Resource: Hiring out community premises – a ‘landlord’s checklist’

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.

• 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

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.