You will need someone to:

• Book the venue for the days when the group is going to meet. Make it clear to the landlord that you will be making regular bookings for six months to a year, or that you will need the venue term time only.
• Agree a tenancy agreement or lease.
• Negotiate with the caretaker or landlord when to collect the key, unlock (lock up) and how to return the key. Make sure the venue is left as you found it.
• Keep a register at each session of all who attend. This is vital in case of fire or other emergencies.
• Keep a file of members’ names, addresses and telephone numbers so you can let them know about important information, for example, special meetings or infectious diseases.
• Keep an up-to-date inventory of equipment which should be kept away from the premises (for insurance purposes). Check equipment regularly.