Special Conditions
of Hire during Covid-19

Hirer’s responsibility

You, the hirer, will be responsible for ensuring those attending your activity/event comply with the COVID-19 Secure Guidelines while entering and using the Hall, as shown on the posters that are displayed throughout the Hall, in particular using the hand sanitiser supplied when entering the Hall and after using tissues.

Complying with Dumbleton Village Hall’s risk assessment

You undertake to comply with the actions identified in Dumbleton Village Hall’s risk assessment.

Undertaking a risk assessment for your activity

You must operate in a COVID-19 Secure way by following the government’s guidance in force for your activity. The guidance says: “if organising an activity, you should carry out a COVID-19 risk assessment to identify actions which could minimise the risk of transmission”.

Cleaning

You will be responsible for cleaning all touchpoints, equipment, toilet handles and seats, wash basins and all surfaces (including floors) likely to be used during your period of hire before other members of your group, organisation or activity attendees arrive using the products supplied (which will be in a clearly accessible location). You will be required to clean again on leaving, including the Main Hall floor.

If you undertake more than one activity session during your hire period, where separate attendees will use the Hall, you will need to clean prior to each new session starting.

Upon completion of cleaning at the end of your booking, you will be required to sign and date the Cleaning Checklist. This confirms that you have undertaken the required cleaning under your liability.

Please take care cleaning any electrical equipment and switches. Use cloths – do not spray!

Your responsibility for attendees

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. They must also be aware 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.

Test, track and trace requirements

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 21 days after the event and provide the record to NHS Track and trace if required. Dumbleton Village Hall will provide a recording sheet for this purpose.

Ventilation

You will keep the premises well ventilated throughout your hire period, 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.

Numbers attending

You will ensure that no more than 20 people attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. accessing toilets) which should be kept as brief as possible. You will make sure that no more than one person uses each suite of toilets at one time.

Care of clinically vulnerable persons and persons aged 70 years and older

You will take particular care to ensure that social distancing is maintained for any persons aged 70 years old 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, without others being present. For some people, passing another person in a confined space is less risky, but for older people this should be avoided.