Risk Assessment Info

Guidance for Hirers

This guidance is provided to help you think about any hazards there might be for your event in our village hall.

It’s important to think about any hazards in order to keep your helpers and guests safe and secure while they are in our village hall.
If you are hiring our village hall for multiple occasions for the same event, you only need to complete this risk assessment once.
We have provided a template which has been completed for the hazards we’ve thought of but we would like you to think about and note in the template anything else in general about the village hall but also specific for your event.

For example, you may think that there are hazards if your guests go in the kitchen, or, if you are hiring for an event which involves setting up your own equipment, how you want the equipment to be handled or placed.

Start by adding to the template:

• The title of your event.

• The name of the person completing the risk assessment.

• The date the assessment was carried out.

• The review date (+ one year, - one day).

The first 15 rows of the risk assessment have been completed. Add whatever hazards you have to row 16 onwards, complete all the sections of each row.

The final page of the template shows some example hazards identified for events similar to yours which you may find useful to adapt for your event.

Parties For 11-18yr Olds

Ashcombe Village Club is proud to host events for local residents of all ages.

To ensure your event runs successfully and that the hall remains an attractive centre for other hirings, please note the following advice for parties involving young people.

Bookings for children’s/teenage parties are accepted only from a parent or guardian of a young person living in Ashcombe or its immediate vicinity.
There must be a minimum ratio of 1 supervising adult (over 21 years of age) to every 10 young people at the event.
A deposit of £100 is required in advance of the event. A refund will be given
within 28 days of the event on satisfactory inspection of cleanliness, contents and damage to the hall.

We also strongly recommend the following safeguards:

As organiser, make sure that you read, understand and observe all the conditions of hire (which can be found here)
If your child has made some of the arrangements, make sure you know in advance what these are and have approved them
Don’t allow alcoholic drinks of any kind to be bought into the village hall or consumed outside
Admit guests by invitation only, keeping the main doors manned at all times so that:

They are not blocked as an emergency exit
Guests remain inside the village hall for the party, and don't cause nuisance or excessive noise by continually "coming and going" or having their party in the street outside
"gate-crashers" don't get in to spoil the party

Keep an eye on emergency doors, so that they are not used by uninvited guests, and don’t allow foiled "gate-crashers" to have their own party outside

The rear door of the hall — which adults may use for setting up and clearing away after the event — must not be used by teenagers except in the case of emergency

At the end of the event, help guests to leave quickly and quietly

Thank you for your co-operation — and enjoy your party!