Emergency Closure Policy

Introduction
This policy outlines the procedures for the emergency closure of Eridge Village Hall to ensure the safety of users, staff, and the general public, and to safeguard the building and its facilities. The policy applies to all hirers, visitors, and staff of the hall.

1. Reasons for Emergency Closure

Eridge Village Hall may be closed in the event of:

1.1. Fire or Fire Risk: Actual fire or detection of a potential fire hazard.
1.2. Severe Weather: Adverse conditions such as flooding, snow, or high winds making access unsafe.
1.3. Utility Failures: Interruption of essential services (e.g., electricity, water, or heating) that make the hall unsafe or unusable.
1.4. Structural or Maintenance Issues: Damage to the building or facilities that poses a health and safety risk.
1.5. Health and Safety Emergencies: Incidents involving hazardous materials, pest infestations, or other risks to health.
1.6. Government Directives: Compliance with instructions from local authorities or government agencies (e.g., pandemic-related restrictions).

2. Responsibilities

2.1. The Village Hall Committee is responsible for initiating and managing closures.
2.2. The Designated person will coordinate with emergency services if necessary and inform users of the hall.
2.3. Hirers are responsible for following all instructions during emergencies and ensuring their attendees vacate the premises promptly.

3. Notification Procedures

3.1. In the event of an emergency, the Hall Manager will:

  • Contact the relevant emergency services if necessary.

  • Notify hall users and hirers using the contact details provided at the time of booking.

  • Notify hall users and hirers using the contact details provided at the time of booking.


3.2. For advance closures, all hirers will be informed via email or phone with as much notice as possible.

4. Evacuation Procedure

4.1. Immediate Threats:

  • Direct all users to designated emergency exits.

  • Ensure everyone gathers at the pre-determined assembly point: The car park opposite the Hall.

  • Only re-enter the hall once declared safe by emergency services or the Hall Manager.

4.2. Non-Immediate Threats:

  • All users must vacate the hall promptly upon receiving instructions from the designated officer

5. Refunds and Rescheduling

5.1. If the hall is closed due to an emergency, hirers will be offered the following:

  • A full refund of hire fees.

  • An alternative booking date where possible.

5.2. The Hall Committee is not liable for any costs incurred by the hirer beyond the hire fees.

6. Review and Updates

This policy will be reviewed annually by the Village Hall Committee or more frequently if required by changing circumstances.

 

Adopted March 2025