Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.
1.Users and hirers are responsible for managing the risks arising from your own activities and you should use any guidance from your specific sector governing body. As part of your booking arrangements, you must complete the template Hirer’s Risk assessment which we will provide. This should be returned to the booking secretary with your completed booking form.
2. You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall: in particular, using the hand sanitiser supplied when entering the hall and after. Masks must be worn within the hall EXCEPT for pilates/mat based exercise classes where it is discretionary
3. You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.
4.The hall will be cleaned regularly but you will be responsible for cleaning all regularly used surfaces during your period of hire (including tables, wash hand basins, door handles, toilet and wash areas if in heavy use) using the product supplied.
Please take care cleaning electrical equipment. Use cloths – do not spray!
5. 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 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact.
6. You will keep the premises well ventilated throughout your hire, with windows and doors (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
7. You will be provided with a printed suggested layout for your activity and you should ensure that no more than the listed number of people attend your activity/event, in order that social distancing can be maintained. 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.
The toilets will operate with a single use system, with a vacant/engaged sign on the outside
The one-way system we operate is: entry is through the main door, exit at the rear exit door, which avoids pinch points in the narrow corridors.
8. You will take particular care to ensure that social distancing is maintained for any persons aged 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 another person in a confined space is less risky, but for older people that should be avoided.
Revised 15 October 2020
9. You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required. (People are not obliged to provide details). We ask that you, the hirer, complete one Track and Trace slip for the group and place in the box in the hall. We will contact you for details of all your attendees if required. In addition the NHS QR poster is displayed in the hall for users to scan on their phones. But this does NOT replace the need for group leaders to collect contact details
10. You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided in the kitchen taking all rubbish away with you when you leave the hall.
11. The kitchen may be used. You will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stowed away. You will bring your own clean tea towels, so as to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.
12. We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, 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.
13. In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them either straight outside and to home, or isolate them in the kitchen awaiting help. The first aid kit (located in the kitchen) contains PPE for use in this situation. 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. Inform the booking secretary.
14. 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.
Finally : thank you for booking our hall and helping to re-build some community use again. The Trustees of Greysouthen Village Hall
