Special Conditions of Hire During Covid-19

Special Conditons of Hire During Covid-19

- these are added to our standard conditione of hire and supplied with a booking form.

Signing the booking form is an agreement to all these terms and conditions of Hire.


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.



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.



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



Classes for floor-based exercises. Eg. mats / equipment: You will ensure that no more than 12 people attend your activity/event, in order that social distancing can be maintained. This will allow 4 rows of 3 people.

Classes for standing classes. Eg. Line dancing: You will ensure that no more than 18 people attend your activity/ event, in order that social distancing can be maintained.



The hall will be cleaned before your arrive and you will be responsible for cleaning all regularly used surfaces during your period of hire (including door handles, light switches, window catches, sanitiser button and any equipment used) using either the products supplied or your own ordinary domestic products.


Please take care cleaning electrical equipment.  Use cloths - do not spray!



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.


You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. accessing toilets, moving and stowing equipment) which should be kept as brief as possible. Only the disabled toilet will be available for people to use.



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 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.



You will position any equipment in an arrangement within the room to facilitate social distancing of 2m between individual people, as far as possible. Any chairs that have been requested will be placed to provide social distancing with seating side by side. At the present time it will be the halls responsibility to put out/ away chairs and tables with the appropriate cleaning.  



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.



You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, into the rubbish bins located in the disabled toilet, the main hall and the entrance hall. The final wipe from cleaning the outdoor handle as you leave will be taken away with you when you leave the hall.



You will encourage users to bring their own drinks if they need them.

At the moment the kitchen is closed but when it can be opened you will be responsible, if drinks 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.


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.



In the event of someone becoming unwell with suspected Covid-19 symptoms during a group session it is the responsibility of the hirer to remove them to the designated safe area which is the ladies changing area in the ladies toilet. There is an emergency first aid kit for the patient and responder provided. Take the appropriate action of either getting them home safely or call an ambulance and start the track and trace process.

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. They should then self-isolate for 14 days.

Inform the hall manager on 07458 304057 or the secretary on 01526 320810.


SC15: 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 at a volume which makes normal conversation difficult.



Other special points as appropriate.

You will ask those attending to bring their own equipment if possible and not share it with other members.

You will ensure that any equipment you provide is cleaned before use and if the equipment is stored within the hall it is cleaned before being stored.

You will not attempt to clean the floor, apart from any spills, which will be the responsibility of the hall cleaner due to it being sprung and polished.


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