Fillable Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council)

Fill Online, Printable, Fillable, Blank Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council) Form

Use Fill to complete blank online CASTLETHORPE PARISH COUNCIL pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council)

On average this form takes 7 minutes to complete

The Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council) form is 16 pages long and contains:

0 signatures
2 check-boxes
28 other fields

Country of origin: UK
File type: PDF

Use our library of forms to quickly fill and sign your Castlethorpe Parish Council forms online.

BROWSE CASTLETHORPE PARISH COUNCIL FORMS

Related forms

Fill has a huge library of thousands of forms all set up to be filled in easily and signed.

Fill in your chosen form

Sign the form using our drawing tool

Send to someone else to fill in and sign.

find another form

It may look small from the outside but don’t be deceived! Castlethorpe Village

Hall is absolutely huge on the inside, with enough space to cater for groups of

up to 120 people so it’s the perfect place for you to hold your next function.

Set right in the heart of the charming village of Castlethorpe, next to the site of

the ancient Norman Castle that gave the village its name, the hall is used

regularly by many local groups including Pre-School, Short Mat Bowls, Youth

Club, Craft Club, Women’s Institute, Historical Society, Film Nights, yoga, pilates

and zumba fitness.

It is available for private hire for meetings, parties, family or work get-togethers,

wedding receptions, talks and lectures, auctions, fairs – in fact almost anything

you can think of.

So for more information, read on . . .

November 2020

Castlethorpe Village Hall

Facilities include:

● A large open hall

● Fully-equipped kitchen

● Disabled access to building and Disabled toilet

● Open space/garden overlooking the historic Castle Field earthworks

● Licensed for various forms of entertainment and music but not for the sale

of alcohol, although temporary licences can be obtained

● 12 tables 182cm x 68cm, 8 tables 120cm x 68cm and 10 tables 90cm x 76cm

● 120 chairs

● Flexible staging

● 120-inch electronic rolldown screen for films and talks

● Powerful sound / PA system

● Crockery and cutlery for hire

Castlethorpe Village Hall

Our Facilities

You can check whether the date you want is available online on the

Booking Calendar at: https://castlethorpe-pc.gov.uk/vhbooking.html.

But please confirm your booking before you make any arrangements for

entertainers, catering etc in case the date has just been taken. Check

availability by phoning the Booking Clerk (number below)

More information, including hire charges and the Booking Form is included

in this brochure or can be downloaded from here and either filled in online or

downloaded to be printed out and filled in. You can pay by credit card, debit

card, Apple Pay, Google Pay, cheque or bank transfer.

Send the completed Booking Form to

Mrs Karen Russo

Village Hall Booking Clerk

2 Maltings Field

Castlethorpe

Milton Keynes MK19 7EG

Tel: 07702 555206

Email: castlethorpevillagehall@gmail.com

You will receive an email from the Parish Council when your booking is

confirmed.

The Hall’s address is:

Castlethorpe Village Hall, North Street, Castlethorpe, Milton Keynes MK19 7EU.

Castlethorpe Village Hall

November 2020

PLEASE RETAIN FOR YOUR RECORDS

● The hall, toilets and kitchen should be left in a clean condition at the end of the hire. All floors

should be swept and if necessary, washed. The counter tops, cooker and sink must be washed

down after use.

● Rubbish must be bagged up and taken home for disposal. It is not to be left in the lobby or outside

the hall.

● Wet wipes, disposable nappies and sanitary products are NOT to be flushed down toilets and must

be taken home by hirers for disposal.

● Tables should be neatly stacked in the storeroom with their fronts facing each other. Chairs should

be put back on the racks with the green side facing outwards for balance.

● No equipment is to be left out in the hall other than that agreed by the committee.

● Misuse or damage of any equipment will result in a charge being made.

● The school PE mats & equipment and the pool table are not for use by other hirers.

● The hirer is responsible for the behaviour of those using the hall and is asked to ensure that as little

disturbance as possible is caused to the people living near the hall.

● Keep fire exits clear at all times

● Keys must be returned as soon as possible to the booking clerk at the end of your event unless

otherwise agreed with the booking clerk. Failure to do so may result in extra charges being

applied.

● All breakages must be reported to the Booking Clerk as soon as possible.

● The hirer is expected to check the condition of the hall at the beginning and end of the hire session

and will be held responsible for any damage caused or cleaning which is required. An additional

charge to cover the cost may be levied by the Parish Council to rectify this.

Monday to Friday before 6pm

Monday to Friday after 6pm

Saturday, Sunday and Bank Holidays (any time)

HIRE RATES ARE SUBJECT TO A VILLAGE RESIDENT 10% DISCOUNT

A reduced rate is available to all village groups/residents raising funds for registered charities.

All events must be finished by 11pm Sunday to Thursday and 11.45pm Friday and Saturday

Cleaner hire rate £12.50 per hour – et the Booking Clerk know if you wish to hire a cleaner

60 days or more before event:

59-30 days before event:

29-15 days before event:

14 days or less before event:

THINKING OF STARTING A GROUP ? NEED A PLACE TO MEET ?

Ask the Booking Clerk for the special rates for regular use

Full refund

50% refund

25% refund

No refund

£11.25 per hour

£13.50 per hour

Special conditions of hire during

the COVID-19 pandemic

Note: These conditions are supplemental to, not a replacement for, the Hall’s ordinary

conditions of hire and are there to protect you and other users from the virus.

SC1: You, the hirer, will be responsible for ensuring those attending your activity or event comply with the

COVID-19 Secure Guidelines while entering and occupying the Hall, as shown on the posters displayed at

the Hall entrances, in particular using the hand sanitiser supplied when entering the Hall and after using

tissues.

SC2: You undertake to comply with the actions identified in the Hall’s risk assessment, of which you have

been provided with a copy.

SC3: The Hall is cleaned and sanitised on a regular basis but before your hire you will be responsible for

cleaning all surfaces and objects likely to be used or touched during your period of hire (including tables,

wash hand basins, door handles etc) using either the products supplied or your own ordinary domestic

products. Please take care cleaning electrical equipment. Use cloths – do not spray! There will be a

mandatory COVID sanitising fee of £12.50 per booking for all non-regular bookers for sanitising the Hall

after the event, except in exceptional circumstances which must be agreed in advance. In this case you must

thoroughly sanitise the Hall yourself and sign and date the Sanitising Log to confirm this has been done.

SC4: You will make sure that everyone likely to attend your activity or event understands that they MUST

NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and that if

they develop symptoms within 7 days of visiting the premises they MUST use the NHS Track and Trace

system as in SC5 below to alert others with whom they have been in contact.

SC5: Organisations in certain sectors are required by the Government’s pandemic regulations to collect

details and maintain records of staff, customers and visitors on their premises to support NHS Test and

Trace. This includes facilities provided by local authorities, including community centres like the Village Hall

which are used for events and other community activities.

We therefore require all users and user groups to keep a record of the date and start and end times of every

booking and the name and a contact number for everybody who enters the hall for that event. This should

preferably be in digital form, but a paper record will also be acceptable. If you have the NHS COVID-19 app

you can use your phone to check in by scanning the QR code at the entrance to the hall. This information

will only be used in the event that a visitor to the hall later shows symptoms of COVID-19. You should alert

the Chair of the Village Hall Committee, Russell Forgham, on 07905 341601 or 01908 510941 immediately

so the information can be passed on to NHS Track and Trace.

SC6: You will keep the premises well ventilated throughout your hire, with windows and doors open as far

as convenient. You will be responsible for ensuring they are all securely closed on leaving.

SC7: You will ensure that no more than the permitted number of people attend your activity/event, in order

that social distancing can be maintained. You will ensure that everyone attending maintains social distancing

while waiting to enter the premises, observes the one-way system within the premises, and as far as possible

when using more confined areas e.g. moving and stowing equipment, which should be kept as brief as

possible. You will make sure that no more than one person uses each suite of toilets at one time. Masks

must

be worn at all times within the hall to comply with Government regulations

SC7: You will take particular care to ensure that social distancing is maintained for any persons aged 70 or

over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2 metre distance

around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other

confined areas without others being present. For some people, passing another person in a confined space

is less risky, but for older people that should be avoided.

/continued

SC8: You will position furniture or the arrangement of the room as far as possible to facilitate people

sitting side by side, with at least one empty chair between each person,

rather than face to face. If tables are being used, you will place them so

as to maintain a distance of at least 2 metres across the table between

people who are face to face e.g. using a wide U-shape like this

SC9: You will be responsible for the disposal of all rubbish created during your hire, including tissues and

cleaning cloths. Rubbish must be bagged up and taken home for disposal. It is not to be left in the

lobby or outside the hall. Failure to do this will result in an extra disposal charge being made.

SC10: You will encourage users to bring their own drinks and food. However, if drinks or food are made,

you will be responsible for ensuring that all crockery and cutlery is washed in hot soapy water, dried and

stowed away. You will bring your own clean tea towels, so as to reduce risk of contamination between

hirers, and take them away. We will provide washing up liquid and washing up cloths.

SC11: We will have the right to close the Hall if there are safety concerns relating to COVID-19, for

example, if someone who has attended the Hall develops symptoms and thorough cleansing is required

or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you

or by other hirers, or in the event that public buildings are asked or required to close again. If this is

necessary, we will do our best to inform you promptly and you will not be charged for this hire.

SC12: In the event of someone becoming unwell with suspected Covid-19 symptoms while at the Hall

you should remove them to the designated safe area which is the Disabled Toilet. Provide tissues and a

bin or plastic bag, and a bowl of warm soapy water for handwashing. Ask others in your group to provide

contact details if you do not have them and then leave the premises, observing the usual hand sanitising

and social distancing precautions, and advise them to launder their clothes when they arrive home.

Inform the Hall cleaner on 07565 013982 immediately.

SC13: Other special points as appropriate.

E.g. For performances and other events with seated audiences you will provide attendants who will ask

people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and

invite people to use toilets in the interval , if there is one, row by row.

E.g. Where a group uses their own equipment:

[You will ask those attending to bring their own equipment and not share it with other members] or

[You will avoid using equipment, which is difficult to clean, as far as possible. You will ensure that any

equipment you provide is cleaned before use and again before being stored in the Hall’s cupboards].

Special conditions of hire (2)

Government regulations state

masks must be worn at all times inside community

buildings such as the Village Hall.

Social distancing of at least

2 metres must be observed at all times inside the

building and while waiting outside.

REMEMBER

Area or People at Risk Risk identified Actions to mitigate risk Notes

Cleanliness of hall and

equipment, especially

after other hires

Other hirers or hall cleaner

have not cleaned hall or

equipment used to

standard required. Our

group leaves hall or

equipment without

cleaning.

Group to check with hall

committee when hall is

cleaned and to make sure

regularly used surfaces are

cleaned before, during and

after hire e.g. tables, sinks,

door and toilet handles.

Can we bring our own

equipment?

Managing social distancing

and especially people

attending who may be

vulnerable

People do not maintain

2 metre social distancing

Advise group they must

comply with social

distancing as far as

possible and use one-way

system. Adopt layout

advised. Limit numbers

using toilets at once.

Should we avoid use of

kitchen – ask people to BYO

food and drink?

Allow older people time to

use toilets without others

present.

Respiratory hygiene Transmission to other

members of group

Catch It, Bin It, Kill It.

Encourage group to avoid

touching mouth, eyes, and

nose. Provide tissues ask

all to dispose into a bin or

disposable rubbish bag,

then wash or sanitise

hands.

Remember to bring tissues

and hand sanitiser.

Remember to empty any

bins used into kitchen bin

at end of hire.

Hand cleanliness Transmission to other

members of group and

premises

Advise group to use

sanitiser on entering and

exiting the hall, to wash

hands regularly using soap

and paper towels.

Someone falls ill with

COVID-19 symptoms

Transmission to other

members of group and

premises

Follow hall instructions.

Move person to safe area,

obtain contacts, inform

cleaner.

Risk assessment for Village Hall hirers

A key part of the risk assessment will be identifying “pinch points” where people cannot maintain social distancing

of 2 metres. Transient passing at a closer distance is less of a risk than remaining in a more confined space so, for

example, a narrow corridor is less of a risk than a galley style kitchenette or a toilet area with limited circulation

space between cubicles, basins and door, where people remain for longer. For areas which present a problem

people may need to be asked to arrange a waiting system or adjust signage e.g. engaged/vacant.

Important Notes:

1. The COVID-19 Risk Assessment may need to be updated in the light of any new government advice that may be

forthcoming.

2. This document should be read in conjunction with relevant legislation and guidance issued by government and

local authorities.

The potential mitigations are in three categories colour coded as follows:

Red – Actions based on Government advice (i.e. should be considered mandatory)

Orange – Actions that are strongly recommended

Green – Actions that you might like to consider

All these mitigations below are therefore mandatory and must be carried out.

Your Name:

Email:

Phone:

Address:

Date of event: Start time: End time:

Reason for hire (eg children's party):

Name of licence holder if there is a licensed bar?

NB: Hirer is responsible for obtaining the licence:

Cleaner required to sanitise the hall before the event @ £12.50ph? Yes No

Cleaner required to sanitise after the event: Yes @ £12.50ph

*Please note there is a mandatory

COVID-19 sanitising fee of £12.50 per booking to sanitise the Hall after

you leave. You must sweep the floor and take all rubbish home even if you do not require a cleaner.

If this event is fundraising for a charity please give the charity’s name:

Castlethorpe Village Hall booking form

Signed: Date:

By signing or typing my name below I confirm that I am aged 21 or

over and have read and agree to the terms and conditions of hire,

including the Special Covid conditions and the Risk Assessment,

and have kept a copy of these for my own records.

Payment details

The hire fee is £13.50ph for all bookings, except those on weekdays before 6pm, which are at the

reduced rate of £11.25ph. Please add the £12.50 mandatory sanitising charge to the total amount.

I wish to pay the hire fee of £ by credit/debit card. For card bookings

please go to our secure payment link at castlethorpe-pc.gov.uk/villagehall/ or use

the form on the next page.

I wish to pay the hire fee of £ by bank transfer to BACS: Lloyds Bank TSB

BIC: LOYDGB21052 Account No: 03696370 Sort code: 30-15-53. Please email

details to clerk@castlethorpe-pc.gov.uk if paying via BACS.

November 2020

Telephone and postal bookings

credit card authorisation form

Evening (after 6pm) and weekend (all day) hires are £13.50ph Daytime (before 6pm on

weekdays) are £11.25ph. Pre-hire sanitising is charged at £12.50ph. Please remember to include

the mandatory fee of £12.50 for cleaning and sanitising after your hire in the total amount,

unless this has been agreed in advance with the Booking Clerk to be waived. And make sure

that you keep a copy of the Terms and Conditions of Hire for reference. If you are unable to

use the online booking system and wish to book by telephone, email or post, please follow

these instructions:

1. Fill in the Credit Card Authorisation Form below and send it to the Booking Clerk, Karen

Russo, either by email to castlethorpevillagehall@gmail.com or by post or in person to

her at 2 Maltings Field, Castlethorpe, Milton Keynes MK19 7EG with your completed Booking

Form. If you prefer you can leave the details of the card number, CVV number and

expiry date blank and give them to her in the next step.

2. Call Karen on 07702 555206 to confirm the booking (and confirm the card number,

CVV number and expiry date if you have left them blank).

3. An email will be sent to you as your booking confirmation once the payment has been

processed. Please note: The booking is not confirmed until it has been paid for in full,

including all cleaning charges.

4. Your details will be kept on file for three months after the date of the event and then

deleted.

Card Type: Visa Mastercard AMEX

Other

Cardholder name (as shown on card):

Card number:

Expiry (mm / yy):

CVV Number (on reverse):

Cardholder’s postcode (from card billing address):

I authorise Castlethorpe Parish Council to charge my credit card above for agreed

upon purposes. I understand that my information will be saved to file for three

months after the date of the event and then deleted.

Customer signature: Date:

(sign or type)

You may cancel this authorisation at any time by contacting us. This authorisation will remain in effect until cancelled.

--------------------------------------------------------------------------------------------------------------------

Download
Save PDF to desktop

Email
Email completed PDF

Send for Signing
Email for others to sign

Print
Print document

NAME

Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council)

View Audit Log
Print With Audit Log
Duplicate Document

Fillable Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council)

Fill Online, Printable, Fillable, Blank Castlethorpe Village Hall Brochure November 2020 (Castlethorpe Parish Council) Form

Related forms

First 20 documents completely FREE!