STANDARD CONDITIONS OF HIRE (revised February 2024)
1. THE HIRER will, during the period of the hiring, be responsible for supervision of the Hall, its fabric and contents, their care, safety from damage and the behaviour of all persons using the premises, whatever their capacity, including the proper supervision of car parking arrangements so as to avoid obstruction of the highway.
2. THE HIRER shall be responsible for leaving the Hall and its surrounds in a clean and tidy condition, properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, and shall indemnify the Committee for the cost of:
(a) repair or replacement of any damage done to any part of the Hall or its contents, including the curtilage thereof, occurring during the period of the hiring as a result of the hiring, and
(b) any redecorating, cleaning and/or clearing up necessary to restore the Hall to the condition it was in immediately prior to the commencement of the hiring.
3. NON-REGULAR HIRERS not paying by card, using the Book Now booking app on Parish Hall's website, at the time of making the booking shall pay (by separate cheque, or cash) a deposit of up to £100, the exact amount to be at the Committee’s discretion, (the 'Breakages Deposit'). In the event of any amount becoming payable to the Committee under Condition 2 above the cost shall first be deducted from the Breakages Deposit, when only any balance remaining shall be refunded to the Hirer. To the extent that the amount payable exceeds the Breakages Deposit the Hirer will pay the amount of such excess within seven days of receipt of a written demand, signed on behalf of the Committee, whose decision shall be final and binding on the Hirer. Hirers paying by card, using the Book Now booking app, hereby agree to the debit via Stripe (the Parish Hall's payment processing platform) of any amount becoming payable under Condition 2 above, on the same basis as set out in this Condition 3 mutatis mutandis.
4. ANY HIRER who fails to observe and comply with Conditions 2 and/or 3 above may be banned from hiring the Hall again. In addition, the Committee may take whatever action it sees fit to publicise such failure including, but not limited to, publishing details on the Welland Parish Hall and/or village websites, or in such other way as it may deem appropriate.
5. THE HIRER shall comply with all conditions and regulations made in respect of the Hall by the Fire Authority (please read Fire Notice in the Hall), or under the Premises Licence issued by the local authority or otherwise, particularly in connection with any event which includes the performance of live or recorded music, dancing or other similar entertainment and shall not bring, or allow to be brought, any wheeled vehicle, other than a mobility aid, invalid chair or similar, onto the patio alongside the Hall, whether self-propelled or not. For the avoidance of doubt, such prohibition shall include horseboxes, wheelbarrows and e-scooters (and ejusdem generis) but shall not apply to children's toys.
6. THE HIRER shall be responsible for obtaining a Temporary Event Notice (‘TEN’) or, where the sale is by a suitably qualified licensee, a licence to sell intoxicating liquor, together with any other licence(s) required for dancing or music or other similar entertainment. A booking requiring a TEN or other licence will only be provisional until such licence is obtained and a copy is deposited with the Booking Clerk.
7. IF THE HIRER, not using the Book Now booking app, having made a booking, and for any reason not having paid the hiring charge in full before the hiring date, cancels or fails to utilise the booking without giving at least 7 days’ notice in writing (email or letter) to the Booking Clerk before the hiring date, the Hirer shall be liable for payment of any unpaid balance of the full amount of the hiring charge or if, having paid the hiring charge in full, then in either case if the Hirer claims repayment of the whole or any part of the amount paid, any such repayment shall be at the discretion of the Committee, whose decision on the matter shall be final and binding.
Hirers using the Book Now booking app may cancel by notice in writing (email or letter) to the Booking Clerk up to 7 days before the hiring date, when their card payment (less any charges made by the processing agent) will be refunded to their designated bank accounts.
If a Hirer requests any changes to a booking, whether this is as regards the venue (Large Room or Small Room), the date, or the time, a non-refundable Admin Fee of £5.00 will be payable to the PH’s bank account (Welland Parish Hall, sort code 30-95-41, account number 01226602) prior to such change being processed.
8. THE HIRER shall not sub-hire or use the Hall, or allow it to be used for any unlawful purpose or in any unlawful way, nor do anything or bring into the Hall anything which may endanger the same, or render void or voidable any insurance policies in respect thereof, nor allow the sale of alcoholic liquor thereon without all necessary licences and consents.
9. THE HIRER SHALL NOT bring into the Hall any unauthorised cooking or heating appliance without the consent of the Committee.
10. THE HIRER SHALL NOT bring into the Hall any abrasive substance, such as sand for use by playgroups, or attach any internal decorations to the walls of the Hall, its heating appliances or lighting fitments, nor affix anything with any adhesive such as Blu-Tack or Sellotape, but may use wall eyelets, where provided.
11. THE COMMITTEE RESERVE the right to cancel a hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, or as an emergency shelter under any applicable Community Emergency Shelter Scheme, in which case the Hirer shall be entitled to a full refund of any amount paid.
12. IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired for any reason the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
13. THE COMMITTEE reserve the right to suspend or ban any organisation or person from using the Hall should it be deemed in the best interests of the community or the safety or security of the Hall, or if banned under Condition 4 above.
14. THE HIRER shall be responsible for seeing that nothing shall be done on or in relation to the Hall in contravention of any laws relating to betting, gaming or lotteries, and that the requirements of all relevant legislation are strictly observed.
15. THE HIRER shall be responsible for providing dishcloths, tea towels and other washing up aids for the Hirer’s own use and for taking them away afterwards.
16. HIRING REQUESTS for Teenage Parties will not be accepted.
17. NO DOGS or other animals, except for accredited Guide Dogs, are allowed in the Hall.
18. MEANINGS: in these Standard Conditions of Hire the following terms shall have the meanings opposite them:
“Booking Clerk” the Booking Clerk whose details appear at the foot of the Hiring Charges page of the Welland Parish Hall website, or such other person as may be nominated by the Committee to make bookings of the Hall from time to time
“Committee” the Welland Parish Hall Management Committee
“Hall” the building known as Welland Parish Hall, including all fixtures, fittings, equipment, china, cutlery and other
contents thereof, whether belonging to the Hall or to any Hirer, or being kept there for use by such Hirer
“Hirer” the organisation, and/or the authorised representative of such organisation, or the person named in the Book Now booking app, or who completed the Welland Parish Hall Booking Form, as the case may be
“Non-Regular Hirers” all Hirers who have not hired the Hall previously at least 12 times during the preceding twelve months, on a rolling basis
“Teenage Parties” parties where all, or the majority of those to be invited, are between the ages of 13 and 21 years
"the Book Now booking app" is the Venue Booking System Business Application for online booking provided by Skedda.com, incorporating a payment facility via Stripe.com
SPECIAL CONDITIONS OF HIRE (revised September 2023)
SUPERVISION
1. The hirer, not being a person under 21 years of age, shall be in charge of and upon the premises during the whole time that they are open for public entertainment, or where the sale or supply of alcohol is taking place. For the duration of the period of hire the hirer shall not be engaged on any duties that prevent him/her from exercising such general supervision.
STEWARDS
2. There shall be a responsible Steward, who shall not be less than 21 years of age, appointed for every 50 (fifty) people or part thereof present. Each such Steward shall be on duty in the premises at all times whilst they are being used for public entertainment, or where the sale or supply of alcohol is taking place. All Stewards shall have been informed of the procedure to be adopted in case of evacuation of the premises and shall be familiar with the fire fighting equipment available.
3. Stewards should be readily identifiable by means of conspicuous clothing or marking system which is visible under all lighting conditions. They should carry an effective hand torch in the premises where part or all of the areas may be darkened whilst any persons are present.
4. The main duty of the Stewards is to ensure that safe conditions are maintained in the premises and all relevant licensing requirements are observed. To achieve this they should:
a) ensure that there is no overcrowding in any part of the premises
b) keep all gangways, fire and other exits clear at all times
c) prevent standing on seats and furniture
d) be aware of any special requirements needed to ensure the safe evacuation of those present, particularly
disabled persons
e) ensure that no alcohol is served or made available to anyone under the age of 18 years and that no alcoholic drinks are taken outside.
CAPACITY
5. The number of people on the premises shall not exceed 200, whether or not seated.
MEANS OF ESCAPE
6. All means of exit in the premises must be kept free from obstruction and immediately available for instant public egress.
OUTBREAKS OF FIRE
7. The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Parish Hall Management Committee (‘the Committee’).
DANGEROUS PERFORMANCES
8. Performances involving danger to the public are strictly forbidden.
HOURS OF OPENING
9. The premises shall not be used for the provision of live or recorded music, the performance of dance, or the sale or supply of alcohol, otherwise than as permitted under its Premises Licence (a copy of which is displayed on the premises) between the following hours :
MONDAY to FRIDAY 8.00 a.m. - 12.00 p.m. (midnight)
SATURDAY 8.00 a.m. - 12.00 p.m. (midnight)
SUNDAY 8.00 a.m. - 10.00 p.m.
INTOXICATING LIQUORS
10. No intoxicating liquors are permitted to be bought or sold and subsequently consumed on any part of the premises unless the Hirer has obtained a Temporary Event Notice (‘TEN’) or, where the sale is by a suitably qualified licensee, a licence to sell intoxicating liquor. The consent of the Committee must be obtained prior to applying for a TEN or other licence for the sale of alcoholic liquors. The Booking Clerk has discretion to give such permission at the time of application to make the booking, or may elect to refer the matter to the Committee for its decision. Until the TEN or other licence has been obtained, and a copy deposited with the Booking Clerk, such booking will only be provisional.
MUSICAL COPYRIGHT
11. The Hall is licensed with the Performing Rights Society for the performance of copyright music controlled by that Society. A list of all live music performed must be sent to the Secretary immediately after the event. HOWEVER, those organising public events at which sound recordings (e.g. records, cassettes, C.D’s or MP3’s) are played must obtain a Phonographic Performance Limited (P.P.L.) Licence.
FOOD SAFETY AND HYGENE (ENGLAND) REGULATIONS 2013 (AS AMENDED FROM TIME TO TIME)
12. The hirer and anyone preparing or handling food or drink is/are responsible for safety and hygiene precautions and must observe the relevant regulations as displayed in the kitchen.
SUPPLEMENTAL CONDITIONS OF HIRE (revised 18th July 2020)
Note: These conditions are supplemental to, not as a substitute for, the Welland Parish Hall’s Special Conditions of Hire and that they are in abeyance for the time being, meaning they do not apply to bookings made during 2023 or 2024 UNLESS covid restrictions are re-introduced by direction of the UK authorities.
SC1: 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 displayed at the Hall entrance, in particular using the hand sanitiser located near the front door, and using tissues available there
SC2: You undertake to comply with the actions identified in the Hall’s risk assessment, a copy of which you will be given before your hiring commences
SC3: The Hall will be cleaned before your arrive and 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, paying particular attention to wash hand basins and Kitchen sinks, using either the products supplied (which will be in a clearly accessible location), or your own ordinary domestic products. Additionally, you will be required to clean all these surfaces again on leaving. Please take care when cleaning electrical equipment. Use cloths - do not spray!
SC4: 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 Hall they must use the Test, Track and Trace system to alert others with whom they have been in contact
SC5: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
SC6: You will ensure that no more than 30 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 Hall, observes the one-way system within the Hall, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. when moving and stowing equipment or 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 once
SC7: 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 during the period of hire, and ensuring they can access the toilets, Kitchen, Bar 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
SC8: You will position tables and chairs, and lay out 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. Where tables are being used, you will place them so as to maintain a distance of at least 2metres across the table between people who are face to face (for example, using a wide U-shape)
SC9: You are asked to keep a record of the name and contact telephone number and email address (if any) 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 to do so by Mrs Jo Horrabin, or other authorised person or body
SC10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided near the exit point before you leave the Hall
SC11: You will be responsible, if drinks or food are made or served during the period of your hiring, 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
SC12: The Welland Parish Hall Committee reserves the right to close the Hall prior to your hiring commencing, 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 any of these Special Conditions of Hire 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 in the latter case (mandatory closure) any payment you have made through the Book Now booking app will be refunded in full
SC13: In the event of anyone becoming unwell with suspected Covid-19 symptoms while at the Hall you should remove them to the designated safe area (the Small Room, if not otherwise in use, or other specified location) until able to leave. You must inform Mrs J Horrabin, the Caretaker (on 01684 310256 or by email – [email protected]) at the earliest opportunity, who will help you to evacuate the Hall and then close it for cleaning and disinfection
1. THE HIRER will, during the period of the hiring, be responsible for supervision of the Hall, its fabric and contents, their care, safety from damage and the behaviour of all persons using the premises, whatever their capacity, including the proper supervision of car parking arrangements so as to avoid obstruction of the highway.
2. THE HIRER shall be responsible for leaving the Hall and its surrounds in a clean and tidy condition, properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, and shall indemnify the Committee for the cost of:
(a) repair or replacement of any damage done to any part of the Hall or its contents, including the curtilage thereof, occurring during the period of the hiring as a result of the hiring, and
(b) any redecorating, cleaning and/or clearing up necessary to restore the Hall to the condition it was in immediately prior to the commencement of the hiring.
3. NON-REGULAR HIRERS not paying by card, using the Book Now booking app on Parish Hall's website, at the time of making the booking shall pay (by separate cheque, or cash) a deposit of up to £100, the exact amount to be at the Committee’s discretion, (the 'Breakages Deposit'). In the event of any amount becoming payable to the Committee under Condition 2 above the cost shall first be deducted from the Breakages Deposit, when only any balance remaining shall be refunded to the Hirer. To the extent that the amount payable exceeds the Breakages Deposit the Hirer will pay the amount of such excess within seven days of receipt of a written demand, signed on behalf of the Committee, whose decision shall be final and binding on the Hirer. Hirers paying by card, using the Book Now booking app, hereby agree to the debit via Stripe (the Parish Hall's payment processing platform) of any amount becoming payable under Condition 2 above, on the same basis as set out in this Condition 3 mutatis mutandis.
4. ANY HIRER who fails to observe and comply with Conditions 2 and/or 3 above may be banned from hiring the Hall again. In addition, the Committee may take whatever action it sees fit to publicise such failure including, but not limited to, publishing details on the Welland Parish Hall and/or village websites, or in such other way as it may deem appropriate.
5. THE HIRER shall comply with all conditions and regulations made in respect of the Hall by the Fire Authority (please read Fire Notice in the Hall), or under the Premises Licence issued by the local authority or otherwise, particularly in connection with any event which includes the performance of live or recorded music, dancing or other similar entertainment and shall not bring, or allow to be brought, any wheeled vehicle, other than a mobility aid, invalid chair or similar, onto the patio alongside the Hall, whether self-propelled or not. For the avoidance of doubt, such prohibition shall include horseboxes, wheelbarrows and e-scooters (and ejusdem generis) but shall not apply to children's toys.
6. THE HIRER shall be responsible for obtaining a Temporary Event Notice (‘TEN’) or, where the sale is by a suitably qualified licensee, a licence to sell intoxicating liquor, together with any other licence(s) required for dancing or music or other similar entertainment. A booking requiring a TEN or other licence will only be provisional until such licence is obtained and a copy is deposited with the Booking Clerk.
7. IF THE HIRER, not using the Book Now booking app, having made a booking, and for any reason not having paid the hiring charge in full before the hiring date, cancels or fails to utilise the booking without giving at least 7 days’ notice in writing (email or letter) to the Booking Clerk before the hiring date, the Hirer shall be liable for payment of any unpaid balance of the full amount of the hiring charge or if, having paid the hiring charge in full, then in either case if the Hirer claims repayment of the whole or any part of the amount paid, any such repayment shall be at the discretion of the Committee, whose decision on the matter shall be final and binding.
Hirers using the Book Now booking app may cancel by notice in writing (email or letter) to the Booking Clerk up to 7 days before the hiring date, when their card payment (less any charges made by the processing agent) will be refunded to their designated bank accounts.
If a Hirer requests any changes to a booking, whether this is as regards the venue (Large Room or Small Room), the date, or the time, a non-refundable Admin Fee of £5.00 will be payable to the PH’s bank account (Welland Parish Hall, sort code 30-95-41, account number 01226602) prior to such change being processed.
8. THE HIRER shall not sub-hire or use the Hall, or allow it to be used for any unlawful purpose or in any unlawful way, nor do anything or bring into the Hall anything which may endanger the same, or render void or voidable any insurance policies in respect thereof, nor allow the sale of alcoholic liquor thereon without all necessary licences and consents.
9. THE HIRER SHALL NOT bring into the Hall any unauthorised cooking or heating appliance without the consent of the Committee.
10. THE HIRER SHALL NOT bring into the Hall any abrasive substance, such as sand for use by playgroups, or attach any internal decorations to the walls of the Hall, its heating appliances or lighting fitments, nor affix anything with any adhesive such as Blu-Tack or Sellotape, but may use wall eyelets, where provided.
11. THE COMMITTEE RESERVE the right to cancel a hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, or as an emergency shelter under any applicable Community Emergency Shelter Scheme, in which case the Hirer shall be entitled to a full refund of any amount paid.
12. IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired for any reason the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
13. THE COMMITTEE reserve the right to suspend or ban any organisation or person from using the Hall should it be deemed in the best interests of the community or the safety or security of the Hall, or if banned under Condition 4 above.
14. THE HIRER shall be responsible for seeing that nothing shall be done on or in relation to the Hall in contravention of any laws relating to betting, gaming or lotteries, and that the requirements of all relevant legislation are strictly observed.
15. THE HIRER shall be responsible for providing dishcloths, tea towels and other washing up aids for the Hirer’s own use and for taking them away afterwards.
16. HIRING REQUESTS for Teenage Parties will not be accepted.
17. NO DOGS or other animals, except for accredited Guide Dogs, are allowed in the Hall.
18. MEANINGS: in these Standard Conditions of Hire the following terms shall have the meanings opposite them:
“Booking Clerk” the Booking Clerk whose details appear at the foot of the Hiring Charges page of the Welland Parish Hall website, or such other person as may be nominated by the Committee to make bookings of the Hall from time to time
“Committee” the Welland Parish Hall Management Committee
“Hall” the building known as Welland Parish Hall, including all fixtures, fittings, equipment, china, cutlery and other
contents thereof, whether belonging to the Hall or to any Hirer, or being kept there for use by such Hirer
“Hirer” the organisation, and/or the authorised representative of such organisation, or the person named in the Book Now booking app, or who completed the Welland Parish Hall Booking Form, as the case may be
“Non-Regular Hirers” all Hirers who have not hired the Hall previously at least 12 times during the preceding twelve months, on a rolling basis
“Teenage Parties” parties where all, or the majority of those to be invited, are between the ages of 13 and 21 years
"the Book Now booking app" is the Venue Booking System Business Application for online booking provided by Skedda.com, incorporating a payment facility via Stripe.com
SPECIAL CONDITIONS OF HIRE (revised September 2023)
SUPERVISION
1. The hirer, not being a person under 21 years of age, shall be in charge of and upon the premises during the whole time that they are open for public entertainment, or where the sale or supply of alcohol is taking place. For the duration of the period of hire the hirer shall not be engaged on any duties that prevent him/her from exercising such general supervision.
STEWARDS
2. There shall be a responsible Steward, who shall not be less than 21 years of age, appointed for every 50 (fifty) people or part thereof present. Each such Steward shall be on duty in the premises at all times whilst they are being used for public entertainment, or where the sale or supply of alcohol is taking place. All Stewards shall have been informed of the procedure to be adopted in case of evacuation of the premises and shall be familiar with the fire fighting equipment available.
3. Stewards should be readily identifiable by means of conspicuous clothing or marking system which is visible under all lighting conditions. They should carry an effective hand torch in the premises where part or all of the areas may be darkened whilst any persons are present.
4. The main duty of the Stewards is to ensure that safe conditions are maintained in the premises and all relevant licensing requirements are observed. To achieve this they should:
a) ensure that there is no overcrowding in any part of the premises
b) keep all gangways, fire and other exits clear at all times
c) prevent standing on seats and furniture
d) be aware of any special requirements needed to ensure the safe evacuation of those present, particularly
disabled persons
e) ensure that no alcohol is served or made available to anyone under the age of 18 years and that no alcoholic drinks are taken outside.
CAPACITY
5. The number of people on the premises shall not exceed 200, whether or not seated.
MEANS OF ESCAPE
6. All means of exit in the premises must be kept free from obstruction and immediately available for instant public egress.
OUTBREAKS OF FIRE
7. The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Parish Hall Management Committee (‘the Committee’).
DANGEROUS PERFORMANCES
8. Performances involving danger to the public are strictly forbidden.
HOURS OF OPENING
9. The premises shall not be used for the provision of live or recorded music, the performance of dance, or the sale or supply of alcohol, otherwise than as permitted under its Premises Licence (a copy of which is displayed on the premises) between the following hours :
MONDAY to FRIDAY 8.00 a.m. - 12.00 p.m. (midnight)
SATURDAY 8.00 a.m. - 12.00 p.m. (midnight)
SUNDAY 8.00 a.m. - 10.00 p.m.
INTOXICATING LIQUORS
10. No intoxicating liquors are permitted to be bought or sold and subsequently consumed on any part of the premises unless the Hirer has obtained a Temporary Event Notice (‘TEN’) or, where the sale is by a suitably qualified licensee, a licence to sell intoxicating liquor. The consent of the Committee must be obtained prior to applying for a TEN or other licence for the sale of alcoholic liquors. The Booking Clerk has discretion to give such permission at the time of application to make the booking, or may elect to refer the matter to the Committee for its decision. Until the TEN or other licence has been obtained, and a copy deposited with the Booking Clerk, such booking will only be provisional.
MUSICAL COPYRIGHT
11. The Hall is licensed with the Performing Rights Society for the performance of copyright music controlled by that Society. A list of all live music performed must be sent to the Secretary immediately after the event. HOWEVER, those organising public events at which sound recordings (e.g. records, cassettes, C.D’s or MP3’s) are played must obtain a Phonographic Performance Limited (P.P.L.) Licence.
FOOD SAFETY AND HYGENE (ENGLAND) REGULATIONS 2013 (AS AMENDED FROM TIME TO TIME)
12. The hirer and anyone preparing or handling food or drink is/are responsible for safety and hygiene precautions and must observe the relevant regulations as displayed in the kitchen.
SUPPLEMENTAL CONDITIONS OF HIRE (revised 18th July 2020)
Note: These conditions are supplemental to, not as a substitute for, the Welland Parish Hall’s Special Conditions of Hire and that they are in abeyance for the time being, meaning they do not apply to bookings made during 2023 or 2024 UNLESS covid restrictions are re-introduced by direction of the UK authorities.
SC1: 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 displayed at the Hall entrance, in particular using the hand sanitiser located near the front door, and using tissues available there
SC2: You undertake to comply with the actions identified in the Hall’s risk assessment, a copy of which you will be given before your hiring commences
SC3: The Hall will be cleaned before your arrive and 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, paying particular attention to wash hand basins and Kitchen sinks, using either the products supplied (which will be in a clearly accessible location), or your own ordinary domestic products. Additionally, you will be required to clean all these surfaces again on leaving. Please take care when cleaning electrical equipment. Use cloths - do not spray!
SC4: 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 Hall they must use the Test, Track and Trace system to alert others with whom they have been in contact
SC5: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
SC6: You will ensure that no more than 30 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 Hall, observes the one-way system within the Hall, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. when moving and stowing equipment or 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 once
SC7: 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 during the period of hire, and ensuring they can access the toilets, Kitchen, Bar 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
SC8: You will position tables and chairs, and lay out 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. Where tables are being used, you will place them so as to maintain a distance of at least 2metres across the table between people who are face to face (for example, using a wide U-shape)
SC9: You are asked to keep a record of the name and contact telephone number and email address (if any) 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 to do so by Mrs Jo Horrabin, or other authorised person or body
SC10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided near the exit point before you leave the Hall
SC11: You will be responsible, if drinks or food are made or served during the period of your hiring, 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
SC12: The Welland Parish Hall Committee reserves the right to close the Hall prior to your hiring commencing, 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 any of these Special Conditions of Hire 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 in the latter case (mandatory closure) any payment you have made through the Book Now booking app will be refunded in full
SC13: In the event of anyone becoming unwell with suspected Covid-19 symptoms while at the Hall you should remove them to the designated safe area (the Small Room, if not otherwise in use, or other specified location) until able to leave. You must inform Mrs J Horrabin, the Caretaker (on 01684 310256 or by email – [email protected]) at the earliest opportunity, who will help you to evacuate the Hall and then close it for cleaning and disinfection