Instructions for Use

Byfield Village Hall

For your own safety and enjoyment of the facilities please read these instructions on how to use Byfield Village Hall.

1. Gaining Entry

To gain entry you will require the four digit number to open the key safe which is to the left of the door to the Main Hall and to the right of the door to the Meeting Room.  The Chairman, Richard Corbett will give you the number, provided that you have completed and signed the booking form.  Occasionally we request a £100 surety. 

Operation of Keysafe

OPEN pull forward rubber cover to reveal keypad and instructions
press and slide down CLEAR button at base
enter 4 digit code – press each digit firmly, tip: use your fingernail
press and slide down OPEN button at top

CLOSE press and slide down CLEAR
re-enter 4 digit code press each digit firmly
press and slide down OPEN button – close door
replace key and rubber cover

Please close the safe while you are in the Hall and do not forget to replace the key in the safe after the event.  Please do not take the key home with you.

2 Essential Electrical Information

In the Main Hall find a row of 5 switches to right of serving hatch and to the left of the door partly hidden by curtain.

Ignore the middle one that is for testing the emergency lights.   Leave ON at all times the two right hand switches labelled ‘main switch’ and ‘emergency lights‘.    Activate the two left hand switches as necessary for the main and left hand sections of the Hall.  Please turn OFF when leaving.  Lights for the Side Annex, away from the car park, are operated within that area.  All the above lights are dimmable.  There is a thermostat above the controls. 

light controls to right of servery hatch

Heating and operation of air conditioners (Air Source Heat Pumps)

There is one powerful unit (12.5Kw) centrally mounted within the ceiling of the Main Hall.  It is controlled by the touch screen above the row of four heater switches that are now redundant.  There are three wall mounted  7Kw units, two on the side of the car park and one in the Side Annex.  These three units are controlled by the ‘remote’ to the left of the touch screen.  It has no effect on the large ceiling mounted unit.  If you need to use the remote be absolutely sure that you replace it afterwards in the holder.
The ASHP’s were installed in summer 2022.  They have definitely reduced our usage of electricity, by around 40%, while providing comfortable heating when the Hall is in use.  They are a great improvement on the old night storage heaters.
In general the appropriate units will be timed to come on, with a ‘warming up’ period and in good time for your event.  For the Regular Weekly Users this is set using the ‘Weekly Timer’ function.  I shall endeavour to set the heating for the one-off bookings and will speak to you in advance.  Please DON’T FIDDLE with other options.
Therefore there should be little for you to do, but if cold, follow the instructions on the wall and on the accompanying images here.  Briefly, for the central unit, activate the screen by touching ‘Set Temp’.  Press the up arrow to increase above the ‘Auto’ setting of 210C.  When it shows zero – that means 210C. Using the ‘Fan’ button (bottom right) will increase the blow but also the noise.  If too hot – long press on the ON button, the unit shuts down and green light goes off.
For the wall mounted units  use the remote.  Press the ON button (top right) and the screen on the remote shows the ‘Auto’ settings (210C and auto Fan Speed).  The temp reads Zero!  This is not freezing but 210C.  Press the Temp button to increase.  If you choose to play with fan speed watch the guiding icons bottom left of screen.  Otherwise please DON’T FIDDLE!  If too hot – press ON/OFF button on remote and the unit shuts down.

Below are two round push button dimmer switches that control the series of down-lighters along either side of the hall.  On the right are two toggle switches,  the right hand one controls the glitter ball and the other, the coloured ceiling strip lights.

heating and lighting controls
instructions for A/C unit on ceiling
instructions for wall mounted A/C units

Other Heating Controls

In the kitchen beside the cooker there is a timer switch.  If you are holding a large function this timer is important to activate the immersion heater to provide the hot water for washing up,  but you also need to turn on the switch above the draining board in this middle kitchen.  The immersion heater will then also supply hot water to the basins in all the toilets.

This timer switch also activates the Dimplex heater in the Side Annex.

Meeting Room heating is provided by two Dimplex heaters.  These are activated by local switches and the timer switch on the wall opposite the entrance.   The timer switch also has to be on to activate the hot water geyser over the sink There is a large grey night storage heater which should be LEFT ALONE.  It is for background heat.

timer switch to right of cooker hood
hot water switch by sink in middle kitchen
one of two Dimplex heaters in Meeting Room activated by timer switch above it

3. Sophisticated Lighting for the Byfield Night Club

Part of the refurbishment done during the Covid lockdown involved the installation of more sophisticated lighting designed to make the Hall a more welcoming venue for evening events.  Major changes have also been made to the stage lighting so as to enhance performances.  The controls for these lights are sited, – for the Hall, to the left of the Servery hatch and for the Stage on the wall just inside the right hand door.  To get the most benefit, study the instructions below, BEFORE your event

How to set the Main Hall coloured strip lights

Switch on the power (two switches above, one for strip lights, one for glitter ball)

All the controls just need light touch to turn on or off

  1.   turn the unit on or off by touching the centre of the colour wheel
  2.  ON shows a blue light at (2), OFF shows a red light at (2).
  3.  the numbers at the top (3) are pre-set – nothing to do there!
  4.  a light touch on the colour wheel (4) will turn the lights to the chosen colour.
  5.  touch here (6) and the lights will oscillate through the colours. Touch again to turn off.
  6.  R G B W (7)  These are switches, eg. touch R is added.  Touch again and red is turned off.  Note that if R G B W (7) are all turned off it can appear that the strip is not working.  Touch the colour wheel (4) to restart.
controls for coloured strip lights in Main Hall

How to set the Stage Lights

Turn on the power switch to the right

All the controls just need a light touch to turn them ON or OFF

Basic use

  • Turn the unit on or off by touching the centre of the colour wheel.
  • ON shows a blue light at (2) – OFF shows a red light at (2).
  • The numbers at the top (3) correspond to the four stage lights.  They are switches, eg. Touch 1 and light 1 is active, touch 1 again and light 1 is turned off.
  • A light touch on the colour wheel (4) will turn on the lights to the chosen colour.
    touch here (6) and the lights will oscillate through the colours.
  • Touch again to turn off.

…. and if you want to play some more

  • R G B W (7).  These are switches,  eg. touch R and red is added.  Touch again and red is turned off
  • Note:  if R G B W  (7) are all turned off it can appear that the lights are not working.  Touch the colour wheel (4) to re-start.p
How to set the stage lights

4. Microphone

For larger events organisers may find it useful to address the assembled company from the Stage and use a microphone.  Please contact Richard Corbett (details on Home Page) if you require this.  It is locked away.  With the microphone in your hand slide the switch all the way to the ON position, then go to the brown Audio box mounted on the right wall of the Stage as you face the Stage.  Turn on the mains switch near the floor and the toggle switch on top of the box. Speak!  There is also a volume control on top of the box.  The ON/OFF switch on the microphone has a halfway (mute) position – in this position the green light is on but no one will hear you.  Push it forwards all the way to speak.


Audio Box controls
Audio Box on right wall of stage

5. Projector Screens

The electrically operated large projector screen in the Main Hall is behind the stage curtain. Go up on the stage via doors to right or left. Facing the auditorium just behind the curtain on the right hand side is the remote that controls to operation of the screen.  Point the remote at the screen housing.  Use the up and down buttons.  The middle button halts movement.  The smaller buttons at the bottom can be used for small movements, not usually required.

Remote on shelf front of stage right
Controls on remote
Operation of remote
The screens in the Side Annex and the Meeting Room are manually operated. Read instructions on the wall. It is essential to pull down GENTLY so as not to over-extend. Go very slowly as black line at top comes into view, then it clicks into position. Pull gently down further and it retracts.

6. Kitchen Appliances

Most are just as in your own kitchen and, apart from the cooker, are not controlled by a master switch. There are two fridges, a freezer and a microwave.  The Lincat hot water dispenser in the main servery is ideal for making many hot drinks. Turn blue lever to right to allow inflow of water and nearby main switch to ON. Turn both OFF when finished.

For major catering operations in the kitchen activate the timer switch to the right of the cooker hood. Turn on the hot water switch above and to the right of the sink.  The timer runs out after 2 hours so may need refreshing but please return it to the off position by repeatedly pressing the button.  This timer needs to be active to power the Dimplex heater in the Side Annex.

Use of the cooker requires a key to unlock.  The charge for using the cooker is £8 and if you have requested this you will be told how to access the key which is in the secure box in the servery.  Having unlocked, turn the switch to activate the cooker. The hot cupboard is activated by a switch on the wall to your left and a button on the appliance.  A light comes on to confirm it is active.

When catering for large numbers the commercial dishwasher in the far kitchen is invaluable but please take care to follow the detailed instructions on the wall and pay careful attention to the cleaning procedure when finished.  The trays to load cutlery and crockery are stored on the opposite wall under a worktop.  Turn on the dishwasher at the start of proceedings as it takes 50 minutes to reach operating temperature. The mains switch is low down to the left hidden behind a waste bin.  There is a charge of £5 to use the dishwasher.

7. Kitchen Utensils

We have more than sufficient utensils for all your needs.  Crockery is in the cupboards on the right on entering the servery and cutlery on the left hand side.  Glassware of various types is stacked in labelled boxes on your right in the far kitchen that functions as a bar area.  More glasses are stored in the walk-in cupboard on your right.

cutlery & crockery in cupboards
all types of glassware

8. Fire Precautions

Note where the Fire Exits are (main entrance, car park side of Main Hall, opposite wall in Side Annex) and note where fire extinguishers are (entrance foyer, far end of kitchen area, Side Annex, Main Hall left of stage and two in the Meeting Room). All the Fire Exit signs are illuminated. Note it is also your duty to point out to users of the Hall where the Emergency Exits are sited. In emergency just push HARD on the bars of the Emergency Exit doors and they will open. Fire doors in and out of the kitchen area must be closed in an emergency and when you leave the building. The assembly area is the car park. If there is any outbreak of fire you must call the Fire Service. In the event of power failure the Emergency lights and Fire Exit lights will remain illuminated to aid evacuation of the building.

Remember Fire Exit doors must be kept clear of obstruction at all times and ensure this is so when you stack chairs before vacating the Hall.

9. Accidents, untoward incidents

Any untoward matter must be reported to Richard Corbett or any other member of the BVHMC. If required there are First Aid boxes available in the bar area, in the cupboard to the right of the sink (far kitchen). In the Meeting Room the First Aid box is in the cupboard under the sink. Within the First Aid boxes blank incident forms will be found. Alternatively, click this icon to download a copy:

 10. On Leaving the Hall

Leave things as you found them so that everything is in good order for the next user. Turn off all lights, heaters, appliances. Replace chairs and tables to where you found them. Chairs should be stacked in piles no more than five and placed BETWEEN Emergency Exit doors, so as not to obstruct them. Lift rather than drag furniture so as not to damage floor. Use the trolleys to move tables back to the store where you found them.  In the Meeting Room leave eight tables together in centre of the room.

Chairs & tables in walk-in cupboard

Sweep, vacuum and/or clean the floors, paying particular attention to food crumbs and any wet or sticky spills. Some of our hirers use the Hall in bare feet.  A mop and bucket is kept in the Ladies in the first cupboard on the right as you enter with suitable cleaning fluids in the cupboard under the sink in the middle kitchen.  That is the way to clean the kitchen floors but in the Main Hall please sweep the floor.  Large brushes are hanging from the far wall in the Side Annex store cupboard.  Dustpans and brushes are found beside the large fridge in the middle kitchen.   The cleaning cupboard  in the Ladies toilet also houses a vacuum cleaner and kitchen steps.     Kitchen cleaning materials (washing-up liquid, scourers, oven cleaner, dish-cloths and black bin sacks) are in the kitchen, in cupboards below the counters.  The equipment is there for you to use but we do ask you to provide your own tea towels and take them away with you.

Please dispose of rubbish correctly:

  • please do what I hope you do at home
  • items suitable for recycling can be placed in boxes under the counter in the middle servery area
  • at the end of your event take these outside and place in the blue bin – BVH Recycling
  • there are waste bins in the near and far kitchen areas lined with disposable black bin sacks
  • rubbish unsuitable for recycling goes in black bin sacks, more of these if required, are in the cupboards as labelled
  • at the end of your event tie up the black bin sacks and place in one of the two bins outside labelled BVH landfill
  • do not place rubbish in the brown wheelie bin which is marked BVH garden waste
Dust pan and brush
Cleaning materials
Cupboard in Ladies Room
please sort! - landfill or recyclable?
Our bins - clearly labelled

If you have used the kitchen, please:

  • Clean all the work surfaces and mop the floor
  • Leave the cooker completely clean
  • if you have used the dishwasher make sure it is empty and cleaned according to the instructions on the wall

Byfield Village Hall is used for a wide variety of purposes, by many societies, clubs and individuals in Byfield and the surrounding area. If we all take care to leave it as we find it, it will continue to serve our community for many years to come.

If you have any problems, please mention them to the Chairman, Richard Corbett.

Car Parking

There is space for about 12 cars immediately outside the Hall with more on the road between the Hall and the main road.  The area around the Hall belongs to the Parish Council and is not the responsibility of Village Hall.  In summer when the ground is dry the Parish Council may permit access to a sloping grassy area, through a locked gate at the far end.  Apart from parking on roads on the far side of the A361, the best option is to drive to an area on the far side of the playing fields and then take the short walk back to the Hall.  Return to the A361 and turn right down past the garage to Fiveways, go right down Church St, past the Church, round the bends and past two houses looking for signs on the right to the playing fields and Scouts Hut.  Park there and walk back along the path beside the playing fields.  The trip will take 5-10 minutes depending on traffic.