Barham Village Hall
Special Conditions of Hire during COVID-19

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire. If you need a reminder of these, please see our web site: www.barhamvillagehall.co.uk

25th April 2021 SC1:

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.

SC2:
You undertake to comply with the actions identified in the hall’s risk assessment, of

which you will be provided with a copy.

SC3:

The Hall’s touch points* will be cleaned each morning, bins emptied and cleaning materials replenished. It would be good practice for each user to be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive, including the tables, chairs (spray is provided for the fabric part), plus any of the hall’s equipment (PA system, projector etc). Also to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (in each kitchen) or your own ordinary domestic products. You will be required to clean again on leaving, including the main hall’s partition screen, if opened. Disposable gloves are available in the store cupboards to wear when getting tables/chairs out/in and opening/ closing the screens. Please take care cleaning electrical equipment. Use cloths - do not spray!

SC4:

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 seek a COVID-19 test.

SC5:

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.

SC6:

You will ensure that social distancing is maintained throughout the duration of your event. You will ensure that everyone attending maintains social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible when using more confined areas e.g. moving and stowing equipment, which should be kept as brief as possible. You will make sure that no more than one family group use each suite of toilets at one time. Masks must be worn when inside the building for all activities **, except by people with medical exemptions. There is to be no waiting in other areas of the building, including corridors or foyer during sessions. Revised capacity (for non-fitness activities) to account for social distancing is as follows: 12-14 for Grabham Room, 25 for Main Hall.

(Or 8 in the main hall for fitness activities, 10 with extension area screen open). Group singing is not currently permitted. 


SC7:

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 compromising social distancing.

SC8:

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 six or less people or 2 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, face coverings 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.

SC9:

You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (at least one member of any group or 2 households must provide details). This can be done either by operating an advance booking system which collects these details, or by asking everyone who attends to use the NHS QR poster at the hall entrance to register their attendance and by keeping a record of any who do not register using their smartphone app and the hall’s NHS QR poster or your own NHS QR poster. If food and drink is being served, then the contact details of everyone attending must be

obtained on arrival unless they register using the NHS QR poster or have provided details beforehand.

SC10:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided in each room before you leave the hall.

SC11:

Users are encouraged to bring their own drinks and food. If food or drink is being served or made on a DIY basis (as distinct to a water bottle used during exercise) it must be consumed whilst seated. Alcohol must only be served at tables, or as a takeaway service or, at a performance of a film, play or concert, to those with a ticket for consumption in their seat. If food and drink is served at tables, you MUST ensure there is no mingling between groups at different tables, which must be seated in accordance with SC6.

SC12:

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.

SC13:

In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the designated safe area which is The Cloakroom. 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 booking secretary on barhamcommunityhall@hotmail.co.uk or 07546274832.

SC14: For events with more than 30 people (when allowed) 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.

SC15: 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 which makes normal conversation difficult.

SC16:

Other special points as appropriate.
E.g. Where a sports, exercise or performing arts activity takes place:

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

E.g. Where a group uses their own equipment:

You will ask those attending to bring their own equipment and not share it with other members or you will avoid using equipment, which is difficult to clean, as far as possible. You will ensure that any equipment you provide is cleaned before use and before being stored in the hall.

E.g. The hall is equipped with passive infra-red detectors which means that lights come on automatically in the entrance foyer and main corridor.

SC 17:

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.

Covid-Secure Guidelines:

1. You must not enter if you or anyone in your household has COVID- 19 symptoms.

2. If you develop COVID-19 symptoms within 7 days of visiting these premises, you must seek a Covid-19 test.

3. Face coverings must be worn unless an exemption applies (eg for health reasons or those under 11) or a person has a reasonable excuse not to wear a face covering (eg when taking part in an activity where an exemption apples). This is a legal requirement.

4. Maintain 2 metres social distancing as far as possible: Follow the arrows as you go through the entrance hall to your activity and observe the one-way system marked.

5. Use the hand sanitiser provided on entering the premises. Clean your hands often. Soap and hand dryer provided.

6. Avoid touching your face, nose, or eyes. Clean your hands if you do.

7. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the

   rubbish bags provided. Then wash your hands.

8. Check the organisers of your activity have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived. Keep them clean. We cannot ensure all surfaces at the hall are cleaned between each hire.

9. Take turns to use confined spaces such as corridors, kitchen and toilet areas. Standing or sitting next to someone is lower risk than opposite them. Briefly passing another person in a confined space is low risk.

10. Keep the hall well ventilated. Close doors and windows on leaving.

* Touch points - Door handles, light switches, window catches, toilet handles and seats, wash basins, kitchen skinks, water kettles.

** Subject to government guidelines