Please read the Conditions of Hire, below, before completing the Booking Form.
To download the Conditions of Hire in Portable Document Format (.pdf), please go to the bottom of this page.
Note: In the document below, if you click on a link (shown in green), return to this page by clicking the back arrow on the linked site (not the X on the tab).
Sheriff Hutton Village Hall
Registered Charity 1169225
Special Conditions of Hire during COVID-19
(reviewed December 2020, while Ryedale in Tier 2 restrictions)
Note: These conditions are supplemental to, not a replacement for, the hall’s
ordinary conditions of hire and are to be read in conjunction with the hall COVID-19 risk assessment. The primary purpose of these additional conditions is to minimise risk of transmission of
COVID-19. We appreciate the restrictive nature of these additional
conditions. These are intended to communicate everyone’s role in making the hall COVID-19 secure. We may review these conditions as Government guidance changes, and once we see how things
are working at the hall. Please contact the Chair of Operations, Sarah Douglas on 01347 879038 or 07854 801260 if anything is not clear to you. Should Ryedale move out of Tier 2, these special
conditions may need to be revised. https://www.gov.uk/guidance/local-restriction-tiers-what-you-need-to-know
Sheriff Hutton Village Hall is referred to us as “us /
Person completing the booking form or other person named on booking form is “you / the hirer”
People attending your event are referred to as “your participants”
- COMMUNICATING WITH YOUR
PARTICIPANTS: We all have a shared responsibility to minimise risk or transmission of
COVID-19. You need to communicate to your participants the sections of these additional conditions that are relevant to them, before their attendance at your event. You will be
responsible for ensuring those attending your activity or event comply with these terms and conditions specific to COVID-19 while entering and occupying the hall.
- PEOPLE WHO ARE ALREADY UNWELL
OR BECOME UNWELL: You need to ensure 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. Also, if they develop symptoms within 7 days of visiting the premises, they MUST tell you, as well as following current Government advice for those who may have COVID-19. As a
matter of urgency, you then need to contact the Chair of the Operations Group, Sarah Douglas, on 01347 879038 or 07854 801260 to let us know that there has been a potential case of COVID-19 in the
- NHS TEST AND TRACE REGISTER
- It is now mandatory for the
Village Hall to keep a register of visitors to the hall for 21 days after each visit, to be compliant with Test and Trace. We are subject to a fine if we do not do this. Therefore,
the hall is required to display a QR code for visitors to use to log their visit to the hall for NHS Test and
Trace. It is not mandatory for people to have the
app or log in using the QR code, but is strongly advised. Anyone who does not use the app, must register. https://www.gov.uk/government/news/venues-required-to-enforce-rule-of-6-nhs-qr-code-posters-and-contact-logs
- REGISTER: You the hirer, or your designated health and safety
person (named on booking form) need to keep a legible register of the names and contact details all people attending your event, plus time of arrival and departure and retain this register for 21
days after the date of your event in case Test and Trace need to contact your participants. After 21 days, please dispose of the register securely in line with GDPR
- RULE OF 6: A full list of rule of 6 exempt activities can be found
in the meeting with others safely guidance section 2 and includes but is not limited to; for work, or the provision of voluntary or charitable services, supervised activities provided for children, including wraparound
care, youth groups and activities, and children’s playgroups, wedding and civil partnership ceremonies and receptions, organised sport or exercises classes, and support groups. Permissible
activities with higher risk hobby clubs, amateur groups and other leisure activities can still go ahead in the hall following rule of 6 and social distancing guidance. However the government guidance
recognises that due to the inherent social nature of these types of activities, it may be difficult for people to stay within their group of 6 and there is therefore a greater risk of mixing or
mingling between groups. Such groups and clubs are important for the
wellbeing of individuals, particularly those who have been isolated from the company of friends and family over the last six months. The emphasis is clearly on the need to conduct such activities
safely, not to prevent them.
- HYGIENE: We are providing wall mounted, hands free sanitiser
dispensers by the entrance and exit to the hall. We will also provide table-top hand sanitiser in each hireable room. Please encourage your participants to use sanitiser on entry and exit from
the hall and as appropriate during the activity. There are also handwashing facilities available in all toilets and the kitchen.
- SERVING FOOD OR DRINKS: If you intend to serve participants with food
and/or drink during your hire you will need to specify in your Risk Assessment what measures you will take to minimise the risk of transmission of COVID-19 through the food and/or drink
- MASKS: You and your participants are required to follow current Government
guidance with respect to the wearing of masks in indoor public spaces. From 8th August 2020 it is mandatory for people over the age of 11, unless exempt, to wear a face mask while
inside the village hall. Certain activities such as organised exercise classes are exempt from this rule during exercise. Please see the following document for more
ASSESSMENT: You have been provided with a copy of the hall’s COVID-19 risk assessment and you
undertake to comply with the actions identified in that risk assessment.
- YOUR RISK
ASSESSMENT: Before any hire can be accepted, you need to have produced your own risk
assessment specific to your activities at the hall and agreed any additional steps needed to mitigate risk of COVID-19 transmission which are specific to the nature of the hire. You can look at a
sample risk assessment here (accessible at time of writing): https://acre.org.uk/cms/resources/appendix-g-COVID-19-risk-assessment-for-hirers-4.7.20-.pdf
- SOCIAL DISTANCING AND ROOM
CAPACITY: You need to communicate with participants that 2m Social Distancing (SD) is the expected
SD measure whenever possible and 1m distance or less for the minimum possible time. You need to take particular care to ensure that SD 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. The entrance hall is 1.8m wide, please encourage particular vigilance in this
- There is a maximum person capacity in
each room to enable SD:
building: – no more than 30 people in the entire building at any one time.
Note: Once all your participants are in, please then lock the front door,
to prevent casual access of the hall.
park: participants will keep 2m SD when using the car park and arriving and leaving the hall
- Entrance hall /
one-way system: Participants will enter the hall through the main door opposite the car park and
depart through the fire door opposite the archive room (see
plan). The hallway is a pinch point and you need to make participants aware of the need to be
alert with respect to people accessing the toilets. Note: In the event of fire, use all available fire exits.
- Toilets: Only one person in each toilet area at any one time unless from
the same household. You are responsible for communicating this to your participants. Wedges are available so you can choose to fix open the doors leading to the ladies and Gents toilets,
which will make it easier to ascertain if they are already occupied.
room: Four people maximum at 2m distancing.
- Kitchen: one person. The floor area of the kitchen does not allow for 2m
distancing. We understand that sometimes it is necessary to have two people in the kitchen at once. If this is true for your hire, in your risk assessment you need to clearly indicate
what steps you will take to minimise risk of COVID-19 transmission between people in the kitchen.
room: maximum of eight people at 2m.
hall: maximum of 30 people.
- Stage: unavailable for hire.
rooms: unavailable for hire. The Gent’s changing room is the designated area should someone
become unwell with COVID while at the hall.
- HIRE THE ROOMS YOU
WISH TO ACCESS: You may only access those rooms which you have
hired, plus toilets. All other spaces will be locked and inaccessible. Any hired space always has access to at least two fire exits.
- MANAGING SHARED AREAS: There may be
times when two regular hires are in the building at the same time. You consent to the Booking Secretary giving the other hirer your contact details, so you can liaise between you about managing
risk (e.g. arrival and leaving times).
- CLEANING: The hall will be cleaned once a week on a Monday
morning, and where possible tables and chairs will be cleaned between hires.
We cannot afford to clean the hall professionally more frequently. Therefore, we will provide a box of cleaning equipment in the gent’s changing room. You will be responsible for cleaning
any surfaces likely to be touched during your period of hire before other members of your group or organisation arrive and again at the end of your hire. Please wipe up any
spillage under the hand sanitiser stations. We will extend the hire period by an hour, without charge, to make this cleaning possible. Please take care when cleaning electrical equipment. Use cloths - do not spray! We will post the hire diary for the month in the foyer so you can see when the hall was last
- VENTILATION: You are asked to 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
- You need to request the amount and type of furniture you require for
your event on the booking form. You will not be able to access the furniture store to get out more furniture. For cleaning purposes, only plastic chairs will be available. All curtains that
could be touched, have been taken down.
- You are asked to position furniture or the arrangement of the room as
far as possible to facilitate SD of 2m between individual people or groups of up to two households.
- RUBBISH: You will be responsible for the disposal of all rubbish created during
your hire, including tissues and cleaning cloths, and dispose of this rubbish first into the bag provided and then into the large bin outside.
- KITCHEN USE AND
EQUIPMENT: Where appropriate, please encourage participants to bring their own drinks and food. If
providing food and drink, you will be responsible for ensuring that all glass, crockery, and cutlery is washed in hot soapy water, dried and stowed away. To reduce risk of contamination between
hires, there will be no oven gloves, tea towels or dish cloths provided by the hall, so please bring, and remove your own. We will provide washing up liquid.
- CLOSING THE
HALL: We will 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
cancellations we make.
- SOMEONE BECOMING UNWELL WHILE AT THE HALL: In the event of someone becoming unwell with suspected COVID-19 symptoms while at the hall, you need to:
- bring your activity to an immediate close.
- Separate the ill person from the rest of the group – the gent’s changing room is the area designated for this purpose.
- Before sending everyone else home, ensure you have accurate and legible contact details for everyone present.
- Monitor the unwell person until they can be transported home or to hospital.
all used tissues in a plastic bag that is then sealed and disposed of in the rubbish bin outside.
hand sanitiser and when you get home, launder all your clothes.
- As a matter of urgency, you then need to contact the Chair of the Operations Group, Sarah Douglas, on 01347 879038 or 07854 801260 to let us know that there has been a potential
case of COVID-19 in the Village Hall.
- Live performances e.g. drama,
music are permitted at present. Restrictions apply, so please contact Chair of Operations, Sarah Douglas on 01347 879038 or 07854
801260 to discuss, if you would like to hire the hall for this purpose.
- Professionally organised exercise
classes Organised indoor sport, physical activity and exercise classes
are only permitted if it is possible for people to avoid mixing with people they do not live with (or share a support bubble with). Wearing facemasks is mandatory in community buildings with
certain exemptions. Exemptions include if you are undertaking exercise or an activity and wearing a mask would negatively impact your ability to do so. Therefore,
please ask participants to wear their masks at all times other than when they are actually engaged in the exercise class.
To download Conditions of Hire, click the links below
To download the Hall's Covid-19 Risk Assessment and a Hirer's Risk Assessment Form in Portable Document Format (.pdf), please click on the links below