Supplemental Terms & Conditions (T&Cs) for the hire of Tarporley Community Centre
Please note that for the foreseeable future, COVID-19 restrictions will impact on normal T&Cs.
Additional T&Cs are necessary throughout this period and are supplemental to our normal T&Cs.
They are subject to change as Gov. guidelines develop, are a condition of booking and are outlined below.
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 detailed in your own risk assessment, in particular the wearing of face coverings when that is required, prevention of mingling on the premises, using the hand sanitiser supplied when entering the hall and after using tissues.
You undertake to comply with the actions identified in the hall’s risk assessment and procedure for users, of which you have been provided with copies.
You will be responsible for sanitising 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 secure through regular sanitising of surfaces during your hire, paying particular attention to wash hand basins using the products supplied. You will be required to sanitise 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 48 hours, and that if they develop symptoms within 10 days of visiting the premises they MUST use the Test and Trace system to alert others with whom they have been in contact. They MUST get a COVIC-19 antigen test.
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 the agreed maximun number of people attend your activity / event, in order that social distancing can be maintained (see SC8). 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 one 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 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 mouth to mouth between individual people. The Main hall and Craven room floors have been marked with the maximun number of chair positions. 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..
You MUST 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.
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.
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided before you leave the hall.
You will encourage users to bring their own drinks.
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 either the Committee room or the Craven room kitchen. 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 Community Centre by email.
For events with more than 30 people (when allowed) you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants or stewards who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row.
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.
For sports / exercise activities -
You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity
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 hall.
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.
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This document is based on a form provided by ACRE and CCA