Ashtead Peace Memorial Hall ‘Where Ashtead Meets’ Tel. 01372 272921

COVID-19


Letter from the chair of the trustees


                                           Date :    7th September 2020

To all Hall Users


Dear Customers and Friends,


Thank you so much for your continued support and encouragement during the time when we had to close the Ashtead Peace Memorial Hall. We held our AGM by Zoom and informed those present that the Trustees had made the decision to aim to re-open the hall from 1st September 2020 provided the government guidance could be followed.


I am delighted to announce that the Hall has now re-opened


For this to work safely for everyone we need to continue to conform to all current guidelines.


We aim to have the premises clean but expect users to bring any extra equipment they deem necessary and take it home again with them.

We offer the opportunity for one-way systems coming in and going out of the premises. (Putting markings on the floor inside is not appropriate since our different users have different needs.)

We have provided reminder notices at the entrances and in the toilets etc. This is alongside hand sanitiser and cleaning materials being available.

Guidance should be followed on the use of face coverings.

We recognise that for some groups social distancing will be easier than for others and that hiring a different room if available may be more appropriate.

We have prepared a risk assessment and are following all guidelines as directed

Anyone who is unwell or considers themselves too vulnerable should not come to the hall until they feel fit to do so. Anyone who becomes unwell on the premises should report to the leader of the group and they should take appropriate action.


The use of toilets is one of the possible risk points and it will be up to each group to organise and patrol a system which suits their group – bearing in mind that there might also be other groups on the premises.


Other risk points are the kitchen and servery where food is prepared and where more than one group might be wanting to get refreshments.


We look forward to welcoming groups back to our hall and for the associated social activities of the village to begin again as soon as the group leaders deem it safe for their group to return.


We hope that all users will soon be able to enjoy the use of the hall and the company of friends and neighbours. If you wish to re-start bookings and would like to discuss anything then please feel free to get in touch.


The hall office is now open for all enquiries during the usual opening hours.


All good wishes,                     

                                                              Jane Hiley  -    Chair of Trustees



Special COVID-19 terms and conditions


Special Conditions of Hire during COVID-19


Date(s) of booking: ______________________________________

Note: These conditions supplement, and do not replace, the Hall’s standard conditions of hire. They may be revised in the light of changes to Government guidance and the latest version will be available on the Hall’s website.

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, 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. The Hall will be cleaned before you arrive and you will be responsible for cleaning all regularly used surfaces during your period of hire (including tables, wash hand basins, door handles) using either the products supplied or your own ordinary domestic products.

Please take care cleaning electrical equipment. Use cloths - do not spray!

SC4. You will keep a temporary record of attendees for 21 days and provide that information to NHS Test and Trace if needed. (It is not compulsory for people to provide information but could help contain outbreaks). 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 not more than the expected number of 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. You will set up a one-way system within the premises for your group if necessary 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 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. As far as possible furniture should be positioned to facilitate people sitting side by side, with at least one empty chair space between each person or household group, rather than face to face. If tables are being used, they should be placed 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 layout.

SC9. You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the bins provided before you leave the Hall.

SC10. You will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in the dishwasher or 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 or you may wish to bring your own.

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 the designated safe area which is the lobby in the front ladies toilet. 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 caretaker or booking manager.

SC13. 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 following the guidelines (see also SC6).

SC14. Where your group uses its own equipment stored at the Hall: 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.

SC15. You will not attempt to clean the following items, which will be the responsibility of the Hall cleaner:-  Microphones and sound or AV equipment belonging to the Hall.


Signed:  

Name:  

On behalf of group (if applicable):  

Date:  





Room capacities under COVID-19


This document gives guidelines on the maximum number of people who may be in the rooms at the APMH during the current Covid situation. This includes organisers as well as attendees.

If people are keeping a 2 metre social distance then the smaller numbers apply, if they wish to use the 1 metre guidance, additional mitigating measures must be put in place e.g. the wearing of face coverings.

Groups are required to keep a record of those attending so that they can be contacted after the event if necessary.





























Please note that extra precaution should be taken if group members are over 70 or vulnerable in any way. Those who are unwell should not attend.


Any hirer who wishes to discuss particular layouts with our caretaker may make contact after 1st September and he will arrange for you to visit the hall and make confirmed plans.    

                                

The safety of our customers and our community is a priority.  

4th Aug 2020



Main Hall    17.6 x 11.8m     



1 metre spacing


2 metre spacing

Theatre Style leaving space at front of hall     

90

45

Seated at tables 6x3 rows with 4 per table  

72

36

Seated at tables 6x3 rows with 3 per table  

54

27




Ralli Room  10.9 x 8.8m

   



Theatre Style – 6 rows deep

2 sets of 7 rows with 4 chairs at 1m  

48

24




Marshall Room 6.4 x 6.7m




Chairs in meeting setting with tables at the front

18

9

Risk Assessment Document July 2020. Prepared in light of Covid 19 Guidance.


Those responsible – Trustees of the Hall especially Executive Group – see Website for current details


 It is encouraged that the rooms used will be well ventilated – opening doors and windows whenever possible to allow the circulation of air and reduce risk of Covid virus being passed on.





















































































Area of risk/ or Risk Identified

People at Risk

 

Actions to take to mitigate risk

Instructions to hirers

Notes  


Staff

Contracting a virus from the environment.


Close contact with customers who may be unwell.

Encourage regular hygiene measures and compliance with the appropriate social distancing.

PPE – e.g. gloves etc to be provided.

Reminder notices displayed.

Respect Staff social distancing.


Maintain good standards of Hygiene


 Staff do not need to be present during hirings.


Customers should make their own arrangements in advance of bookings.


Contractors/

volunteers

Contracting the virus through their activities in the hall.


Any people who are extremely vulnerable should avoid coming to the hall at this time.

Hand sanitiser available.


Reminder notices displayed


Arrange work to be done out of booking hours.

Keep interaction with contractors or volunteers to a minimum.

Use contractors who know the hall.



Cleaners

Risk of contracting the infection which may remain active on surfaces for some time.

   

 Provide PPE – gloves etc. Use antibacterial sprays and cloths and bin rubbish correctly

Any equipment brought from home must be taken home again and cleaned

 Regular cleaning needed


Outside of Hall  

Minimum risk as in open air.

Car parking not our responsibility

Reminder notices regarding health and safety,

 Remind Hirers not to allow lapses in social distancing outside.


One way system for entrances is possible.


Front Lobby

 Entering office and being too close to a member of staff.


Hand sanitiser available  and suitable posters on display.

Arrange supervision of queues – have one-way system in place if necessary

  Cleaning of door handles and switches at regular intervals.

 Front toilets

Too many people entering at one time. Corridor is narrow to Gents.


 Reminder notice on toilet doors.

Ask customers to minimise the use of toilets and to ensure compliance with rules

 Paper towels better than hand dryers – these should be turned off  

Main Hall

 Chairs too close together.


Frequent use of chairs by different people


Passing round a microphone can pass on germs.

Layouts to be agreed in advance.

Spare chairs left in stacks

Chairs are covered in antiviral material


Use of microphones and sound equipment which will need to be wiped regularly


 Request layout to allow social distancing – do not later move things around if then not in compliance


Be aware of spillages and clean up quickly.


Microphones to be used by individuals only.

Disposable wipes for chairs and other surfaces.


Bin to be prominent .


Cleaning of sound equipment, door handles and light switches important

 Store

Users touching many surfaces

Notice indicating Staff only

Please do not enter the store.

 Need to have equipment out and ready in advance

  Comply with current H & S guidelines.



Servery / Kitchen

 Food preparation and use of shared Equipment


People who are unwell being present and passing on contamination


Facility already compliant with H and S guidelines.


No T towels to be provided.

Paper towels and bins available.


Posters for reminders

Consider bringing refreshments from home


Control numbers to allow

Social distancing

Expectation of good standards is usual for our hall.


If unwell do not come to the hall.


Other toilets

Too many people queueing


Hand dryers may spread droplets

Reminder notices regarding keeping social distance


Provide paper towels and bins

 Disabled toilet for those who really need it.


Regulate toilet access and Wash hands frequently

 Turn off hand dryers

Use paper towels and bins.


Marshall room

 Chairs too close together

Small space – risk of close proximity – may be used by small children

Reminder notices

Regular cleaning

 Be aware of others who may use this room and keep clean please

Smaller space, hirers

may choose to use a bigger room.


 Ralli Room .  

Chairs too close together

Narrow entrance  - frequently touched surfaces by hatch

Reminder notices

Regular cleaning

Be aware of others who may use this room and keep clean please


Microphones to be used by individuals and not passed round the group.

Use of microphones and sound equipment which will need to be wiped regularly  


Bar

Close proximity of customers.


Protection of Staff

One way system to be in place.

Franchisee to provide contactless payment equipment. Staff to use PPE as necessary


Plastic screens to be considered if necessary

Please be patient while queueing for the use of the Bar.


Expect to pay with contactless cards.

One way system could include back corridor but customers must remain aware of other hall users.


Stage


Curtains are more likely to retain the virus due to their material.


  Limit use of stage

Please beware of touching stage curtains they are hard to clean and not easy to remove.

 Common sense needs to be applied


Corridors

 Close proximity of people

Customers have been reminded of social distancing through posters

  Please be aware of other people and keep distanced or pass quickly

Wearing of face masks might help while going along corridors but this is not beneficial if masks are then touched or removed while in the event.  



  Garden




Touching play equipment and spreading the virus

Customers asked not to touch play equipment

   Please be aware that young children will be using the play equipment and you could pick up the virus.

  Reminder about litter

And keeping area clean





















If someone becomes ill it is the responsibility of the hirer to make the proper arrangements.

The front Ladies toilet lobby could be used as a “safe place” to take someone who is ill until help arrives.

Whiteboards can be used for notices and put out when needed – this will mean that things can be changed when the guidance changes.

Advance booking for groups and registers to be taken so they do not have unexpected numbers of people attending.

Notices to be provided :-    Catch it – Bin it – Kill it.    

       Keep your distance

       Wash hands regularly                                                   We are complying with Guidance