Special Conditions of Hire during COVID-19 SC1 to 17

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.


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 poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.


You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.


The hall will be cleaned before you arrive and you will be responsible for cleaning all regularly used surfaces during your period of hire (including tables & chairs), wash hand basins, door handles) using either the products supplied or your own ordinary domestic products.

 Please take care cleaning electrical equipment.  Use cloths - do not spray!


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, and 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.


You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.


You will ensure that no more than the agreed number of 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, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. moving and stowing equipment, 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.


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 others being present.  For some people, passing another person in a confined space is less risky, but for older people that should be avoided.


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 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 a distance of at least 2 metres across the table between people who are face to face e.g. using a wide U-shape [insert or attach drawing or photo].


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 3 weeks after the event and provide the record to NHS Track and trace if required. www.nhs.uk/conditions/

Or dial 119


You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the bin bags provided before you leave the hall or taking all rubbish away with you when you leave the hall.


 You will ensure users bring their own drinks and food as at this time the kitchen remains closed.


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.


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 Disabled Toilet. Covoid-19 First Aid Kit is boxed and in the Green Room. 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.


Performing Arts Guidance must be used regarding music and choirs. This is in order to avoid risk of aerosol or droplet transmission. For the same reason 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. Ask if you are unsure.


Other special points as appropriate.

Where a group uses their own equipment:

 You will ask those attending to bring their own equipment and not share it with other members and 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’s cupboards. Any equipment you wish to store in the Hall must be taken away and sanitised, we will agree when you can bring it back. Ideally all equipment will be removed for a minimum of 72 hours before any of it is returned.

 The hall is equipped with passive infra-red detectors which means that lights come on automatically in the following areas:   Toilets only - other switches need sanitising.

 Any bins used during your session must be emptied and a new bin liner fitted.


Regular users will initially be issued with a starter pack of sanitising equipment and liquids.

You will be expected to maintain the pack yourself.

SC17:  Face Coverings:

From 8th August 2020 face coverings are required to be worn inside village and community halls. The Department of Health and Social Care has confirmed to ACRE that: “On entering a village hall, you will be required to wear a face covering, and will be required to keep it on, unless you are covered under a ‘reasonable excuse’. This could be for a gym class, if you need to eat or drink something, or if you have a health or disability reason to not wear one”

You should always wear a face covering when entering moving about and leaving the Halll. The risk assessment for your group will dictate mask and social distancing arrangements during your hire period.

This situation is dynamic and subject to change at short notice.

Please remain aware. Be safe.

Don’t rely on others.

Clean before, during and afterwards.

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A safe place to visit And Covid-19 Secure

Last site update 20th September 2020

  Burton Green

    Village Hall