Information for Hirers

The hall may be hired for recurring or single lettings. Hall hire is charged by the hour (see advertised rates). The specified rates cover use of the Hall requested and communal use of the kitchen and lavatories.

Hirers must contact the Centre Manager to arrange collection of keys in the week preceding the event. You will be required to sign a keyholder declaration form. The key must be returned either in person or through the letterbox immediately after the hire.

Please ensure that any outside caterers, contractors, and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period.

The cupboards on the right-hand side of the kitchen are not for communal use. Attempts to open these may result in damage for which you will be liable in accordance with the Standard Conditions of Hire.

The blinds for the notice boards in the Hall will raise when pushed in gently, and are closed by pulling directly down. Where existing damage is evident do not use and inform the Centre Manager.

Please telephone the Caretaker on 02382 354646 in case of difficulty.

There is access into the building for wheelchair users and an accessible toilet. Assistance dogs are welcome at the Centre.

Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. After midnight (unless the event is New Year’s Eve) only those helping to clear up the Community Centre should be on the premises. Failure to comply with this will result in forfeiture of your deposit.

The Centre is a communal facility and as such may be used by multiple hirers concurrently. You must ensure adequate safeguarding precautions.

Valley Park Community Centre has a no smoking policy, this applies to the entire building and its grounds.

You must make yourself familiar with the location of the fire extinguishers and the instructions for use, ‘break glass’ fire alarms, emergency exits and the importance of fire doors. You must inform all those using the Centre of the position of the emergency exits. You must also familiarise yourself with what to do in case of a fire. Instructions are below and are displayed by the front doors.

Fire extinguishers must not be moved, handled or otherwise used in accordance with the Fire Evacuation Procedure. They must not be used negligently as a door prop or for otherwise improper purposes. They are only to be used by those trained when attending a fire.

Confetti, confetti cannons, party poppers, fireworks, candles or any form of naked flame are not allowed, either for internal or external use except for birthday cake candles.

The health and safety policy is available on the website and includes contact details of the delegated committee member. The Health and Safety folder is in the office.

The first aid box is located on the main kitchen countertop.

Any accidents should be reported to the delegated committee member and an Accident Report form completed. Accident Report forms are kept with the first aid kit.

The Community Centre does not have an accessible telephone outside of office hours. The nearest one is located at the Cleveland Bay pub so you are advised to bring a fully charged mobile telephone for use in case of emergency.

24-hour CCTV recording is utilised at the Community Centre and cameras are located within the hiring spaces. Data is processed within our legitimate interest to:

• • Assist in providing a safe and secure environment for the benefit of those who might visit, or work at the Community Centre;
• • Reduce crime and the fear of crime by reassuring hirers, staff and visitors whilst acting as a deterrent against crime, public disorder and anti-social behaviour;
• • Assist the police to identify, apprehend and prosecute offenders in relation to crime, public disorder and anti-social behaviour;
• • Provide the Police, Health and Safety Executive and Association with evidence upon which to take criminal, civil and disciplinary action respectively;
• • Monitor and assist with crowd management during Association events;
• • Assist in the monitoring and deployment of staff during normal duties and emergency situations;
• • Act as a deterrent to violence and threats against staff and volunteers;
• • Obtain evidence for use in the investigation of criminal actions, breaches of health and safety legislation and breaches of staff disciplinary procedures.

Enquiries should be sent to the Data Protection officer: treasurer@valleyparkcommunity.co.uk

CCTV Policy and procedures will be implemented and reviewed annually by the Data Protection Officer.

A copy of our policy on Child Protection and Safeguarding of Vulnerable Adults can be found on the website. This includes details of the Designated Safeguarding Lead/s.

Hirers are responsible for the observance of the law regarding child protection, in particular that adults have close and continued contact with children or vulnerable adults should have undergone a DBS (Disclosure and Barring Service) check. When asked, you must provide a copy of your safeguarding policy and evidence that you have carried out relevant checks through the disclosure and barring service (DBS).

Any incidents should be reported to the Designated Safeguarding Lead/s: safeguarding@valleyparkcommunity.co.uk

The car park located at the rear of the building will accommodate a good number of cars if they are parked sensibly. Test Valley Borough Council own and manage the rear car park and any complaints/enquiries should be sent to them directly. Vehicles are parked at the owner’s risk and may be parked only in the marked spaces.

Visitors to the Centre must obey parking restrictions and should not use the Cleveland Bay car park. Cars are not allowed on grassed or paved areas. The road leading to the Community Centre is a public road and this must not be obstructed.

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.

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, or on the fabric acoustic panels.

Please leave the Community Centre clean and tidy and leave waste in the bins outside or take it home, this includes nappies. In particular, we ask you to ensure tabletops are wiped clean before being stacked in the cupboard.

We do not have the relevant licensing to sell alcohol in any way. This includes the selling of alcohol in any form whether that be by raffle ticket, donation or included in the price of a ticket.

It is possible to apply to Test Valley Borough Council for a Temporary Event Notice (TEN), but written permission from the Management Committee must be obtained first (see Appendix 1 of Hiring Agreement).

If for any reason alcohol is being sold without explicit permission or there are signs of alcohol-related behaviour, any member of the Management Committee can close the event immediately.

The Management Committee and Hirer can be held legally responsible for criminal offences carried out at the Centre. UNDER NO CIRCUMSTANCES WILL THE MANAGEMENT COMMITTEE TOLERATE ANY BREACH OF THE ABOVE LEGISLATION.

No licence is needed for free alcohol at private events.

Please report any faults or damage to the Centre Manager 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 Community Centre.

A copy of your risk assessment must be sent to the Centre Manager before the commencement of hire. Your risk assessment must include reference to your emergency evacuation plan stating how you will evacuate attendees to the Fire Assembly Point within 2.5 minutes and account for any activities that may impact this escape.

Your emergency evacuation plan should include:

• • The location of your session, e.g. “Room 1”.
• • A statement confirming that you will adhere to the venue Fire Policy and how you plan to evacuate all attendees to the Fire Assembly Point within 2.5 minutes in accordance with section “7 Fire Emergency Plan”.
• • Location of the nearest fire escape and alternative fire escapes if needed.
• • How you will determine if there are any missing persons and how you will share this information.
• • Contingency plans for additional issues, such as:
• • Electronics and equipment
• • Furniture
• • Mobility Aids
• • Pushchairs (these must not obstruct emergency escape routes i.e. corridor / foyer / fire exits)
• • Presence of children and / or any physical / sensory or any other issues which may impact attendees’ ability to perceive / react to the fire alarm or instructions to evacuate the building.
• • The importance of not moving or blocking any fire equipment including propping open designated fire doors.
• • Ignition sources including smoking (there is a strict no smoking policy in or around the building and grounds).

The venue Health and Safety Policy and Fire Policy are available on the website.