the common room_member host procedures

THE COMMON ROOM MEMBER HOST PROCEDURES ST LAWRENCE CHURCH, NORWICH 23.10.13

1 www.thecommonroom.so / [email protected] / @TheCommonRoomNR

MEMBER HOST PROCEDURES When Member Hosting be welcoming and friendly, and keep a responsible eye over the space and the people using it. Keys will be held by: Norwich Art Supplies The Visitor Book Visitor numbers need to be recorded and collated in order for the Common Room and CCT to see use and activity in this test phase and is very important for the Insurance Policy. All members and visitors must sign in the book each time they visit and use the church. The Common Room Diary It is intended that the Common Room Diary will be accessible via the website very soon. Member Hosts will need to record any notes, feedback, issues and accidents. The Health and Safety and Church Care policies refer to when you should use the Diary. Questions from members of the public If people asked questions you cannot answer please refer them to the literature on display or the websites: www.thecommonroom.so www.visitchurches.org.uk (if specifically CCT relate you can refer them to the Trust’s contact for the church, Rachel Barrett on 01223 324 442 ) Toilet facilities Due to the historic nature of the church, there are no toilet facilities. We are working on arrangements with the local shops and cafes. The closest public toilets are the local cafes and restaurants nearby, The Bicycle Cafe and House have been very understanding about Common Room use. Drinks The Common Room will have refreshment facilities for making tea and coffee for which MH are responsible for. Please make people sure clean up after themselves etc. Currently water is obtained in the large water carrier from the very helpful florist down the road - Pick-a-lily. They have a deep sink. Washing up of cups is done using the water from the water carrier and the black washing up bowl. Water is disposed of the drain by the small chancel door.

ME

MB

ER

HO

ST

P

RO

CE

DU

RE

S



Common Property Elements owned by the Common Room will be labelled with Common Stickers (still awaiting delivery). Items that members are lending should be labeled. Personal Property Personal property should not be stored in the church. Please ensure personal possessions are taken home with you. When you are using the church you can store and lock your things in the North Porch. Smoking It is illegal to smoke in the building. We request that you do not smoke outside the building whilst hosting. Free space clear. Keep all exits clear at all times PAT testing. Ensure all electrical equipment brought into the CR has been PAT tested Access Areas in the church The main body of the church can be used for activities and event. The north porch can be used for CR storage/security, and the vestry for CCT storage. All other areas of the church are out of bounds and must not be accessed. Check List Summary: 1. Responsible for locking and unlocking the church. No one should be in the church and its ground on their own so another Member Host or Member should be present during unlocking and locking of the church. 2. Before the space is used for an activity or project, review the risk assessment the member has submitted. 3. Follow security, and health and safety procedures (as included with this pack) at all times and monitor the church’s contents, its use and enjoyment by visitors. 4. Check that the space and any furniture or equipment is safe and presentable before and after any events or activities. 5. Check that if people are setting up for activities they are doing so in a safe manner. 6. Assist with general housekeeping. Check for any spillages, and clean them up. Make sure rubbish is collected. 7. Before leaving the church make sure all electrical equipment and lights are switched off and the church is vacated. 8. On locking up make sure all the doors are secured. If used, lock the main door from the inside and exit through the side door. And finally lock the gate with the padlock.



LIVING ROOM MEMBER HOSTING PROCEDURES On Living Room days provide a friendly, welcoming greeting and ensure everyone has a positive experience. Unlocking

Collect and sign for Keys, from Norwich Art Supplies Enter through south chancel door (small one) Personal property to be stored in the north porch. This area is to remain locked

to the public. Write in the CR diary who is hosting Unbar and open all sets of double doors in the south porch Place CR and CCT signs out on the pavement/railings Set out tables and chairs Turn on hot water urn and set up tea and coffee stand

During the day

Greet all visitors to the church. Be approachable for questions / to speak with visitors Do not leave the church unattended at any time Ensure visitors are never left in the church without MH Ensure the visitor book is open with a pen General cleaning (following guidance) if necessary

Locking up

Ensure all visitors have left the church Write total daily visitor numbers in the visitor book and initial. Clear away teas and coffee area Tidy and stack away furniture Return CR and CCT signs to the south porch Close and bar / bolt all sets of doors in the south porch Ensure any loose change from donations for CCT is placed in the wall safe Write any issues relating to the church in the diary and who at CCT has been

notified Turn off any lights or electrical items (hot water urn) Exit via south chancel door and return keys back to Norwich Art Supplies. If this

is after 5pm, please place keys in an envelope and post back through the NAS door.

the common room_member host procedures

Documents