Special Conditions of Hire for Holt Village Hall during COVID-19
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 is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.
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: 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.
SC4: 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 & Trace system (call NHS 119) to alert others with whom they have been in contact. Also advise the hall Booking Secretary on 01202 840631
SC5: 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.
SC6: You will ensure that no more than 6 people attend your activity/event, in order that social distancing can be maintained. There are some exemptions when a maximum of 30 persons are permitted - however you must contact the Bookings Secretary before the hire period if you wish to exceed the “rule of six”. Any hirer who is found to have more than six people at an event without gaining prior permission may be liable for a fine from the Hall or a government official.
SC7: You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises and as far as possible observes 2m social distancing or 1m plus mitigation measures when 2m is not possible or when using more confined areas (eg. moving and storing equipment, accessing toilets) which should be kept as brief as possible. You will make sure that no more than 2 people use each suite of toilets at one time.
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 with 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, eg. by using a wide U-shape.
SC10:: You are required 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 details to the Booking Secretary and the NHS Track & Trace if needed.
SC11: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the wheelie bin provided outside the kitchen door before you leave the hall.
SC12: 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.
SC13: 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.
SC14: In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should ensure they leave the building. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for hand washing. 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 hall Booking Secretary on 01202 840631.
SC15: Live performances (eg. 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 avoid people needing to unduly raise their voices to each other, so please do not play music or broadcasts at a volume which makes normal conversation difficult.
SC16: Where a group uses their own equipment, you will avoid using equipment which is difficult to clean. You will ensure that any equipment your group uses is cleaned before use and, where relevant, before being stored in the hall’s cupboards (eg. bowls or skittles equipment).
Please read the following information and the attached Risk Assessment form thoroughly before booking or attending an event at Holt Village Hall. These conditions comply with current government guidelines and are subject to review at any time.
Please note that these COVID-19 related conditions are issued by ACRE* and are in addition to, not a replacement for the Hall's standard conditions of hire, which also need to be adhered to - for details please view the Conditions of Hire
If you have any queries or concerns, please contact your event organiser or the Bookings Secretary by ringing 01202 840631 or email email@example.com
Risk Assessment for Hirers - this document sets out the responsibilities and requirements for people wishing to hire Holt Village Hall, in accordance with current government guidelines and are subject to change.
Holt Village Hall