These notes can be downloaded in Word format: MEMORIAL HALL – Hiring Guidance Notes – May 2014

HIRING THE HALL – GUIDANCE NOTES FOR USERS

KEYS

  • Key ring includes:
  • Security Alarm fob
  • Front door keys:          Upper lock: 7 – Lower lock: 6
  • Meeting Room key:     Door lock: 1
  • Window locks key

OPENING & SECURITY ALARM

  • Unlock front left-hand door using front door keys (as above)
  • If security alarm is set – an intermittent buzz will sound
  • Hold alarm fob to top section of key pad on right hand side of lobby
  • Assuming alarm buzz ceases, enter into hall – if not see SECURITY ALARM below

CLOSING & SECURITY ALARM

  • If security alarm was set when entering, the alarm must be re-set when leaving
  • With front doors closed, hold alarm fob to top section of key pad
  • A solid buzz will sound
  • Exit through front door – the buzz will go to intermittent whilst door is open
  • Once closed, solid buzz will resume for five seconds
  • When it ceases, alarm is set
  • Lock both locks on left-hand door

EMERGENCY EXITS & FIRE EXTINGUISHERS

  • In addition to the front door there are two further exits:
  • Side door in main hall adjacent to bar servery with normal ‘panic’ opening device
  • French windows at far end of main hall – PRIOR TO THE COMMENCEMENT OF ANY EVENT, THE CIRCULAR LOCKS BELOW THE HANDLES ON EACH DOOR MUST BE TURNED FULLY ANTI-CLOCKWISE (LEFT DOOR) AND FULLY CLOCKWISE (RIGHT DOOR) SO AS TO UNLOCK THEM
  • If French window(s) is opened – when closing the handle this must be pulled upwards to facilitate locking (instructions as above)
  • Seating, tables or chairs must not be situated within three metres of the French windows
  • Fire Extinguishers are situated in the front lobby, kitchen and main hall and there is also a fire blanket in the kitchen
  • Please note: The Fire Alarm is not connected to the Fire Station and, if necessary, a 999 call should be made in the normal manner

LIGHTING & EXTRACTOR FANS

  • All lighting is individually controlled via switch(s) located in each section/room of the premises other than:
  • Lights and fans in Ladies & Gents toilets and Cleaner’s cupboard are controlled via ‘person’ sensors with approximately a five minute switch-off delay
  • Extractor fan in kitchen is separately operated from switch located on extractor hood

HEATING

  • The building is very well insulated therefore reducing the heating requirement
  • All heating is included in the hire charge but should be used only to the extent that is necessary
  • Heating should only be switched on (as below) for a maximum period of one hour before the event commences
  • The main hall has eight overhead heaters all of which are individually switched on/off via a panel situated in the cleaning cupboard adjacent to the Ladies toilet
  • In all the service areas there are independent wall heaters with individual thermostats set to correct temperatures for their respective areas – these settings must not be altered
  • For normal events in the winter months, the following individual wall heaters may be used by being switched on/off at wall switches immediately adjacent to each heater:
    • Front corridor – 2 x heaters
    • Gents – 1 x heater
    • Ladies – 1 x heater
    • Disabled – 1 x heater if disabled person present
    • Meeting Room – 1 or 2 heaters if room is being used as part of the event/hiring
    • Kitchen and Bar – only if really necessary

HOT WATER

  • There are three individual hot water heaters (as below) which may be used as required:
    • Cleaning Cupboard which also supplies the toilets
    • Kitchen
    • Bar
  • The thermostats are set at temperatures for normal use – these settings must not be altered
  • If hot water is required switch on individual water heaters via wall switches located beside each heater 30 minutes before commencement of event

KITCHEN & BAR

  • Ovens, hob, fridges and extractor fan and dishwasher may be used as required but MUST be left clean as originally found
  • Standard crockery and cutlery (and limited number of wine glasses) are available and may be used for an event but must be washed up and stored as originally found
  • All other cooking utensils, etc, that may be required must be self-supplied
  • Leave dishwasher wedged fractionally open
  • Leave fridge in bar switched off and open
  • Remove all normal rubbish and place in green wheelie bin which is located via side door

CLOSING UP CHECK LIST

  • LEAVE MEMORIAL HALL IN STATE OF CLEANLINESS AS FOUND
  • LEAVE CROCKERY, CUTLERY AND GLASSES STORED AS FOUND
  • LEAVE FURNITURE STORED AS FOUND
  • TURN OFF ALL HEATERS AT WALL SWITCHES AND, FOR MAIN HALL, VIA SWITCHBOARD LOCATED IN CLEANING CUPBOARD
  • TURN OFF ALL THREE WATER HEATERS (KITCHEN, BAR & CLEANING CUPBOARD)
  • RESET LOCKS ON FRENCH WINDOWS
  • CLOSE & LOCK ALL WINDOWS (EXCEPT THOSE IN “LOCKED OPEN” POSITION ON ARRIVAL)
  • CHECK SIDE DOOR LOCKING DEVICE IS IN PLACE
  • CLOSE ALL INTERIOR DOORS FIRMLY (INCLUDING FIRE DOORS)
  • TURN OFF ALL LIGHTS INC EXTERIOR LIGHTS (EMERGENCY LIGHTS WILL STAY  ON)
  • FRONT PORCH LIGHT WILL GO OUT ON PIR SENSOR 
  • SET SECURITY ALARM (IF SET WHEN OPENING UP)
  • LOCK BOTH FRONT DOOR LOCKS (KEYS 6 & 7)

May 2014