Policies and Forms

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 packAll 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 November 2023)
d) Large event questionnaire (booking secretary will advise if we need you to complete this): pdf version or word version
Bouncy castle safety informationImportant information for hirers bringing a bouncy castle (part of hiring conditions)
Risk assessment for the hallRisks identified and how we manage them. Latest update: 22nd October 2023
Hall user guideone-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 reminderscovid-19 is still very prevalent – precautions to take
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 (updated April 2023)
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.
Music LicenceOur music licence. (Commercial hirers may need their own PPL)
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 (updated April 2023)
Speaker instructionsHow 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 certificateCopy of the document displayed in the entrance hall.