Additional Specific Conditions of Hire during COVID-19

The following conditions of hire are additional to and should be read in conjunction with the main Terms and Conditions of Hire.

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

You undertake to comply with the actions identified in the Centre’s risk assessment which is available from the website here.

The centre will be cleaned daily following school use (4:45-5:45) before you arrive. You will be responsible for cleaning all regularly used surfaces during your period of hire (including tables, wash hand basins, door handles) using either the products supplied or your own ordinary domestic products.

If tables and chairs are used, these should be left out so that a Covid clean can be done by the Centre cleaner, before the next hire. He will then put them away in the store.

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 (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.

You will ensure that the number of people attending your activity/event are such that they are able to maintain the 2m socially distance rule. You will ensure that everyone attending also maintain the 2m social distancing while waiting to enter the premises and as far as possible observe social distancing of 1m plus mitigation measures when using more confined areas (eg 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.

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 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. (People are not obliged to provide details)

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 foyer and leave tied and secure for disposal when you leave the Centre.

We will have the right to close the Centre if there are safety concerns relating to COVID-19, eg 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.

If someone becomes unwell with suspected Covid-19 symptoms whilst at the Centre, it is your responsibility to remove them from your group. 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 get home. You must inform the Management Committee using the online Accident and Incident Reporting Form and provide follow up from Covid-19 testing later carried out.

It is your responsibility to assess the safe capacity for your group in the Centre ensuring that numbers comply with social distancing.

In order to avoid risk of aerosol or droplet transmission please take necessary steps such as raising voices to each other.

We strongly advise and encourage all hirers and their groups to wear face coverings to reduce the risk of transmission, especially in high traffic areas where social distancing is harder to adhere to.

Where a sports, exercise or performing arts activity takes place it is your responsibility to organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity.

Where a group uses their own equipment, you will ask those attending to bring their own equipment and not share it with other members, or 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 Centre’s cupboards.