earlsferry town hall

Welcome Pack

earlsferrytownhall.co.uk

We are delighted you have chosen Earlsferry Town Hall to host your event and want to make sure you have all the information you need to ensure everything runs smoothly.

Before your booking, please ensure you have filled in all details of the google form at https://forms.gle/QhtMqyiwVydpfedn8

This information will be passed to the Duty Officer in charge at the time of your booking to ensure everything is set up as needed.

Please arrange a viewing of the hall if needed before your event by contacting emmacampbell@earlsferrytownhall.co.uk

Welcome

Duty officers & conTACT DETAILS

Please note that this is a list of all the duty officers for Earlsferry Town Hall. You will have received an email to let you know the names of the officers on duty at the time of your booking.

opening & closing the hall

Heating

The heating will have been programmed for you by the officer on duty. If there is an issue with the heating, please contact them as soon as you notice.

Cleaning

Please make sure you leave the hall as you find it, with all crockery washed & put away.

Chairs and tables should be carefully stacked back in the store room.

Cleaning supplies can be found in the large storeroom to the left of the kitchen along with brushes, mops, buckets etc.

If you decorate the hall in any way please make sure to take everything with you when you leave.

Fire Exits

There are 3 fire exits in the building. Please make sure to announce these to your guests at the beginning of your event.

Fire exits are

• The front door
  
• Beside the stage stairs towards the kitchen
• In the toilet block across from the ladies door

There is no formal meeting place for an emergency exit. Please prearrange a meeting place for your party and communincate this to them before the event.

tables & chairs

There are 100 red bucket chairs stacked in the storage room. There is a black wheeled trolley to help you move them to the hall.

Please stack the chairs in no more than 8 to a pile.

An example video of how to use the stacking chair trolley can be found at https://www.youtube.com/watch?v=yBIkIgoBuwo

There are 11 large trestle tables, 4 children’s trestle tables and several square blue tables. All are available for you to use.

Under the stage you will find a bag of cushions that can be used on the red bucket chairs. Please replace these after use.

Sound system

The sound system is available for use and can be connected using an aux cable.

Please note, use of the sound system must have been requested at the time of booking and tested before your event.

We are not able to accommodate last-minute access and set up on the day.

Laptops can be connected to the projector with an HDMI cable.

Please note that use of the projector must be prearranged as the screen needs to be set up on the stage.

There is also a microphone available for use.

Wifi

The wifi password is Jamesthe6th1872

Projector & cinema hire

Please note that projector and cinema hire is only available when requested at the time of your booking. If this has been requested then the equipment will be set up and ready for the time of your event.

Please make sure to come in before your event to test your equipment if you are connecting a laptop. We can make sure someone is available to help you with this.

There is a projector hire charge of £25.

garden use

Please note that the garden is only available for use if requested at the time of your booking.

If this has been requested and approved, you can access the garden through the fire exit by the toilets.

Please be mindful of neighbours and ensure to leave the garden as you find it.

Stage use

Please note that the stage must only be used with prior notification (as there may be equipment stored there).

If the stage has been approved for use, access stairs can be found in the hallway by the back fire door.

The curtains can be opened using the rope pulley to the left of the stage.

Please take extreme care when on the stage and responsibility for the safety of all members of your party. Please do not let children access the stage without supervision.

DECORATION

We want you to be able to make the space your own - so please feel free to decorate the space following the following rules.

Certified fire resistant decorative hangings may be used from the designated hooks.

The use of Blue-tack, adhesive tape, and drawing pins is not allowed on painted surfaces.

Please do not use open flames - battery operated candles are great instead.

kitchen instructions

DISHWASHER

The dishwasher can take a bit of getting used to - so please read the instructions carefully and check with the duty officer if you need help.

The dishwasher runs on a very quick 90-second cycle and is designed for glasses. If being used to clean plates, please make sure all food has been removed and plates rinsed before use.

• Check main switch is at on position (located in cupboard to right of dish washer)
  
• Open door and refit drain cover tube to right hand side of dishwasher and replace cover plate to right hand side of dishwasher.
• Press left hand button on face of dishwasher and leave for around 15 minutes for water to flow in and heat.
• The second left button controls the cycle time. The ‘in’ position is 90 seconds and the ‘out’ position is 120 seconds.
• Stack glasses top down and make sure they are secure.
• Fit loaded tray into chamber, close door & press ‘start’ button
• When cycle is complete, leave to dry or replace with second tray and repeat cleaning process.
• All rinse and cleaner solutions are fed automatically into the machine. These are stored in the cupboard at the right hand side of the dishwasher and are filled by the duty officer in charge.
• Once machine use is complete, remove glass tray and lift out right cover plate and remove drain plug. Leave both in machine on left hand side.
• Switch dishwasher ‘off’ using left hand button and then depress and hold drain button (second from right) for 10 seconds until you hear water drain *on/off switch must be ‘off’
• Once water drain cycle is complete dishwasher will go silent and is off - please check that water has drained then it’s time to go home!

OVEN

The oven can be turned on using the switch to the left on the wall.

The hob uses convection heat and there are several large pots available should you need them. You may need to bring along your own pots and pans for cooking in the kitchen.

WARMER

The warmer is available to the right of the oven and can be used for plates or food.

EXTRACTOR FAN

The extractor fan switch is on the wall to the right of the window. Please switch it off after use.

Please remember to close any windows if you open them during your visit.

Please note - kitchen and appliance use is only permitted with prior arrangement.

Glassware & crockery

Glassware & crockery hire is included in the kitchen hire cost.

There are 100 x

• champagne flutes
• water glasses
• wine glasses
• dinner plates
• side plates
• dessert bowls
• knives
• forks
• spoons
• teaspoons

All cutlery & crockery can be found between the kitchen and the meeting room cupboard.

You are also welcome to use the linen. We have 20 white tablecloths available. Please note - you many wish to iron them before use as they will have fold marks.

Please make sure all glassware & crockery is cleaned, dried and put away by the end of your booking.

Breakages are charged at £6 per item. Please let us know about any broken items asap by emailing emmacampbell@earlsferrytownhall.co.uk

Cleaning

Please leave the hall as you found it at the start of your booking.

You can find brushes & mops in the kitchen hallway & cleaning equipment under the sink.

Please ensure all cups, glasses, crockery & cutlery have been washed, dried & put away.

Used tablecloths should be washed, dried and returned as soon as possible.

Please wash on a cool setting with regular detergent. Remove soon after the wash is complete to prevent wrinkling and line dry or tumble dry on a cool setting. Please do not leave unfolded as they crease easily.

If you would like us to organise this for you, please let us know.

A £20 charge will be applied to your invoice.

Please ensure you have removed all rubbish, bottles & food from the premises when you leave. Unfortunately, we do not have recycling facilities for glass or plastic so we appreciate you taking everything with you.

Extra deep cleaning can be booked at £20 per hour.

next steps

Thank you!

We would love to hear all about your experience at Earlsferry Town Hall!

Let us know everything you loved and everything that you wish we knew. We are dedicated to making Earlsferry Town Hall a fantastic place to be.

Please tag us in your social media posts and send photos of your event to emmacampbell@earlsferrytownhall.co.uk if you are happy for them to be shared!