Want to rent Voss Sports Hall?

Guidelines

Voss Herald's Council decided in case 116/23 to set aside NOK 600,000 for a two-year trial project on the free rental of municipal buildings and sports facilities for voluntary teams and organizations involved in children's and youth activities.

In the case that explained the costs associated with such a project, it was pointed out which activity offer fell under the scheme. Local, voluntary teams and organizations can rent municipal buildings free of charge for regularly organized weekday activities for children and young people in the age group 0-19 years. Activities outside normal opening hours, income-generating events, courses, cups, matches, weekend events, or the like do not come under the scheme; the same applies to letting private individuals and commercial players.

• Local volunteers, teams, and organizations (in Voss Herad) can rent municipal buildings free of charge for regularly organized weekday activities for children and young people in the 0-19 age group.
• Income-generating events, courses, cups, or the like do not qualify for cost-free rental.
• The activity must be run by a voluntary team or organization, and it must be open to everyone.
• The premises are not rented out free of charge to private individuals, for income-generating events or commercial activities/actors.
• A written and signed operating agreement must be drawn up with all users/volunteer teams.
  • All voluntary teams that use municipal buildings must have an adult responsible in charge who has
    completed the mandatory tenant training course.
  • The tenant course is compulsory for everyone!
  • There must be an adult present in addition to trainers who are responsible for the venue. The building is not manned permanantly.
• Everyone who uses the building receives a key card/code that works during the time interval one has training time. The door is locked while the hall is being used.
• As the user, you are responsible for the entire hall and the entrance area when the hall is used.
• If you discover damage to the building, equipment or other defects, this must be reported
  as soon as possible.
• The tenant/team/organization is financially responsible and must cover costs linked to material/equipment that is destroyed, vandalism, and activities that require more cleaning or other extra expenses.
• After the season (which runs from August-June), the lessee is obliged to submit an evaluation of
  the tenancy and hand in the key tag/key.

Allocation key and principle for allocating free time in the hall

• Joint application and distribution of hours each spring in May.
• Public, and collective admission based on age groups, and type of activity (outdoors/hall). Children and young people are prioritized. After the first allocation, the first-come, first-served principle applies.
• A joint assessment and allocation must be carried out in which all schools (municipal and county schools), the cultural center and the sports hall are involved.
• Trust-based arrangement.
  If the hall is not used when you have set up a time, this must be reported and the time must
  be freed up in the calendar. If this arrangement is not followed, one will lose the scheduled time, and access and get
  reduced priority at the next allocation.

Specific and general guidelines and conditions for renting Voss Sports Hall

• Training in fire safety, routines in case of fire, and use of lifting equipment in the sports hall
  must signed off upon with the landlord and signed off after completion on an annual basis.
• There must always be adult, responsible tenants present together with children and
  young people. A list with an overview of responsible persons should be sent to the landlord in advance. This
  is due to regulated safety training.
• For commercial rentals and rentals that are not covered by the free principle, invoices are
  sent out monthly in arrears. The confirmation forms the basis for invoicing. In case of errors or omissions, please contact us. It is the tenant's responsibility to provide correct information to the landlord.
• Cancellation must take place at least 30 days before cancellation, otherwise, invoices will be issued according to confirmation of booking.
• Cancellation of bigger events must be done within 3 months before termination, otherwise the full price will be invoiced. When renting the entire hall, there is a cancellation fee of 10% of the agreed rental cost.
• If the landlord has to close the hall and the rental period is canceled, the tenant will be notified and exempt from payment in accordance with confirmation of booking. Vossabadet and Voss Idrettshall KF reserves the right to make changes in rental times due to unforeseen events that cannot be prevented or if it is more appropriate for the mandate and the operating agreement the KF has with Voss Herad.
• Washing is at the tenant's expense, and the sports hall must be returned in a clean and same
  condition as at the start of the tenancy. In the case of an event, the organizer and tenants must arrange to wash themselves or use a laundry agency, such as RSV (which the KF usually uses). The cost of washing and time for washing falls to the tenant.

If you discover damage to the building, equipment, or other defects, this must be reported immediately to the head of department for Voss Sports Hall, Per Støyva. By email: per@vossabadet.no or phone 915 13 134.

Rules of order when using Voss Sports Hall

There must be an adult present in addition to trainers who are responsible for the premises during the period when the tenant has been allocated hall time. The building will not be manned. Tenants are fully responsible for the time they have been allocated.

1. There must be peace and order during training and other events.
2. All equipment must be used responsibly. You have to be especially careful when it comes to the partition wall. The equipment must be placed in a fixed place after use, even if this was not in order when you entered the hall.
3. Damage to the house, contents and equipment must be reported to the instructor and landlord as soon as possible.
4. During normal training, the hall must be emptied no later than 22:00.
5. During training, only the participants in the training session have access to the sports hall. The instructor/guard is responsible for ensuring that the outer doors are closed during training and are opened when changing parties. The instructor can approve that there is an audience at the training.
6. The audience must stay in the hall, or as instructed by the instructor.
7. Shoes with stiletto heels or shoes with knobs must not be worn in the hall. Nor must training/competition shoes that leaves marks on the floor in the hall.
8. If a new responsible instructor does not come to the hall and relieve you, one must make sure that the hall is empty and that all external doors are locked before leaving the hall. The last training session must turn off the lights in the hall.
9. Smoking is prohibited in the hall. Alcohol shall not be used in the sports hall.
10. The instructor has the right to and must expel persons who did not participate in the training, who disturb the activity, or who break the rules of order for the hall.
11. Forgotten clothes and belongings must be removed from the hall and placed in a designated place.

Safety at events

Responsibility for safety at the event rests entirely with the organizer. Safety plan, license, and documentation of decisions from the Police and any ROS analyses must be sent to the landlord's contact at least two weeks before the event.

For advice, tips and legislation, see the organiser's guide.

Fire instructions

There must be an adult present in addition to trainers who are responsible for the premises during the period when the tenant has been allocated hall time. The building is not permanently mannes. Tenants are fully responsible for the time they have been allocated.

1. For all use of the sports hall, a fire safety responsible person/adult must be present who has signed a declaration that he is familiar with, - and accepts the responsibility that comes with standing as a tenant of the sports hall.
2. The fire safety responsible is obliged to familiarize himself with the fire protection equipment in the hall and to be familiar with escape routes and the alarm system.

In the event of a fire alarm, the responsible must ensure that everyone in the hall leaves the hall as soon as possible in a calm and controlled manner. One should not go through the wardrobes to get things or clothes. Furthermore, he must see that doors that are not used as an escape route are closed.

The responsible must notify the fire protection on 110 as soon as possible and report to the fire chief/fire management when the fire protection arrives. If it does not cause danger, the responsible adult must do what is possible to extinguish or reduce the outbreak of fire. Before leaving the hall, the responsible must ensure that a new fire safety responsible is present if there are people in the hall.

The hall is approved for a maximum of 1,100 people at a concert.
Up to 1,500 with manned emergency exits and assisted escape.