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Gwernymynydd and Cadole Community Council

Centre Hire Conditions

General Hire Conditions

Gwernymynydd Village Centre – Charity Commission Number (1184280)

These conditions have been designed and implemented by the Trustees of Gwernymynydd Village Centre to ensure that we uphold high standards for all users of the Village Centre.  (Please also read the additional Covid Hire conditions below this list.)

Please ensure the following housekeeping rules are adhered to.

C1: Hires and their guests do not smoke inside and outside the Village Centre. Smoking is not allowed anywhere on site as we are a smoke free site.

C2:  Floors are left clean.

C3: Rubbish is put inside a bin bag and placed in the bins provided.

C4: All foodstuffs are removed from the Village Centre.

C5: Kitchen waste is put in a bin bag and placed in the outside bins (rear of kitchen).

C6: Dishcloths that are used are rinsed.

C7: Tables and chairs are put away.

Please ensure the following checks are carried out when you leave the Village Centre.

C8: All toilets are checked and flushed.

C9: Please report any accidental damage immediately to our Caretaker (the contact information is provided in various points in the Village Centre).

C10: All lighting, both inside and outside of the building are turned off as well as ensuring all exits and entrances are closed and secure.

Are you covered by Insurance?

C11: If you are hiring in equipment such as a bouncy castle, you will not be covered under our insurance policy. Please ensure that your equipment provider has arranged insurance cover for you.

Thank you for your co-operation, if you have any questions please contact our Bookings Secretary.

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Covid - additional hire conditions

Please 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:  EITHER: 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 7 days, and that if they develop symptoms within 7 days of visiting the premises 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 [insert number] people attend your activity/event, 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, 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 [e.g. two] people 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, 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 people seating side by side, with at least one empty chair between each person, rather than face to face.  If tables are being used, you will place them so as 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 [insert or attach drawing or photo]. 

 SC9:  You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided [insert location] before you leave the hall.

 SC10:  [You will encourage users to bring their own drinks and food] or [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, so as to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.]

 SC11:  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. 

 SC12:  In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to a safe area. 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 cleaner on 07510364510.

 SC13:  Other special points as appropriate.  E.g. For performances and other events with seated audiences: [You will provide attendants 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]. 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] 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]. 

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