PARISH HALL HIRERS
PLEASE READ THESE INSTRUCTIONS

BY BOOKING THE PARISH HALL, YOU ARE AGREEING TO THESE TERMS AND CONDITIONS.

GENERAL -

  • Capacity - The Parish Hall accommodates 50 people MAXIMUM.

  • Chairs, tables, crockery and cutlery are available for the use of hirers, and should be put away in a clean condition at the end of the hiring.

  • Control of behaviour and prevention of accidents.  The Hirer will be responsible for maintaining good order during a letting, which in this context includes the arrival and departure of persons attending and due care in the use of the garden and contents to the rear of the Hall. The hirer will take all necessary precautions to prevent injury to persons or damage to Hall property during a letting.  There is an accident book in the main kitchen. Please remember that the Hall is in a residential area and that noise should be kept to a minimum when leaving. 

  • SMOKING is not allowed in the Hall.

  • It is the hirer's responsibility to tidy the hall after use and take away their own rubbish. There is no rubbish collection at the Hall.

  • WiFi Code - User: ParishOffice     Password: D28939E36D

  • CANCELLATION: If you need to cancel a booking please do so within a month of the booking or you will be charged the entire hire amount; last minute cancellations will be considered on a case-by-case basis.

ARRIVAL -

  • THE PARISH ROOM IS AVAILABLE to you 15 minutes before and 15 minutes after the time that you booked, for set-up before your event and tidying afterwards.

  • Please do not arrive earlier, or depart later than your booking time. If you need extra time, please consult the Parish Administrator (tel 01962 849434, e-mail office@threesaints.org.uk) to make sure that there is no conflict with other bookings.

  • DOOR KEY - please enter the key code to open the Parish Room. The key code has been emailed to the person that booked the room in the Booking Confirmation. Please press the keys firmly then turn the upper handle If you have difficulties, please contact one of the names on the door. There is a catch on the inside door to shut the door in the unlocked position, but please remember to release the catch at the end of the booking time so that the door locks again.

  • CANCELLATION: If you need to cancel a booking please do so within a month of the booking or you will be charged the entire hire amount; last minute cancellations will be considered on a case-by-case basis.

CAR PARK

  • Parking for Parish Room users is ONLY at the rear of the Parish Room.  The driveway from Colebrook Street to the Parish Room AND CAR PARK must be left clear, for access and safety reasons.

  • The parking area is for your use AT THE TIME OF YOUR MEETING ONLY.  It is NOT a free car park for any other time. You MUST take your car away promptly after your meeting, to avoid being blocked in by members of the next group using the Parish Room. The chain is often put up in the evening or at weekends.

  • Please ensure that members of your group do not park in the space “FOR PARISH USE ONLY” as it is reserved for use by Churchwardens or other parish officers at any time.

  • If the Parish Room car park is full, please go to a public car park – the nearest one is beside the Council offices in Colebrook Street. The residents’ spaces in Colebrook Street are reserved for permit holders on Mondays to Saturdays until 10pm – they are not free after 6pm as elsewhere.

  • As the Parish Room is in a residential area, please keep noise to a minimum, especially in the evening.

    FACILITIES

  • A LOOP SYSTEM operates automatically via the two microphones in the ceiling. Please draw the attention of hearing aid users to the notice on the door, and ask them to turn their hearing aids to the T position.

  • RAMP: the three parts of the ramp are located outside the disabled lavatory. Please feel free to unlock the second front door and put the ramps in place if required, and to put them back after use.

  • THE DISABLED LAVATORY is clearly indicated on the door in the foyer. Both lavatories are designated for use by men and women.

  • Should you wish to keep the front door unlocked during your occupation, please ensure that the catch on the inner handle is locked into position. Please free the catch when you leave so that the door is locked.

  • A fully equipped KITCHEN – see details below.

  • There is an UPRIGHT PIANO in the Parish Room which is regularly tuned.

  • Should you need a FLIP CHART please book this with the Parish Administrator.

  • SHOWING FILMS. We do not have a screen or projector so please bring your own equipment. Some groups project on to the blank wall, which may be adequate for your needs. There is an extension cable to the left of the piano and a cable safety mat under the piano.

  • You are welcome to use the chair cushions in the trunk in the hall.

FIRST AID

There is a first aid kit on the right of the kitchen door as you go in. An accident report book is on a shelf on the left of the kitchen door as you go in.

FIRE EXITS

Please be vigilant about drawing attention to the FIRE EXITS which are clearly marked. In the event of a loss of power a light comes on automatically over the fire exit on the long wall of the parish room, and fire extinguishers have luminous notices by them.

FIRE ALARM

The fire alarm is located on the wall in the reception hall. There are instructions next to the fire alarm on what to do if the alarm goes off.

KITCHEN

  • HOT WATER is provided by the boiler on demand. Please do not adjust the settings on the boiler.

  • CLOTHS for surfaces and washing must be used and stored as labelled for hygiene reasons.  They are washed, disinfected and replaced regularly.

  • KETTLES left boiling indefinitely lead to condensation problems and can activate the smoke alarm.  For large numbers please use the URN instead.

  • TEA TOWELS and HAND TOWELS are provided for your use.  We recommend use of more rather than fewer, as wet tea towels left for laundering can develop mould, as does inadequately dried crockery.  If there are any dry towels on the radiator when you arrive, please put them in the basket provided.  Take fresh towels from the drawer, and leave wet ones on the radiator to dry.

  • NO COOKING OF RAW MEAT is allowed, as the kitchen is not properly equipped for handling of raw meat alongside other foods.

  • CUTLERY AND CROCKERY: please wash, dry and put everything away after use.

  • URN: please empty and wipe dry to prevent chalk deposits which make the urn inefficient.

  • KITCHEN SURFACES AND FLOORS: please leave these tidy and clean. Cloths are provided, with labels to indicate different uses, and cleaning materials are supplied as part of the hire.

  • FRIDGE: if you have used the fridge, please ensure that it is empty and clean when you leave.

  • EQUIPMENT MANUALS are on a shelf on the left of the kitchen door as you go in. Separate instructions for using the dishwasher and hob can be found in the kitchen.

  • CLEANING MATERIALS can be found under the sink. Please take care not to disturb the white containers which are necessary for the operation of the dishwasher. The hoover and a broom can be found in the cupboard opposite the kitchen door.

    HEATING

  • The heating will already be on in the colder months.  It is pre-programmed week by week, and the thermostat is set at 20ºC. No attention to the heating is required by anyone attending events in the Parish Room. It is a legal requirement that the thermostat in the foyer must remain at 20º.

  • The thermostat is on the wall in the lobby. It shows the time (0930 in the picture), the set temperature in small figures, and the actual temperature in the lobby in large figures. ‘AUTO’ means that the heating is controlled by its schedule, which sets on and off times and the required temperature for each period. In the photo the set temperature is 21.0° and the actual temperature is 20.5°, and a little flame symbol shows that the boiler is running.

  • If the main room is too cold, press the + button to raise the set temperature (on the first press the backlight will come on but the figures won’t change; press again to change the temperature). The boiler should come on and the flame symbol should appear.

  • If the heating is running and the main room is too warm, press the – button to lower the set temperature. Do NOT turn off the heating. Do not open the windows until you’ve turned the heating down!

  • In cold weather keep the outer entrance door closed, otherwise the lobby will get cold and the controller will increase the heating unnecessarily.

  • If you change the set temperature, whether to be warmer or cooler, a little clock symbol will appear beside AUTO to show that you’ve changed the temperature. You do not need to do anything at the end of your meeting as the temperature will revert automatically to the set temperature.

  • Do not press any other buttons, either on the controller or on the boiler.

  • It may well be that the heating will turn off 10 minutes before the end of your booking. There should be enough residual heat in the radiators for you to remain comfortable. Equally, when two groups are using the Parish Room soon after one another, the heating may remain on between the two bookings. Should regular users find the temperature unsatisfactory or have any other problems, please contact the Parish Office.

    WHEN YOU LEAVE, please leave everything as you found it:

  • CHAIRS AND TABLES: please stack as illustrated in the photographs on the inner doors.  Please be careful not to damage the walls when piling the tables, and do not block any exits to the room with piles of tables or chairs as this would be dangerous in case of fire.

  • THE CARPET: please vacuum after use, particularly if food has been consumed or if mud has been trodden into the foyer. The vacuum cleaner is in the cupboard opposite the kitchen door.  If food is trodden into the carpet it has to be scrubbed, and a charge of £10 will be made for this service or any other extra cleaning.

  • LIGHTS, DOORS AND WINDOWS: please turn off all lights (including in the lavatories), close and latch all windows, and close all doors. Make sure that the side fire exit is properly closed: hold the bar down as you pull the door to, then lift the bar up.

  • RUBBISH: please ensure that you take all your rubbish away with you. The Parish Room has no council facility (ie its own wheelie bin) for the disposal of rubbish. Black bin liners are available for your use and can be found under the sink.

  • TOILET: If the toilet continues to run, please jiggle the handle

  • PLEASE ENSURE THAT THE FRONT DOOR IS LOCKED WHEN YOU LEAVE.

PREMISES LICENCE

PLEASE NOTE that the St Lawrence Parish Room does not have a premises licence. The Licensing Act 2003 regulates "sale by retail of alcohol".  A licence (or in this case, a Temporary Event Notice) is required not only for selling of alcoholic drinks at a bar, but also for events where alcohol is included in the ticket price, or where 'donations' are requested or accepted in respect of alcoholic drinks. If alcohol is given completely and demonstrably free of charge, no licence is required. Therefore if a hirer intends to provide “regulated entertainment” as defined by the Licensing Act 2003, and/or to provide alcoholic refreshment, it is the hirer’s responsibility to send a Temporary Event Notice to Winchester City Council and pay the appropriate fee in good time before the occasion.

For information about the Licensing Act please go to:

www.culture.gov.uk/what_we_do/Alcohol_entertainment

The necessary forms can be found at www.winchester.gov.uk under ‘Licensing and Registration – Downloadable Forms’.



WE HOPE YOU WILL ENJOY YOUR TIME HERE

CONTACT DETAILS:

The Parish Administrator

St Lawrence Parish Office

Colebrook Street

Winchester

SO23 9LH

Tel: 01962 849434

Email: office@threesaints.org.uk









Updated February 2025