Special Conditions Hire Agreement (Covid-19)

Lucy and Vincent Brown Village Hall - JULY 2020

Special Conditions of Hire during COVID-19 - Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.


Special Condition 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 Hall, as shown on the attached poster which is also displayed at the Hall entrances, in particular using the hand sanitiser supplied when entering the hall and after using tissues. Masks MUST be worn in confined areas.



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



Each individual USER GROUP will be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins, chairs and tables 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, using either the products supplied (in kitchen cupboards under sinks) or your own ordinary domestic products. You will be required to clean again on leaving.

Please note:  

The Hall will be cleaned daily by the Village Hall Cleaner but you will be responsible for cleaning all regularly used surfaces during your period of hire.

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 30 people in the Main Hall, 15 people in the Douglas Taylor Room 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 any one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures i.e. wearing a mask 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 two people use 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. Masks MUST be worn in confined spaces.



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.



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.



You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided, in the kitchen cupboards under the sinks before you leave the hall, including emptying any bin used.



You will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stored away. Crockery is available in kitchen cupboards for up to 15 people, you will need to provide disposable cups etc for numbers above that. You must bring your own clean tea towels, so as to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.



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 a safe area. 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 Manager, Chris Lawrence, IMMEDIATELY, contact no:  07714 257 391   



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.



Where a group uses their own equipment:

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.




ALL User Groups/Hirers MUST email Chris Lawrence, Hall Manager, their own Risk Assessments before re-opening their groups. He will then confirm your room hire if your Risk Assessment is thorough.


The Village Hall Management Committee are following guidance issued by the Government: COVID-19:
Guidance for the safe use of multi-purpose community facilities


Please be aware that we may need to CLOSE the Hall at short notice.