CONDITIONS OF HIRE DURING COVID-19 PANDEMIC
1.1 As a hirer of Messingham Village Hall, you will be responsible for ensuring all those attending your activity or event comply with these special conditions of hire which will apply until further notice during the current Coivd-19 Pandemic. These are in addition to the normal Conditions of Hire and will take precedence over those normal conditions where appropriate.
1.2 These special conditions of hire will be kept under constant review and will be amended and reissued, as necessary.
1.3 These special conditions will always apply, including entering, occupying, and leaving the building.
1.4 By agreeing to use the building for your activity/event, you are also undertaking to agree in full to the provisions set out in this document.
1.5 Although every step has been taken to ensure that Messingham Village hall is safe to use, the Messingham Village Hall Committee takes no responsibility for any illness or disease that may be contracted in the Village Hall and all those who use the Hall do so entirely at their own risk.
2. ENTERING AND LEAVING THE HALL
2.1 When you enter and before you leave the Hall, please use the hand sanitiser that is provided.
2.2 Hand sanitiser is also provided for your use at the entrance, the main hall, and the kitchen.
3.1 Although the Hall will be regularly and thoroughly cleaned by the Village Hall cleaning team, you will 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. Please keep the premises clean through regular cleaning of surfaces during your hire, paying attention to wash hand basins, and the kitchen sink (if used), using your own ordinary domestic cleaning products.
3.2 If you have any difficulty obtaining or providing your own domestic cleaning products or need advice as to the suitability of any cleaning product, please contact Sharon Ladlow on 07732 365651
3.3 Please take care cleaning electrical equipment (e.g. the sound system in the main hall): use cloths, and not sprays.
3.4 If possible, please arrive early before your hire starts to enable you to undertake necessary cleaning. Although the Hall should be cleaned by the next hirer after your activity, it would be helpful if you could also undertake post-hire cleaning after your hire has finished. You will not of course be charged for any extra time you take to undertake cleaning etc before and after your hire.
4.1 Please keep the premises well ventilated throughout your hire, with windows and doors open as far as is possible and convenient. Please ensure they are all securely closed on leaving.
5.1 The kitchen will be available for use during your hire, but please ensure that no more than three people are in the kitchen at any one time.
5.2 Please bring your own food and beverages. You may use the hot water dispenser and kettle, as long as they are thoroughly cleaned before you leave.
6.1 The toilets will be open, but please observe the social distancing rules (see 8 below) as they apply at the time of your hire. Toilet rolls will be provided. Paper towels will also be provided but please deposit them in the bin.
7. FACE COVERINGS
7.1 in accordance with the latest Government regulations, it is a requirement for all users of Messingham Village Hall to use a face covering.
8. SOCIAL DISTANCING
8.1 Please ensure that you strictly observe the social distancing rules that are in force at the time of your hire. Please take these into consideration when deciding on numbers that can attend. If you need any advice on numbers, please contact Sarah Elvin on firstname.lastname@example.org
8.2 Posters are displayed with the rules that apply at the time of your hire.
8.3 Please ensure that everyone attending maintains social distancing while waiting to enter the premises (and when leaving), observes any one-way system in the premises, and as far as possible observes the rules when using more confined areas, e.g. moving and storing equipment.
8.4 Please take particular care to ensure that social distancing is maintained for any person aged 70 or over or likely to be clinically more vulnerable to COVID-19, for example keeping the appropriate distance around them when going in and out of rooms and ensuring that 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 and other vulnerable people that should be avoided.
8.5 It is important to position any furniture or the arrangement of the room as far as possible to facilitate people sitting side by side, with at least one empty chair between each person, rather than face to face. If tables are being used please place them so as to maintain a distance of at least 2 metres across the table between people who are face to face – e.g. using a wide U-shape.
9. CLOSING THE HALL
9.1 The Messingham Village Hall Management Committee reserves the right to close the hall if there are concerns relating to COVID-19, for example if someone using the hall develops symptoms and a thorough cleaning is required as a result; or if it is reported that these Special Hiring Conditions are not being complied with; or in the event of public buildings being asked or required to close again.
9.2 If this is necessary, we will do our best to inform you as soon as possible promptly by email or telephone and on the Messingham Village Hall website and the Messingham Village Hall Facebook page. You will not of course be charged for the hire that has had to be cancelled.
10. IF A PERSON BECOMES UNWELL
10.1 If in the event of someone becoming unwell with COVID-19 symptoms while at the hall please move them to the designated safe area which is the foyer area by the kitchen.
10.2 If an ambulance is required, it should be directed to the exit door at the back of the main hall.
10.3 Ask others in your group to provide contact details if you do not have them and task them to leave the premises immediately, observing the usual hand sanitising and social distancing precautions. You should also advise them to launder their clothes when they arrive home.
10.4 Please advise Helen Frost or Michael Moore on 07434 543932 or email@example.com of the incident as soon as possible.
11. REPORTING ISSUES
11.1 Please continue to report any accidents that may occur during your hire in the Accident Reporting Book in the kitchen.
11.2 In addition, there is now a Covid -19 Special Conditions Report Book in the kitchen where you can report any issues etc relating to these special conditions or other Covid19 matters, e.g. areas not properly cleaned, broken equipment etc.
11.3 The Report Book will be monitored regularly by a member of the Messingham Village Hall Management Committee and the necessary action taken as soon as possible.
12. FURTHER QUERIES
12.1 If you have any further queries on the above special conditions of hire, or any other issues in relation to the opening of the hall, please contact Sarah Elvin at firstname.lastname@example.org or 07434 543932
ISSUED BY MESSINGHAM VILLAGE HALL MANAGEMENT COMMITTEE 7 AUGUST 2020