https://www.gov.uk/government/publications/covid-19-guidance-for-the-safe-use-of-multi-purpose-community-facilities/covid-19-guidance-for-the-safe-use-of-multi-purpose-community-facilities

https://www.gov.uk/guidance/local-covid-alert-levels-what-you-need-to-know

Probus Village Hall

COVID-19 treatment plan

In the event of someone becoming unwell with suspected COVID-19 symptoms while at the hall you should:

a)   Send them home immediately

b)   Ask other members of your group to provide their contact details if you do not have them

c)    Ask the rest of your group to leave the premises, observing the usual hand sanitising and social distancing precautions

d)   Advise them to launder their clothes when they arrive home

e)   Inform Frank Fuller, Lettings Secretary – 07749 368162

f)    If the unwell person needs to wait for a lift: -

(1) Remove them to the safe waiting area, which is the committee room – a chair and washing bowl should already be there

(2) Put on a mask, face shield, gloves & apron to protect yourself

(3) Provide them with tissues, a plastic rubbish bag, a bowl of warm water & soap for handwashing & paper towels

(4) Once they have been collected: -

1.    Remove gloves, apron and face mask to the rubbish bag*

2.    Leave face shield on top for disinfection

3.    Wash your hands for at least 20 seconds with warm soapy water

4.    Once home - launder all your clothes and wipe down disinfect your car

*Note that the waste should be double bagged and kept for 72 hours before being collected.

The hall will reopen tomorrow morning 16th October. Numbers will be limited to a maximum of 60 people. Hirers will be required to follow all safety instructions including current government rules (social distancing etc.) as well as the procedures put in place by the hall. The hall procedures will be sent to hirers once a booking is confirmed, and they will also appear on the hall noticeboards.

Probus Village Hall

COVID-19 Risk Assessment for hirers of Probus Village Hall

This document can be used as a basis for hirers to produce their own COVID-19 risk assessment for use of Probus Village Hall. It is intended as a supplement to a group’s ordinary Risk Assessment. Additional lines to be added for risks specific to the hirers group.

Area of Risk

Risk identified

Actions to take to mitigate risk

Notes

Cleanliness of hall and equipment, especially after other hires

Other hirers or hall cleaner have not cleaned hall or equipment used to standard required. Our group leaves hall or equipment without cleaning.

Group to make sure regularly used surfaces are cleaned before, during and after hire e.g. tables, sinks, door and toilet handles.

Hirers own equipment can be used.  Electrical equipment must be PAT tested prior to use in the hall and should be tested annually.

Managing Social distancing and especially people attending who may be vulnerable

People do not maintain 2 m social distancing

Advise group they must comply with social distancing as far as possible and use one-way system. Adopt layout advised. Limit numbers using toilets to one in one out.

Avoid use of preparing food in the kitchen.  Numbers of people in the kitchen not to exceed 2. 

Respiratory hygiene

Transmission to other members of group

Catch It, Bin It, Kill It. Encourage group to avoid touching mouth, eyes, and nose. Provide tissues ask all to dispose into a bin or disposable rubbish bag, then wash or sanitise hands.

Remember to bring tissues. 

Remember to empty any bins used into kitchen bin at end of hire.

Hand cleanliness

Transmission to other members of group and premises

Advise group to use sanitiser on entering and exiting the hall, to wash hands regularly using soap and paper towels.  

Someone falls ill with COVID-19 symptoms

Transmission to other members of group and premises

Follow hall instructions. Move person to safe area, obtain contacts, inform letting secretary.

Probus Village 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.

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 have been 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 use the Test and Trace system to alert others with whom they have been in contact.  They MUST get a COVID-19 antigen 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 60 people attend your activity/event or less in the event of government guidance for your group activity.  This will ensure 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 one person uses 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, 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.

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 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 e.g. using a wide U-shape [insert or attach drawing or photo].

SC9:

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)

SC10:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, taking all rubbish away with you when you leave the hall.

SC11:

You will encourage users to bring their own drinks and food.  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 provide washing up liquid and washing up cloths. 

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 the 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 letting secretary on

07749 368162

SC14: For events with more than 30 people 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.

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.

Where a group uses their own equipment: You will ask those attending to bring their own equipment and not share it with other members or 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’s cupboards.

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.