Copyright © Willington Village Hall. All rights reserved.
This page contains a summary of the normal rules and regulations under which the hall management and users normally operate along with supplemental conditions that must be adhered to during the Covid-19 pandemic.
ALL BOOKING ENQUIRIES TO
For hall bookings please call 07895 765935
SPECIAL CONDITIONS OF HIRE DURING COVID-19
Note: These conditions are supplemental to, not a replacement for,
the hall’s ordinary conditions of hire.
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 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.
SC2: You undertake to comply with the actions identified in the hall’s risk assessment, of which you will be provided with a copy.
SC3: 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 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), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products. You will be required to clean again on leaving. Please take care 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 48 hours, and that if they develop symptoms within 10 days of visiting the premises, they MUST seek a COVID-19 test.
SC5: 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.
SC6: You will ensure that no more than  people attend your activity/event in the Main Hall and (15) in the Small Hall, in order that social distancing can be maintained. You will ensure that people attending do so in groups of no more than 6 or two households and that such groups do not mingle. You will ensure social distancing of 2m between individuals or groups is maintained by everyone attending as far as possible, including while waiting to enter the premises, that they observe the one-way system within the premises, and as far as possible observe 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] persons use each suite of toilets at one time.
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 when going in and out of rooms and ensuring they can access the toilets or other confined areas without compromising social distancing.
SC8: 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 six or less people or 2 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, face coverings 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 e.g. using a wide U-shape.
SC9: You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (at least one member of any group of up to 6 people or 2 households must provide details). 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. If food or drink is being served, then the contact details of everyone attending must be obtained on arrival unless they register using the NHS QR poster or have provided details beforehand.
SC10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided by the main entrance before you leave the hall. All other rubbish should be taken away with you when you leave the hall.
SC11: Users are encouraged to bring their own drinks and food. If food or drink is being served or made on a DIY basis (as distinct to a water bottle used during exercise) it must be consumed while seated. Alcohol must only be served at tables, or as a takeaway service or, at a performance of a film, play or concert, to those with a ticket for consumption at their seat. If food and drink is served at tables you MUST ensure there is no mingling between groups at different tables, which must be seated in accordance with SC6.
SC12: 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.
SC13: 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 [Committee Room]. 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 hall secretary.
SC14: 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.
SC15: 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.
SC16: Other special points as appropriate. e.g., Where a sports, exercise or performing arts activity takes place: You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity e.g., Where a group uses their own equipment: You will ask those attending to bring their own equipment and not share it with other members You will ensure that any equipment you provide is cleaned before use and before being stored in the hall].
SC 17: 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.
A BRIEF SUMMARY OF THE RULES AD REGULATIONS ARE PRINTED BELOW ….. A COPIES OF THE FULL RULES AND REGULATIONS ARE AVAILAVBLE ON REQUEST AND WILL BE PROVIDED FOR EACH ORGANISATION / INDIVIDUAL ON BOOKING.
APPLICATION FOR HIRE OF THE HALL ....All applications for the hire of the hall must be made on the official WILLINGTON VILLAGE HALL HIRE FORM and the Hirer will be restricted to the use of the stated room(s) only.
RESPONSIBILITIES ... THE HIRER will, during the period of the hiring, be responsible for supervision of the premises and the behaviour of all persons using the premises and grounds.
USE OF PREMISES ... THE HIRER shall not sub-hire the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
LICENSES ... The Hirer is responsible for ensuring that the appropriate licenses are in place. Willington Village Hall has a Premises Licence, number SDDC/023215 which covers most activities envisaged by the Management Committee (including plays, indoor sporting events, recorded music, films, live music and dance performance) but excludes the sale of alcohol.
PUBLIC SAFETY COMPLIANCE ... THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
FIRE REGULATIONS ... The responsibility of the Village Hall is to ensure that all fire alarms, fire exits, emergency lighting and fire extinguishers comply with standards as may be required by the Fire Authority and are in good working order.
THE HIRER (or the appointed responsible person) will acquaint themselves with the action to be taken in the event of fire
Prior to the event THE HIRER shall check that all fire exits are unlocked and panic bolts in good working order, all escape routes are free of obstruction and can be safely used, any fire doors are not wedged open, exit signs are illuminated and that there are no obvious fire hazards on the premises
STEWARDSHIP ... There shall, in addition to the Hirer, be a minimum of 2 competent attendants on duty on the premises to assist people entering and leaving, none of who shall be less than 18 years of age. The Hall has a maximum capacity of 150 people, which must not be exceeded. Hirers are advised that the effective hall capacity for a seated audience is 90 persons and seated at tables 60 persons.
COMPLIANCE WITH THE CHILDREN ACT 1989 .... The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Children Act of 1989.
It is the responsibility of THE HIRER, where a programme includes a film which has been classified by the British Board of Film Classification, to ensure that any age related restrictions are adhered to and signs be displayed, in a conspicuous position, to inform the public of any such restrictions.
INDEMNITY ... The Hirer shall indemnify and keep indemnified each member of the Committee and the Village Hall's employees, volunteers, agents and invitees, during the hiring, against the cost of repair of any damage done to any part of the premises andall claims in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer.
THE HIRER is advised that the Village Hall is insured against any claims arising out of its own negligence only.
ACCIDENTS AND DANGEROUS OCCURRENCES ... The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall's accident book
ANIMALS ... The Hirer shall ensure that any animals brought into the Hall are kept under control. No animals whatsoever are to enter the kitchen at any time.
STORED EQUIPMENT ... The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises..
ALTERATIONS / FIXINGS ... No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises
CAR PARKING ... Users are required to park in the marked bays in order to maximise parking capacity. Overspill parking is allowed on the grassed area in front of the hall.
Users are advised that cars should be parked in such a manner as not to restrict access to the grassed area at all times, both to facilitate overspill parking and emergency vehicle access to the hall.
CANCELLATION BY THE HIRER ... The Management Committee reserve the right, in the event of the HIRER wishing to cancel the booking before the date of the event and the Committee being unable to conclude a replacement booking also if the booking is cancelled on the day of the event or the Hirer does not show for the booking, to seek full payment from the Hirer.
END OF HIRE ... AT THE END of the hiring, the Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise.
RESERVED MATTERS ... THE COMMITTEE RESERVES the right to cancel any hiring by written notice to the Hirer in the event of:
the premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election / the Committee reasonably considering that such hiring leading to a breach of licensing conditions / and/or unlawful or unsuitable activities will take place on the premises as a result of this hiring / and the premises becoming unfit for the use intended by the Hirer, including, but not limited to, Hall repair or refurbishment.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever
UNFIT FOR USE ... IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
DATA PROTECTION ACT ... We are committed to a policy of protecting the rights and privacy of individuals. We will only collect and use personal Data in order to carry on our work of managing Willington Village Hall. This personal information will be collected and handled securely.
A full statement on the Charity’s data protection policy can be viewed on request.
NO RIGHTS ... The hiring agreement constitutes permission only to use the premise and confers no tenancy or other right of occupation on the Hirer.