Course RegisterTo ensure consistency in our approach to Course/Session registers I am writing to request that with immediate effect the following procedure is to be undertaken. The reason for this is that we are legally responsible for persons on this site and that we should have in place procedures to ensure the safety of all Users and Staff. The course register will be used to account for persons when an evacuation is necessary.
Coach Led SessionsAll coaches hiring our facilities have their own Public Liability insurance. However it is our responsibility to satisfy ourselves that a Course Register is completed on all occasions a session is undertaken. Reception Staff are therefore requested to provide each Coach with a copy of the Course/Session register below (no other register should be used). You will then make a typed copy which can become the master leaving the Coach the small task of ticking the attendance of participants each week. The Register must be collected once completed and kept in a place which is easily accessible in event of an evacuation taking place.
All required fields are to be completed.
From the Course register an email group is to be created and email addresses inputted to the group.
BookingsIt is essential that we have a consistent approach to our booking procedure. There are too many occasions where lack of planning and information leads to last minute clashes. When taking a booking the following procedure will be undertaken.
For all bookings: -
Full Name
Telephone Number
Email Address
Type of Booking
Date
Name of who took the booking
Where the booking results in the need to move other customers to other locations an email or letter must be sent immediately to the affected customer. For example Zumba was in the Community Centre but was moved to the Dance Studio to accommodate a conference in the Community Centre. This is totally acceptable but Zumba needs to be informed. A note will then be placed in the communication book to confirm this is done.
All bookings confirmed need to be inputted onto the appropriate database and where appropriate recorded as a paper copy. Where the booking relates to the Community Centre Jodie will be the main point of contact to provide quotes. However a general enquiry form is to be completed and left for Jodie in her filing tray. The information needed for the general enquiry is as above. In addition the customer must be informed that Jodie will ring them back on a Tuesday or Thursday morning to confirm details and prices. If a date is confirmed then write it in the diary in ink, if it is just an enquiry then write it in pencil.
In Jodie's absence Sue will assume responsibility.
Communication BookThis book provides a means for us all to communicate to each other.
Internal MessagesFor each message it should start with the name the message is for. When the message is complete the author should put their name.
External EnquiriesFor each enquiry the following should be noted: -
Full Name
Telephone Number
Email Address, if appropriate
Who the message is for
Name of who took the message
Coach Led SessionsAll coaches hiring our facilities have their own Public Liability insurance. However it is our responsibility to satisfy ourselves that a Course Register is completed on all occasions a session is undertaken. Reception Staff are therefore requested to provide each Coach with a copy of the Course/Session register below (no other register should be used). You will then make a typed copy which can become the master leaving the Coach the small task of ticking the attendance of participants each week. The Register must be collected once completed and kept in a place which is easily accessible in event of an evacuation taking place.
All required fields are to be completed.
From the Course register an email group is to be created and email addresses inputted to the group.
BookingsIt is essential that we have a consistent approach to our booking procedure. There are too many occasions where lack of planning and information leads to last minute clashes. When taking a booking the following procedure will be undertaken.
For all bookings: -
Full Name
Telephone Number
Email Address
Type of Booking
Date
Name of who took the booking
Where the booking results in the need to move other customers to other locations an email or letter must be sent immediately to the affected customer. For example Zumba was in the Community Centre but was moved to the Dance Studio to accommodate a conference in the Community Centre. This is totally acceptable but Zumba needs to be informed. A note will then be placed in the communication book to confirm this is done.
All bookings confirmed need to be inputted onto the appropriate database and where appropriate recorded as a paper copy. Where the booking relates to the Community Centre Jodie will be the main point of contact to provide quotes. However a general enquiry form is to be completed and left for Jodie in her filing tray. The information needed for the general enquiry is as above. In addition the customer must be informed that Jodie will ring them back on a Tuesday or Thursday morning to confirm details and prices. If a date is confirmed then write it in the diary in ink, if it is just an enquiry then write it in pencil.
In Jodie's absence Sue will assume responsibility.
Communication BookThis book provides a means for us all to communicate to each other.
Internal MessagesFor each message it should start with the name the message is for. When the message is complete the author should put their name.
External EnquiriesFor each enquiry the following should be noted: -
Full Name
Telephone Number
Email Address, if appropriate
Who the message is for
Name of who took the message
Debenham Sports and Leisure, Gracechurch Street, IP14 6BL.
email us at [email protected]
Tel: 01728 861101 (c) 2026
DEBENHAM VILLAGE HALL & PLAYING FIELD TRUST - Registered Charity Number: 1099705
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