West End Village Hall

Special Conditions of Hire during COVID-19

  1. You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines whilst entering and occupying the hall, as shown on the poster which is displayed at the hall entrance and can be found on this web site, in particular using the hand sanitiser supplied when entering the hall and after using tissues.
  2. You undertake to comply with the actions identified in the hall’s risk assessment, which you can also find on this web site.
  3. Unless your booking commences for an AM weekday session, 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 through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using the products supplied which will be in a clearly accessible location. All hirers will be required to clean on leaving.

    If you intend to use our tables and chairs which are kept in our storage cupboard all equipment used must be cleaned before and after use. The children’s table and chairs are owned by Playgroup and are not available for use at the current time.

    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, however mild, within 48 hours of visiting they must alert NHS Test and Trace and seek a COVID-19 antigen test.

  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 no more than 18 people attend your activity/event in order that social distancing can be maintained. You will ensure that people attending do so in groups of no more than 6 (unless they are a “qualifying group”) and that such groups do not mingle. You will ensure social distancing of 2m between individuals or groups is maintained by everyone attending as far as possible, including while waiting to enter the premises, that they observe the one-way system within the premises, and as far as possible observe 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 1 person uses each suite of toilets at one time and that no more than 2 people use the kitchen at one time.

  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 at least 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. 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 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.

  9. 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 (or a member of any group of up to 6 people who attend together). 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.

  10. You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the Waste Bins located in the car park before you leave the hall. You will be expected to bring your own tissues and black plastic sacks for rubbish disposal.

  11. The kitchen will be available to hirers but, unless your booking commences for one of the AM weekday sessions, you will be expected to clean all touchable surfaces before use. All hirers will be expected to clean the kitchen before leaving. You will be encouraged to bring your own drinks and food but, if they are prepared in the kitchen, you will be responsible for ensuring that all crockery and cutlery is washed in hot soapy water (we will provide washing up liquid and cloths),dried and stowed away.You will bring your own tea towels and take them away. If food or drink is being served (as distinct to being made on a DIY basis) it must be served only at tables or as a takeaway service. Provision of food or drink MUST cease before 10pm (i.e. be cleared away by then).If food or drink is being served (as distinct to being made on a DIY basis) it must be served only at tables or as a takeaway service. Provision of food or drink MUST cease before 10pm (i.e. be cleared away by then).
    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 Clause 6.

  12. 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.

  13. 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 on the patio. You will find an umbrella in the kitchen for their use if necessary. 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's cleaning company on 0208 3906290 and e-mail the Trustees at admin@wevh.uk.

  14. In order to avoid the 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.

  15. Where an exercise or performing arts activity takes place it should be organised in accordance with guidance issued by the appropriate governing body.

  16. 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.

Revised 31/3/21