Policies and Forms

This page provides all our policies and hiring forms.

IMPORTANT NOTE: these documents are all subject to change as guidance and legislation evolves. Those running ongoing events should make sure they stay up to date with changes affecting both the hall and your activities.

Please complete forms electronically if possible to minimise paper transfer: Foxit PDF is one free program that allows you to do this. But if you do need to use paper, that’s fine. Just ask if help needed. All forms must be signed either electronically or by hand.

Risk assessment for the hallRisks identified and how we manage them. Including covid19 section. Latest update: 27 July 2021 including ACRE guidance.
Booking packAll hirers must complete and sign the hiring form – the latter commits you to the rest of the documents. The ‘important information’ document is a one-page ready reference for the terms and conditions, but does not replace them!
a) Hiring form pdf version word version
b) Important information for hirers
c) Full terms and conditions (last update 7th August 2021 – for roadmap stage 4)
Hall user guideone-pager reminding you where everything is and how it all works. (also pinned to the board in the entrance hall)
Covid-safe reminder noticethe notice on our front door
Plan of the hallincluding room sizes and safety equipment
Health and Safety PolicyUseful information as well as who is responsible for what. Paper copy kept in the yellow folder in the side room. Also separate sheet on where to go for medical help as this changes frequently.
Fire Evacuation procedureCopy in yellow folder in side room
Accident procedureCopy in yellow folder in side room
Data Protection Policyhow we handle and secure data, including hirer details. House rules for all trustees.
Safeguarding Policyhow we protect children and vulnerable adults.
Governing documentAll charities have one of these; ours is the original conveyance for the land purchase and foundation of Pant Memorial Institute. It dates from 1922, with an amendment from 2017 to bring us into line with current trustee legislation.
Facsimile of the conveyance
Transcription of the conveyance (more readable)
2017 amendment (replaces the original clause 2)
Hiring policyGuidance for the booking secretary, delegated from the committee