Conditions of Hire ~ Booking Form ~ Home

 

 

 

 

WACTON VILLAGE HALL
Charity Number 304099
Additional Terms & Conditions of Hire during COVID-19
Revised 20th Sept 2020-09-20
Note: These conditions are supplemental to, not a replacement for,
the hall’s ordinary terms & conditions of hire


SC1: 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 will also be displayed in the hall. Particular attention is drawn to using the hand sanitizer
supplied when entering or leaving the hall.


SC2: You undertake to comply with the actions identified in the hall’s risk assessment, of which you
have been provided with a copy.


SC3: On arrival you will be responsible for cleaning door handles, light switches, window catches,
toilet handles and seats, wash basins, tables and chairs your group are likely to use (the Trustees will
remove the fabric covered chairs and the plastic chairs will be used instead). You will be required to
clean again on leaving. Use a proprietary cleaning product i.e. 70% alcohol spray or wipes which you
are required to supply. Please take care cleaning electrical equipment, use wipes - do not spray!


SC4: The kitchen and its contents will not be available at the present time. You and those using the
hall must bring their own drinks and any other refreshment, if needed.


SC5: 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.


SC6: You will keep the premises well ventilated throughout your hire, with windows and doors open
as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.


SC7: You will ensure that no more than 30 people attend your activity/event, [include yourself and all
committee members in this number], in order that social distancing can be maintained. You will ensure
that everyone attending maintains 2m social distancing while waiting to enter the premise. As far as
possible observe 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 1 person uses each suite of toilets at one time. A Vacant/Engaged
sign will be put on the ladies and gents toilet main entrance.


SC8: 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.


SC9: 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.


SC10: 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.


SC11: You will be responsible for the disposal of all rubbish created during your hire, including tissues
and cleaning cloths. Without exception ALL HIRERS will provide their own rubbish bags and take
the bag and all rubbish away with them when leaving the hall. There will be no rubbish bin or bags in
the kitchen for hirers to use.


SC12: The Trustees 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.


SC13: 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 Disabled Toilet. Provide tissues and
a plastic bag if necessary. There is hot water and soap for hand washing in this toilet. 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. Advise them to launder their clothes when
they arrive home. Inform the Booking Secretary on 01508 530823 and NHS Track and Trace
immediately.


SC14: Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk
of aerosol or droplet transmission. For the same reason you must take steps to avoid people needing to
unduly raise their voices to each other, e.g. refrain from playing music or broadcasts.


SC15: Where a group uses their own equipment, items which are difficult to clean, should be avoided
as far as possible. You will ensure that any equipment you provide is cleaned before use.