Special Terms and Conditions

Hickling Barn special conditions of hire during Covid-19

Note: These conditions are supplemental to, not a replacement for, the Barn’s ordinary conditions of hire. Please also note that the trustees of Hickling Barn reserve the right to modify any of the below special conditions without prior notice if required through changes either to Government regulations or guidelines or due to operational changes at the Barn.

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 washing hands or using sanitiser after using tissues

SC2:

You undertake to comply with the actions identified in the hall’s risk assessment.

SC3:

You will use the nominated chair stacks and toilets for the day of your event. 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 through 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 seven days.

SC5:

You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. At longer duration events you will ensure front and back doors are opened periodically to create throughput of air to refresh the building. You will be responsible for ensuring they are all securely closed on leaving.

SC6:

If you are holding a public, or paid-for event, you will need to submit a Covid-19 risk assessment for authorisation by the Barn trustees. Until further notice, the maximum number of attendees/audience for such events at the Barn is 60 seated or 100 standing (e.g. craft fair or exhibition type event) - not including performers, organisers or support staff and this is subject to risk assessed Covid-19 mitigation measures being in place. If you think your event will exceed these numbers, or for more information, please call our secretary on 01692 598882

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, ensuring that 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 or more vulnerable persons that should be avoided.

SC8:

You will position furniture or the arrangement of the room as far as possible to facilitate social distancing between individual people or groups of up to different households. You will also encourage mitigation measures such as seating side by side, with space between each person or household group, rather than face to face. If oblong tables are being used, you will place them so as to maintain a distance of at least 2m across the table between people who are face to face e.g. using a wide U-shape. Use of the circular tables with reduced seating mitigates this risk and is advised.

SC9:

You are required to keep a record of the name and contact telephone number or email of all those who attend your event for a period of three weeks after the event and provide the record to the NHS Test and Trace service if required.

SC10:

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the bins provided.

SC11:

You will encourage users to bring their own drinks and food and to use disposable plates and cups. If it is agreed in advance that you can provide refreshments you will be responsible, if drinks or food are prepared on site, 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 Toilet C and take steps to arrange their safe evacuation. Provide tissues and a bin or plastic bag, and use the sink area for hand washing. Double check that you have contact details for everyone present and ask them to 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 Barn Secretary on 01692 598882.

SC14:

Where a group uses its own equipment and it is stored in the hall’s cupboards it must be cleaned before use and before being put away. If you ask those attending to bring their own equipment they must not share it with other members.

‍

Poster: HELP KEEP HICKLING BARN COVID-19 SECURE

1.  

You must not enter if you or anyone in your household has COVID- 19 symptoms.

2.  

If you develop COVID-19 symptoms within 10 days of visiting these premises you must seek a COVID-19 test.

3.

Always maintain social distancing as far as possible from anyone you do not have regular contact with

4.

Use the hand sanitiser provided on entering the premises. Clean your hands often. Soap and disposable          paper towels are also provided.

5.

Avoid touching your face, nose, or eyes. Wash or sanitise your hands if you do.

6.

Face coverings should be worn in confined areas (eg toilets, corridors) unless an exemption applies to a person (eg for health reasons, those aged under 11). You are also encouraged to wear them at a busy or crowded event if the organiser asks you to do so as this will help to protect more vulnerable people.

7.

“Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the rubbish bins provided. Please then wash or sanitise your hands.

8.

Check that the organisers of your activity have cleaned door handles, tables, equipment, sinks and surfaces before you arrived. Keep them clean during use. We cannot clean all surfaces at the hall between each hire.

9.

Please take turns to use confined spaces such as corridors, kitchen and toilet areas.

10.

Keep the hall well ventilated during use, but please close doors and windows on leaving.

‍

‍