All Saints’ Youth and Community Hall

Roman Place, Didcot OX11 7ER

Administrator:    Mrs. Helen Barrett

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

                   Website: www.didcotallsaintshall.org.uk

Tel: 01235 510865

 (Mon & Wed 2pm – 5pm; Tues, Thurs & Fri 10 am to 1pm)

Rules and Conditions of Use

The Management Committee of the Hall requires that the following Rules and Conditions be adhered to by all users. Failure to comply may result in a charge being made and right of future use withdrawn.

BOOKING

 All applications for the hire of accommodation within the Hall must be in writing on the Booking Request form and forwarded to the Administrator for consideration. The precise purpose for which the hire is required must be stated clearly on the Booking Form.

 The Hall Management Committee reserves the right to refuse any application without stating their reason for doing so and may accept any application only upon such conditions as the Management Committee shall deem necessary to impose.

The Hire Agreement shall relate only to the Hire Accommodation requested on the Booking Request form.

The kitchen must be hired when refreshments and/or food are to be served.

The period of hire must include the additional time required for setting up before and clearing away after the event. Rooms may be booked for a minimum of one hour and in additional blocks of 15 minutes.

All functions must be terminated by 11 p.m. unless other arrangements have been separately agreed by the Administrator.

 If the Management Committee accepts the application, the person(s) signing the Booking Form must be over 18 years of age and shall be deemed the Hirer as well as the society, association, club, company or other body on whose behalf the booking may be made and as such will be jointly and severally responsible to the Hall Management Committee for the payment of hiring fees and for strict observance of these Conditions of Use.

The hiring of the hire accommodation does not entitle the Hirer to use or enter the Hire Accommodation at any other time other than the period of time stated on the Booking Form, unless prior consent has been given by the Hall Administrator or a member of the Management Committee.

Any alterations to the details of the booking must be notified to the Administrator. The Hall Management Committee reserves the right to refuse any request for alteration of detail.

PAYMENT

In order to secure the Hired Accommodation the Hirer must pay the Management Committee 100% of the hire fee to be received by the Administrator not less than 14 working days’ prior to the date when the accommodation is to be hired.  All bookings made less than 14 days in advance of the hire date must be paid in cash.

Special arrangements may be made for payments by regular users of the hall, at the discretion of the Management Committee.

A cash deposit of £50 must be paid when a booking is confirmed.  In the event of damage to the premises or a breach of these Rules and Conditions of Use, as determined by the Management Committee, ie leaving the rooms hired in an unsatisfactory and/or unusable condition, this deposit may be retained. 

 

Late payment of invoices by regular users will incur a £10 fee per invoice not paid on time, to be added to the next invoice.

In the event of cancellation payment will be forfeited by the hirer if cancellation is made less than 10 working days prior to the date when the accommodation is being hired.

The Management Committee reserve the right to cancel a booking without penalty and without reason having to be given.

HEALTH AND SAFETY

  • Numbers are limited to:

Main Hall: 76 seated – 110 standing.

Kneller Room: 24 seated.

  • Smoking is not allowed on the premises.
  • The hall has a licence for playing pre-recorded music. If you wish to have live performers you may need a licence from the South Oxfordshire District Council.
  • The Hall does not have a license for the sale of alcohol.  No alcohol can be sold unless the hirer has confirmed with the Management Committee that they will authorise the hirer to obtain an alcohol license for the event. This authority may be withheld at the discretion of the Management Committee.  The Management Committee does not permit under-age drinking on the premises with and/or without adult supervision.
  • The Management Committee implements a Health and Safety Policy for its premises, which includes this hall and adjacent car park. (A copy is available on request from the Administrator’s Office.) Hirers and users have a responsibility to take reasonable care of themselves and others whilst using the premises.
  • Details of any accidents must be recorded in the accident book.
  • Hirers are advised to note the positions of the fire extinguishers and exits. The Fire Exit door must only be opened in a genuine emergency. The Administrator must be informed in writing if the fire extinguishers are discharged for any reason. Hirers will be charged for any inappropriate discharge of fire extinguishers.
  • In emergency the nearest telephones are at the Security Office at the Gate to Vauxhall Barracks and the call box at Great Western Drive junction with Foxhall Road.
  • Insurance: Any items brought into the Youth and Community hall are at the Hirer’s own risk. The Management Committee will not take any responsibility for any expenses incurred as a result.
  • Children and Young People: When children are present for a room hire, suitable adult supervision must be provided at all times. At least two adults must be present and responsible for children at all times. Please do not allow children and/or young people to play or congregate socially in the car park under any circumstances.  Please be respectful of our neighbours’ right to peace and quiet.   A key is available to allow hirers to access the park from the hall should children and/or young people wish to burn off any excess energy.  Please inform the administrator if you would like the key.
  • All hirers are responsible for ensuring that necessary CRB checks are held or obtained. They must also be aware that on some occasions other hirers may be using the accommodation and may have to share use of the kitchen.

HOUSEKEEPING INFORMATION

  • Notices, posters, decorations must not be put up without         permission.  Please do not place any bunting/banners etc on the walls.  The use of sellotape to hang bunting and banners is not permitted.
  • Heating is provided by a Ground Source Heat Pump and the temperature is regulated constantly. The thermostat must not be adjusted or tampered with. The system responds only over a number of hours and not immediately.
  • Users must ensure that no fires are lit or smoke generated in the building under any circumstances.  Disco smoke machines are not permitted.
  • Any portable electrical equipment brought into the hall must have a PAT (portable appliance testing) certificate.
  • If access to the loop or sound system is required, please contact the Administrator.
  • If access to Wi-Fi is required, then please inform the Administrator who will issue you with a password.
  • Cleaning equipment can be found in the large storage cupboards in the main hall and cleaning fluid in the cupboard under the kitchen sink. All rooms used must be cleaned, swept and mopped after use as a courtesy to other hirers.
  • Please ensure that all liquid spills are cleaned up immediately and not left to dry on the floors.
  • All rubbish must be taken away and disposed of by the hirer in the black bin bags provided. 
  • Please ensure that the kitchen is left clean with all crockery, cutlery and utensils tidied away.  Also the oven, hob and microwave must be cleaned and switched off after use.  Tea towels are not provided.
  • Only electrical food warmers are permitted in the building.
  • Please bring sharp knives and scissors as for security reasons these are not kept in the kitchen.
  • There is an urn in the kitchen which takes one hour to boil when full.  Pump flasks are available for your use to transport hot water safely into the hall.
  • Any breakages or accidents, however minor, must be reported to the Administrator in writing.
  • All tables and chairs must be returned to the cupboards.
    • All electric switches and lights must be turned off before vacating the premises.
      • All rooms opened must be locked before vacating the premises.
  • If there are no other persons in the premises, the alarm must be set, the front door locked and the car park gates must be closed – all users will be issued with keys and alarm codes to cover their times of hire. Training will be given on the use of the alarm.
  • The hirer shall ensure that no animals, except for guide dogs, are brought into the hall other than at a special event agreed by the Committee. No animals are to enter the kitchen at any time.

  • Should any damage be done to the buildings, fittings, apparatus or furniture, the expenses of making good the same shall be borne by the Hirer. The Management Committee shall be the sole judge of the damage done and the amount thereof. Any articles or property belonging to the Youth and Community Hall that may be found to be lost or missing from the Hire Accommodation during or after the hiring shall be paid for by the Hirer.
  • Disabled hoist: hirers must provide their own sling and only qualified people must use the apparatus. Anyone using or tampering with the hoist inappropriately will pay for any damage incurred.
  • Public Liability Insurance: hirers must ensure that they have adequate public liability insurance as this is not covered under these Rules and Conditions of Use.

COMPLAINTS

  • Any complaint regarding any arrangements connected with the hiring of the hall must be made in writing to the Administrator and received within 48 hours of the cause of the complaint arising.