Holiday Preparation for Village Halls and Community Buildings

Whether you’re closing your property for a couple of days or a couple of weeks, it’s important to prepare your community building if it will be unoccupied. Creating a closing checklist can help you shut down your building efficiently and safely. Here are some simple steps to save money, energy, and ensure security.

1. Update your team and local community

Tell your employees, regular users, and any groups or individuals with bookings about the closure dates and times. Be careful not to advertise that the building will be empty to avoid theft.

Also, inform delivery services, postal services, cleaning teams, maintenance staff, and your landlord. Update your email auto-reply and voicemail message too.

2. Check Fire Alarms

With no one around, you need to rely on alarm systems. Test all fire alarms, replace batteries, and consider having an electrician check everything. Installing alarms that alert authorities automatically can add extra security.

3. Adjust Heating

Lower the heat to save energy. Ideally, use an energy management system to adjust temperature based on occupancy. Keep the heat on at a lower setting to prevent issues like frozen pipes.

Quick tips for avoiding frozen pipes include:

• Ensure heating is left on at a lower setting to keep pipes from freezing (a minimum of 10 degrees Celsius).
• Inspect and insulate exposed pipes.
• Have someone check the building periodically during the holidays.

4. Unplug Appliances

Unplug appliances that don’t need to stay on. Some appliances, like computers, routers, modems, TVs, printers, chargers, and microwaves, use energy even when off. Unplugging them can save money and reduce the risk of electrical fires.

5. Used Timed Lights

Set up timed lights to make it look like the building is occupied, deterring burglars. This is a cost-effective way to add security without wasting energy. If you have Christmas decorations, ensure they are also on timers and follow safe lighting practices.

6. Check Security

Ensure all security systems are working, including cameras, locks, and alarms. Display security and CCTV stickers and signs prominently around the building. These visible deterrents can help prevent potential thieves from targeting your property. This helps monitor the building and deters thieves.

Having your intruder alarms signal to a designated responder or a monitoring station is highly effective. It ensures that someone can be on-site to check for disturbances in real time.

7. Check the guttering and drains

If you can, look in your building’s gutters and check for leaves, moss, or other debris. If rainwater can’t flow freely, it can cause overflow and flooding. Also, don’t forget to clear the ground water drains. Given the unpredictability of the British weather, it’s important to take these precautions, especially as we can’t always rely on the Christmas weather we hope for.

8. Encourage Volunteer ‘Drive-bys’

Ask volunteers or community members to periodically drive by and check on the building. This extra layer of vigilance can help deter potential thieves and identify any issues early on. Ensure they have contact information for emergencies and understand what to look for during their checks.

Request that volunteers report any suspicious activities or signs of antisocial behaviour to the designated contact person.

Start planning Early

It’s never too early to plan your building’s closing checklist. Early planning reduces confusion and prevents costly mistakes. Keep in mind that lead-times for engineer visits can be long, especially during the busy holiday season. It’s worth scheduling any necessary inspections or repairs well in advance.

Check when your boiler is due for its next service. If it’s soon, consider having it serviced before the weather gets too cold. This can prevent unexpected breakdowns and ensure your heating system operates efficiently throughout the winter months.

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Please do get in touch if you would like to know more about how we can support you and your business.

This article was adapted from an article by Zurich which can be found here.