Covid 19 – Extended conditions of Hire

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire and are to be read in conjunction with the hall COVID-19 risk assessment. The primary purpose of these additional conditions is to minimise risk of transmission of COVID-19.

We appreciate the restrictive nature of these additional conditions. These are a first attempt at communicating everyone’s role in making the hall COVID-19 secure. We may review these conditions as Government guidance changes, and once we see how things are working at the hall.

Please contact us at info@vichall.org.uk if anything is not clear to you.

Terms:

The Victoria Hall is referred to us as “us / we”

Person completing the booking form or other person named on booking form is “you / the hirer”

People attending your event are referred to as “your participants”

COMMUNICATING WITH YOUR PARTICIPANTS:

We all have a shared responsibility to minimise risk or transmission of COVID-19. You need to communicate to your participants the sections of these additional conditions that are relevant to them, before their attendance at your event. You will be responsible for ensuring those attending your activity or event comply with these terms and conditions specific to COVID-19 while entering and occupying the hall.

PEOPLE WHO ARE ALREADY UNWELL OR BECOME UNWELL:

You need to ensure 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. Also, if they develop symptoms within 7 days of visiting the premises, they MUST tell you, as well as following current Government advice for those who may have COVID-19.

As a matter of urgency, you then need to contact us, at info@vichall.org.uk to let us know that there has been a potential case of COVID-19 in the Victoria Hall.

REGISTER:

You the hirer, or your designated health and safety person (named on booking form) need to keep a legible register of the names and contact details all people attending your event and retain this register for 21 days after the date of your event in case Track and Trace need to contact your participants. After 21 days, please dispose of the register securely in line with GDPR guidelines.

HYGIENE:

We are providing wall mounted, hands free sanitiser dispensers by the entrance and exit to the hall. We will also provide table-top hand sanitiser in each hireable room. Please encourage your participants to use sanitiser on entry and exit from the hall and as appropriate during the activity. There are also handwashing facilities available in all toilets and the kitchen.

SERVING FOOD OR DRINKS:

If you intend to serve participants with food and/or drink during your hire you will need to specify in your Risk Assessment what measures you will take to minimise the risk of transmission of COVID-19 through the food and/or drink served.

MASKS:

You and your participants are required to follow current Government guidance with respect to the wearing of masks in indoor public spaces. From 14th September 2020 it is mandatory for people over the age of 11, unless exempt, to wear a face mask while inside the Victoria hall.

Please see the following document for more information. https://www.gov.uk/government/publications/face-coverings-when-to-wear-one-and-how-to-make-your-own/face-coverings-when-to-wear-one-and-how-to-make-your-own#when-to-wear-a-face-covering

RISK ASSESSMENT:

You have been provided with a copy of the hall’s COVID-19 risk assessment and you undertake to comply with the actions identified in that risk assessment.

YOUR RISK ASSESSMENT:

Before any hire can be accepted, you need to have produced your own risk assessment specific to your activities at the hall and agreed any additional steps needed to mitigate risk of COVID-19 transmission which are specific to the nature of the hire.

You can look at a sample risk assessment here (accessible at time of writing): https://acre.org.uk/cms/resources/appendix-g-COVID-19-risk-assessment-for-hirers-4.7.20-.pdf

SOCIAL DISTANCING AND ROOM CAPACITY:

You need to communicate with participants that 2m Social Distancing (SD) is the expected SD measure whenever possible and 1m distance or less for the minimum possible time. You need to take particular care to ensure that SD 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.

There is a maximum person capacity in each room to enable SD:

Entire building: – no more than 30 people in the entire building at any one time.

Entrance hall / one-way system: Participants will enter the hall through the main door and depart through the fire door next to the office. The hallway is a pinch point and you need to make participants aware of the need to be alert

Note: Once all your participants are in, please then lock the front door, to prevent casual access of the hall with respect to people accessing the toilets.

Note: In the event of fire, use all available fire exits.

Toilets: Only one person in each toilet area at any one time unless from the same household. You are responsible for communicating this to your participants.

Wedges are available so you can choose to fix open the doors leading to the ladies and Gents toilets, which will make it easier to ascertain if they are already occupied.

Greg Evans room: Six people maximum at 2m distancing.

Kitchen: two persons. The floor area of the kitchen does not allow for 2m distancing. We understand that sometimes it is necessary to have two people in the kitchen at once. If this is true for your hire, in your risk assessment you need to clearly indicate what steps you will take to minimise risk of COVID-19 transmission between people in the kitchen.

Small hall: maximum of 12 people at 2m.

Main hall: maximum of 30 people.

Stage: unavailable for hire.

HIRE THE ROOMS YOU WISH TO ACCESS:

You may only access those rooms which you have hired, plus toilets. All other spaces will be locked and inaccessible. Any hired space always has access to at least two fire exits.

MANAGING SHARED AREAS:

There may be times when two regular hires are in the building at the same time. You consent to the Booking Secretary giving the other hirer your contact details, so you can liaise between you about managing risk (e.g. arrival and leaving times).

CLEANING:

The hall will need to be cleaned frequently, and where possible tables and chairs will be cleaned between hires. Therefore, we will provide a box of cleaning equipment in the cleaning cupboard.

You will be responsible for cleaning any surfaces likely to be touched during your period of hire before other members of your group or organisation arrive and again at the end of your hire.

Please wipe up any spillage under the hand sanitiser stations. We will extend the hire period by an hour, without charge, to make this cleaning possible. Please take care when cleaning electrical equipment.

Use cloths – do not spray!

VENTILATION:

You are asked to 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.

FURNITURE:

You need to request the amount and type of furniture you require for your event on the booking form. You will not be able to access the furniture store to get out more furniture.

For cleaning purposes, only plastic chairs will be available. All curtains that could be touched, have been taken down.

You are asked to position furniture or the arrangement of the room as far as possible to facilitate SD of 2m between individual people or groups of up to two households.

RUBBISH:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, and dispose of this rubbish first into the bag provided and then into the large bin outside.

KITCHEN USE AND EQUIPMENT:

Where appropriate, please encourage participants to bring their own drinks and food. If providing food and drink, you will be responsible for ensuring that all glass, crockery, and cutlery is washed in hot soapy water, dried, and stowed away.

To reduce risk of contamination between hires, there will be no oven gloves, tea towels or dish cloths provided by the hall, so please bring, and remove your own. We will provide washing up liquid.

CLOSING THE HALL:

We will 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 cancellations we make.

SOMEONE BECOMING UNWELL WHILE AT THE HALL:

In the event of someone becoming unwell with suspected COVID-19 symptoms while at the hall, you need to:

  1. bring your activity to an immediate close.
  2. Separate the ill person from the rest of the group – the gent’s changing room is the area designated for this purpose.
  3. Before sending everyone else home, ensure you have accurate and legible contact details for everyone present.
  4. Monitor the unwell person until they can be transported home or to hospital.
  5. Place all used tissues in a plastic bag that is then sealed and disposed of in the rubbish bin outside.
  6. Use hand sanitiser and when you get home, launder all your clothes.
  7. As a matter of urgency, you then need to contact the us at 01570-421-305, 07891-632-614 or at <a href=”mailto:info@vichall.org.uk”>info@vichall.org.uk</a> to let us know that there has been a potential case of COVID-19 in the Victoria Hall.
  8. Live performances e.g. drama, music and exercise classes are not permitted at present. This is 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 at a volume which makes normal conversation difficult.
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