Special Conditions of Hire Ellingham Village Hall during COVID-19
***EFFECTIVE FROM MONDAY 17TH MAY 2021***
Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.
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, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues. You, the hirer, are responsible for using the scanning thermometer to check attendees temperature before entering the hall. Anyone with a temperature above 38’c will not be admitted.
On entering the village hall you will be required to wear a face covering, and you will be required to keep it on , unless you are covered by a ‘reasonable excuse’. This could be for a gym class, if you need to eat or drink something, or if you have a health or disability reason not to wear one. Face coverings can be removed if users are undertaking exercise or an activity and it would negatively impact their ability to do so. The government guidance on wearing face coverings sets out the circumstance where members of the public do not need to wear a face covering and when they can be removed. This can be accessed atwww.gov.uk/government/publications/face-covering
You undertake to comply with the actions identified in the hall’s 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 hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products. You will be required to clean again on leaving.
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 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.
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.
The rule of 6 applies and this group can be made up of individuals from six different households. Different ‘rule of 6’ groups should be separated by 2m so that social distancing is maintained and these groups must not mix or mingle. The maximum capacity for exercise is 6 persons plus an instructor. You will ensure 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 2m 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 1 person uses each suite of toilets at one time.
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.
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 social distancing across the table between people from different household groups who are face-to-face e.g. using a wide U-shape [insert or attach drawing or photo].
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)
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided near to the fire door. Please dispose of this waste in the external black bin, by the fire door at the end of your visit.
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.
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.
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 next to the store cupboard and is marked. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. 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 Chris Stevenson (07970000539)
SC14: 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.
SC15:Special points as appropriate - eg. Sport or exercise
The maximum capacity of the village hall for exercise eg yoga, zumba is 6 persons plus an instructor.
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]
[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].
Updated 13th May 2021
to be effective from 17th May 2021