Village Hall COVID bookings conditions

(Last Updated On: March 30, 2021)


  1. You must not enter the Hall if you or anyone in your household has COVID-19 symptoms
  • If you develop COVID-19 symptoms within 7 days  of visiting the Hall alert NHS “Track and Trace” and the organiser of the activity you attended. All event organisers must maintain a register of attendees together with contact details.
  • Maintain social distancing of 2 metres as far as possible. Observe the floor markings and the “one way system “for entry and exit. Avoid any congestion at the toilets, kitchen etc
  • Use the hand sanitiser on entry. Wash your hands often.
  • Avoid touching your hands, eyes and face. Wash your hands if you have to.
  • “Catch it, bin it, kill it”. Catch sneezes and coughs in tissues and then dispose of in a bin. Then wash your hands.
  • Activity organisers will clean and sanitise door handles, tables, chairs. Surfaces, sinks and other equipment to be used, before you arrive and the session commences. They will also clean and sanitise after the event.
  • Keep the Hall well ventilated. Close all doors and windows on leaving.
  • Wash your clothes when you get home to reduce any risk of transmission

Special Conditions of Hire during COVID-19

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 attached 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 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 including the access keys and key safe pad 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). You will provide your own domestic products for this. You will be required to clean again on leaving.

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 (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 no more than 25 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 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.


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 social distancing across the table between people from different household groups who are face-to-face.


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. You must take all such rubbish with you when leaving the Hall. Do not dispose of in the Hall bins


You will encourage users to bring their own drinks and food. The kitchen is only available by special arrangement but if any of the kitchen facilities are used, you will be responsible for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stowed away. You will bring your own clean tea towels, so as to reduce risk of contamination between hirers, and take them away.


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 storage area at the back of the Hall adjacent to the disabled toilet. You should provide tissues, a bin bag and access to the disabled toilet for hand washing. A COVID -19 First Aid box is available in this area

Inform the Hall booking secretary if this happens


For events with more than 25 further special arrangements must be agreed wit the Bookings secretary.


In order to avoid 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.


Other special points as appropriate.

E.g. Where Pilates, Yoga, Zumba, Keep Fit are organised guidance from the relevant governing body should be complied with.

E.g. Where a group uses their own equipment:

The organiser will ensure that all equipment brought into the Hall is cleaned and sanitised before entry and before leaving.

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