Health & Safety

By booking Twyford Village Hall, hirers accept responsibility for the safe and considerate use of the venue during their hire period. This includes:

• Ensuring all guests and participants are aware of emergency procedures, including fire exit locations
• Complying with the maximum occupancy limits for each space
• Not causing damage to the building, fixtures, fittings, or the premises
• Leaving the hall in a clean and tidy condition at the end of the hire period
• Reporting any accidents, incidents, or hazards to the hall management promptly
• Complying with all conditions set out in the Hire Agreement and these Health & Safety guidelines
• Ensuring any contractors, entertainers, or third-party suppliers brought onto the premises hold appropriate public liability insurance

The Hirer is responsible for the conduct of all persons attending their event. The management committee reserves the right to terminate a hire and require the premises to be vacated immediately if these responsibilities are not met.

Fire safety is paramount. All hirers must familiarise themselves with the following before their event begins:

Emergency exits

Emergency exits are clearly marked with green illuminated signage. All exits must be kept clear and unobstructed at all times. Do not lock, bolt, or block any fire exit door during your hire.

Fire alarm

The hall is fitted with an automatic fire detection system. If the alarm sounds, evacuate the building immediately via the nearest exit. Do not stop to collect belongings. Assemble at the designated fire assembly point, which is located in the car park away from the building.

Fire extinguishers

Fire extinguishers are located throughout the building. Do not attempt to fight a fire unless you are trained to do so and it is safe. Your priority is the safe evacuation of all persons.

Calling the fire service

In the event of a fire, call 999 immediately and request the fire service. Do not re-enter the building for any reason.

Candles and naked flames

Candles and naked flames are not permitted inside the hall without prior written consent from the management committee. Where consent is granted, appropriate fire-safe holders must be used and flames must never be left unattended.

Kitchen use

Anyone using the kitchen must ensure all appliances are switched off at the end of the hire. Note that the kitchen is a serving and preparation facility: there are no ovens or hobs. Deep fat frying is not permitted.

A first aid kit is available at the hall. The location of the kit is indicated by green first aid signage. Hirers are encouraged to have at least one person with current first aid training present at their event, particularly for events involving children, physical activity, or large numbers of attendees.

In the event of a medical emergency, call 999 immediately. The hall address for emergency services is:

Twyford Village Hall, The Knob, Twyford, Buckingham, Buckinghamshire, MK18 4EG

Please record any accidents, injuries, or near-misses in the hall's accident book, which is kept alongside the first aid kit. Notify the hall management of any incidents as soon as practicable.

The nearest hospital with an Accident & Emergency department is Milton Keynes University Hospital NHS Foundation Trust, Standing Way, Eaglestone, Milton Keynes, MK6 5LD.

Twyford Village Hall Management Committee carries out and maintains a general risk assessment for the premises. This covers the day-to-day risks associated with the use of the building and its premises.

Event-specific risk assessments are the responsibility of the hirer. For events that involve:

• Physical activities, sports, or exercise classes
• Children or vulnerable adults
• Inflatables, bouncy castles, or fairground rides
• Live cooking demonstrations or fire performance
• Amplified music above conversational levels
• Audiences greater than 100 persons

hirers must prepare and submit a written risk assessment to the management committee at least 14 days before the event. Please contact us to discuss your requirements.

Copies of the hall's general risk assessment and fire safety documentation are available to hirers on request.

Twyford Village Hall maintains Public Liability Insurance for the premises. This covers third-party claims arising from the management and maintenance of the building itself.

It is important to note that the hall's insurance does not automatically cover:

• The hirer's own activities and events
• Equipment or property brought onto the premises by the hirer
• Third-party performers, contractors, or stallholders engaged by the hirer

We strongly recommend that hirers obtain their own event public liability insurance for any event. This is available from a number of specialist insurers, often at modest cost. For regular or commercial hirers, we may require evidence of insurance prior to confirming the booking.

All performers, entertainers, and contractors attending your event should hold their own current public liability insurance with a minimum cover of £5 million. Copies of certificates may be requested by the management committee.

For any queries about insurance requirements, please contact us.

Twyford Village Hall is committed to being a welcoming and accessible venue for all. Our facilities include:

• Step-free access from the car park and main entrance
• Accessible toilet facilities
• A hearing loop (induction loop) system in the main hall
• Adequate lighting throughout the building
• Wide door openings suitable for wheelchair users

If you or any of your guests have specific accessibility requirements or mobility considerations, please let us know when making your booking so we can ensure everything is in place for your visit.

We welcome feedback on how we can improve accessibility at the hall. Please contact us with any suggestions.

While formal legal requirements in relation to COVID-19 have been lifted, Twyford Village Hall encourages all hirers and visitors to act responsibly to protect the health of all users of the facility.

We ask that:

• Anyone who is unwell with symptoms of a contagious illness does not attend the hall
• Hirers consider the ventilation needs of their event and make use of available windows and external doors where appropriate
• Hand sanitiser is provided by hirers for events where close contact with others is expected

Should a situation arise where public health guidance requires specific measures at public venues, hirers will be informed and may be asked to implement additional precautions as a condition of hire. The management committee will keep the position under review and update this guidance as required.

The safeguarding and welfare of children and vulnerable adults is of the utmost importance. Hirers running events or activities involving children or vulnerable persons must:

• Ensure all staff and volunteers working with children or vulnerable adults hold current, valid DBS (Disclosure and Barring Service) checks at the appropriate level
• Have and follow a written Safeguarding Policy for their organisation
• Ensure adequate adult supervision is in place at all times during the event
• Report any safeguarding concerns to the appropriate statutory authorities immediately

The management committee may request evidence of DBS checks and safeguarding policies before confirming bookings that involve children or vulnerable persons.

Children must be supervised by a responsible adult at all times on the premises, including in the car park and forecourt area.

Twyford Village Hall is located within a residential village and we ask all hirers to be considerate of our neighbours. Please note:

• Events involving amplified music or sound should be conducted with windows and doors closed where practical
• Music and amplified sound must cease by 11:00pm unless special late-licence arrangements have been agreed in writing with the management committee in advance
• Guests should leave the premises quietly and considerately, particularly late in the evening
• Car engines should not be left running unnecessarily in the car park

Complaints from neighbours about noise or behaviour from events at the hall will be taken seriously. Repeated issues may result in the hirer's access to the hall being restricted or withdrawn.

The sale of alcohol on the premises is subject to the licensing laws of England and Wales. Hirers wishing to sell or supply alcohol at their event must:

• Confirm their alcohol arrangements when making their booking
• Obtain any required Temporary Events Notice (TEN) from the local authority in good time before the event
• Comply with all conditions attached to any licence or notice
• Ensure responsible service of alcohol and that no alcohol is served to persons under 18

Hirers are responsible for the behaviour of guests, including those who may have consumed alcohol. Behaviour that causes disturbance to neighbours or risk to other guests may result in the hire being terminated early.

Where the hall holds its own premises licence for events organised by the committee, separate arrangements will be communicated to relevant parties.

Please contact us to discuss your alcohol arrangements as part of your booking enquiry.

All accidents, injuries, near-misses, and hazards must be recorded in the hall's accident book. Please complete an entry for any incident, however minor it may seem at the time.

The accident book is kept in the hall office/caretaker area alongside the first aid kit. Please ask a member of the management committee if you cannot locate it.

Please also notify the management committee directly of any incident by contacting us or by email to hello@twyfordvillagehall.co.uk within 24 hours.

Certain workplace injuries are reportable to the Health and Safety Executive (HSE) under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). Where such a reportable incident occurs at the hall, the management committee will ensure compliance with this obligation.

If you notice a hazard or defect in the building during your hire, please inform us immediately so it can be addressed promptly. Do not attempt to carry out repairs or adjustments to the building, fixtures, or fittings yourself.