West Lulworth Village Hall –User Guide
Contents
1. chairs are safely stacked Do not overload shelves Screen and Stand A stand for a projector is kept in the storage room The screen is pulled down with the pole kept in the right hand corner of the hall Please retract the screen carefully when you have finished using it Size amp Numbers The number of people that can be accommodated in the Hall is limited by our fire regulations A maximum of 160 may be seated in rows in the Main Hall see Notice Board for suggested seating arrangement that preserves a two metre fire escape route For weddings and other events with tables the number will be nearer 100 and must maintain the escape routes For all events including jumble sales it is essential that the escape routes are kept clear Sports Equipment Sports equipment is owned by the user groups Anyone else wishing to use it must make arrangements with the appropriate User Group and the Hall Committee Skittles If you have arranged to use the skittles alley you must ensure that you have been instructed in how to set up the alley and how to open the covers on the pit At least two able bodied persons are required for this Table Tennis The table tennis tables stored within the marked area in the store room Take care when moving and opening them Stage The stage area is to be accessed only if you have made a prior arrangement to use it Stage extensions are stored on the stage and also within the marked area in the Store2. Room It is anticipated that these will be used only by local groups Assembly should be attempted only by someone who has experience of their use Unless the stage is being used the stage stairs should be wheeled to the side against the wall West Lulworth Village Hall Management Committee August 2011 www westlulworth com Tables amp Chairs Meetings Room 7 small tables large table 33 chairs with brown seats Main Hall 66 chairs with blue seats Please use the two trolleys to move stacks of chairs as this helps to protect the floor and your back Under stage at the left hand side 17 large tables 8 or 9 on the left with their legs facing to the left and the other 8 or 9 on the right with their legs facing to the right This is important to prevent damage to the tables when they are stacked amp removed Also under the stage are about 75 black unpadded chairs on a long trolley Utilities The mains electricity switch and fuse box and the mains water stopcock are in the cupboard which is next to the door to the meeting room Windows amp Doors In the Meetings Room be sure to close all windows before you leave In the Main Hall the top windows can be opened by using the long pole from the front left hand corner of the hall This is not too easy and closing the windows is tricky too Get someone who knows what they re doing it ll be your responsibility if you break one Doors can be wedged open temporarily but
3. West Lulworth Village Hall User Guide Emergency Phone Numbers 20p in the payphone unless specified Chairman 01929 400443 Secretary 01929 400360 Treasurer 01929 400321 Bookings 01929 406178 Emergency Services 999 free phone Electricity 08000 72 72 82 Water 0845 6004600 Community Police 07825 521910 NHS Direct 0845 4647 Hirer s Responsibilities a brief summary Keep Hall amp grounds safe and free from damage and pay for any damages incurred Supervise the behaviour of all persons using the Hall Obtain any licences needed for alcohol or music Comply with Local Authority Health amp Safety and Fire regulations Inform the hall committee of any cancellations and cover costs if necessary No Blu tack or sticky tape may be used on the plaster walls The water boiler in the kitchen must be emptied The fridge must be turned off and the door left ajar All lights and heating must be turned off Please use the foyer delayed light correctly All windows and inside doors must be closed and outside doors locked Please leave the Hall and rooms set up properly See Table and Chairs below All bags of rubbish must be removed from the site as we do not have a garbage collection Leave the premises amp surroundings in a clean and tidy state ready for the next hirer Any Problems In the following pages we attempt to answer the questions you might have if you are a new user of our Village Hall If
4. f times a week so we do rely on you to keep our hire costs down Garbage please remove all rubbish from site We keep our hire charges down this way There should be some small bags in a drawer in the kitchen for big events you ll need to supply your own Furniture please put all chairs amp tables back where they belong see Tables amp Chairs Kitchen see Kitchen Equipment for how to leave everything Doors all fire doors should be closed not wedged open Lights amp Locks see Lights and Locks sections of this user guide Fire Alarm In the event of a real fire the correct procedures must be followed If you get a false alarm the bell may be turned off by opening the box on the wall near the kitchen door The key is stuck on top of the box with blu tack Fire Regulations The law states that you the Hirer are temporarily the Responsible Person for fire safety The relevant fire regulations are to be found on the main notice board in the foyer and on the website Please make sure that you understand them Grounds The grassy slopes around the hall are quite steep and there are considerable drops onto hard surfaces at the lower edges Please supervise children and do not allow them to play in these areas Keep children away from the Oil Tank Installation Hearing Loop This is to help hearing aid users at talks and discussions Switch on at the 3 pin plug marked LOOP on the left hand side
5. must be closed on departure to comply with fire regulations West Lulworth Village Hall Management Committee August 2011 www westlulworth com
6. of the stage Hearing aid users should switch to T or MT West Lulworth Village Hall Management Committee August 2011 www westlulworth com Heating Hot water is provided automatically but will run out if you are too extravagant A background level of space heating is maintained automatically In cold weather this may be augmented by inserting amp turning the heating key in the locks near the entrances to the main hall amp the meetings room The key must be left in for as long as heating is required Please help us to reduce costs amp CO2 emissions by turning the heating off as soon as you don t need it any more Insurance The Village Hall insurance policy does not cover items owned by users of the Hall unless agreed with the Committee and stated on the Policy Kitchen Equipment Crockery cutlery amp glasses the hall has matching crockery stored in the kitchen This includes 125 place settings cup saucer side plate dinner plate and approximately 100 knives forks and spoons A small collection of glasses is stored in the kitchen Extra glasses will be found in a marked cupboard in the store room Water Boiler please empty after use Cooker please clean thoroughly if you use it Fridge the on off switch is on the wall Take all your food away leave it clean switch it off and leave the door open so it doesn t get mouldy Cleaning equipment brushes vacuum etc are in the cupboard in the kitchen for yo
7. reo work correctly When adjusting the blue volume controls for Channels 3 and 4 should both be set to the same position If unsure start off with the blue volume controls set to the middle for the device s which are to be used as well as the red master volume control set to the middle This shouldn t be too loud or too quiet and then can be adjust as needed The two outputs are connected to a dual RCA to XLR cable then two XLR cables go upstairs to the loft where they connect to two XLR to Jack cables which take the signal to the hall mixer Booking amp Payment All bookings must be made through the Bookings Officers You must provide a contact telephone amp address and you must agree to accept the Standard Conditions of Hire which can be read on the website You can also download an invoice from this website Payment should be made promptly to the treasurer not to the Bookings Officers Mike Halsall Lulcote Sunnyside West Lulworth Dorset BH20 5RT by cheque payable to West Lulworth Village Hall If a receipt is required outside West Lulworth please enclose a stamped addressed envelope Standard conditions of hiring are on the notice board If you hire the Hall you will be deemed to have accepted these conditions West Lulworth Village Hall Management Committee August 2011 www westlulworth com Departure Cleaning the Hall should be left in a fit state for the next hirer Our caretaker comes in only a couple o
8. rforming Right Society PRS and Phonographic Performance Limited PPL licence which is now administered by the PRS There is now no need for Hall users to obtain their own licence cover The PRS licence is concerned with copyright music and protects the interests of composers song writers and publishers The PPL licence is for recorded music played at Discos Christmas Parties and Dances and protects the interests of singers musicians and record companies Parking During the day vehicles should be parked only in marked positions and certainly not in positions that could obstruct emergency exits from the Hall or access by the Emergency Services Please consider whether you need to have a person controlling the car park to avoid danger to pedestrians particularly if it is dark In the event that overnight parking has been agreed with the Village Hall Management Committee no vehicles should be parked in bays adjacent to the Hall West Lulworth Village Hall Management Committee August 2011 www westlulworth com Safety You are responsible for your own safety at all times but especially when using or moving equipment in the hall whether it be the property of the hall or items which you have brought in for your event If you use the ladders first make sure that you understand how to use them safely Please keep children out of the kitchen and limit the number of persons at any one time to four Make sure that all items such as
9. u to clean up before you leave Ladders Ladders are kept on the stage for use only by safety aware persons in support of drama groups West Lulworth Village Hall Management Committee August 2011 www westlulworth com Lighting Main Hall two sets of five overhead lights are controlled by switches at the entrance from the foyer The up lighters for slide shows etc where a low level of lighting is required are operated by a push button at the entrance on off by pushing brightness by rotating Stage stage stairs are separately illuminated the switch being to the right of the door opening at the bottom of the steps The stage performance lighting is for authorised use only Meetings Room two switches each operate half the lights Foyer switches are by the front door Two of these control the outside sensor lights and are sellotaped on When leaving the Hall in the dark the delayed action push button switch should be pressed and the foyer switch must then be turned off This allows about 5 minutes of foyer illumination for an orderly departure Locks amp Gate You will normally have received 3 keys one for the gate one for the front door and one for the heating We recommend that when you open the gate you hook the padlock over the retaining post but do not lock it For the use of the heating key see Heating Loft Authorised personnel only are permitted access Music Licences The Hall has a combined Pe
10. you still have a problem with equipment or documentation please phone one of our Emergency Contact Numbers West Lulworth Village Hall Management Committee August 2011 www westlulworth com Audio System Audio Mixer The mixer has four input channels and stereo left and right outputs The inputs each have a volume control blue knob and a balance control panpot yellow knob Each input channel has two connectors one 6 35mm Jack socket for connecting microphones and one RCA phono socket for connecting other audio devices Is it best to only use one of these input sockets per channel The Master volume control red knob controls the overall volume level for all channels There are also two switches Power which should be left On the mixer turns off when mains power is turned off and Stereo Mono which should normally be in Stereo mode Current configuration The microphone is plugged in to Channel 1 using a Jack plug Normally the balance control for Channel 1 should be in the middle Channel 2 is un used The radio mic could be connected here If it is turn the blue volume knob for Channel 2 up full and use the two volume knobs on the radio mic receiver box to adjust the volume of each mic Channels 3 and 4 have the CD DVD player connected The left output goes to Channel 3 and the right output goes to Channel 4 The balance knob for Channel 3 is set to Left and the balance for Channel 4 set to Right This makes the ste
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