This page provides all our policies and hiring forms.
We need a signed copy of the hiring form to confirm your booking – email with a ‘pasted-in’ signature is fine, or please print and return to the booking secretary. We can provide paper copies on request.
| Booking pack | All hirers must complete and sign the hiring form – that commits you to the important information for hirers and the full terms and conditions. |
| a) Hiring form pdf version word version (last updated November 2023) | |
| b) Important information for hirers (last updated April 2023) | |
| c) Full terms and conditions (last update March 2024) | |
| d) Large event questionnaire (booking secretary will advise if we need you to complete this): pdf version or word version | |
| Bouncy castle safety information | Important information for hirers bringing a bouncy castle (part of hiring conditions) |
| Risk assessment for the hall | Risks identified and how we manage them. Latest update: 22nd October 2023 |
| Hall user guide | one-pager reminding you where everything is and how it all works. (also pinned to the board in the entrance hall) – updated April 2023 |
| covid-awareness reminders | covid-19 is still very prevalent – precautions to take |
| Plan of the hall | including room sizes and safety equipment |
| Health and Safety Policy | Useful 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 (updated April 2023) |
| Fire Evacuation procedure | Copy in yellow folder in side room |
| Full fire safety information | Page detailing our fire risk assessment and actions we take. |
| Accident procedure | Copy in yellow folder in side room |
| Data Protection Policy | how we handle and secure data, including hirer details. House rules for all trustees. |
| Safeguarding Policy | how we protect children and vulnerable adults. |
| Music Licence | Our music licence. (Commercial hirers may need their own PPL) |
| Governing document | All 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 policy | Guidance for the booking secretary, delegated from the committee (updated March 2024) |
| Speaker instructions | How to use our bluetooth/plugin speaker system (don’t worry, just a few lines!). Also posted below the bluetooth controller in the bar area. |
| Public liability certificate | Copy of the document displayed in the entrance hall. |