Booking Details: Name………………………………………………….. Telephone Number: …………………………………...
Special Conditions of Hire during COVID-19 from 19th July 2021 Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.
As from 19th July risks should be managed by hirers e.g., through ventilation, encouraging social distancing, hand washing and use of hand sanitiser.
SC1: You will make sure that everyone likely to attend your activity or event understands what they MUST DO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and 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 and not attend the event or activity.
SC2: You, the hirer, will be responsible for ensuring those attending your activity or event comply with the latest COVID-19 Secure Guidelines while entering and occupying the hall. It remains important to respect and be considerate of those who are more vulnerable and who may wish to take a more cautious approach. Appropriate measures (including wearing face masks and social distancing) can be taken so that people who are clinically more vulnerable or not yet fully vaccinated can feel comfortable and safe. We have left the one-way entry and exit in place which can be used if desired.
SC3: You may want to keep a record of the date and time the activity started, the name and contact telephone number or email of all those who attend your event. This can be done either by you operating an advance booking system which collects these details or providing your own NHS QR poster for this hall location and asking everyone who attends to use this poster to register their attendance on their smartphone app or by you keeping a record of any who do not register using their smartphone app.
SC4: Good ventilation (or holding activities outdoors) is the best means of reducing risk of transmission so it will be important to take advantage of the better weather in order to enable more vulnerable people to enjoy activities with minimal anxiety. 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.
SC5: The legal requirements to wear a face covering will be lifted in all settings. Guidance advises that wearing a face covering will reduce your risk and the risk to others, where you come into contact with people you don’t normally meet in enclosed and crowded spaces, so use of face coverings will remain advisable in confined spaces such as toilets, kitchens and corridors and at more crowded events.
SC6: Washing your hands with soap and water or using hand sanitiser regularly throughout the day. You and your party undertake to bring and use your/their own hand sanitisers and wipes. Cover your nose and mouth when you cough and sneeze.
SC7: You will ensure that no more than 30 people including yourself attend your activity/event for the safety of your guests, to prevent overcrowding and spreading the Coronavirus.
SC8: The use of the kitchen, crockery and utensils is now allowed but if they are used please ensure that the area, fridge/freezer and utensils are cleaned thoroughly before vacating the premises.
SC9: You will be responsible for the disposal and removal from the premises of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided and empty all bins (including those in the toilet) before you leave the hall.
SC10: 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.
SC11: In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall they should be isolated. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for hand washing. Ensure that you have full contact details for all those present 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 Janitor on 07801572573 or Hall Booking Secretary on 07702096060.
Hirer’s signature: ……………………………………………………………
Date: …………………………………………………………………………