Public Safety Precautions 

1    Introduction

(i)    Your application to hire the Hall is an acknowledgement that you have received this instruction sheet, that you have read and understood it and that you are sure you can deal appropriately with an emergency. If you have not previously used the Hall and/or are not familiar with it, you are strongly advised to ask to visit it before your event, to ensure you understand its layout and can make prompt use of these instructions in the event of an emergency. You must advise the Bookings Secretary if you have any doubts on this subject, so that you can receive further instruction before your event takes place.

(ii)   You should take this instruction sheet with you to your event, to use as a checklist and to refer to in case of emergency.

2    Means of escape from the Hall and other safety measures

The last page of these instructions contains a plan of the Hall premises showing the location of the:

3    Preparing for your event

(i)    At the beginning of your period of hire and before your event starts, you must check that:

(ii)   In preparing for your event:

(iii)  You must ensure you have sufficient responsible adults on hand to control your event in accordance with the Conditions of Hire and that they are fully briefed by you on emergency procedures. This is particularly true where the very young, old or disabled are present and that you have sufficient resources present to deal with any emergency or evacuation.


4    Supervising your event

(i)    At the commencement of your event, you must point out to everyone attending it the location of the emergency exits, the method of opening them and the location of the Assembly Point.

(ii)   Do not allow smoking, the use of matches, candles or naked flames of any kind anywhere on the premises

(iii)  Check, during your event, that nothing is done to obstruct the fire exits or the routes to them and that the emergency exit signs remain in operation.

5   Outbreaks of fire or other cause for evacuation

(i)    In the event of an outbreak of fire, however slight, the Hall premises must be evacuated immediately and the Fire Brigade must be called.

(ii)   You and the responsible adults helping you must ensure that no-one remains in the building (for example in the toilets) and that no-one who has been evacuated returns to it.

(iii)  You and the responsible adults helping you should use the fire extinguishers to control the outbreak only if it is manifestly safe to do so.

6    Accidents

(i)    If an accident occurs to any person at your event, you are advised, for all but the most minor injuries, to get professional assistance immediately, either by calling the emergency services or by taking the person to the Accident & Emergency Unit at the Royal Surrey County Hospital.

(ii)   For any accident, you are required to complete an Accident Report Form in the Accident Book that is provided as part of the First Aid equipment and to give this to the Bookings Secretary or to another trustee as soon as possible.

7    Finishing your event

At the conclusion of your event, you must check that all:

8    In case of difficulty or emergency

The following are the telephone numbers of trustees to call if you need help or advice (in order based on distance from the hall):


There is a telephone by the entrance door next to the kitchen.

The Hall is sited in Chestnut Avenue, GU2 4HF

9 Safety Plan

Version 8, 6 July 2024

PDF Version (401KB)

All hire condition files combined in one PDF file (1MB)