Special Conditions
of Hire during Covid-19

During the Covid-19 restrictions, we’ve had to introduce some temporary terms and conditions of hire

Special Conditions of Hire during Covid-19

As a result of the current government legislation and regulations around the Covid-19 pandemic, we have had to introduce some temporary additional conditions of hire for anyone booking the Hall. We’ve outlined these below and you can also download a PDF version here.

We appreciate that these are challenging times for everyone and we will keep these Special Conditions under review, particularly when government legislation and guidance is updated. Thank you for your understanding.


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”.



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.



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.


Facilitating social distancing measures

You will position furniture or the arrangement of the hired area as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at 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 e.g. using a wide U-shape.


Rubbish disposal

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided in the Covid-19 Cleaning Boxes before you leave Dumbleton Village Hall.


Food and drink

When relevant, you will encourage users to bring their own drinks and food.


Closing Dumbleton Village Hall

The Trustees will have the right to close Dumbleton Village 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 Conditions of Hire outlined herewith 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.


Persons exhibiting Covid-19 symptoms

In the event of someone becoming unwell with suspected Covid-19 symptoms while at Dumbleton Village Hall, you should remove them to the designated safe area (outside the Hall in the car park area at the front). 

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 already 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. Call or email the Chairman immediately.


Avoiding aerosol/droplet transmission

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, e.g. refrain from playing music or broadcasts at a volume that makes normal conversation difficult.


Minimum booking term

Regular bookings, such as weekly clubs or classes, must be booked for a minimum six week period. An invoice will be raised for the charges for the six weeks, which must be paid before the commencement of the first booking.


Special notices

Sports, exercise or performing arts activities:

You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity.

Hirers/Groups using their own equipment:

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

You will avoid using equipment, as far as possible, that is difficult to clean.

You will ensure that any equipment you store at the Hall is cleaned before use and before being stored in the Hall’s cupboards.