Special Conditions of Hire during COVID-19

Milland Valley Memorial Hall  -  Special Conditions of Hire during COVID-19

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire and do not apply to Nursery School who have their own set of safeguards. Government guidelines currently prohibit the use of village halls for parties and celebrations.

MVMH Welcomes back all those who hire the hall and will do all it can to accommodate your requirements for a safe return.

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 and must undertake to comply with the actions identified in the hall’s risk assessment which are currently:

1.      Numbers attending the hall be limited to a maximum of 30 persons.

2.      2 metre social distancing to be maintained throughout the hall.

3.      On entering the hall all users over the age of 12 are required to wear a face covering (unless they have a health or disability reason to not wear one) and keep it on unless it is unreasonable to do so such as during an exercise class or the need to eat or drink something,

4.      You are responsible for wiping down all surfaces likely to be touched during your period of hire. This to be done before and after your period of hire using the antiviral spray and paper towels provided. This to include, but not limited to, the surfaces of tables, chairs, door handles and any other equipment used. All rubbish should be disposed of in the relevant bins, located in the car park.

5.      You should set out all the tables, chairs and equipment to be used prior to your event and in such a way that complies with 2 metre social distancing and avoids face to face contact.

6.      French doors in the main hall and windows in the committee room should be opened to provide extra ventilation. They must be closed after your event.

7.      You will be granted 30 minutes free hire before and after your normal period of hire to comply with these conditions.

8.      When arriving at the hall all users must use the front doors and enter the lobby one at a time, read the notices, sanitise their hands using the sanitiser provided and sign in unless the hirer has provided the Booking Secretary with a list of names, addresses and phone numbers of those attending in advance. For events where users may arrive and leave at the same time a one way system should be followed whereby everyone enters by the front doors and exit only by the committee room or french doors.

9.      You are responsible for ensuring that before or immediately after your event the Booking Secretary is provided with a list of everyone attending the hall to comply with government Test, Track and Trace regulations. This personal data will be held for only 21 days.

10.   Only one person at a time should enter the Ladies toilets, Gents toilets and Disabled/Children’s toilets. On entry the user should change the vacant sign to engaged and should wipe down surfaces and handles before and after use, using the antiviral spray and paper towels provided.

11.   Use of the kitchen is prohibited unless expressly agreed otherwise. Users are permitted to bring their own refreshments.

12.   In the event of someone becoming unwell with suspected Covid-19 symptoms they should be removed to the committee room, given tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Arrange transport to take them home or call medical assistance.  Your event should be terminated, and you must inform the Booking Secretary or Trustees who will arrange for the hall to be specially cleaned prior to the next hiring.

13.   You must make sure that everyone likely to attend your 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 hall they must use the Test, Track and Trace system to alert others with whom they have been in contact.

14.   Hirers should undertake their own risk assessment for their events paying particular attention to any special measures for their particular activity and for persons likely to be clinically more vulnerable or with a disability.