Reference No
Rhu and Shandon
Community Centre
e-mail
Completed Form To: Co-ordinator at
[email protected] Enquiries phone 07707 746087
Name of Club, Group or Organisation:
Name:
PLEASE
Address:
PRINT
IN
Tel No:
Home:
Mobile: _____________________
Work:
CAPITAL
e-mail :
LETTERS
Nature of Use :- Non-profit making
Business
TYPE OF LET – PLEASE TICK BOX AND INDICATE DATE(S) REQUIRED:
One Off
Weekly
Date for one off Let:
Fortnightly
Monthly
Dates for regular lets:
Day of Week
Start Date
Finish Date
or attach type written list of dates and times required.
For Community Users Only: If applying for a keyholding let, a written application, indicating name(s)
of potential keyholder(s), must accompany this form.
Room(s) Facilities Required
Hours of use
Purpose Of
Numbers Expected
Activity
From
To
Min
Max
The Archie McColl Room
Upstairs Meeting Room
Main Hall
Kitchen
For Party bookings a £20 deposit
will be taken in accordance with the
Conditions of let.
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Equipment Required:
Office Use Only
Sound System
The above let has been granted
Yes
The charge will be
Charge £10
Amplifier can be connected via the
headphone socket on any music playing device.
Let Fee
Projector for connection to PC Yes
Party Deposit
Charge £10
VAT
Number of Tables
Number of Chairs
Total
_£____________
Access to Kitchen Area:
Yes
No
Yes
No
Use of Crockery etc:
Charge £5
Will the function have a liquor licence?
Yes
No
Name of person in charge:
I hereby make application for the use of the specified
accommodation and if granted agree to accept and abide by the
conditions of let. I will read the Fire Evacuation Procedure and
follow the instructions in the event of fire,
An account will be forwarded direct from
Hall Treasurer.
Special Notes:
Signature:
Copy to: Head of Establishment
Date:
Applicant
Co-ordinator
Treasurer
PLEASE READ THE FULL CONDITIONS OF LET
The Protection of Children (Scotland) Act 2003 (Disqualified from Working with Children List)
means that from 11 April 2005, to obtain a let of council premises all groups deemed to have “substantial
access” to young people under the age of 18 will have to comply with the terms of the act.
When deciding if your volunteers/workers have “substantial access”– consider the following
questions:





Will the volunteers/workers have one-to-one contact with the children? If “yes” the access must be
considered substantial;
Will the volunteers/workers be supervised? If the volunteers/workers are under close supervision at all
times, the access may not be considered substantial, however it will allow close relationships to be formed
and this could be exploited;
Will the volunteers/workers be in an isolated situation with the child? The risks are greater where a child
is with an adult in an isolated situation away from peers and family;
Will there be regularity of contact? The more regular the contact, the stronger the relationship that may be
formed which could be exploited;
Is overnight care involved? If yes then the volunteers/workers must be fully vetted.
Does your group have “substantial access” as outlined above?
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Yes
No
CONDITIONS OF LET
1.
The Rhu & Shandon Community Centre premises may not be let for the purpose of private
gain by an individual unless it is also beneficial to the community. No lets to be granted to
strictly commercial organizations.
2.
The let holder will be responsible for: (a) Safe custody of any keys to the premises. These keys remain the property of the
Committee and must be returned immediately when requested.
(b) Reporting any damage to property, furniture and fittings of the premises found at the
commencement of the let. Entering faults in the 'defect book' (in the kitchen)
(c) Any electrical or other equipment being brought into the premises must be in good
working order.
(d) Leaving the premises in a clean and usable condition (as per notices) and returning all
equipment used to their allocated places. When booking please make sure that you
allow enough time for preparation and clearing up so that sessions do not overrun.
(e) A £20 deposit will be made which will be returned if the hall is left in a clean & useable
condition after the let.
(f) It is forbidden for food or drink to be consumed in the car park area at the front of the
hall as a mark of respect for local residents.
(g) If the rear garden is used for picnics/barbecues or any other form of external event, all
food & drink containers must be collected and disposed of at the end of the hire.
(h) Complaints to be put in writing to the Chairperson.
SPECIAL NOTE: LOOSE PEANUTS & CHEWING GUM MUST NOT BE BROUGHT INTO THE
BUILDING
3.
Activities involving money prizes are normally prohibited, however approved organizations
may be granted 'race nights or similar fund raising activities but they have to be for
specific, charitable fund raising purposes.
SMOKING of tobacco or e-cigarettes IS PROHIBITED IN ALL AREAS AT ALL TIMES
4.
Normally at least 10 days notice must be given to the Co-ordinator when a let is required.
Application forms available from the Co-ordinator. If a group is unable to attend for a
previously approved let they must inform the Co-ordinator in advance.
Accounts are now payable within 7 days of invoicing. Any lets not used will be credited
to account the following month on condition said let was cancelled with 7 days prior
notice.
5.
The person applying for the let is responsible for ensuring that the conditions of the let are
observed and the lessee or another named person must be in attendance for the duration
of the let. A let will not normally extend beyond 11.00 p.m. Lets extending beyond 11.00
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p.m. will only be given when suitable arrangements can be made and then only normally
on Fridays and Saturdays.
6.
The Rhu & Shandon Community Centre, Management Advisory Committee cannot accept
responsibility for any loss of possessions. Let holders are responsible for ensuring that
personal possessions are adequately safeguarded during the let.
7.
Lets are not transferable and must be used for the purpose stated on the application. Times
indicated on the application must be strictly adhered to.
8.
When sporting activities are being conducted appropriate footwear must be worn, safety
clothing and any safety procedures adhered to.
9.
Where it is intended that alcohol will be consumed on the premises during a let this must be
declared on the application and approved by the Management Advisory Committee. Groups
wishing a liquor license must apply for themselves to the appropriate Authority and when
granted supply a copy (as proof) to the Co-ordinator in advance of the let.
10.
Charges and conditions may be subject to variation if the committee requires.
11.
Health and Safety.
(a) The let holder is responsible for ensuring that a safe and healthy environment is provided
for participants. Practical and physical activities must be conducted in accordance with
the appropriate code of practice.
(b) Fire drills must be conducted at least once per term and members of each group must be
aware of the number and location of exits from the building and the position of their
assembly area after leaving the premises. Such groups should keep a register of
participants and dates when fire drills have been undertaken. The let holder, in the case
of individual lets, should make their group aware of the methods of exit and assembly
area. The numbers in attendance must not exceed the figures laid down by the 'Building
Control' of the council for the accommodation. Rhu & Shandon is currently approved for
100 people in all areas downstairs and 20 people in all areas upstairs. Maximum in
building 120 people.
UNDER THE "CONTROL OF DOGS ACT 1930" IT IS AN OFFENCE IN LAW TO TAKE ANY
BREED OF DOG, OTHER THAN A GUIDE DOG, INTO A BUILDING OR AREA WHERE
CHILDREN ARE ALLOWED TO PLAY
12.
With regards to regular lets: (a) The lessee or Committee may cancel the let provided that 7 days written notice is
given. If the lessee fails to attend on the stated day and times on the
application/confirmation forms the let will be charged at the full rate.
(b) The Committee may suspend a let without notice in the event of misuse of
the premises or misbehavior by those attending pending investigation.
13.
Complying swiftly with the conditions of let will assist the Management Advisory Committee
to continue to keep rates as low as possible.
Child Protection.
Organisations deemed to have 'substantial access' to young people under the age of 18 will require to
satisfy the provisions of the Protection of Children (Scotland) Act 2003 (Disqualified from working with
children list).
This document is issued by the Rhu and Shandon Community Centre
Management Advisory Committee.
Issue 5 Dated March 2015
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FIRE EVACUATION PROCEDURE
The Lessee is the responsible person for the safety of those attending their function and must:1.
Take a headcount of all persons attending and inform them where the external
assembly points are in case of fire
2.
Tell them where the fire exits are.
3.
Appoint person (s) to assist wheel-chair users or anyone with a disability eg deaf, blind,
etc to leave the premises.
4.
In the event of a fire, the fire alarm will sound and instructions should be given to leave
the building as quickly as possible and go to the external assembly points.This can either
be in the back garden or in the car park at the front of the building.
You must inform attendees which one to use.
5.
The fire alarm system is located in the front foyer. The alarm can be turned off by
pressing the SILENCE ALARM button on the console.
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INFORMATION FOR HALL USERS
1.
Fire & Safety information. - Please read the Fire Evacuation Procedure attached.
2.
Please note where the First Aid Box is and that there is a Fire Blanket on the wall in
the kitchen.
3.
All bins must be emptied and rubbish put into bins outside the hall before leaving.
4.
Premises must be swept clean (or mopped if any spillages), and tables and chairs
stored as they were found. (Chairs to be stacked 5 high).
5.
Please report any damage to property, furniture or fittings in the Complaints Book
which is kept in the kitchen.
6.
Before vacating the premises please check that all electrical appliances have been
switched off and that ALL internal doors are closed.
7.
Please ensure all external doors are properly secured before placing the keys in the
post box.
THANK YOU
The Committee which runs the hall would appreciate your feedback.
Was your experience good or are there areas where we could improve our service.
Please phone or e-mail Helen Fraser (01436 821529)
[email protected] with your comments.
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