Booking conditions and information

Welcome to Tang Hall Community Centre (Registered Charity Number 1155478), set
in the heart of Tang Hall with one aim. To make Tang Hall a great place to live and
work.

Bookings (user guide and conditions) 

The centre is open 9am to 5pm, Monday to Friday, and we’re always looking for
regular and one-off bookings.

We open on evenings and at weekends for regular independent access booking
(where you’re responsible for opening and closing the centre).

Before your booking (Covid-19)

NB: We offer lateral flow testing to all our staff and volunteers.

Click here for Tang Hall Community Centre’s Covid Risk Assessment.

Visitors must answer ‘no’ to the following three questions that refer to the 24-hour period prior
to your booking:
1. Do you have any symptoms of Covid-19 – e.g. fever, a new, repetitive cough, or change
to your sense of smell or taste?
2. Do you share a household with anyone who is currently displaying Covid-19 or who is
self-isolating due to suspected Covid-19?
3. Have you been advised by the NHS track and trace to self-isolate as a precaution,
to prevent the spread of Covid-19?
If the answer is ‘yes’ to any of these, the visitor will not be allowed into the
centre.

Arrival at the centre

For bookings 9am to 5pm, Monday to Friday, we’re happy for you to arrive 15
minutes prior to your start time, so that you can get the room set up. Should you
require longer than this time, please factor this into your booking.

If you have an independent access booking, you will need to be inducted and issued
with an independent access user guide and keys prior to your booking.

Please ask at reception if you have any questions.

Extra precautions (Covid-19 – ongoing)

Cleaning
A full building clean will take place each morning before your booking. Centre users are asked
to use the wipes throughout the day on touch points to minimise the risk.

Hand washing
The centre has male and female toilets and two accessible toilets, as well as a kitchen – all with hand-washing
facilities.

All centre users are reminded to wash their hands, with soap and water, on a regular basis for
20 seconds and should avoid touching their faces.

Face coverings

We recommend that all staff, tenants and visitors to the centre wear face coverings when the centre is busy. 

Furniture

Please use Hard Surface Wipes to clean any workstations/tables/equipment prior to, and
after, use. Please place used wipes in the bins provided throughout the centre.

Symptoms

If you develop Covid-19 symptoms whilst at the centre, to protect yourself and others, please
ensure that you make your way home, avoiding the use of public transport where possible, to
self-isolate for 7 days.

Health and Safety

To ensure the smooth running of groups at the centre all bookings must agree to the
‘bookings, user guide and conditions’ and the centre’s fire evacuation procedures. In addition,
where applicable, we will ask to see:

  • A copy of your public liability insurance (with the exception of traditional
    meetings).
  • Hirers running sessions that involve working with children or vulnerable adults must possess a
    current Disclosure and Barring Service certificate and operate a suitable
    safeguarding policy (or agree to our safeguarding policy).
  • Kitchen bookings, where food is to be prepared, must hold a Level 2 food hygiene
    certificate.

Leaving the centre

You must be ready to leave the centre 15 minutes after the end of your booking
time.

All hall tables and chairs need to be put away and the entire centre must be left as
you found it.

The cleaning cupboard is available in the main corridor, should you need the mop or
vacuum.

Your feedback is always welcome as we want to be good at what we do. This can be
done in person or via email to info@thccentre.co.uk.

Annex A, the small print (sorry!)

  • The hirer must be over 18 years old, and a responsible adult must be present throughout the entire period of the
    booking.
  • The hirer may not use the centre or its facilities for any purpose other than as agreed by the centre. The hirer may
    not sub-let the facility. Failure to follow these instructions will lead to the booking being cancelled, and fees will
    not be refundable.
  • The hirer is responsible for the supervision and behaviour of any persons they bring into the building, and its
    grounds, as part of their group. Any breakage or damage arising during the booking period must be paid for by
    the hirer.
  • The hirer is responsible for leaving the room(s) in a clean and tidy condition at the end of the booking, and for
    making sure the premises are vacated on time. A charge may be made at a half hourly rate for any extra period of
    time beyond the end of the hire period.
  • The hirer must ensure all equipment they bring in to, and use in, the building is safety tested to current standards if
    over a year old.
  • The hirer is responsible for any first aid cover that may be needed. A first aid kit can be found in the main corridor and a burns kit is suspended on the wall in the kitchen.
  • The hirer needs to have on them a mobile phone, as the hirer is responsible for calling for any emergency
    assistance, i.e. fire, ambulance or police, should this be necessary.
  • The hirer is responsible for their own public liability insurance for the activities taking place during their hire
    period. A photocopy of each current liability insurance certificate should be made available for the centre to hold
    in its secure files. Any groups storing their own equipment at the centre should ensure they have their own
    insurance for any and all of this equipment. The management committee will not accept liability for any loss or
    damage to equipment other than their own.
  • Hirers running sessions that involve working with children or vulnerable adults should possess a current DBS certificate. This,
    and subsequent replacements, should be shown to the centre manager so that the certificate number and date can be
    recorded. Hirers working with children or vulnerable adults will be asked to confirm that they have a child
    protection policy that is in line with the City of York Council’s (CYC’s) safeguarding policy.
  • The hirer is responsible for ensuring no fire exit is blocked during their use of the centre. Fire exits are clearly
    marked throughout the building. Please read the emergency evacuation instructions so that, should the need
    arise, you know how to safely evacuate your group (and where to assemble outside). The hirer is responsible for
    the evacuation of their group in the case of fire or the alarm sounding. The hirer should keep a register of all
    persons who access the building during their hire period, so a roll-call can be made in the event of an evacuation.
  • The hirer is responsible for ensuring no fire door is propped open. Fire doors fitted with a ‘dorguard’ mechanism
    may be held open using this foot-operated safety device, but by no other means. Fire doors not fitted with a
    ‘dorguard’ must not be held open by any means.
  • The hirer is responsible for the risk-assessing of activities carried-out during their hire period. The community
    centre, its management committee or representatives, cannot be held responsible for accidents, injuries, mishaps
    or breakages that occur during a hire period as a result of inadequate risk-assessing of an activity by the hirer.
  • Hirers have the responsibility of ensuring members of their hire party understand how to use the internal thumb-
    turn locks fitted to the front and side metal entrance doors. These doors are both fire exits. Thumb-turn locks allow these doors to be locked from the inside, while still maintaining fire exit compliance. All persons in the hirer’s party must know how to unlock these in case of emergency evacuation. These locks are indicated with ‘Turn to Open’ signs.
  • Hirers have the responsibility of ensuring the stacked tables on trolleys, when positioned out in the hall, are
    handled with care and attention. Tables must be returned to the correct trolley, must be stacked upright and be
    secured in place. On both trolleys the tables must be secured with the security straps. Neither trolley should be
    moved from its parked position. Children should not handle tables and chairs, nor be unsupervised around the
    trolleys.
  • Hirers must have an appropriate induction for Health & Safety, first aid and safe use of the building and grounds.
    Hirers for ‘out-of-hours’ bookings must also receive induction about use of keys and fobs for independent access
    to the building and grounds. Hirers must pass on this information to members of their hire party, as required.
  • A deposit of £50 will be required for ‘out-of-hours’ independent access bookings, to cover the cost of keys and a
    security fob. This will be returned after the hire period, when all keys and all fobs are returned to the centre
    manager (or his/her representative) at the centre.
  • Cancellations should be made 48 hours prior to the booking date. Failure to do so may result in the hirer paying
    the full, agreed amount.
  • The management committee will not be held liable for any losses or claims arising, should they either need to
    close the building or withdraw facilities leading to cancellation of events.
  • Neither the management committee nor its representatives may be held liable for any loss or damage to the property
    of users of the building, the car park, bicycle rack, play areas, the grounds; nor injury to users of the play areas.
  • The management committee and its representatives reserve the right to refuse admission to the centre and its
    grounds.
  • Hirers must not ignite any flammable items in the building other than birthday candles. This is to ensure the
    smoke and heat detector alarms are not accidentally activated. If a hirer has use of the kitchen the electric toaster
    must only be used under the active extractor fan. If the fire brigade is summoned by a false activation, and if
    they issue an invoice, the hirer shall be responsible for this charge. The extractor fan must be used at all times when
    cooking is taking place.
  • Any accidents or significant incidents (including those concerning potential harm or potential damage to
    property) that occur within the building or grounds must be reported to the centre manager or their
    representative at the time the incident occurs (or as soon as possible afterwards). If, for any reason, a
    representative is not present the hirer should telephone the ‘out of hours contact’ number on the wall by
    reception.
  • No cameras or other recording equipment may be used in the centre for commercial purposes, without written
    permission from the committee.
  • Tang Hall Community Centre is not responsible for any loss or damage to personal belongings in the building or
    in the grounds, bicycles in the grounds or secured to the bike rack, or vehicles in the car park.
  • In accordance with our premise licence, alcohol must not be sold in the centre. Alcohol should only be brought
    on to the premises with the consent of the centre manager.
  • Complaints are to be made in writing to the centre manager.
  • Hirers are expected to keep to the times of their booking. Setting up at the beginning of the booking, and tidy up
    time to vacate the building at the end, must be included within the booking time. Hirers are expected to keep to
    this arrangement.
  • Hirers of Tang Hall Community Centre, by making a booking, agree by default to the terms of the Tang Hall
    Community Centre.

Fire Evacuation Procedure

~ On hearing a continuous alarm, evacuate the building using the nearest fire exit.

~ If the alarm does not sound automatically, please raise the alarm by using one of the ‘break glass’ points.

~ Do not stop to collect personal belongings.

~ Leave as quickly and calmly as possible and assemble at the far end of the car park, by the play area.

~ Do not re-enter the building unless the fire officers in charge deem it safe to do so.