Covid 19 – Hall Hire supplemental conditions

Posted on by



Note:  These conditions are supplemental to, not a replacement for, the Ditcheat Jubilee Hall’s standard Conditions of Hire

Special Condition 1:

You, the Hirer, must ensure that you and all those attending your event comply with all relevant COVID-19 related legislation and guidance issued by the Government, Local Authority and relevant Sports Governing Bodies in force at the time of hire.

Special Condition 2:

You will be responsible for ensuring those attending your event comply with the COVID-19 Secure Guidelines while entering, occupying and exiting the Hall, including the Forecourt and Rear Patio Area, as detailed on the COVID-19 Secure Poster displayed at the Hall Entrance.  (A copy of this poster is available on request).  Special attention should be given to using the hand sanitiser when entering and exiting the Hall and regularly throughout the event.

Special Condition 3:

You undertake to comply with the actions identified in the Hall’s Risk Assessment, which is available on request.

Special Condition 4:

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 and to keep the premises clean and sanitised by regular cleaning and sanitisation during your hire.  You should pay particular attention to hand basins and sinks (if used).  Cleaning and sanitisation products and a set of instructions are supplied for this purpose.  You will also be required to clean and sanitise all surfaces and equipment used before leaving and securing the Hall.  The instructions will include special precautions to be taken if upholstered chairs are used.    N.B.  Please exercise care when cleaning electrical equipment e.g light switches by using cloths and not spraying.

Special Condition 5:

You will ensure that everyone likely to attend your event understands that they MUST NOT DO SO if they, or anyone in their household, have had COVID-19 symptoms in the last 48 hours, or have been otherwise advised to ‘self isolate’.  If an individual attending your event develops COVID-19 symptoms within 10 days of the event they MUST seek a COVID-19 Test.  In these circumstances they must also alert the Hall Bookings Officer (telephone 01749 860444).

Special Condition 6:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, using the rubbish bags provided before you leave the Hall.

Special Condition 7:

You will keep the premises well ventilated throughout your hire, with windows and doors left open as far as convenient.  Where weather conditions preclude the opening of doors and windows for ventilation, you should consider additional measures to reduce the potential risk to attendees particularly when the central heating is in use.  You will be responsible for ensuring the Hall is fully secured on leaving.

Special Condition 8:

You will ensure that attendees are encouraged to:

  • maintain social distancing in the Main Hall as far as possible;
  • implement additional safeguards such as the use of face coverings in confined areas e.g. Annexe, Furniture Store, Kitchen and Toilets;
  • observe any one way system;
  • give additional consideration to those who are more clinically vulnerable or those who wish to take a more cautious approach.

Special Condition 9:

You will encourage attendees to bring their own drinks, food and utensils to the event.  If you do use any of the Hall cutlery or crockery you will be responsible for ensuring it is put through the appropriate dishwasher cycle before being stowed away.  Alternatively you may wash and dry items by hand, in which case, hot soapy water should be used.  Washing up liquid and disposable dish cloths will be provided for this purpose but you must provide your own tea towels to minimise any risk of contamination.  Measures should be implemented to ensure social distancing is maintained in the kitchen.  If food or drink is served or made available, it is recommended that this is consumed while seated. 

Special Condition 10:

The Hall reserves the right to close the premises if there are safety concerns relating to COVID-19.  This may include, but is not limited to, compulsory Government or Local Authority ‘lockdown’, deep cleaning requirements, or quarantining.  In such circumstances we will do our best to inform you promptly and you will not be charged for this hire.

Special Condition 11:

In the event that an individual attending your event becomes unwell with COVID-19 symptoms while on the premises you should advise them to go home immediately.  Where this is not possible, you should remove them to the designated ‘Isolation Area’ located in the Hall Annexe to await transportation home or to hospital.  Tissues, plastic bags and hand washing facilities are available in this Area.  Ask other attendees to leave the premises, observing hand sanitising and social distancing precautions.  Additionally advise attendees to launder their clothes when they arrive home.  In such circumstances you must inform the Hall Bookings Officer (telephone 01749 860444) as soon as possible.

Special Condition 12:

To avoid the risk of aerosol or droplet transmission you are encouraged to take steps to avoid people needing to unduly raise their voices e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.

Special Condition 13:

You are requested tokeep a record of the date and time your event started and the name and contact telephone number or email address of all those who attend your event.  This can be done either by operating an advanced booking system which records these details, or by asking attendees to use the NHS QR Poster displayed at the Hall entrance and by keeping a record of any who do not register using their phone app and the Hall NHS QR Poster.  Information collected by you should be retained for a minimum of 21 days and stored securely either electronically or in writing.

Special Condition 14:

You will encourage all those attending your event to wear a face covering unless an exemption or other Government guidance applies to the activity.

Special Condition 15 (Regular Hirers only):

Where possible all equipment and other materials belonging to your organisation/club should be removed from the Hall immediately after completion of each hire.  If this is not feasible you must ensure the equipment is stored in such a way that it does not impede free access to the designated ‘Isolation Area’, and does not restrict access to other users’ equipment.  Attendees should avoid touching equipment belonging to other organisations.