Updated February 2025
CRANWELL and BYARDS LEAP VILLAGE HALL – GUIDE FOR HIRERS
SUPERVISION
1. The Hirer (must not be a person under 18 years of age) will be in charge of, and must remain on the licensed premises during the time the venue is open for Public Entertainment. The person in charge shall not be engaged on any duties which will prevent them from exercising general supervision.
2. There must be a minimum of two persons, neither of which shall be less than 18 years of age, on duty in the premises when the venue is being used for Public Entertainment including the person in charge. All persons on duty will have been informed of the procedure to be adopted in case of evacuation from the premises (see below), will have made themselves aware of the fire procedures and be familiar with the firefighting equipment available.
3. The Committee has the right to refuse any application considered inappropriate and also retain the right to enter and check on any function as and when deemed necessary.
4. It is the responsibility of the hirer to check the Disclosure and Barring Service (DBS) status of anyone supervising children below the age of 16 years.
CAPACITY
5. The number of people on the premises shall not exceed the following for dancing or seated:
5.1 Seated at Weddings 100
5.2 Seated at Dances 130
5.3 Seated at concerts 150
EMERGENCY EVACUATION IN THE EVENT OF A FIRE
6. All exits on the premises must be kept free from obstruction to allow immediate evacuation of the public in the event of a fire within the Hall. All exits are clearly marked with fire exit signs. In the event of a fire proceed to the assembly point which is the Village Hall Car Park located opposite the Village Hall main entrance. Call the Fire Brigade and the Village Hall contact.
PATIO DOORS
7. If the patio doors are used for access into the Garden of Remembrance the doors must be closed by 23:00hrs so as to not disturb the Village Hall neighbours. Please respect the space as a Garden of Remembrance.
BAR FACILITIES
8. There is a bar, operated by the Cranwell Parish Social Club, accessible from the hall and hirers must make their own bar arrangements with the Social Club Secretary or Steward (as per the booking form).
9. Under NO circumstances are bar stocks allowed in the kitchen; the Hall kitchen MUST NOT be used as a Bar. Care must be taken not to block the door at the end of the serving counter in the kitchen as this is a FIRE EXIT from the Social Club Bar.
HEATING
10. The heating time control is set to switch on and off automatically. We ask that you DO NOT change the on/off set times. Control of the heating can be obtained with the Thermostat within the hall, on the wall between the two serving hatches.
CATERING FACILITIES
11. All hirers are responsible for making their own catering arrangements and complying with Food Hygiene Regulations. Some crockery, linen and cutlery are available; however, breakages and losses will be charged for. There is a gas cooker, microwave, hot water boiler and fridge available for use in the kitchen.
GENERAL
12. NO bouncy castles or similar types of inflatable equipment are permitted in the Village Hall.
13. Access to the premises is through the kitchen door which will be open prior to the commencement of your booking time. Pre-access time for events is available via the booking form.
14. Free WiFi is available if required. The password can be obtained on request when booking the Hall.
15. Large parties and events may incur a cleaning deposit of £20, payable in cash prior to the booking. Provided the hall is left in a clean and tidy condition this will be returned within 2 days of the event taking place.
16. The First Aid box is situated in the cupboard by the outer kitchen door. In the event of accidents or injuries on the Village Hall premises these must be entered in the Accident Book and reported to any member of the Village Hall Management Committee.
17. A black skip bin is located in the yard outside the kitchen door and all rubbish and food remains must be placed into this bin and not the red one. Any food remains or liquid spills on the floors must be swept or mopped up.
18. The key to the kitchen is on a key ring for your use during the hire only, as explained when your booking goes ahead.
19. Cleaning equipment is stored in the shed to the left outside the kitchen door, under the kitchen sink and in the cupboard adjacent to the kitchen door.
CANCELLATIONS
20. The Village Hall Management Committee reserve the right to charge part of or the whole of the Booking Fee if reasonable notice is not given in terms of cancellations at short notice.
21. BEFORE LEAVING PLEASE ENSURE THE FOLLOWING IS CARRIED OUT
a. STACK CHAIRS NO MORE THAN SIX HIGH
b. SWEEP THE HALL AND KITCHEN FLOORS
c. CLOSE ALL WINDOWS
d. ENSURE PATIO AND ALL EMERGENCY EXIT DOORS ARE LOCKED/SECURED
e. SWITCH OFF ALL LIGHTS
f. LOCK THE KITCHEN DOOR AND DEPOSIT THE KEY BACK THROUGH THE LETTER BOX
Village Hall Management Committee Policy
February 2025
