Palmer Hall, London Road, FAIRFORD, GL7 4AQ

Registered charity No 223585

CONDITIONS OF HIRE

All potential hirers MUST complete a booking form and bookings must be made through the bookings clerk:

Steve Crowley (01285) 712189 or Pam Nelmes (01285) 713087.

Hire Charges per hour:

• Regular users £8
• Private events £12
• Commercial £15
• Bar hire charge £5

The booking clerks will make provisional bookings. Confirmed bookings will only be made when full payment for the hire is received (except for regular users who will liaise with the treasurer) together with the completed booking form.

Payment The preferred method payment is by cheque made payable to Palmer Hall Committee. Payment to be made to the treasurer, Phil Green, 49 Courtbrook, FAIRFORD, GL7 4BE or at the Town Council Offices.

Booking form must be signed to confirm that the hirer will comply with these conditions and of the Hall Premises Licence and with the Hall Health & Safety Policy.

Other licences It is the responsibility of the hirer to obtain all necessary permissions relating to the nature of the activity. The hall is licensed with the Performing Rights Society and no extra charge is made for the use of this facility.

Bar facilities – The hall has a licence to sell alcohol. Our designated premises supervisor for the sale of alcohol is Mrs S Wakefield at the Eight Bells Public House, East End, FAIRFORD, GL7 4AP, phone 01285 712369. If you intend to sell alcohol, you must contact her to discuss your requirements and provide her with a copy of the booking form.

Cancellation – a full refund will be made for cancellations more than 30 days of the event. There will be no refund after this date unless there are exceptional circumstances and at the discretion of the Palmer Hall Committee.

Keys The Hall keys are held at the Londis Store, London Street. It is the hirers responsibility to check their opening hours. Hirers must sign the book provided when they collect and return the keys and provide a contact phone number. The keys consist of two front door keys, a key for the windows and a key to the emergency exit and keys to the crockery cupboards. The person collecting the keys is responsible for returning them promptly (if function ends late at night then BEFORE 9am the following morning). If hirers wish to use the sound or projection system they must obtain the keys through the booking clerks.

Nuisance IT IS AN EXPLICIT CONDITION OF THE HIRE AGREEMENT that hall users most respect the needs of local residents and leave the premises and area quietly. The main entrance and side doors and all windows facing the adjacent house must be closed whenever live or recorded music is being played. Events must be adequately supervised and those where children are present without parental supervision, must be done by someone with necessary CRB clearance. All film shows where children (under 18’s) are admitted must comply with the film classification licence.

Wheelchair users Unfortunately no toiler facilities are yet available. Access can be gained through the side fire exit

Fire safety Please make sure that all those present at the function, are made aware of the fire exits from the building and location of fire extinguishers at the beginning of the event. Fire doors must be closed at all times during an event except in an emergency or for access by wheelchair users. All doors must be kept unlocked during event.

In the event of fire the organiser must ring 999 immediately. If you do not have a mobile phone the nearest premises which has a static phone is the Plough Hotel adjacent to the Hall. It is the responsibility of the organiser of the event to ensure that all visitors have vacated the building. The assembly point is the Market Place. (Leave the building and the Market Place is at the end of the road on the right hand side)

The emergency exit at side of hall must be kept clear at all times. The alarm will sound when this door is opened. The key to reset it is with the front door keys.

Health & Safety Hirers are responsible for the health and safety of those attending events. A first aid box can be found in the kitchen and a notice for your information is displayed in the Hall. Please refer to the Hall Health & Safety Policy

Accidents A first aid box is situated in the kitchen. In the event of an accident you must complete an accident form (in servery drawer) and return it to a booking clerk. You must also record the incident in the accident book (above first aid box). In the case of an accident under the RIDDOR (Reporting of injuries, diseases and dangerous occurrences) regulations you must notify the Chair of the Management committee.

Steps are available in the Hall and if you use them, a second person must be present. The management committee takes no responsibility for any accident if the hirer uses them.

Seating & Tables The Hall is equipped to cater for 120 people seated at tables and 199 for closed seating. Tables and chairs are provided as part of hire agreement. The number of people present in hall may exceed the above number if helpers and performers are involved but this number must not cause the hall to become overcrowded.

Please ensure that you adhere to the appropriate audience seating plan displayed in foyer. You must ensure that chairs and tables are not positioned so that they obstruct fire exits.

Tables & chairs are available for use in the side room. At the end of the event please ensure that you clean the tables surfaces and replace them in the trolleys and return them to the side room. Chairs must also be returned to the side room and stacked 8 high. Two carriers are available to move them.

Catering Use of kitchen facilities is free and external caterers are allowed, but you must comply with the Food Safety (General Food Hygiene) regulations 1995.

Please do not introduce any other appliances for cooking food without the express permission of the management committee. (eg field ovens or kettles which have not been tested for electrical safety) All portable electrical appliances introduced to the Hall must comply with the portable electrical testing regulations.

Crockery and cutlery are not routinely provided but you may borrow the Hall crockery and cutlery at no extra charge. If you use the crockery, please notify the booking clerk of any breakages and ensure that you clean all equipment you use and replace in appropriate locked cupboards. You need to provide your own tea towels for drying crockery and cutlery.

Please DO NOT use the hand basin in the kitchen for any other purpose than washing hands in compliance with the Food Hygiene regulations.

Please leave the refrigerator and zip boiler turned ON when you leave. Please be extra careful when operating the Zip boiler as the water is scalding hot. The indicator light shows the status of the appliance. In the event of the Zip boiler being inoperable, please contact the booking clerk who will provide a portable water boiler. Do not attempt to move the water boiler when it is full of hot water and do not remove it from the kitchen. When the cooker is not in use, please ensure that the ceramic plates and ovens are switched off.

Cleanliness The Hall does not employ fulltime staff so it is the responsibility of the hirer to leave the Hall in a clean and tidy condition. Brooms are available for sweeping the floor and a mop for any liquid spillages. Please put rubbish in black bags in the rubbish bin in the Hall yard. They MUST NOT be left in the kitchen. Please take ALL Bottles and CANS home with you, as we do not have the necessary recycling facilities.

Heating Heating is set at moderate activity level all year. If supplementary heating is required there are electric wall heaters operated by a £1 coin meter situated on the wall at the left side of the stage.

Decorations If you wish to decorate the hall, please do NOT use sticky tape to attach things to the walls as this removes the paint. Please make sure that all decorations are removed after the event. There are hooks on the wall which can be used to display decorations or ‘blutac’ is acceptable if it is removed at the end of the event. Hirers must NOT interfere or otherwise alter the fixture or fabric of the building.

At end of event Please ensure that all internal doors are closed and external doors and windows are locked, lights and appliances are switched off and unplugged (unless otherwise specified).

In the event of the Hall being left dirty or has suffered damage to the property or its fittings, the management committee reserves the right to charge the hirer the cost of repair and cleaning. The Management Committee have the right to refuse hire of the premises to anyone they believe will NOT adhere to the conditions of hire and reserves the right to enter the premises when a function is in progress.

Feedback We hope that you enjoy your hire and will use the Hall again. Please let us know if the Hall was not clean & tidy when you arrived and please report any faults or damage to a Booking Clerk.

Disclaimer The committee take no responsibility for any loss or damage to users property including vehicles. Should the Hall be required at short notice by the management committee, the deposit will be refunded but the committee do not take any responsibility for consequential loss.

Palmer Hall Management Committee August 2008