Special Conditions of Hire during COVID-19 restrictions

Note: These conditions are supplemental to the Centre’s ordinary conditions of hire.
(version 6)
 

►1 : 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 Centre, as shown on the poster (below) which is also displayed at the Centre entrance, in particular using the hand sanitiser supplied, or washing the hands for 20 seconds with soap and water, when entering the Centre and after using tissues.

►2: You undertake to comply with the actions identified in the Centre’s risk assessment, of which you have been provided with a copy. You are encouraged to carry out your own risk assessment and you must comply with the latest Government guidelines.

►3: The Centre will be cleaned before you arrive. You will be responsible for any cleaning required by your own risk assessment (including regularly-used surfaces such as tables, wash hand basins, door handles etc.) if different groups of people are attending during your hire period. You do not need to clean any items or surfaces at the end of your hire period; this will be carried out by Centre staff before the next hiring. Please take care cleaning electrical equipment – use cloths, do not spray!

►4: 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. They must also advise the Centre.
Contact the Bookings Secretary on 0870 721388.

►5: 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.

►6: You will ensure that the number of people that attend your activity/event, does not exceed the number on the booking form. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises where applicable, 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. When instructed by the Bookings Secretary, you will ensure that attendees only enter the building by the specified route and only use the specified toilet facilities. You will ensure that everyone attending wears a face covering (except children under 11 and those exempt from doing so) when entering and leaving the building, and whilst moving about inside, for example to go to the toilet. Face coverings should be kept on when inside the building except when seated and consuming food or drink, or when otherwise deemed unnecessary by your own risk assessment.

►7: 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.

►8: The Centre staff will position furniture or the arrangement of the room in accordance with your instructions on the booking form. If you need to change the layout you must as far as possible 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. You are asked to leave the furniture where it is on leaving.

►9: You are required 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. Where possible, users are also encouraged to ‘sign in’ with the NHS Covid-19 App, using the QR code which is displayed inside the Centre.

►10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided before you leave the Centre.

►11: Access to the kitchen is by arrangement with the Bookings Secretary.

►12: We will have the right to close the Centre if there are safety concerns relating to COVID-19, for example, if someone who has attended the Centre 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.

►13: In the event of someone becoming unwell with suspected Covid-19 symptoms while at the Centre you should remove them to the designated safe area which is the dressing room off the corridor to the left of the stage. 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 Bookings Secretary on 0870 721388.

►14: For events with more than 30 people you will take additional steps to ensure the safety of the public in relation to COVID-19 as agreed with the Centre.

►15: Live performances e.g. drama, music are not permitted at present. 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.

►16: Where a group uses their own equipment: You will ask those attending to bring their own equipment and not share it with other members.

Help Keep this Centre COVID-19 Secure

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 alert Test, Track and Trace. Alert the Bookings Secretary on 0870 721388 and the organiser of the activity you attended.

3.    Maintain 2 metres social distancing as far as possible and observe the one-way system as marked if there is one in place.

4.    Use the hand sanitiser provided on entering the premises. Clean your hands often. Soap and paper towels are provided.

5.    Wear a face covering whilst inside this building unless you are exempt from doing so, or when the organiser of the event says it can be removed.

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

7.    Catch it, Bin it, Kill it. Tissues should be dropped into one of the rubbish bins provided. Then wash your hands.

8.    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.