Catering Policy
For Victoria Hall
Version:
(Final or Draft)
Author:
Date Issued:
Date Approved by SMT:
Final
Moira Fuller
Victoria Hall Manager
30/04/14
Yes
Impact Assessment
Completed
(Yes, No or Not Applicable)
Yes
If No or not Applicable,
give your reason
Date of Next Review:
April 2015
Page 1 of 10
Equality Impact Assessment Form
The completion of the Equality Impact Assessment (EIA) will help us to
ensure that our policies, procedures and practices do not discriminate or
disadvantage people and also improve or promote equality.
In relation to: age; disability; ethnicity or gender
1. Please explain if you identified any inequalities or possible discrimination in
the policy, procedure or practice?
None identified: the removal of waste from the building will require some
physical activity but at a usual level for catering companies. We expect
catering companies to ensure they make reasonable adjustments for any of
their staff with disabilities, and allocate tasks accordingly.
2. If identified, how have you changed the policy, procedure or practice to
remove or mitigate the inequality or discrimination?
N/A
3. Any follow up actions required?
N/A
Page 2 of 10
Table of Contents
1 DEFINITIONS ................................................................................................................................3
2 PURPOSE ......................................................................................................................................3
3 SCOPE ..........................................................................................................................................3
4 RESPONSIBILITY ...........................................................................................................................3
5 POLICY .........................................................................................................................................3
6 GUIDELINES
6.1
General Conduct..............................................................................................................3
6.2
Insurance .........................................................................................................................4
6.3
Electricity .........................................................................................................................4
6.4
Gas ...................................................................................................................................5
6.5
Water ...............................................................................................................................5
6.6
Ingress and Egress ...........................................................................................................5
6.7
Waste
7 HYGIENE ......................................................................................................................................6
8 SECURITY .....................................................................................................................................6
9 PERMITTED CATERERS POLICY.. ..................................................................................................6
10 SUMMARY POLICY STATEMENT ..................................................................................................6
VICTORIA HALL CATERING APPLICATION FORM ...............................................................................7
Page 3 of 10
This catering policy provides key information for clients and their caterers to ensure
events run smoothly and safely at Victoria Hall. If you have any questions, please ask one
of the Victoria Hall team, and we’ll be happy to help!
1
DEFINITIONS
Premises – The building of Victoria Hall.
Hirer - Any person or persons who book all or part of Victoria Hall for an event.
Caterer – The caterers engaged in providing catering services and/or carrying out any catering
activities within the Premises for an event.
2
PURPOSE
The purpose of this policy is to set out the Victoria Hall Managing Agency requirements to
ensure the health, safety and welfare of staff, hirers, contractors and visitors with regard to
catering activities within the Premises.
3
SCOPE
This policy applies to all staff, hirers and contractors at Victoria Hall.
4
RESPONSIBILITY
It is the responsibility of all staff, hirers and contractors to comply with the requirements of this
policy and for the Victoria Hall Managing Agency to ensure its implementation, with the Hirer
responsible for the activities within their event.
5
POLICY
Victoria Hall recognises its duty of care under sections 2, 3 and 7 of the 1974 Health & Safety at
Work Act, the Management of Health & Safety at Work Regulations 1999 and other relevant
legislation.
In pursuance of this duty of care and in meeting its moral and legal obligations, Victoria Hall
shall:
- Advise all hirers of the Victoria Hall Health & Safety requirements.
- Provide all hirers with access to the Victoria Hall Risk Assessment.
- Ensure all Hirers are aware of the need to risk assess their events, and act upon the
control measures identified.
6
GUIDELINES
6.1
General Conduct
All catering arrangements must only be carried out by a professional catering company, unless
prior arrangements have been made and agreed in writing with the Victoria Hall Management.
All catering arrangements shall comply with the Food Safety Act 1990, the Food (General Food
Hygiene) Regulations 1995 and the Food Safety (Temperature Control) Regulations 1995.
Page 4 of 10
Caterers must also be on the Victoria Hall Permitted Caterers List (see section 9).
The Victoria Hall Terms and Conditions of Hire must be adhered to at all times.
Strictly no more than a total of 200 people can be catered for throughout any one-off private
event.
There is no in-built ventilation system in the Premises, so the cooking of food anywhere in the
Premises is strictly prohibited; only re-heating of food previously cooked off the Premises is
allowed. The prohibited cooking of food includes includes reheating food in oil, or any reheating
which produces significant smoke.
Any appliance which radiates heat (stoves/cookers/warming cabinets) shall be sited well away
from surrounding flammable materials (curtains etc.) and be screened off away from the public,
allowing access to the designated caterers/users only.
It is the responsibility of the Caterer to ensure that full training has been given to users of any
catering appliances or equipment.
Floors, furnishings and walls shall be protected by the Caterer from any damage which could be
caused by catering activities.
Any costs arising from damage caused as a result of any catering activities shall be borne by the
Hirer.
It is the responsibility of the Hirer and Caterer to ensure that, immediately after the event, any
areas used for catering purposes are returned to the condition in which they were found.
All Caterers must remove all their equipment, materials and waste from the Venue by the end of
the hire time which the client has booked the Venue for. Rubbish must be removed with the bin
bags placed in the black bins provided outside (bin store by Lockwood Street entrance).
6.2
Insurance
The Caterer must ensure that they are fully insured to cater at the Premises. Copies of the
Caterers Public Liability Insurance, along with other relevant insurance documents must be given
to the Victoria Hall Management prior to the commencement of any catering activities within
the Premises.
6.3
Electricity
Each electrical appliance brought onto the Victoria Hall site shall be electrically safe and bear a
test sticker indicating that it has passed an inspection by a competent person.
Each multiple outlet extension cable shall be electrically safe and bear a test sticker indication
that it has passed an inspection by a competent person.
Double plug-type adaptors are completely banned from use in any area of Victoria Hall.
Page 5 of 10
No form of radiant room heaters (electric or bottled gas) shall be used in any area of Victoria
Hall.
The Premises has a single phase 240 volt power supply. The maximum electrical load allowed for
catering appliances must be agreed prior to any catering activity within the Premises and is
dependant upon areas used and total building requirements throughout the event. The load is
expressed as a maximum amount of current which can be drawn via the wall sockets within each
area.
Any costs associated with repairing damage to the building’s electrical installation arising from
failure to adhere to the above requirements shall be borne by the hirer.
All temporary electrical cables shall be securely taped down to avoid a trip hazard.
6.4
Gas
Any appliance which uses bottled gas (such as stoves or ovens) shall be certified as being fit-forpurpose by a competent person before being used.
Any appliance which has a naked flame shall be sited well away from surrounding flammable
materials (curtains etc.) and from access by the public.
Any appliance which uses bottled gas shall be removed from the site as soon as possible
following the conclusion of the event.
During hire / tenancy times, all gas bottles not in use (either spare or overnight) must be kept in
the bottle store outside.
All gas bottles (full or empty) shall be removed from site when the event is over: they shall not
be left in the building or stored outside the building.
6.5
Water
As none of the major rooms have running water, water for hot water geysers, kettles etc. will
need to be brought from the kitchen area.
Any spillages of water or other liquids shall be cleaned up immediately to prevent a slip hazard.
6.6
Ingress and Egress
Escape routes and emergency exits shall be kept clear at all times and not impeded or blocked by
the storing of materials or equipment or the displacement of furniture.
6.7
Waste
The Caterer must remove all excess waste from site, including packaging and bottles. Additional
waste bins can be ordered from Bradford Council in advance; a charge, depending on
requirement, will apply to the Hirer. The Hirer should discuss with the Venue Management team
to order. All agreed waste must be placed in the outside bins provided, and must not be left in
the venue.
Page 6 of 10
7
HYGIENE
All catering arrangements shall comply with the Food Safety Act 1990, the Food (General Food
Hygiene) Regulations 1995 and the Food Safety (Temperature Control) Regulations 1995.
It is the responsibility of the Caterer to ensure that any area of the Premises used for catering
activities complies with the Food Safety Act 1990, the Food (General Food Hygiene) Regulations
1995 and the Food Safety (Temperature Control) Regulations 1995.
It is the responsibility of the Caterer to ensure that all staff have completed adequate food
handling and hygiene training prior to bringing food into the Premises.
All waste relating to the catering (food, disposable plates/ cutlery etc) shall be removed from the
Premises immediately after the event by the hirer unless prior arrangements have been made
and agreed in writing with the Victoria Hall Management.
8
SECURITY
Victoria Hall Management shall not be held responsible for the safe-keeping of equipment
brought in by hirers, caterers, contractors or suppliers.
9
PERMITTED CATERERS POLICY
All professional catering companies, on completion of the Victoria Hall Outside Catering
Application, will be automatically entered onto the ‘Permitted Caterers List’ (this is different to
the Recommended Suppliers list, which is an promotion/recommendation arrangement: caterers
should ask the Venue Team for further details if they are interested in this).
If a caterer breaches any of the conditions of this Catering Policy and the Terms & Conditions of
Hire, at the discretion of the Venue Management Team, they may be given one written warning,
specifying the reasons for the warning. If the same caterer breaches the Catering Policy and
Terms & Conditions of Hire again, and have had a previous written warning, they will be barred
from the Permitted Caterers List and unable to provide their services at the Venue. Serious
breaches of conditions could lead to the immediate curtailment of the event. This will be at the
discretion of the Venue Management Team and may lead to the caterer being barred from the
Permitted Caterers List immediately.
10
SUMMARY POLICY STATEMENT
Victoria Hall management requires that all events where catering activity occur are managed
safely and with due regard for health, safety and welfare of all persons involved.
Page 7 of 10
Victoria Hall Catering Application
Caterer Details
Address
Main Contact
Tel. No
Email Address
VH use
only
Event Details
Date
Type of Event
Catering Provided (please
detail)
Location of catering work area
Location of food serving area
Total No. People catered for.
Will hot food be provided?
If yes, please detail.
Will catering staff be onsite
throughout the catering
element of the event? If NO,
please detail reason.
Are additional bins required
from the Council?
(Additional charges will apply
– we will contact you to
discuss)

NO 
YES 
NO 
YES 
NO 
YES
Page 8 of 10
Equipment & Appliances
Item
Power Source
Victoria Hall does not provide
any catering equipment or
appliances.
Please detail all appliances
that will be provided & used
on site and detail required
power source (gas, electricity
etc)
Have all provided electrical
Items been PAT Tested and
labelled accordingly?
Have all required staff
members been trained in the
safe use of all provided
appliances and equipment?
Have all provided gas
appliances been certified ‘FIT
FOR PURPOSE’ by a competent
person?

NO 
YES 
NO 
YES 
NO 
YES
Health, safety, hygiene and insurance
All catering arrangements MUST comply with the Food Safety Act 1990, the Food (General Food
Hygiene) Regulations 1995 and the Food Safety (Temperature Control) Regulations 1995
Please detail the provisions taken to
ensure compliance with the above.
(please consider, for example, food
preparation, food temperature,
catering area hygiene, staff training,
equipment use, protection of existing
surfaces, waste removal etc)
Please detail insurances in place (eg.
Public Liability Insurance)
Please attached copies of the
following:
Relevant Insurance Documents
Relevant Risk Assessments
Method Statements
Other (such as training certificates
etc)




Page 9 of 10
Declaration
-
By signing this form I acknowledge that I have received and understood the specific Health &
Safety Policy regarding catering activities within the Premises of Victoria Hall.
- I agree to abide by the terms and conditions contained therein.
- I confirm that under no circumstances will I deviate or allow persons under my charge to
deviate from the prescribed methods of work outlined in the policy mentioned above.
- I further confirm that I will not place myself or others at risk or in danger through my
activities within the Premises of Victoria Hall.
Name
signed
date
Victoria Hall Use only
Application Granted


YES
NO
Please detail any exclusions from agreement & reasons for refusal
Name
signed
date
Page 10 of 10