Questions frequently asked by event planners

What is the minimum preparation I should do?

1.  You, or someone you appoint, will be regarded as the Temporary Responsible Person on the day. This means you will be expected to know

  • The evacuation procedure and the emergency plan for the Temporary Responsible Person (given on a separate page)
  • Where to find the first aid box, and fire fighting equipment
  • The points we make in our "what do I need to do on the day" section below.

2.  You will need to set out the Hall as you want for the event, bearing in mind the conditions for use, and you may need to arrange some help with this. Please ensure that any equipment you bring in to the Hall meets all relevant safety standards.

3.   You should read and understand the conditions and terms of the hiring arrangement.

What if I need professional help to run my event?

A great deal of help is available, whether with organising, decoration or catering. We have compiled a list of possible providers you could use which are set out on the Links page of this website.

What if I want to do my own catering for a meal?

You are welcome to use the main kitchen, which has a large commercial gas cooker as well as a smaller electric domestic one . We expect you to follow the hygiene guidelines given in the notices on the wall, and to have at least one appropriately certified member in your group.

(If you have never used the oven before we would recommend you talk with Chris Webber or Roger Stokes for a briefing.)

90 covers of non-matching crockery and cutlery are available in the hall.  If you require matching china, cutlery & glasses (up to 120 covers) these can be hired directly from Jubilee Hall. Please contact Bookings Secretary for information.

If you are thinking of decorations for the table, please remember that personal decorations are restricted to flowers and balloons. We cannot allow candles - only night lights if they are in approved glass holders.

Please note that JH does not supply:  Kitchen knives, scissors, chopping boards, food preparation machines ie food processors/mixers, tea towels, hand towels.

If you are catering for a large event and notice that the supply of hot water from the taps is failing, there is an immersion heater boost switch on the wall to the right of the door from the kitchen into the lobby.  This will turn on the immersion heater for a set period of time and then automatically switch off.

There is an excellent 'fast cycle' dishwasher in the main kitchen with baskets for plates and glasses.  Please follow the instructions carefully and ensure that you drain out the machine when you are finished.

What if I want to sell alcohol?

The designated Premises Supervisor for serving alcohol is Andrew Kent. If you wish to have a bar at your event, you MUST discuss this with Andrew.  He will then either agree to run the bar for you, or in certain circumstances, he may authorise you to run the bar yourself under his personal licence.  Please contact Andrew by phone on  07704 488877.

What if I am putting on a musical concert, or a theatrical performance with an audience?

You will need to set out the chairs making sure that there is an adequate gangway down the middle of the seating area and at each side (at least one yard ie the width of two chairs), and put the chairs away afterwards. You'll need help with this.

Music must be finished by 12 midnight.

Any scenery you use should be fireproof.

If you plan to use a smoke machine, please contact the Booking Secretary regarding the settings of the Fire Alarm system.

What if I am putting on a dance, with music?

You will need to ensure that the music and dancing finishes by midnight.

If you have a DJ style presentation, we recommend that you arrange public liability insurance

Any equipment used (as mentioned above) should be PAT tested if appropriate

What do I need to do on the day itself?

You are responsible for the behaviour of people who attend the event, either as helpers or as guests. That includes ensuring that

  • there is no smoking in the hall and no use of illegal drugs on the site
  • no-one parks outside the hall during the event (cars may drive up to deliver equipment or set down/pick up disabled persons)
  • no animals are allowed in the hall (apart from guide dogs)
  • no shoes are allowed that might damage the floor (eg nailed boots, or stilettos)
  • guests do not make too much noise when they arrive or leave, especially late in the evening
  • no notices or decorations are fixed to any wall or door (and certainly that no blu-tak or sellotape is used).

If there is a sit down audience, please make sure that an announcement is made of the safety evacuation procedures.

What are my responsibilities at the end of the event?

You are responsible for leaving the Hall clean and tidy, ready for the next user (brooms, mops, etc can be found under the stage).

  • All tables should be wiped clean after use and stacked in the recesses either side of the entrance
  • Chairs should be returned to the trolleys or placed neatly in or near the recesses.  Please ensure that the 2 sets of chairs (black & gold framed) are returned onto their respective trolleys with the seats facing the correct way
  • Lights, taps and all other equipment (especially the immersion heater) should be switched off  - main lighting switches are in the corridor to the right of the stage
  • Glass bottles, paper or plastic bottles - please recycle in the containers in the car park
  • All food and other waste should be put in black plastic bags outside the rear of the Hall.

 

Please ensure that guests leave quietly, respecting our neighbours.

Report any failure of equipment, and any accidents (including any damage to the Hall) via feedback@chagfordjubileehall.co.uk

Please ensure that the doors are all locked properly when you leave.

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