Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for,
the hall’s ordinary conditions of hire (updated 28-9-20).
Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for,
the hall’s ordinary conditions of hire (updated 28-9-20).
- You will be responsible for ensuring those attending your activity or event comply with the COVID-19 secure guidelines (attached) while entering and occupying the hall. This is also displayed in the kitchen entrance along with a form to confirm you have cleaned.
- You undertake to comply with the actions identified in the halls risk assessment, of which you have been provided with a copy.
- You will be responsible for cleaning door handles, light switches, window catches equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive and to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash basins and kitchen sinks (if used) using your own domestic cleaning products. You will be required to clean again on leaving and sign the forms in the areas you have used to confirm this (see UVA cleaning/areas suggestion list).
- Please take care cleaning electrical equipment. Use cloths- Do not spray.
- You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 48 hours, and that if they develop symptoms within 10 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact. They must seek a COVID-19 antigen test.
- You will keep the premises well ventilated throughout your hire, with doors (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
- You will ensure that no more than 39 people attend an activity or event in the main hall and 9 people in the committee room, in order that social distancing can be maintained. You will ensure that people attending do so in groups of no more than 6 (unless they are a “qualifying group”) and that such groups do not mingle. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure that no more than two people use the ladies toilets at one time.
- For fitness/dance/sport activities you will ensure no more than 22 in the main hall and 5 people in the committee room in order that 3 m social distancing can be maintained. 2m or 1m plus mitigation measures when using more confined area (e.g. moving and stowing equipment, accessing toilets).
- You will take particular care to ensure that social distancing is maintained for any persons age 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other confined areas without others being present. For some people, passing in a confined space is less risky, but for older people that should be avoided.
- You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face to face, and good ventilation. If tables are being used, you will place them so as to maintain a distance of at least 2 metres across the table between people who are face to face e.g. using a wide U-shape.
- You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (or a member of any group of up to 6 people who attend together). This can be done either by operating an advance booking system which collects these details, or by asking everyone who attends to use the NHS QR poster pinned on the foyer noticeboard, to register their attendance and by keeping a record of any who do not register using their smart phone app and the hall’s NHS QR poster or your own NHS QR poster.
- You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning clothes, taking all rubbish away with you when you leave the hall.
- You will bring your own food and drinks. You will bring your own clean tea towels and washing up cloths so as to reduce risk of contamination between hirers and take them away. We will provide washing up liquid.
- We will have the right to close the hall if there are safety concerns relating to COVID-19 if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.
- In the event of someone becoming unwell with suspected covid-19 symptoms while at the hall you should remove them to the designated safe area which is the entrance foyer. You will find in this area a plastic chair along with a Covid-19 first aid box with full instructions on how to respond. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they arrive home. Incident to be reported to the halls booking officer.
- For events with more than 30 people (when allowed) you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row.
- In order to avoid risk of aerosol or droplet transmission you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
- Where a sport, exercise or performing arts activity takes place: You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity E.g. Where a group uses their own equipment: You will ask those attending to bring their own equipment and not share it with other members or you will avoid using equipment, which is difficult to clean, as far as possible. You will ensure that any equipment you provide is cleaned before use and before being stored in the hall’s cupboards.