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Central & Democratic Services

Facilities Management

Lettings

4th Floor West

Civic Hall

Portland Crescent

Leeds LS1 1UR

Tel: (0113) 22 43845 / 43849

Fax: (0113) 24 74736

FacilitiesManagement@leeds.gov.uk

Your reference:

Our reference:

DATE:

COMMUNITY CENTRE LETTINGS APPLICATION PACK

Please find below information which will help you to complete your letting application.

Please allow at least 4 weeks notice and note the following:

  • Applications are not guaranteed by completion of this application form.

  • We will send you a Hire Agreement to sign. This agreement will include the dates and times you have requested and any charges which apply.

  • We strongly advise you not to issue any advertising or promotional material until you have signed and returned your Hire Agreement

  • Please check the details carefully, ensure that all the dates and times required are included and then sign the application form. If any of the information is incorrect please notify Lettings.

  • Return your signed Hire Agreement to facilitiesmanagement@leeds.gov.uk or the address above. Once this signed hire agreement is received by the team your booking can be confirmed.

In order to avoid delays caused by submitting incomplete forms, please read the information below before sending your application.

  • Ensure that the Application Form is fully completed as failure to do so will delay your application.

  • If your group or organisation has a junior membership (under the age of 19) it is necessary to attach a copy of your Child Protection Policy to the Background Information Form. This policy must cover the following points:

    • Confirmation that DBS checks are carried out on all staff and volunteers (please do not send your CRB checks).

    • The procedure in place for training and informing staff of relevant child protection issues and updates.

    • The procedure in place for reporting suspicions or a disclosure.

    • The procedure in place if an allegation is made against a member of staff or volunteer.

    • Definitions of different types of abuse, i.e. sexual, physical, emotional and neglect.

    • Day time, evening and weekend contact number for the Child Protection Lead Officer and the general duty and advice line for Leeds City Councils Children’s Services.

  • If your group or organisation has a membership where you consider the adults attending your sessions to be at risk from harm or abuse it is necessary to attach a copy of your adult safeguarding policy. This policy must cover the following points:

    1. Confirmation that DBS checks are carried out on all staff and volunteers (please do not send your DBS checks).

    2. The procedure in place for training and informing staff of relevant safeguarding adults issues and updates.

    3. The procedure in place for reporting suspicions or a disclosure.

    4. The procedure in place if an allegation is made against a member of staff or volunteer.

    5. Definitions of the different types of abuse, i.e. physical, sexual, financial, emotional, neglect, discriminatory or institutionalised.

  • All groups and organisations that provide a service to the public, including physical activity, require Public Liability Insurance for £5,000,000. Please attach a copy of your insurance certificate and a copy of your relevant teaching or coaching qualifications to the application form.

  • Physical activities include: football, badminton, rugby, yoga, belly dancing, netball, basketball, aerobics, boxercise, cricket, martial arts, majorettes, brownies, guides or scouts. This, however, is not an exhaustive list.

  • If your group / organisation prepare and serve food to the public, please contact our office for a food preparation form.

  • If your letting involves the sale of alcohol on the premises or within the grounds of the community venue, a temporary events notice must be obtained by contacting Licensing on (0113) 24 74095. A copy of this should be attached to your application.

If you require any assistance with any of the processes outlined above, please do not hesitate to contact our office

by telephoning (0113) 22 43845 / 43849 or by emailing FacilitiesManagement@leeds.gov.uk

Resources Directorate

Central & Democratic Services

Portland Crescent

Leeds LS1 1UR

Application for the Letting of a Community Venue

PLEASE ENSURE THAT YOU COMPLETE EVERY PART OF THIS APPLICATION FORM.

YOUR LETTING WILL BE DELAYED IF THERE IS MISSING INFORMATION.

Venue to be hired:

 

LCC applicant only

State Directorate/Service area

     

LCC Expenditure Code/

Order No

Expenditure Code      

Order No      

Name of Group/Organisation

     

Name of Applicant :

     

Are you a keyholder :

 Yes  No

Applicant Detail

Address:      

     

     

Postcode:      

Tel :      

Fax :      

Email:      

Invoice Address if different from Applicant

Address:      

     

     

Postcode :      

Are you :

 An Individual  Public Body  Organisation

Hire Dates and Times

Please be aware that the hire times should include any time required for setting up and clearing of the hired rooms. Rooms must be cleared at the end of your letting. Lettings must not exceed 11.30pm.

Room

Day

Purpose

Start Date

End Date

Time From

Time

To

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

Term Time Only  Every 4 Weeks 

Weekly  Other (please specify)      

Fortnightly 

If you require use of the stage, please state the date(s) and time(s) in the space below.

(If a set is being constructed, please indicate the duration the set is required on stage.)

Do you require the use of the stage  Start Date       End Date      

Is a stage set build required  Start Time       End Time      

Which age range is this activity aimed at :

 Under 13s  Under 19s  Over 60s  Not Restricted to an age group

Expected Number of people attending :      

PLEASE BE AWARE OF THE TERMS AND CONDITIONS REGARDING STEWARDING WHEN THERE ARE MORE THAN 100 GUESTS

Is this activity free to users Yes  No 

If you charge a membership fee, please give details of the amount you charge:      

If you charge users per session, please state how much you charge per user per session:      

In order for the Council to comply with The Performing Rights Society (PRS), we need to establish if users of the building are holding events / lettings where music is played. This is a legal requirement. Please indicate if you use one of the following (this will incur an additional charge):

Tape / record / CD player  TV  Radio  Video 

Juke box  Other  Please advise:      

Seating arrangements (indication of style only), applies only to Morley Town Hall, Yeadon Town Hall, Blackburn Hall, Calverley Mechanic Institute, Horsforth Mechanic Institute, Gildersome Meeting Hall &

Drighlington Meeting Hall

Banquet  Boardroom  Cabaret  Classroom  Dinner Dance 

Horseshoe style  Theatre style 

If you have any other special requirements, please advise:

     

Are you :  Private Sector (including Individuals)

 Public Sector (Council, Health Authority etc)

 Third Sector (Charity, CIC etc)

What is the nature of your business?      

What type of service do you provide?      

To whom and where?      

Please give your charity or company registration number if this status applies      

How much funding do you receive to provide the activities listed in this application form?      

If you are affiliated to a governing body, please provide the name of the body and the website address

Body      

Website      

This form should be returned to the above address with at least 4 weeks notice

Applications are not guaranteed by completion of this application form.

We will send you a Hire Agreement to sign. This agreement will include the dates and times you have requested and any charges which apply.

We strongly advise you not to issue any advertising or promotional material until you have signed and returned your Hire Agreement

Please check the details carefully, ensure that all the dates and times required are included and then sign the application form. If any of the information is incorrect please notify Lettings.

Return your signed Hire Agreement to facilitiesmanagement@leeds.gov.uk or the address above. Once this signed hire agreement is received by the team your booking can be confirmed.

Applicant please ensure you have included the following documents that apply to your letting :

Child protection policy 

Safeguarding adults policy 

Public insurance liability policy 

Temporary alcohol license 

Training and/or other qualifications/certificates 

Food Hygiene Certificate 

If you require any further information about the above please contact us by

Email : facilitiesmanagment@leeds.gov.uk

Telephone : 0113 2243849 or 0113 2243845 (between the hours of 9am to 5pm)

Post : 4th Floor West, Civic Hall, Leeds, LS1 1UR

I can confirm that to the best of my knowledge, the information contained in all parts of the application and any supporting information is complete and accurate.

I agree to details about the project / organisation being entered onto a computer database. 

I agree to details about the project / organisation being shared with council officers, ward members and third parties involved in the assessment of the application

I understand that information in this application may be released in response to requests made under the Freedom of Information Act 2000.

I am authorised by the organisation to sign and submit this application on their behalf

Signature of applicant:

     


Print name :

     


Date :

     


For office use only:

ASSESSMENT ONLY

Date application form received

Assessed by

Assessment Date

Category

Sub category

Charge

Yes

No

NA

Child Protection attached and complete

Adult safeguarding attached and complete

Public liability attached and complete

Tens Required

Stewarding Required

Food Hygiene Certificate

Incomplete Reason (PLACE ON HOLD)

Yes

No

Caretaker available

Name of Caretaker checked with :

Date Checked :

Time Checked :

PROCESSING ONLY

Processed by

Yes

No

Caretaker available at 1st Check

Name of Caretaker checked with :

Date Checked :

Time Checked :

IF THE CARETAKER IS UNAVAILABLE AT THIS STAGE EMAIL BUILDING MANAGER AND ASSISTANT BUILDING MANAGER AND PUT ON HOLD

Emailed Date:

Emailed Time:

For Area Management use only:

Application authorised category 3 (ADP) by: Print Name:

Date application authorised:



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