged for a call out.

Below is a diagram of the area you have hired.

Entry is from the backof the building

If it is dark we recommend that you enter through door 1 as the light switches are just to the left.

Please ensure that emergency lights are switched on during your hire period

You will have one key that will open every door that you may need to access.

You have app 30 seconds to unset the alarm. Simply pull down the flap & put in the 4 figure no you have been given. If you enter it incorrectly just put the number in again.

Contact telephone numbers in case of query can be found on the notice boards next to the kitchette and the outside of the building.

Safety

The location of fire exits and fire extinguishers must be noted before the village hall is occupied and the manner of opening Fire Doors should be made known to your guests. (A sketch plan showing these with other safety information is displayed on the notice board next to the kitchette).

The village hall has a No Smoking Policy.

In the event of a fire, the village hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialing 999.

The nearest public telephone is on The Green at the other end of the village so it is recommended that a fully charged mobile phone is available during the hire period in case of emergency.

In order to avoid injury, please use the trolley provided for moving chairs; it is recommended that tables are moved by two people. Please stack chairs no higher than 10 and store the tables on the trolley provided. Instructions for opeing/closing the tables can be found on the store room door.

The village hall’s health and safety file is kept in ______

A first aid box and an accident book is located in the kitchen

Heating

The heating is centrally controlled on timers. Please do not adjust the temperature controls as this will result in the hall being too hot/cold for subsequent users and may affect the working of the boiler.

Car parking

Cars should be parked in the designated car parking spaces or on the playing field. A key to unlock the car park barrier to the field is provided. Please ensure this is replaced at the end of the hire period. Cars should not be parked on the public road.

General information

Please do not use drawing pins or sellotape on the walls or other surfaces, use blu-tack if you need to put up notices or decorations. Do not fix decorations near light fittings or heaters.

Chairs and tables can be found in the store room next to the kitchenette.

If you require further items, these can be found in themain store which is accessed through the door to the ladies/disabled toilet & then the door on your left.The light switch is on the right hand wall. Please ensure that any items are returned to the main store at the end of the hire period and the main store door is locked.

The kitchenetteis equipped with glasses and basic crockery suitable for serving teas/coffees/soft drinks and a small no of plates. If you require extra items please advise the Booking Secretary so we can be sure that these are made available. If you need to use the fridge, please advise us in advance so that it can be switched on (please switch off & leave the door open when you leave). Please note there is no oven in this area only a microwave.

There is an automatic water boiler for making drinks. Instructions for its use are on the front of the machine.

Hot water for the sinks is provided by solar power so should always be available.

Although there are some tea towels provided we recommend that you bring your own. We also recommend that all kitchen surfaces are wiped down before use.

If you wish to use the projector instructions can be found on the wall at the side of the screen. All the cables & controls are located in the kitchenette in the cupboard behind the door.

Please leave the village hall clean and tidy and. In particular we ask you to:-

  1. Ensure table tops are wiped clean before being stacked in the store room.
  2. Put away any tables/chairs you have used, ensuring they are stored correctly and safely.
  3. Leave waste in the bins outside or take it home
  4. Wipe down surfaces. Sweep & mop the floor (if required). Mops & buckets are provided in the store area.
  5. Relock any doors you have opened.
  6. Switch off all lights and appliances
  7. Set the alarm by inputting the alarm code (you have 30 seconds to exit)
  8. Return the keys to the PO. If they are closed please post through the front door letterbox (next to the Post Box)

Consideration for others

Please ask your guests to leave quietly at the close of your event. Car doors banging and loud talk in the car park are disturbing to local residents.

Faults/ damage/ comments

Please report any faults or damage to the booking secretary as soon as possible so that they can be rectified quickly. The management committee welcome comments or observations that you may have about your hire of the village hall.

We hope that we have covered everything you need to know to allow your booking to go smoothly. If you have any questions or would like to visit the hall before your event to check on anything please contact the Booking Secretary.

Thank you for your booking.