Many community venues generate income by hiring out their premises to a wide variety of other groups and organisations, for everything from regular club meetings to one-off social functions and arts events - but it’s important to protect the organisation hiring out the premises and the individual or group ‘buying in’ the facility.
Here are some suggestions for essential information to be enshrined in a ‘Landlord’s File’ or checklist. We’d suggest the checklist should be kept in a place accessible to all hirers and users of the premises. This would enable them to refer to them and comply with appropriate legislation.
This should be supported by a suitably visible notice board displaying additional landlord’s information which should include duplicates of as many of the above items as is feasible, but especially the Health & Safety Poster and statement, landlord’s emergency contact details, hirer’s Code of Conduct and emergency services contact details.
It’s often the case that the caretaker, custodian or appointed key-keeper is not available, so the building’s opening and locking-up procedure needs to be clearly displayed and understood. Any alarm-setting or security procedures that include alarm codes need to be accessible - but only to the hiring parties!
If you have a community venue that you hire out to charitable groups, do let us know – we can add you to our information database for enquirers.
Thanks to Norfolk County Council’s Quality Assurance Officer, Day Services & Voluntary Organisations for this recommended checklist.