NOTE : These conditions are supplemental to, not a replacement for, the Hall’s ordinary conditions of hire. These are our minimum standards and if stricter Government guidelines are in place the Government guidelines are automatically deemed to take effect and are to be included in these hire conditions.

  1. 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 appendix and which is also displayed at the Hall entrance, in particular using the hand sanitiser supplied when entering the Hall and after using tissues
  2. You undertake to comply with the actions in the Hall’s risk assessment, of which you have been provided with a copy
  3. The Hall will be cleaned before you arrive and you will be responsible for cleaning all regularly used surfaces during your period of hire including tables, wash hand basins, door handles using either the products supplied or your own ordinary domestic products – please take care cleaning electrical equipment. Use cloths – do not spray
  4. 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 48 hours, and that if they develop symptoms within 10 days of visiting the premises they MUST use the Test and Trace system to alert others with whom they have been in contact. They MUST get a COVID-19 antigen test
  5. 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
  6. You will ensure that groups are separated by at least 2m and that attendees do not swop tables. Attendees should stay in the same group of 6 for the entire event. Please take appropriate measures 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 1 person uses the toilets at any one time. Please ensure that you use the designated ‘one way system’ for entering and leaving the Hall – enter trough the back door and leave via the front door.
  7. 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
  8. 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 2 households or 1m with mitigation measures such as; seating side by side, with a 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 eg using a wide U-shape
  9. 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
  10. You will be responsible for the disposal of all rubbish created during your hire, incuding tissues and cleaning cloths taking all rubbish away with you when you leave the Hall
  11. 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
  12. 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 cleaning 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. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire
  13. In the event of someone becoming unwell with suspected Covid-19 symptoms while at the Hall you should remove them to a designated safe area. 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 the Hall Secretary on 01484 854354
  14. For events with more than 20 people you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants or stewards who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row
  15. 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 eg refrain from playing music or broadcasts at a volume which makes normal conversation difficult
  16. You will encourage all those attending your activity to wear a face covering unless an exemption or other government guidance applies to the activity. A face covering is not required when people are eating or drinking but they should be seated