Contact Details | Winterborne Whitechurch Village Hall

POLICIES

BOUNCY CASTLE & INFLATABLES POLICY Winterborne Whitechurch Village Hall (WWVH) does not provide any insurance for the use of bouncy castles and our insurance Policy does not cover use of bouncy castles. WWVH is only responsible for advising hirers that they must put appropriate arrangements in place and cannot accept any responsibility in the event of any accident. Responsibility ●If you are hiring a bouncy castle and inviting guests, you can be held liable if one of them injures themselves. ●All safety instructions must be followed including limiting the number of children who can use the bouncy castle at any one time. ●If this is exceeded and an accident occurs you could find yourself being sued. ●Personal liability insurance may already be part of your home insurance policy, so check with your insurance broker or ask the supplier of the Bouncy Castle if public liability insurance can be purchased with your hire. ●Insurance is required, and it is the responsibility of the hirer to make sure liability insurance is in place. Conditions ●When booking, the hirer must declare that they intend to have a bouncy castle. ●At the point of booking the hall the hirer must confirm that insurance is in place and must be prepared to provide evidence for this. ●WWVH reserves the right to prohibit the use of the castle, or even to cancel the booking if appropriate evidence is not provided on request. Supervision and Safety Instructions These following instructions are based on best practice and are suggestions to help hirers manage the equipment:- 1.The castle must be adequately secured 2.Soft matting covering hard surfaces must be placed adjacent to the front or open sides 3.There should be responsible adult supervision, paying close attention to the children at play at all times during its use 4.The number of children using the bouncy castle must be limited to the number recommended in the Hire Company’s safety instructions. There must be no overcrowding 5.A rota system for different age or size groups should be operated together with the observance of any age limit of users (it is suggested that children over 10 years of age should not use the equipment 6.All children must remove footwear, hard or sharp objects such as jewellery, buckles, pens and other similar pocket contents 7.Eating and drinking while bouncing or performing acrobatics must not be allowed. Additionally, it is recommended that the hirer ensures that the Hire Company (the supplier) fully complies with the Health and Safety Executive Guidance Note PM76 – “The Safe Operation of Inflatable Bouncing Devices” (this important guide deals with all aspects of safety) WWVH Bouncy Castle Policy 13032025

Winterborne Whitechurch Village Hall Car Park Policy Conditions of Use The following terms and conditions are in operation at all times. Anyone entering the car park, by any means, agrees to these terms and to any signage. The car park has been privately owned and maintained by the Village Hall since 1937. The Village Hall car park is for those using/hiring the Village Hall. Those currently using/hiring the hall always have priority access to the car park. These terms and conditions may be seen at any time on the Winterborne Whitechurch Village Hall website. Failure to adhere to the below terms may result in your vehicle being banned, and/or removed at your own cost, liability and risk. The committee reserves the right to limit access or close the car park at any time without warning. The car park is monitored by the trustees/ committee members. The access road leading to the car park is a public road and must be kept clear at all times. The access road is an emergency access route for the whole site, including our hall and the neighbouring school. You must drive carefully and responsibly in the Car Park and in accordance with any instructions given to you by the Village Hall and its committee. Parking Rules You park and use your vehicle in the Car Park at your own risk. We (the village hall, the charity, the committee) cannot and do not guarantee the security of your vehicle and/or its contents. You must comply with all signs and markings in the Car Park, including these Terms. Entrances and Exits must be kept clear. Parking on verges is prohibited. Any vehicles must be 'road legal' - for example having a valid MOT and having Road Tax. You must park fully within the limits of a marked bay and not straddle bays or cause obstruction to pedestrians or vehicles. You must not park on hatched areas or any access route at any time. We have space reserved for those with disabilities. You must not park in a space designated for blue badge holders without displaying a valid blue badge. Only persons attending a hall event can use their blue badge in the car park and only for the duration of the event. Unauthorized Vehicles Vehicles where the occupants are not currently using or hiring the hall can be asked to leave by the committee. Failure to remove the vehicle could result in the committee arranging for removal of the vehicle off the private property (at the registered keeper's cost and risk) at any time. In the event of antisocial behaviour or misuse of the car park or similar, the hall reserves the right to ban person(s) and/or specific vehicles from the car park. We also reserve the right to close the car park at any time or to pause access. By entering the Car Park you consent to us capturing, with photographs, for monitoring repeat offenders. You also consent to us obtaining the details of a vehicle’s registered keeper from the DVLA if needed or passing the images, and details onto relevant authorities and parties as the Trustees of the hall charity see fit. If the Car Park and/or the equipment in the Car Park is damaged by you, your vehicle, its contents or the passengers in the vehicle then, we will seek to recover the cost of that repair and associated administration costs from you. You agree to paying any such costs. Please ensure that your vehicle is left securely locked with the handbrake on, all windows securely closed and any vehicle alarm, steering lock or similar device fitted is engaged. We are not responsible for any consequence or loss arising from a failure by you to properly secure your vehicle. Vehicles are parked at owner’s risk. We are entitled to regard as abandoned any vehicle left in the Car Park for more than 1 day without prior agreement. We reserve the rights to engage and/or permit a lawful authority to remove (or where we are unable to identify the current legal registered keeper of the vehicle, to take steps ourselves to remove) and to dispose of as waste or sell any abandoned vehicle. Abandoned vehicles will be disposed of as waste or sold by auction with proceeds being donated to the Village Hall Charity. Any of our representatives may require you to leave at any time and they are authorised if necessary to call for police assistance to have you removed. Prohibited Activities Failure to comply with any of these terms may result in a penalty notice, your vehicle being banned, clamped and/or removed at the registered keeper's cost, liability and risk. You shall not carry out any of the following activities at any time in the Car Park. •Sleeping in your vehicle or staying overnight in a vehicle or staying overnight in the Car Park or camping in the Car Park. •Any service work, maintenance, cleaning (unless carried out by Regulated repair companies) or repairs to any vehicle except in emergency situations. •Partaking in any business activity at the Car Park including, but not limited to, in connection with selling, hiring or other disposal of the vehicle or any other services; •Filling or emptying vehicle fuel tanks. •Preparing or selling of food or goods unless authorised by the committee. •Misusing, obstructing or damaging any facilities or other vehicles in the Car Park, including but not limited to, dropping litter or fly-tipping waste on the Car Park; •Driving dangerously or too fast •Making unnecessary noise, including playing music in any way that annoys users of the Car Park or people who live or work nearby; •Cooking or lighting fires unless a permit has been obtained from the committee •Using the full facilities of a camper van, including, but not limited to, the toilet, bathroom and kitchen •Doing or attempting to do anything which is a criminal offence or breach of the law. •Leaving the Car Park in a state or condition unfit for use by other persons using the Car Park •Using any area of the Car Park as toilet facilities •Any anti-social or annoying behaviour which may cause offence or inconvenience to the village hall, its neighbours or any other user of the Car Park including, but not limited to, drinking alcohol, taking or dealing with illegal substances, fighting and/or loitering. Permits At the discretion of the Officers of the WWVH Charity, a permit may be issued allowing certain activities which otherwise are not permitted (for example producing or selling food) Such a permit will be issued by the committee with the name of the person and registration plate of the vehicle with a clearly displayed expiry date. The permit will need to be clearly displayed in the front windscreen of the vehicle at all time. The committee reserve the right to cancel any permit with immediate effect especially in the case of dangerous or illegal behaviour. Enquiries Please contact bookings.wwvh@gmail.com for further information. THESE TERMS APPLY AT ALL TIMES and may be supplemented by signage on site as required. November 2025

Facilities Winterborne Whitechurch Village Hall offers a range of excellent facilities designed to cater for a variety of events and gatherings. The amenities available include: •Free WiFi throughout the premises •Main hall equipped with a stage, spot lighting, and piped music •Fully equipped kitchen for food preparation and service •Licensed and well-equipped bar •Accessible toilets and facilities for disabled guests •Separate toilets for male and female guests •Ample free parking for attendees Suitable Uses The hall is a flexible space suitable for a variety of occasions, such as: •Birthday parties •Anniversaries •Christenings •Wakes •Charity events •Awards and presentation evenings •Sports and social gatherings •Children’s parties Hire Charges •The hall hire rate for regular bookings is £9.00 per hour. •For one-off events, the hall hire rate is £10.00 per hour. •The Kitchen is included in the hall hire. •The hall is available for bookings daily from 08:00 until midnight. Organisers are reminded to plan their events within these hours. •To facilitate smooth set-up and pack-down, a 15-minute period is permitted at both the beginning and end of each booking. This additional time allows for access to the hall before the event commences and for clearing up afterwards. •Certain hires require a deposit of £50, which will be refunded if the hall is left clean and tidy after use. Included Amenities •The bar facilities are fully licensed and staffed by two or three bar personnel. Please note that no alcohol may be brought onto the premises, if the Bar is open, as only alcohol brought from the bar at permissible. •Private Hire Should you wish to provide your own alcohol, this is permitted. In such instances, a refundable deposit of £50.00 will be required. The deposit will be returned following a satisfactory inspection of the hall to ensure that no damage has occurred. • •Tables (stored under the stage), chairs, cutlery, and China are provided as part of the hall hire. Seating arrangements can accommodate: •Restaurant style: 60–70 guests (allowing space for a dance floor) •Informal gatherings: 96 guests (80 chairs available) Heating Arrangements For events taking place during the winter months, it is advisable to activate the heating system one hour before the scheduled start time. The heating operates via a timer switch, so organisers should take this into account when planning their booking times to ensure the hall is comfortably warm upon guests’ arrival. Dimensions •Main hall: 42 feet by 25 feet (excluding the stage) •Stage: 25 feet by 8 feet 6 inches Important Information •Smoking and the use of inhalers are strictly prohibited within the hall premises. All guests and organisers are kindly asked to adhere to this policy to ensure a safe and comfortable environment for everyone. Booking Process and Availability Checks To enquire about booking the hall, you have two convenient options: you may either send an email to bookings.wwvh@gmail.com or complete the online booking form available on our website. For those wishing to check the hall’s availability, please consult the ‘What’s On’ page on our website, which provides up-to-date information regarding hall availability. Before proceeding with your booking, it is essential that you carefully read and become familiar with the terms and conditions provided. This step ensures that all prospective users are fully aware of the guidelines and requirements involved in hiring the hall. Once we have received your application to hire the hall, we will review the availability for your requested date and time. Should the hall be available, a confirmation email will be sent to you outlining all the details of your booking. This email will allow you to verify that all information is accurate and confirm your satisfaction prior to proceeding with the final booking process. To help us respond to your enquiry as quickly as possible, please ensure that you provide accurate and up-to-date contact information with your application. This will enable us to confirm your reservation without unnecessary delay. Booking Eligibility and Committee Rights The Village Hall Committee reserves the right to refuse any application for the hire or use of the hall’s facilities. Please note that the hall may only be hired by individuals who are at least eighteen years of age.

Eligibility and Booking The Village Hall is available for hire to individuals aged 18 or over. The Hall Committee reserves the absolute right to refuse any booking at their sole discretion. All bookings must be paid in full by the date specified on the invoice and prior to the commencement of the event. Please note that no refunds will be issued for ‘no shows’ or for cancellations made up to two days before the scheduled event. Any refunds for cancellations are strictly at the discretion of the Committee. Responsibilities of the Hirer The hirer is fully responsible for any damage caused to the premises, property, or amenities during the hire period, and shall promptly pay all costs incurred for any necessary repair or replacement. Upon conclusion of the event, the hirer must ensure that the Hall is left in a clean and tidy condition. Alternatively, the Hall can arrange for the hall cleaner to undertake the cleaning of the hall for an additional fee. All rubbish must be removed from the premises by the hirer at the conclusion of the hire period. Tables, chairs, cutlery, and China are provided as part of the hire. The hirer must ensure that no items are removed from the Hall under any circumstances. The hirer may not sub-let the Hall to another person or organisation. No responsibility is accepted by the Committee for any equipment brought into the Hall by the hirer. Health, Safety, and Security Fireworks are strictly prohibited on all parts of the Village Hall premises. Keep emergency exits and disabled toilet access unobstructed at all times. Both the Village Hall Committee and the hirer are responsible for ensuring compliance with all relevant Health and Safety regulations. This includes but is not limited to, awareness of licence regulations, the location of fire appliances, and fire exits. A first aid box, securely mounted on the wall adjacent to the kitchen door, is available for use by hirers throughout the duration of their booking. A copy of the Hall’s Risk Assessment can be provided upon request. Alcohol and Licensing The Village Hall holds a Premises Licence permitting the sale of alcohol from 10:00 to midnight. During committee run event no alcohol is to be brought on the premises by members of the public. Anyone attempting to purchase alcohol, or for whom alcohol is being purchased, who appears to be underage will be asked to provide an acceptable form of photographic identification before any sale is made. Any refusal to serve alcohol will be recorded in a ‘Refusal Register’. If a person attempts to purchase alcohol for someone under the age of 18, they will be asked to leave the premises. You are permitted to bring your own alcohol. In such cases, a refundable deposit of £50.00, will be required. This deposit will be returned following an inspection of the hall to ensure no damage has occurred. Any alcohol brought on to the premises for your hire must only be consumed by guests and not resold. After 23:00, all windows and doors must remain closed to avoid disturbing local residents. General Conduct and Complaints Any external disturbance, nuisance, or offence caused to Hall users should be reported immediately to the police by calling 999 or 101. All activities must be assessed for safety, and appropriate controls must be in place before proceeding. . A copy of the relevant Risk Assessment may be provided upon request. Nothing must be taken for granted; if in doubt, consult the Committee. Any complaints should be submitted in writing to the Chairperson of the village hall committee. Liability and Insurance Liability and Insurance It is a condition strongly recommended by the Village Hall Committee and it is the advice of our insurance company that all hirers obtain adequate Public Liability Insurance prior to their event. The Village Hall Committee does not accept any responsibility or liability for any incidents, loss, damage, or injury that may occur during the period of hire. Responsibility for ensuring appropriate insurance cover lies solely with the hirer. Access Access There is a key safe located by the side door of the Hall. The access code will be provided to the hirer prior to the event, on receipt of payment.

SAFEGUARDING VULNERABLE USERS POLICY AND PROCEDURES WINTERBORE WHITECHURCH VILLAGE HALL Winterborne Whitechurch Village Hall is run solely by volunteers. It currently has no employees. Winterborne Whitechurch Village hall committee volunteers have a duty to safeguard vulnerable users of the Hall and its premises and those who may come into contact with vulnerable users. They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a vulnerable person or concerns relating to discriminatory or financial violation or exploitation of a vulnerable person. This policy is in place to protect all vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith. Vulnerable users could include: Children Young people Adults with learning difficulties or physical disability Frail, elderly people Carers Principles The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone. All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children or vulnerable adults will not be permitted or tolerated. Policy Statement No member of the committee volunteers or other members will have unsupervised access to children or vulnerable adults unless they have been appropriately vetted and trained. All suspicions or allegations of abuse against a child will be taken seriously and dealt with speedily and appropriately. All committee volunteers will be made aware of this policy and child protection and vulnerable adult issues. A committee volunteer will be nominated to be responsible for vulnerable persons matters to whom any suspicions or concerns should be reported. The committee volunteers will endeavour to keep the premises safe for use by children and vulnerable adults. The committee volunteers recognise that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled children and adults. Any organisations or individuals hiring the Hall or meeting room for the purposes of holding activities where Ofsted registration is required should show their registration and their own Child Protection Policy. Safe recruitment processes should be used to appoint staff who will be working with children or vulnerable adults in any kind of activity. The committee volunteers will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18. The committee volunteers will ensure that hirers are aware that no children may be admitted to films when they are below the age classification for the film or show. No gambling or entertainment of an adult or sexual nature shall be permitted on the premises. These policies and procedures will be reviewed annually and updated as appropriate in the interim period. Procedures All committee volunteers will be given information about child protection and will be encouraged to attend appropriate Child Protection and Protection of Vulnerable Adults training where possible. An annual review will take place following the AGM to allow for any required up-date of policies and or procedures. New committee volunteers must be given an induction to this policy and understand their responsibilities. A copy of the policy will be displayed for the attention of all in the Village Hall, on the Village Hall website and be made available on request to hirers. Organisations hiring the Hall for activities for children will be asked to show their Child Protection Policy before the first booking commences. Individuals hiring the hall for activities for children will be made aware of this policy. Organisations hiring the hall for activities specifically involving vulnerable adults will be asked to show their Vulnerable Adults Protection Policy before the first booking commences. Other organisations or individuals hiring the Hall whose activities may involve vulnerable adults will be made aware of this policy. The committee volunteers will require hirers to report any damage, breakages or safety issues needing attention to the booking secretary, who will inform the appropriate people. These will be dealt with as soon as practicable, in the light of the circumstances, with provision to prevent access by children and vulnerable adults pending repair where appropriate. A hiring agreement which includes appropriate clauses will be entered into for all hiring’s for licensable activities. The committee volunteers will ensure these provisions are observed when holding licensable activities themselves. Contractors engaged to carry out work at the premises must not be allowed unsupervised access to children or vulnerable adults. Appropriate supervision will be arranged if necessary. If the premises might be used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets. UPDATED WWVH Safeguarding Policy 13/03/2025 SIGNED BY

PROCDURES

Facilities AND BOOKING INFOMATION Winterborne Whitechurch Village Hall offers a range of excellent facilities designed to cater for a variety of events and gatherings. The amenities available include: Free WiFi throughout the premises Main hall equipped with a stage, spot lighting, and piped music Fully equipped kitchen for food preparation and service Licensed and well-equipped bar Accessible toilets and facilities for disabled guests Separate toilets for male and female guests Ample free parking for attendees Suitable Uses The hall is a flexible space suitable for a variety of occasions, such as: Birthday parties Anniversaries Christenings Wakes Charity events Awards and presentation evenings Sports and social gatherings Children’s parties Hire Charges The hall hire rate for regular bookings is £9.00 per hour. For one-off events, the hall hire rate is £10.00 per hour. The Kitchen is included in the hall hire. The hall is available for bookings daily from 08:00 until midnight. Organisers are reminded to plan their events within these hours. To facilitate smooth set-up and pack-down, a 15-minute period is permitted at both the beginning and end of each booking. This additional time allows for access to the hall before the event commences and for clearing up afterwards. Certain hires require a deposit of £50, which will be refunded if the hall is left clean and tidy after use. Included Amenities The bar facilities are fully licensed and staffed by two or three bar personnel. Please note that no alcohol may be brought onto the premises, if the Bar is open, as only alcohol brought from the bar at permissible. Private Hire Should you wish to provide your own alcohol, this is permitted. In such instances, a refundable deposit of £50.00 will be required. The deposit will be returned following a satisfactory inspection of the hall to ensure that no damage has occurred. Tables (stored under the stage), chairs, cutlery, and China are provided as part of the hall hire. Seating arrangements can accommodate: Restaurant style: 60–70 guests (allowing space for a dance floor) Informal gatherings: 96 guests (80 chairs available) Heating Arrangements For events taking place during the winter months, it is advisable to activate the heating system one hour before the scheduled start time. The heating operates via a timer switch, so organisers should take this into account when planning their booking times to ensure the hall is comfortably warm upon guests’ arrival. Dimensions Main hall: 42 feet by 25 feet (excluding the stage) Stage: 25 feet by 8 feet 6 inches Important Information Smoking and the use of inhalers are strictly prohibited within the hall premises. All guests and organisers are kindly asked to adhere to this policy to ensure a safe and comfortable environment for everyone. Booking Process and Availability Checks To enquire about booking the hall, you have two convenient options: you may either send an email to bookings.wwvh@gmail.com or complete the online booking form available on our website. For those wishing to check the hall’s availability, please consult the ‘What’s On’ page on our website, which provides up-to-date information regarding hall availability. Before proceeding with your booking, it is essential that you carefully read and become familiar with the terms and conditions provided. This step ensures that all prospective users are fully aware of the guidelines and requirements involved in hiring the hall. Once we have received your application to hire the hall, we will review the availability for your requested date and time. Should the hall be available, a confirmation email will be sent to you outlining all the details of your booking. This email will allow you to verify that all information is accurate and confirm your satisfaction prior to proceeding with the final booking process. To help us respond to your enquiry as quickly as possible, please ensure that you provide accurate and up-to-date contact information with your application. This will enable us to confirm your reservation without unnecessary delay. Booking Eligibility and Committee Rights The Village Hall Committee reserves the right to refuse any application for the hire or use of the hall’s facilities. Please note that the hall may only be hired by individuals who are at least eighteen years of age.