SPECIAL CONDITIONS OF HIRE (COVID-19)
These conditions are supplemental to, not a replacement for, the Beacon Community Centre’s conditions of hire below.
SC 1: You, the hirer, will be responsible for ensuring those that those attending your activity or event, comply with the latest government advice and the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster (APPENDIX 1) which is also displayed at the hall entrance, in particular washing hands (or using the hand sanitiser) when entering the Beacon and after using tissues. To keep hire costs down please provide your own hand sanitiser for use when in your session.
SC 2. All those entering the building must be signed in and out and provide their contact details to the Beacon. In the exceptional circumstances that this is not appropriate due to confidentiality, please sign in as the hirer with your contact details but record those attending so that you can contact your members, should we have to do a track and trace from the Centre. Please keep these details for 21 days.
SC 3: You undertake to comply with the actions identified in the Beacon’s risk assessment (Appendix 5). Groups must supply a copy of their own Risk Assessment to the Beacon.
SC 4: 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 arrives. You will need 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 if cleaning any electrical equipment. Use cloths – do not spray!
SC 5: 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 premises they MUST inform use the Test, Track and Trace system to alert others with whom they have been in contact with and also contact the Beacon Manager ([email protected])
SC 6: 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.
SC 7: You will ensure that numbers attending your activity/event are limited in order that social distancing can be maintained. You will ensure that everyone attending maintains social distancing while waiting to enter the premises, observes the one-way system within the premises where signposted and as far as possible when using more confined areas e.g. moving and stowing equipment, which should be kept as brief as possible. You will make sure that no more than one person (or household) use each suite of toilets at one time.
SC 8: 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.
SC 9: You will position furniture or the arrangement of the room to facilitate people being seated or standing at least 2 metres apart, ideally side by side, rather than face to face. If tables are being used, you will place them to maintain a distance of at least 2 metres across the table between people who are face to face e.g. using a wide U-shape.
SC 10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, before you leave the hall. Spare plastic bin liners are in the Cleaning Cupboard where there is also a bin for used cleaning cloths that can be washed.
SC 11: Please encourage users to bring their own drinks and food and mugs etc. and take them home with them.
You will be responsible, if drinks or food are made, 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, to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.
SC 12: 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 any hire that has to be cancelled.
SC 13: In the event of someone becoming unwell with suspected Covid-19 symptoms, you must abandon your session and move them to a safe area away from others whilst they await collection or an ambulance. A COVID-19 First Aid kit has been provided with a bowl for warm soapy water for hand washing, tissues and marked bin bags etc. (Appendix 2)
Make sure that your group have provided contact details to the Beacon or yourself, and then sign out and leave the premises, observing the usual hand sanitising and social distancing precautions. Advise them to launder their clothes when they arrive home.
Inform the Beacon on the emergency mobile number 07746363284 asap and then confirm the time, date and contact details to [email protected] when you are at home.
SC 14: Other special points as appropriate.
For performances and other events with seated audiences, (if these are allowed – please check with the Beacon manager), you will provide attendants who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first. You will need to invite people to use toilets in the interval to do so, row by row.If your group members use their own equipment, you will ask those attending not share it with other members. You will avoid using Beacon equipment, which is difficult to clean, as far as possible. You will ensure that any equipment that you use, is cleaned before and after use or before being stored in the hall’s cupboards.
HIRE TERMS AND CONDITIONS
SINGLE BOOKINGS
The total hire charge is required at the time of booking but is fully refundable up until 28 days before the booking. Please note, the booking is not confirmed until the total hire charge is paid. If the booking is not paid within two weeks of reservation it may be cancelled. All bookings must be paid and cheques cleared by the hire date.
REGULAR BOOKINGS
Quarterly invoices will be sent out and can be paid in full, or monthly in advance or as agreed with the Manager. Please note, the booking is not confirmed until the total hire charge is paid. All bookings must be paid and cheques cleared by the hire date unless there is prior agreement with the manager.
LICENCES
PUBLIC LIABILITY
The Community Centre is covered by Public Liability for general hall use. Hirers running specific activities should have their own insurance for that activity.
Bouncy Castles (where permitted, please check with Manager) are not included in the Centre’s insurance. Please make sure the Bouncy Castle hirers have their own insurance.
PERFORMING RIGHTS SOCIETY – The centre is covered for performance and music playing PRS. Hirers are responsible for their own copyright costs.
TELEVISION – the centre has a TV licence. Hirers may listen to or view BBC TV broadcasts when at the centre.
ALCOHOL – The hired premises shall not be used for the sale of intoxicating liquor or its supply to minors,
BETTING, GAMING AND GAMBLING – The hired premises shall not be used for, or the holding of, any lottery or other similar function (betting, gaming or gambling) without the written consent of the Trustees, and such consent shall be subject to the Hirer first obtaining the necessary licence or permission required under current legislation (Licensing Act 2003) and producing this for the Manager or Trustees.
OCCUPANCY
The total number of persons occupying the premises must not exceed that designated. Please check with the Manager.
BOOKINGS
Only those persons of 25 years of age and older are eligible to be the hirer the premises.
The Hirer is the person responsible for opening and locking of the premises and must be present at and supervise the use of the property during the whole period of the hire, unless otherwise agreed.
The Hirer shall not sub-hire the premises.
The Hirer shall not use the premises for any unlawful purpose, or bring onto the premises anything which may endanger the premises or those persons using them, or brings the name of Isca Community Enterprises into disrepute.
DEPOSIT AND INDEMNITY
A Security Deposit is required for all bookings unless otherwise agreed with the manager. The level of this deposit is determined by the nature of the hire and is set by the Trustees.
The hirer shall indemnify the Trustees for the cost of repairs of any loss or damage done to any part of the contents, premises, grounds, perimeter and fencing thereof, arising as a direct result of the hire.
The hirer will be responsible for reimbursement of the centre where emergency response is required due to misuse of the alarms, when the premises is left unlocked or when extra cleaning is required as a result of the hire.
HIRING AND CANCELLATIONS
The Hirer will be liable to pay the total Hire Charge, should they cancel less than 28 days prior to the date of the booking.
Isca Community Enterprises reserves the right to cancel or amend a long term hire agreement with immediate notice to the hirer in unavoidable circumstances or if there is a breach of the conditions of hire without accepting any liability for losses by the hirer. Any monies paid for the hire will be refunded in these circumstances.
Where a booking needs to be amended or cancelled for a planned event (e.g. local elections) 1 month’s notice will be given.
Long Term Regular Bookings
Isca Community Enterprises reserves the right to modify the rates of hirer with 1 month’s notice to the hirer. We expect to annually review and renew long term bookings by March with the new year commencing from April each year.
HEALTH AND SAFETY
The Hirer is responsible to immediately report any circumstances that develop during the period of hire that could cause a potential risk to the Health and Safety of all persons on the premises.
Smoking and Vaping are not permitted on any part of these premises or grounds.
It is the Hirers responsibility to comply with Food Hygiene Regulations at all times.
USE OF THE BUILDING
No additional fixtures and fittings, electrical or other, should be used or applied to the structure of the premises including the grounds and perimeter fencing without the prior consent of the Manager, and must comply with all relevant regulations.
Electrical appliances must be safe and the total aggregated load from such appliances brought into the property shall not exceed
3kW (13A), without the written approval of the Manager.
The Hirer is not entitled to use any designated part of the building that has not been requested on the hire form and shall be subject to incurring the charge for any part that has found to be used, for the whole period of the hire.
The Hirer will, during the period of the hiring, be responsible for the Premises, Fabric, Contents, and the Compliance of any Licensing Requirements that their function falls under.
The Hirer will be responsible for the behaviour and actions of all persons using the premises, whatever their capacity, including proper supervision of car-parking arrangements so as to avoid obstruction of the entrance and parking area, paths and crossing.
At any time during the hire an employee of the Beacon, Local Government, Police or Fire Officer, or any other agent of the Trustees will have rights of access to the premises.
Hirers are requested to remember that the Beacon is within a residential neighbourhood and conduct their functions in a manner that will not cause nuisance or offence to the neighbourhood, or other hirers within the premises, and to ensure that Patrons leave the hall in a quiet and orderly manner. The premises must be empty by 11pm at the latest.
The premises and gates shall be unlocked and secured at the times stated on the Booking Form.
The premises shall not be used for any activity that directly contravenes the terms of the tenancy with Devon County Council. This includes ensuring that there is no discrimination.
No animals to be brought into the premises other than Guide Dogs, without permission of the centre manager.
END OF HIRE
At the end of the hiring the Hirer shall be responsible for leaving the premises, contents and surrounds in a clean and tidy condition including the removal of any rubbish and unsold goods resulting from the hiring. The premises must be returned to the condition as at the commencement of hire, otherwise the Hirer will be liable for additional charges.
HIRERS MUST COMPLETE THE DECLARATION and send a paper copy to the Beacon Community Centre or agree to the conditions by email.
| DECLARATION | |
I have read, understood and have retained a full copy of the hire agreement. I agree to comply fully with the Conditions of Hire and undertake to pay the Hire Fee and where applicable Security Deposit, by the due date as per invoice. Signed Date |
APPENDIX 1
KEEP SAFE AT THE BEACON
10 Simple Steps
1. You must NOT enter if you or anyone in your household has COVID-19 symptoms.
2. If you develop COVID-19 symptoms here or within 7 days of visiting the Beacon, get a Test, tell the organiser of the activity you attended and contact the Beacon Manager.
3. Maintain 2 metres social distancing on entering, leaving and during your activity. Observe the one-way system if one is being used.
4. Wash your hands or use the hand sanitiser on entering and leaving the premises. Clean your hands often. Soap and paper towels are provided.
5. Avoid touching your face, nose, or eyes. Clean your hands if you do.
6. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the rubbish bags provided. Then wash your hands.
7. Check the organisers of your activity have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived. Keep them clean.
8. Take turns to use confined spaces such as corridors and toilet areas. Standing or sitting next to someone is lower risk than opposite them.
9. Keep the area well ventilated. Close doors and windows on leaving.
10. Wash your clothes when you get home to reduce risk of transmission.
Before you leave
Have you cleaned the equipment you used?
Have you signed out and left your contact details?
APPENDIX 2
Someone displaying possible symptoms of COVID-19?
In the event of someone becoming unwell with suspected Covid-19 symptoms, you must:
- Move the person to a safe area away from others whilst awaiting collection or an ambulance (this could be in a corner of a room, by the fire exit if others can exit a different way or in the disabled toilet). Use cleanable plastic chairs.
- The responder caring for the unwell person should make use of the COVID-19 First Aid kit has been provided in the hall.
The responder should wear a face mask, visor and gloves. The unwell person should also wear a face mask and gloves if possible.
- Abandon your session or activity and make sure that your group have provided contact details to the Beacon or yourself.
- Let your group sign out and leave the premises, observing the usual hand sanitising and social distancing precautions. Advise them to launder their clothes when they arrive home and self isolate
- Inform the Beacon asap.
Beacon emergency mobile number 07746363284
- When you are safely at home, confirm the time, date and contact details to [email protected]
APPENDIX 3
BEACON HIRER’S CHECKLIST
Keeping the Beacon COVID Safe
Please ensure you have returned and cleaned everything that has been touched during your session.
| Recorded names and contacts details For all attendees | |
| Signed in and out | |
| Cleaned door plates/handles | |
| Cleaned light switches | |
| Cleaned window catches | |
| Cleaned chairs | |
| Cleaned tables | |
| Cleaned any other equipment used | |
| Cleaned wash basins, sinks and taps | |
| Cleaned toilet handles and seats | |
| Replaced all equipment in store rooms | |
| Taken home your own equipment, tea towels etc | |
| Taken home rubbish | |
| Taken home your own tissues and sanitiser |
Hirer:……………………………………………………………
Date of Hire ……………………………………………………
Thank you for helping to keep Beacon users safe!
BEACON RISK ASSESSMENT FOR COVID-19 2020
| Areas of Risk: | Risk Identified: | Actions to reduce risk: | Notes: |
| Cleanliness of rooms and premises, especially after other hirers. | Other Hirers or cleaner have not cleaned the rooms or equipment to standard. | Groups to ensure they clean surfaces before/during and after hiring. Anti-Bac Spray and cloths provided in building. Hirers agreement will be given to each hirer to complete. Hirers will be given a checklist to ensure they leave the premises as they found them and fully cleaned. If the premises are not cleaned properly then the hirers may incur a fine to help pay for cleaning. | Any equipment used must be thoroughly cleaned. Any equipment brought in needs to be taken home not stored at the Centre. |
| Transmission of infection through personal touch | People do not remain 2m apart and transmit infection through hugging, shaking hands, being within 2 metres of each other. | Unless in a social bubble together or shared household, individuals must not be closer to each other than 2 metres. In the shared toilets, only 1 person/household/bubble may use them at the same time. Notices on doors. Rooms may only be used where people can sit safely 2 metres apart (or closer if in a social bubble/shared household) Groups will be encouraged to wear face masks if suitable. | |
| Transmission of infection through food and drink | People receive infection through eating and drinking | Hirers are required to bring their own food and drinks for consumption. Food and drink must not be shared with people other than those in a social bubble/shared household. Where the kitchen is available to hirers, only two people, or one household, can use it at the same time. It must be the same two people throughout the session, so that they will know what has been touched and needs to be cleaned. | |
| Respiratory Hygiene | Transmission to other Group members. | Anyone with a cough or cold or any symptoms associated with COVID-19 must not enter the premises. Those entering must sign in to say they are fit and well. Posters are placed around premises.‘Catch it, Bin it, Kill it’Encourage people to avoid touching mouths/eyes and nose. Tissues provided and disposed of in a bin bag. | Require Hirers to bring tissues and hand sanitiser. Bins will be emptied regularly on Tuesdays/ Wednesdays and Fridays. |
| Hand Cleanliness | Transmission to other members of the group and premises. | Require groups to bring their own Hand Sanitiser. They must wash their hands or use Sanitiser upon entering and exiting rooms. Wash hands regularly using soap and paper towels. | |
| Transmission of infection whilst treating someone for first aid | Either the person receiving first aid or the person giving first aid becomes infected | All Hirers must agree that they have a first aider who is prepared to administer first aid safely. | |
| Someone Falls Ill with Covid-19 Symptoms. | Transmission to other group members and the premises. | A sign in book is at each entrance – Main hirer required to fill in the sign in form and keep a register of members/patients for 21 days, to comply with Track and Trace should this be needed. |
This guide is to help support hirers risk assess use of the building.
Each group will still need to produce their own Risk Assessment before using the premises.