Town Hall Booking Form
Registered Charities and local Organisations
Date of Hire:……………………………………………………….…......Times required: Please note when completing a booking form it is important to let us know exactly what time you require access to building for setting up and what time your event actually starts.
Time of Hire: From……………………………………………………..…. To……………………………………………..………………………….
Event Start time: From………………………………………………………To………………………………………………………………………
Number of Guests:………………….…..*Dependent on room layout, please refer to the number listed in the conditions of hire.
Purpose/Type of Function/Event:……………………………………………………..…..………………………………………………………
……………………………………………………………………………………..…………………….….……………………………………………………
Name of person hosting event:……………………………………………………………………………………………………………………..
Name of Charity/Organisation:……………………………………………..…………………………………………………………………..
Registered Charity Number:……………………………………………………………………………………………………………………….
______
Name of Hirer: …………………………………………………………………………………………………………………………………………..
Address:……………………………………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………………………………………….….
Post code: …………………………………………………………………………………………………………………………………………………..…..
Telephone Number:……………………………………………………. Email address: ……………………………………………………….
Please tick appropriate adjacent boxes for rooms required / Chamber Committee Room Chamber & Committee Room
Refer to pictures of room layouts in booklet. Please indicate below your preferred set up style. If you would like a variation on any of the layouts or more options please contact the Event Manager who can assist you with this.
Layout OptionChamber / Style:…………… (i.e A,B,C,D,E)
Committee Room / Style:……………(i.e A,B,C,D)
Please detail any further information required to assist with your booking requirements
Additional Information - please tick appropriate adjacent box
Kitchen - (Please see kitchen health & safety policy in booklet)
Please indicate if you require use of the following:
Use of kitchen; to include plates, cups, saucers, cutlery, glasses, and hot water urn to prepare light refreshments/drinks (£10.00)
Use of kitchen; to include cooker, microwave, plates, cups, saucers, cutlery, glasses, and hot water urn to prepare hot meals (£20.00)
Afternoon Tea Package: to include the use of the kitchen, hire of cake stands, tea/coffee pots, milk jugs, sugar bowls, crockery, glasses, and hot water urn (£30.00)
Tablecloth hire (£7.00 Per cloth) / Yes Un No
Digital projector/screen /
Laptop
/
Piano (Please note; tuning is the responsibility of the hirer) /
Are you intending to sell alcohol at your event? (Please note if the answer is yes you must apply to Dover District Council for a license and supply Deal Town Council with a copy 1 week prior to your event.)
Are you intending to provide alcohol at your event? (If yes you must fill out the enclosed appropriate form. /
Deal Town Council Copy
Declaration:
I confirm that I have read and understand the Conditions of Hire, Health & Safety Policy for Use of Kitchen and the Fire Safety Instructions and agree that I and all those attending will adhere to them:
Print Name: …………………………………………………………………………………………………………………..
Signature: ……………………………………………………….…………………………………………………………….
Date: .…………………………………………………………………………………….……………………………..………
Please sign and return this copy of the conditions of hire to the Events Manager with your booking form.
Joanne Harper
Events Manager
Deal Town Council
Town Hall
High Street
Deal
CT14 6TR
01304 361999
E:
Hirers Copy
Declaration:
I confirm that I have read and understand the Conditions of Hire, Health & Safety Policy for Use of Kitchen and the Fire Safety Instructions and agree that I and all those attending will adhere to them:
Print Name: …………………………………………………………………………………………………………………..
Signature: ……………………………………………………….…………………………………………………………….
Date: .…………………………………………………………………………………….……………………………..………
Please sign and retain this copy for your reference.
Joanne Harper
Events Manager
Deal Town Council
Town Hall
High Street
Deal
CT14 6TR
01304 361999
E:
Deal Town Council
Health & Safety Policy re Use of Kitchen
Deal Town Council is committed to its Health & Safety Policy and wishes to ensure that both Staff and Visitors/Hirers are aware of possible hazards relating to the use of the kitchen facilities.
- Children - No unaccompanied children are allowed in the kitchen area
- Electrical safety – Do not use any electrical equipment that you are not confident with or are unsure of the correct operation. Do not use any equipment that you have brought into the kitchen that has not been authorised by an appropriate Deal Town Council Officer
- Hot Water - Use of the hot water urn is only by prior arrangement and is ONLY to be used for the heating of water. Extreme caution must be exercised as boiling water is dispensed
- Hot Food - No food can be cooked on the premises without prior permission from the Events Manager - Extreme caution must be exercised if hot plated food is carried from the kitchen to the Chamber or Committee Room
- Slip Hazards - Any spillages must be cleared up immediately to avoid slip hazards
- Trip Hazards - No obstructions should be left on the floor as the kitchen is a thoroughfare to stairway
- Fire Safety – Please ensure you are aware of the fire exits and procedures in the event of a fire. Do not attempt to tackle a fire if you are not trained to do so
- First Aid – A first Aid kit is available in the kitchen. If you use the kit you must inform the officer on duty and provide full details of the incident so that it may be correctly recorded
Deal Town Council
Fire Safety Instructions – Chamber or Committee room hire.
Note:
The Fire Alarm and emergency lighting system will be tested every Wednesday morning between 9.00am and 10.00am by a Fire Marshal or the Health & Safety Officer.
When hiring the Chamber or Committee room the hirer of the event shall be responsible for the safe evacuation of that group with the assistance of the officer on duty
If you discover a fire
Fire Action Notices are displayed throughout the building. You should familiarise yourself with these instructions so that in the event of the alarm sounding you know what to do.
Raise the alarm by activating the nearest Break Glass Unit.
Do not attempt to tackle a fire unless it is safe to do so and you have been trained in the use of fire safety equipment.
Familiarise yourself with the location of the fire safety equipment in the building.
Evacuate the building as soon as the alarm sounds – do not go out of your way to collect personal belongings.
Assist disabled persons and follow the instructions of the Fire Marshal or senior officer on duty
The FIRST FLOOR muster/assembly point for wheelchair users or persons unable to use the stairs is to the rear of the chamber at the top of the staircase beyond the Mayor’s Parlour
Under no circumstances should you use the lift to leave the building.
Familiarise yourself with all fire exit points and green ‘running man’ signs to ensure you leave by the quickest and safest route.
Do not run unless the circumstances require this.
Do not carry hot drinks when leaving the building.
Listen to all instructions given by the Fire Marshal or senior member of staff on duty.
If it is safe to do so:
- Close windows and doors
On leaving the building make your way to the designated Fire Assembly Point in the car park at the rear of the Town Hall where the Fire Marshal or senior officer will check who is present. The nominated person should make themselves known to the Fire Marshal or senior officer and advise if all members of their group have left the building safely.
Do not under any circumstances re-enter the building unless given authority to do so by the Fire Marshal or senior officer on duty.
Paul Bone
Health & Safety Officer Revised Feb 2015.