For any enquiries please call us on: 07486 891728 and leave a message

THE HALL IS PARTIAL OPEN

Everything you know about the Parish Rooms

COVID-19

Normal bookings have now resumed (1st Aug’20), including Children’s parties, but are restricted to the following conditions:

  • The users/hirers must agree to the following and the additional COVID-19 Conditions of Hire (This is a separate document in the Documents List as it is subject to change from Government Instructions)
  • The Hall will be made available for 3 * 4hr bookings a day (8am to 12am), (1pm to 5pm) and (7pm to 11pm).  The 4 hrs should allow for the extra cleaning that will be necessary. Only one booking is allowed in one of the 4hr periods.  If there is any conflict the newest booking will be removed.
  •  Our cleaners have started cleaning the Hall once a week (due to low demand).  We will update you if this changes but this cleaning will not affect the users cleaning requirements. (See below)
  • To provide sufficient ventilation whilst occupied it is recommended that the Double Fire Doors should be kept open, but not compulsory.

Also who is responsible for what:

  1. The Parish Room users will use the Hall at their own risk as the PR Trustees cannot be in attendance.  All users will be required to ensure they are insured for all the extra COVID-19 risks.
  2. Users must do their own Covid-19 Risk assessment and it is recommended that the users meet at the Hall with one of the Trustees prior to their use, to discuss their use of the Building.  Users will be responsible for applying and removing floor markings for social distancing purposes.
  3. Users must clean all surfaces that they have touched before they leave the building.  Users will have to supply their own cleaning materials – Dettol spray/wipes are recommended.  We recommend that users/hirers clean before their clients arrive.  Three Hand Sanitisers had been put at the Main entrance, kitchen and small room.
  4. Users must remove all their own rubbish (including towels from the Toilets, floor markings and wipes to clean the surfaces) from the Building when they leave.  Take home or use the bins outside of the parish room near the emergency doors.  Note the Government have recommended hand dryers are used and users should not use paper towels if they can avoid it.
  5. Social distancing:Up to 21 people are allowed without face coverings provided they are able to stay 2m apart, otherwise they must use face coverings.
  6. The maximum of people in the Hall at any one time depends on the space & activities within the Building, but the absolute maximum is 21 inside the Hall. This meets the current Government guidelines for the size of the Hall.
    • 21 People is a maximum for Country Market and meetings around tables
    • Activities such Pilates, Yoga etc. maximum of 15 people, though 12 is more comfortable.
    • Activities at tables, Art Group, Quilting, Solent Stitchers and Solent Embroiderers, all a maximum of 15 to 20 depending on layout.
    • Children’s parties and home schooling are allowed up to a maximum of 21 including children and attending Adults. Wakes and Weddings are also allowed up to 21 people in line with Government guidelines and rules on face coverings (above).
    • Use as a Polling station – FBC would provide their own assessment.

Activities not suitable

    • Band Practice and any other loud activity.
    • Dancing, singing and any similar robust exercise due to the extra and radial spread of the breath/virus and loudness of activity
    • Moviola, TVT Village meetings and other large gatherings over 30 people.

These instructions will be revised whenever they are effected by new Government guidelines.

WHERE TO FIND THE HALL
The Parish Room is located on the corner of the High Street and Southampton Hill in Titchfield Village, High Street PO14 4AQ, near the Queens Head Pub.  There is short term parking in the Square or behind the building in Barry’s Meadow or Long term parking at the Community Centre.

SMOKING and VAPING are not allowed on the whole premises including the memorial garden (no exceptions).

For Pictures of the facilities please see the Gallery page of this Web Site. In summary the Hall consists of:

  1. The Main Hall approx. 80sq Metres with the entrance at one end, a stage at the other end and a large fire door to one side. It can hold up to 100 people.
  2. A Side room off the main Hall approx 20sq Metres
  3. Also off the main Hall is a Kitchen with Cooker, Microwave, Fridge and the Central & Water Heating Boiler.
  4. Toilets with separate Gents and Ladies facilities at the back, by the stage.
  5. The facility has a Music Licence which is now a combination of the PRS (Performing Right Society) and PPL (Phonographic Performance Ltd) licences, enabling commercial music to be played/performed for any activity within the hall.
  6. The Hall has an open loop system for hearing aid users.
  7. The consumption of alcoholic liquor is not allowed without written permission.
  8. The Hall is cleaned on a regular weekly basis.
  9. There are cupboards throughout the building, which are allocated to the Rooms regular users
  10. The whole building is centrally heated and with constant hot water.

There are enough Tables and chairs to accommodate about 80 people and these can be found in a large cupboard inside the Main Hall, near the entrance and on the stage.

In the event of Fire, evacuate the building immediately using the 3 exits (Main Fire doors, front door and side room external door).  Call the fire brigade and assemble in the Queens Head Car Park or Barry’s Meadow Car Park.

Use the fire extinguishers

    1. only on very small fires and
    1. if they are suitable for the type of fire (electrical, combustion etc.) and
  1. follow the instructions for their use.

Organisers of any event have a duty of care to their audience/members/attendees and

  1. Must ensure that everyone is accounted for if an evacuation is necessary.
  2. The Fire Doors must be closed but unlocked whenever the building is in use.
  3. On first unlocking the Fire Doors they should be opened to test their functioning and then closed.
  4. The area immediately outside the Fire Doors should be checked for any obstruction, in particular that the waste bins do not block a free exit.
  5. Do not forget to ensure before leaving the building that the Fire Doors are shut and fully locked with the locking device.

Other considerations

It should be noted that PRC/PPL have changed their music licensing arrangements again and the Parish Room has a Music PRC/PPL licence. Commercial users and party planners/performers who play music of any sort will have to arrange their own PPL licence at their own expense/risk.

 

Booking is for the whole building and our customers are requested to leave the building in good order, with all tables and chairs neatly stacked away and the kitchen cleaned.

Customers who book this facility must ensure for the safety of their fellow attendees, that they follow the instructions in Sections A to D of the Hire Agreements

There are no exceptions to these two conditions.

Booking the facility can be achieved in two ways:

  1. Book online via the Calendar page which will require you to register with an email address.  Once registered you will be able to request a booking.  Please note when booking you should include setup and clear down time, so you do not overlap with others wishing to use the hall.  If you can, we recommend a 30min gap between bookings to avoid overlaps, but please do not abuse this.
  2. Request Bookings are done for you:
    • Hire for Single Event/Party is managed by Lesley Blackburn (see “About” page) and he/she will tell you the price and if the date and time are available, then book the event.  The booking will only be confirmed when the deposit and the signed Single Hire agreement have been received by Lesley.  You will receive an email confirming the booking and you should contact Lesley for instructions for accessing the Hall.  The fee for the Hire must be made to Lesley or the Treasurer at least a week before the event.   See Request/Confirmation email for details.
    • Hire for Multi-Event/Regular Users are managed by the Treasurer (see “About” page).   All regular users will be asked to sign the Multi-Event/Regular Hire Agreement and the prices agreed with the Treasurer.  If these users have any problems with online bookings they can email the Treasurer with their dates and times for their events who will try and book them and confirm via an email.

The prices are kept to a minimum so that is open to as many local people as possible and encourages local activities.   Progressive discounts are given for charities and regular users to help maximise the use of the Hall.  Usage is also split into specific time periods to ensure consistency of charges.  See page on Charges.

Hire Payment

  1. Give the Hire Payment with the completed Single Hire Agreement and Deposit to Lesley Blackburn Tel. No.  07486 891728, 3 Garsons Close, Titchfield
    (see “About” page).  If paying the Hire fee by BACS please ensure the Hire fee is made at least one week prior to the Event.
  2. Multi-Event/Regular users will be invoiced one month in arrears.  When paying the Invoice, please always quote the invoice number, thank you !

Payment Method

  1. By Cheque.  Please make CHQ’s payable to “Titchfield Parish Room”
  2. Payment via BACS (Internet) to the TPR Account:  Sort Code:  40-36-33  Account No. 01041665.  If paying by BACS please email tpr@oldupperfarm.co.uk stating Event, Hire Date(s) and amount transferred.