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#VillageHallsWeek Resource: Hiring out your village hall

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Why should you create a Hire Checklist?

The majority of village halls hire out their premises to groups and organisations, and creating a checklist is a really good way to help village halls and hirers to keep the premises safe and accessible.  Sometimes it is the little things, like making sure that hirers know how to open and close the hall for their activities, that make all the difference to generating repeat bookings.  

Of course, whilst the villlage hall may be complying with legislation and health and safety requirements, these can be undermined if a hirer does not appreciate what the halls procedures are, so having a comprehensive checklist that is publicly accessible can help ensure everyone is working in the same direction.

What to include

Here are some suggestions for essential information to include in the checklist. We’d suggest the checklist should be kept in a place accessible to all hirers and users of the  premises. 

  • Current Buildings Fire Risk Assessment (with evacuation instruction in case of emergency)
  • Asbestos Register or Inspection Certificate (if applicable)
  • Mains electricity Testing Certificate
  • Portable appliance Testing Certificate
  • Water Testing Records
  • Fire alarm & equipment maintenance records
  • Buildings & equipment maintenance & servicing schedule
  • Equipment operation information
  • Cleaning schedule
  • Utility access points
  • Local emergency services contact details
  • Location of First Aid box
  • Landlord’s emergency contact details
  • Public Liability Insurance statement
  • Landlord’s Health & Safety Policy Statement
  • Complaints Policy
  • Copy of Hire Agreement
  • Hirer’s Code of Conduct
  • Opening and locking-up procedures

Village Halls should also have a visible notice board displaying items such as especially the Health & Safety Poster and statement, landlord’s emergency contact details, hirer’s Code of Conduct and emergency services contact details.

Community Action Norfolk's Development Team are able to help develop policies and hiring handbooks, can train your trustees to be aware of their legal obligations,  and much more.  If  there is something you need support with please contact us on office@communityactionnorfolk.org.uk