The Terms and Conditions herein is set as an agreement on the conditions on which we (The Imperial Hall, Epworth , Charity No. 07632577) will provide the hire of the Main Hall and Small Hall for the purposes listed in the booking.
By hiring a part of the Imperial Hall premises, you agree to be bound by the terms and condition of this agreement. If you do not agree with our terms and condition or terms of service, please do not continue to use the website and do not hire any room from us.
We reserve the right to change, update, modify, amend this rental agreement at any time, without notifying you.
DATED: The date of order on the website www.epworthimperialhall.com
Epworth Imperial Hall acting by its management committee (”The Hall”).
The online purchaser of room hire ..(“The Hirer”).
AGREE as follows:
In consideration of the hire fee described in clause 1.4, the Hall agrees to permit the Hirer to use the premises described in clause 1.5 for the purpose described in clause 1.6 for the period(s) described in clause 1.1. The details inserted in sub-clauses 1.1 to 1.6 below and the answers to the questions in sub-clauses 1.7 and 1.8 are terms of this agreement.
This Hire Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.
1.1 Dates of booking
The date of booking is confirmed on the website at time of booking. Length of booking is also confirmed via www.epworthimperialhall.com
1.2 Agreement between The Imperial Hall Management committee
Epworth DN9 1HJ
1.3 The Hirer
Name and Address as per completed booking form submitted on
1.4 Hire Fee
Small Hall £7.50 / Main Hall £12.0 per hour /Kitchen £10.0 per session
Payment in full via the website and prior to commencement of the hire.
Note: special arrangements for repeat bookings via booking secretary Mary Addlesee tele:01427 873722
1.6 Purpose/description of hiring
Purpose of the hire is to be emailed within 24 hours of booking to email@example.com
1.7 Licensable activities
Purpose of the hire is to be emailed within 24 hours of booking to firstname.lastname@example.org
** If you would like to make use of the kitchen facilities an extra charge is due (starts at £5.00 per hour)
The Hall has a Premises Licence authorising the following regulated entertainment and licensable activities at the times indicated. Please confirm which licensable activities will take place at your event:
a. The performance of plays (indoors)
b. The exhibition of films
c. Indoor sporting events
d. Boxing or wrestling entertainment (indoors)
e. The performance of live music(indoors)
f. The playing of recorded music (indoors)
g. The performance of dance (indoors)
h. Entertainments similar to those in e – g
i. Making music (indoors)
j. Dancing (indoors)
k. Entertainment similar to those in i – j
l. Late night refreshment (indoors)
**Is alcohol to be made available at your event? If you intend to sell alcohol you will need to seek written permission from the management committee. If granted, you will need to make arrangements for a Temporary Event Notice to be given for the event- see 1.8 below.
Where a licensable event is to be held for which the premises, or that part of the premises, are not licensed the hirer shall be responsible for obtaining such authorisation as may be needed.
The hall has a licence with the Performing Rights Society for the performance of copyright music
1.8 Temporary event notices
In order to hold a licensable activity not covered by the Hall’s Premises Licence a Temporary Event Notice (TEN) will need to be given to the licensing authority.
The Hirer shall obtain the written consent of the management committee before giving the licensing authority a TEN. Failure to do so will result in cancellation of the hiring without compensation because there is a limit on the number of TENs which can be granted annually for any premises. Lack of co-operation could affect future fund raising by the hall management committee and local voluntary organisations.
1.9Attendance on the premises
The Hirer/Authorised representative agrees with the management committee to be present during the hiring and to comply fully with this Hire Agreement
It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the management committee and the Hirer.
None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.
Standard Conditions of Hire
These standard conditions apply to all hiring’s of the hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Booking Clerk should immediately be consulted.
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises. As directed by the authorised representative of the management committee, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
2. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
3. Gaming, Betting and Lotteries
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
The Hirer shall ensure that the Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, and television or by performers in person. If other licences are required in respect of any activity in the Hall the Hirer should ensure that they hold the relevant licence or the Hall holds it.
5. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. In relation to fire safety in particular the Hirer agrees to
a) Familiarise themselves with the Halls Fire Safety Policy and Procedures which are located on the notice board for each of the Halls and with the location and use of fire equipment, escape routes and door opening mechanisms
b) Ensure that all means of exit from the premises are free from obstruction and available for public exit in an emergency
c) Complete the pro forma fire safety form at the commencement of every hire session confirming their compliance
6. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the bookings secretary and or the Chair of the management committee.
8. Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular any dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. thermometer.
9. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
(a) The Hirer shall indemnify and keep indemnified each member of the Hall management committee and the Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
(b) The Hirer should take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.
The Hall is insured against any claims arising out of its own negligence.
11. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Hall management committee as soon as possible and complete the relevant section in the Hall’s accident book. Any failure of equipment belonging to the Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Halls’ authorised representative will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
12. Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises and that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Hall. No animals whatsoever are to enter the kitchen at any time.
16. Safeguarding and compliance with The Children Act 1989
The Hirer shall ensure that any activities for children comply with the provisions of The Children Act 1989 and that only fit and proper persons who are in possession of a current Disclosure
And Barring Certificate access to children during the hire period (checks may also apply where vulnerable adults are taking part in activities). The Hirer shall, if requested, provide the Hall's management committee with a copy of their Child Protection Policy on request. Hirers who do not have an up to date Child Protection Policy will adhere to the Hall’s policy on Child Protection and also the policy relating to safeguarding Adults, copies of which are displayed on the Noticeboards.
17. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises.
18. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
If the Hirer wishes to cancel the booking before the date of the event and the Management committee is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Management Committee. The Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
(b) the Hall's management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
(c) the premises becoming unfit for the use intended by the Hirer
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
20. End of Hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Hall shall be at liberty to make an additional charge.
The Hall is in a partially residential area and hirers will exercise due consideration for local residents at all times when using the Hall.
22. Stored Equipment
The Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
The Hall may, in its discretion in any of the following circumstances, namely-
(a) in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended
(b) in respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior approval of the bookings Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Management Committee remain in the premises at the end of the hiring. It will become the property of the Hall unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal.
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Revised 25th April 2017
This policy was originally agreed at a meeting held on
27 November 2012
The purpose of this safeguarding policy is to ensure that procedures are in place and that people are clear about roles and responsibilities for children and vulnerable adults using our premises.
This policy addresses the safeguarding of children, young people and vulnerable adults. It is intended to be a dynamic policy which supports a safe, supportive and caring community for children, young people, vulnerable adults, for survivors of abuse, for communities and for those affected by abuse.
The trustees of the Imperial Hall believe each person has dignity and value and that they, as trustees, have a duty to protect them from harm. The trustees are committed to the safeguarding and protection of all children, young people and vulnerable adults and recognise not only that the welfare of children is their paramount concern but also the welfare of adults when they are vulnerable.
The trustees also acknowledge that particular care must be taken, without exception, in relation to those whose vulnerability is increased by situations, gender, sexuality, disabilities, ethnicities, and beliefs or by reduction in capacities. It is recognised that this increased vulnerability may be temporary or permanent and may be visible or invisible.
The trustees recognise the serious issue of the abuse of children and vulnerable adults and are aware that this may take the form of physical, emotional, sexual, (and in the case of adults,) financial abuse, and also neglect.
The trustees acknowledge the effects these issues may have on people and their development and accept their responsibility for ensuring that all people feel safe and that their dignity and right to be heard is maintained.
They also accept their responsibility to support, listen to and where possible, help survivors, offenders, communities and those who care about them and take very seriously issues relating to the promotion of welfare so that all individuals have opportunities to reach their full potential.
The trustees are committed to respond without delay to any allegation or cause for concern that a child or vulnerable adult may have been harmed, or may be at risk of harm, whether on the premises or not. They are also committed to challenge the abuse of power of anyone in a position of trust. The Trustees are committed to ensuring the implementation of this Safeguarding Policy, government legislation, guidance and safe practice
The trustees will ensure the provision of support, advice and training as appropriate which will, in turn, ensure that people are clear and confident about their roles and responsibilities in safeguarding and promoting the welfare of children and adults. This policy also affirms the responsibility of the trustees for those who are workers with children and vulnerable adults and acknowledges the shared responsibility of all of us for safeguarding vulnerable adults and children who are on our premises.
The Trustees of Epworth Imperial Hall intend to create an environment in which children and vulnerable adults are safe from abuse and in which any suspicion of abuse is promptly and appropriately responded to.
The Trustees will comply with this policy where it is applicable, and will require every hirer whose hire involves activities with children and/or vulnerable groups to have an appropriate protection policy which complies with current Legislation, or to be aware of and agree to comply with, this policy and the procedures set out the Child Protection and Vulnerable adults Policy and Procedures at Appendix 1.
Note: The above is also applicable to any Trustee that is involved with assisting or running a session that includes children or vulnerable adults.
Staff employed by the trustees and volunteers shall also comply with this policy.
In order to achieve a child safe environment and one in which vulnerable adults are suitably safeguarded the Trustees will adhere to this policy and respond appropriately to suspicions of abuse by:
1. Ensuring all relevant individuals have a current Disclosure and Barring Service check where appropriate.
2. Excluding any and all known abusers.
3. Identifying and Supplying Training as appropriate.
4. Preventing abuse by means of good practice.
5. Keeping Records.
6. Supporting families.
7. Liaising with hirers and relevant outside agencies as appropriate.
PROTECTION OF CHILDREN AND VULNERABLE ADULTS POLICY AND PROCEDURES
The Halls’ policy and procedures provide guidance on what to do in different circumstances and clarify roles and responsibilities for safeguarding at Epworth Imperial Hall. The procedures which relate to child protection are linked with the Local Safeguarding boards’ procedures and the systems for recording information and dealing with complaints set out in the procedures are intended to ensure implementation and compliance.
Definition of Child Abuse
Every child has the right to grow up and develop to their full potential in a secure, safe, family environment, free from poverty and exploitation. All children have the right to protection from all forms of physical or mental violence, injury or abuse, neglect or negligent treatment or exploitation, including sexual abuse, while in the care of parent(s), legal guardian(s), or any other person who has care of the child.
Further information can be found in “Working Together to Safeguard Children 2013”.
Definition of Abuse – Vulnerable Adults
Abuse is a violation of an individual’s human and civil rights by another person or persons. Abuse may consist of a single act or repeated acts. It may be physical, verbal or psychological, it may be an act of neglect or an omission to act, or it may occur when a vulnerable person is persuaded to enter into a financial or sexual transaction to which he is she has not consented, or cannot consent. Abuse can occur in any relationship and may result in significant harm to, or exploitation of, the person subjected to it.
Some types of abuse will constitute a criminal offence, in which case adults who are vulnerable or lack capacity are entitled to the protection of the law in the same way as any other member of the public. Whenever a criminal offence is suspected it may be necessary to make an urgent referral for the public safety of the vulnerable person and/or to protect or preserve evidence.
Different forms of abuse, (which may be isolated incidents or on-going) may be perpetrated as the result of deliberate intent, negligence or ignorance, and can include, but are not limited to the following:
• Physical Abuse
Includes hitting, slapping, pushing, kicking, and misuse of medication, restraint or inappropriate sanctions.
• Sexual Abuse
Includes rape and sexual assault or sexual acts involving children below the legal age of consent or to which a vulnerable adult has not consented, or could not consent or was pressured into consenting.
• Psychological/Emotional Abuse
Includes emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supporting networks.
• Neglect and Acts of Omission
Includes ignoring medical or physical care needs, failure to provide access to appropriate health, social care or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating. Research has shown that neglect is the most prevalent form of abuse of the elderly in the UK, with financial abuse coming a close second.
• Discriminatory Abuse
Includes ageist, racist, sexist that based on a person’s disability, and other forms of harassment, slurs or similar treatment.
• Financial or Material Abuse
Financial abuse can range from inadvertent mismanagement and opportunistic exploitation to deliberate and targeted abuse, often accompanied by threats and intimidation.
It can include theft, fraud, exploitation, pressure in connection with wills, property or inheritance or financial transactions, overcharging or carrying out unnecessary work, or the misuse or misappropriation of property, possessions or benefits
Abuse can take many forms. It does not have to fit comfortably into any of the above. Abuse can be perpetuated by one vulnerable adult towards another. This is still abuse and should be dealt with accordingly. A vulnerable adult may also be neglecting him/herself, which could also be regarded as abuse. For advice, volunteer’s staff and hirers should consult the Halls safeguarding officer.
The Officer currently responsible for safeguarding is Trustee Nicola Long.
In order to ensure that the welfare of children and where applicable, vulnerable adults, is suitably safeguarded, the trustees of the Imperial Hall will:
1. Ensure all relevant people have a current Disclosure and Barring
Service check where it is appropriate
The Trustees require anyone who has unaccompanied contact with children or with vulnerable adults engaged in a regulated activity at the Hall to hold a current DBS check. Regulated activities include-:
a) Provision of health care treatment by a health care professional in any setting or a person acting under their
direction or supervision in a health care setting. This may include first aid.
b) Provision of relevant personal care in any setting to a person who needs the care because of age illness or
disability. This may include eating, drinking, toileting, washing, and dressing together with prompting and
c) Provision of social work by a social worker to a client or potential client.
d) Provision of assistance with paying bills, shopping, or managing cash to a person who requires it because of age,
illness, or disability.
e) Provision of assistance to an individual where there are powers granted under a welfare and/or financial lasting
power of attorney and these powers are misused.
f) Transportation where this has been provided because of age health or disability. .
2. Exclude all known abusers
Any positions within the Trustees that could involve unaccompanied contact with children, will not be exempt from the Rehabilitation of Offenders Act 1974.
All applicants for work for either the trustees or a hirer putting on a children’s activity, whether voluntary or paid, should be interviewed before an appointment is confirmed and asked to provide at least one reference. References should be followed up and applicants with unexplained gaps in their employment history, or who have moved rapidly from one job to another, must provide satisfactory explanations.
All appointments made by the trustees, either paid or voluntary, shall be subject to a probationary period and if the post is likely to involve contact with children and vulnerable adults the post will not be confirmed unless the Trustees are confident that the applicant can be safely entrusted with vulnerable individuals.
3. Identify and supply training
The trustees/hirer shall seek out training opportunities for any adults, for whom they are responsible and who are involved with activities with children or vulnerable adults to ensure that they recognize the symptoms of possible physical abuse, neglect, emotional abuse and sexual abuse, and in the case of vulnerable adults, financial abuse and of their responsibilities with regard to safeguarding.
4. Prevent abuse by means of good practice
Anyone who does not hold a current DBS check shall not be left with EITHER children OR vulnerable adults, unaccompanied at any time.
The supervision does not need to be constant, however it should be enough to ensure that there is reasonable assurance for the protection of the child/vulnerable adult taking into account the numbers, other adults’ presence, nature of the work, the degree of vulnerability, and also the checks carried out on the supervised person and the number of people being supervised.
Current guidance defines supervised activity is that which is undertaken when the supervised worker’s actions can always been seen by the supervisor. The guidance is that if there is doubt, the activity should be treated as unsupervised.
In the case of volunteers, occasional, or paid workers, they shall not be left with children, individually or in small groups, unaccompanied. They will not take a child aside, or take children to the toilet, unaccompanied. Children will be encouraged to develop a sense of autonomy and independence through adult support in making choices and expressing feelings. This will empower children to have the self-confidence and the vocabulary to resist inappropriate approaches. Volunteers should be encouraged to demonstrate exemplary behavior in order to protect themselves from allegations of abuse.
It is recognised that any employee who may be called upon at any time to conduct a regulated activity would require a DBS check even if their current role does not require this. The manager or person responsible for regulated activity is also deemed to be carrying out regulated activity, but although not a charity trustee (but NB provisions under the Charities Act 2011 for Charity trustees).
Stated below are examples of the standards of behavior required of staff and volunteers at the Imperial hall to ensure that a positive culture and climate is created during all activities involving contact with children and vulnerable adults using the Hall:
• To always work in an open environment (e.g. avoiding private or unobserved situations and encouraging an open
environment i.e. no secrets)
• To treat all children and adults equally and with respect and dignity
• To maintain a safe and appropriate distance from vulnerable adults and children
• To build balanced relationships based on mutual trust which empowers both children and where appropriate
vulnerable adults, to share in the decisions- making process
• To involve group leaders, parents/carers and other key influences wherever possible;
• To be an excellent role model- this includes not smoking or drinking alcohol in the company of children or using
• To give enthusiastic and constructive feedback rather than negative criticism;
• To secure parental consent in writing to act in loco parentis, if the need arises to give permission for the
administrations of emergency first aid and/or other medical treatment for children;
• To obtain written parental consent if staff members are required to transport children in their cars
• To obtain consent prior to any photographs, videoing or audio recording of children.
The following should never be sanctioned:
• Spending excessive amounts of time alone with children or vulnerable adults away from others
• Taking children to your home where they will be alone with you
• Allowing children to travel on their own with you in a vehicle
• Engaging in rough, physical or sexually provocative games, including horseplay
• Entering a toilet with children unless another adult is present or gives permission (this may include parent,
teacher or group leader)
• Allowing or engaging in any form of inappropriate contact
• Allowing or encouraging abusive peer activities (e.g. any game/activity where an individual may be held up to
• Allowing children to use inappropriate language unchallenged
• Making sexually suggestive comments to, or within the hearing of a child, even in fun
• Reducing a child to tears as a form of control
• Allowing allegations made by a child or vulnerable adult to go unchallenged unrecorded or not acted upon
• Doing things of a personal nature for children or disabled adults that they can do for themselves
• Giving out a personal Mobile number to a Child
5 Respond appropriately to suspicions of abuse
The trustees /hirers first concern shall be for any children or vulnerable adults using the Hall. Changes in behavior or appearance shall be investigated. Depending on the circumstances parents/carers as appropriate shall normally be the first point of reference, though suspicions will also be referred as appropriate to the designated safeguarding officer, who will also act as a first point of reference in cases relating to vulnerable adults. All such suspicions and investigations will be kept highly confidential, shared only with those who need to know.
The people most commonly involved would be the person reporting the incident and the Safeguarding Officer/ Chair of Trustees, as appropriate.
If an allegation is made against anyone, the designated person will be informed and the individual concerned immediately removed from any environment where children or vulnerable adults are or could be present, whilst investigations are carried out. Confidential records will be kept of the allegation and of all subsequent proceedings.
Procedure following a complaint, alleged or suspected incident or disclosure
The following guidelines should be used when an allegation is disclosed to a volunteer, employee, group leader, hirer trustee or other person connected with the use of the Hall.
1. Listen and reassure
• Maintain confidentiality but do not make promises you cannot keep. If a child or vulnerable adult makes an
allegation or disclosure, explain that the information will have to be passed on and what action you will be taking
in this regard.
• Be calm
• Be reassuring and make it clear that you are glad that they have told you
• Show that you are taking the information seriously and that you believe them
• Keep questions to a minimum; confined to the facts and ensure they are not leading
• Make sure the individual is safe from immediate harm and if appropriate, that the alleged perpetrator is not left
unsupervised with other vulnerable individuals pending the outcome of further investigation.
2. Contact the Halls safeguarding officer as soon as possible, or if unavailable the chair or vice chair of trustees.
A decision will then be made regarding the necessity to make a referral to social care and or the police as appropriate
Important points to remember when dealing with a disclosure:
• Try not to display any sign of shock or disapproval when an allegation or disclosure is made.
• Do not jump to conclusions.
• Remember that the victim may not regard the experience as either bad or painful; they may not feel guilty or angry.
6 Keep Records
Whenever worrying changes are observed in an individual’s behavior, physical condition or appearance, they should be reported to the designated officer and a specific and confidential record shall be set up. The record shall include, in addition to the name, address and age of the individual, timed and dated observations, describing objectively their behavior/appearance, without comment or interpretation; where possible, the exact words spoken by the individual; the dated name and signature of the recorder.
Such records will be kept in a separate file and will not be accessible to anybody other than the designated safeguarding officer and others directly involved as appropriate, i.e. the Chair/Deputy Chair of Trustees.
Information will be stored securely by the designated officer and access to that information will be limited by statute and maintained in accordance with the Data Protection Act 1998 (i.e. information retained for this purpose will be accurate, regularly updated, relevant and secure)
7 Liase with hirers and other agencies as appropriate
Designated Safeguarding Officer
The designated officer will handle the child/adult protection issues and oversee the policy’s implementation. The designated officer will always be the initial point of contact for all staff, Hirers and volunteers with concerns or if abuse has been disclosed. Necessary steps can then be taken to ensure the safety of the individual concerned.
Making a Referral to the Local Authority Social Care Team
Parents/carers will normally the first point of contact in situations regarding children and if a suspicion of abuse is recorded, parents will usually be informed at the same time as the report is made except where the guidance of the Local Safeguarding Children Board does not allow this.
This will usually be the case where the parent is the likely abuser. In these cases the investigating officers appointed will be responsible for informing parents. Allegations and disclosures in the case of vulnerable adults will be referred in the first instance to the designated Safeguarding officer who will be responsible for making the appropriate referral and recording the incident.
Records will be kept of hirers as appropriate.
The trustees will advise all hirers who run children’s events or events attended by vulnerable adults (see regulated activity) and are likely to have access to the Hall at the time of their activity ( this will include the caretaker, trustees and other hirers) using other rooms of the hall, of their safeguarding obligations.
The Trustees will make every effort to ensure that the facilities on offer will be suitable for the activity, including limited access doors where appropriate.
The trustees will work within the Local Safeguarding Children Board guidelines, maintaining a list of names, addresses and telephone numbers of children’s services, to ensure that contact is easy in any emergency. Contact details for the local National Society for the Prevention of Cruelty to Children (NSPCC) are also kept. If a referral is to be made to the local authority social care department, the trustees will act within the area’s Safeguarding Children and Child Protection guidance in deciding whether the child's parents are to be informed at the same time.
The trustees will maintain a list of contacts for use in emergency
Allegations against Trustees Volunteers and Staff in relation to child protection
Trustees will ensure that all hall users know how to complain about the behavior or actions of staff or volunteers, or anyone legitimately on the premises which may include an allegation of abuse.
Trustees will follow the guidance of the Local Safeguarding Children Board when responding to any complaint that a member of staff, volunteer, or anyone on the premises has abused a child. Disclosures, (i.e. any disclosure by children or staff that abuse by a member of staff or volunteer or anyone on the premises has or is taking place, by first recording the details of any such alleged incident. Any such complaint will be referred immediately to the local authority's social care department to Investigate and the hirer or the trustees will fully co-operate with any investigation carried out by children’s social care. Where children’s social care agree it is appropriate in the circumstances, consideration will be given to suspending paid staff on full pay, or excluding the volunteer, for the duration of the investigation. This is not an indication of admission that the alleged incident has taken place, but is to protect the staff as well as children and families throughout the process.
Where a member of staff or a volunteer is dismissed because of misconduct relating to a child, the trustees will notify the relevant authority so that the name may be included on the Protection of Children and Vulnerable Adults Barred List
8 Support families
The designated safeguarding officer and the hirer where appropriate, shall take every step in their power to build up a trusting and supportive relationship with families.
Where abuse at home is suspected, the trustees will continue to welcome the child/adult and family while investigations proceed, with the proviso that their care and safety of them and others must always be paramount. The trustees will do all in their power to support and work with the family.
North Lincolnshire Council Emergency Social Services Team
Tel: 01724 296500
Freephone : 0800 0853737
The Officer responsible for safeguarding is: Trustee Nicola Long Tel: 07548156258