Policies and Key Documents

Sets out the charitable purposes, governance structure, and legal framework under which the Institute operates.  At its core is the same charitable purposes set out in the original Conveyancing document which established the charity in 1928.

Explains the rules for hiring the hall, including booking procedures, responsibilities of hirers, and conditions of use.

Describes how the Institute manages health and safety risks to ensure that the hall is safe for all users and visitors.

Outlines the fire prevention measures, evacuation procedures, and responsibilities for maintaining fire safety in the hall.

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Sets out the Institute’s commitment to providing fair access and promoting inclusion for all hall users without discrimination.

Details how the Institute protects children, young people, and vulnerable adults who participate in activities within the hall.

Privacy Statement

Explains how personal data is collected, used, stored, and protected in line with data protection legislation, and sets out individuals’ rights.

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Stratford St. Mary Village Institute collects and uses personal data only where necessary to manage bookings, activities, volunteers, and legal obligations.

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Personal data is handled securely and retained only for as long as required. We do not sell or trade personal data.

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Individuals have the right to access their personal data, request corrections, and request deletion where appropriate.

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Further information about how we use and protect personal data is set out in the Institute’s Data Protection & Privacy Policy, which is available on request.   Data protection enquiries should be addressed to the Institute Committee

This policy explains the roles and responsibilities of trustees and volunteers, including standards of conduct, safeguarding duties, and health and safety responsibilities. It sets out how trustees govern the Institute and how volunteers support its activities, ensuring that the hall is managed responsibly and in line with charitable and legal requirements.

Describes how to raise concerns or complaints and how these will be handled, responded to, and reviewed by the Trustees.

This guidance outlines licensing responsibilities that may apply to events held at the hall, including alcohol sales, regulated entertainment, and late-night activities. It helps hirers understand when licences or Temporary Event Notices may be required and clarifies the respective responsibilities of the hirer and the Institute.

This checklist supports hirers and event organisers in identifying and managing basic health and safety risks before, during and after their event. It covers key areas such as fire exits, trip hazards, equipment safety, capacity limits, and emergency procedures, helping users meet their responsibilities while using the hall safely.