Fillable Castlethorpe Village Hall Booking Form Nov 2020 (Castlethorpe Parish Council)

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Castlethorpe Village Hall Booking Form Nov 2020 (Castlethorpe Parish Council)

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You can check whether the date you want is available online on the Booking
Calendar at: https://castlethorpe-pc.gov.uk/vhbooking.html. But please confirm
your booking before you make any arrangements for entertainers, catering
etc in case the date has just been taken. Check availability by phoning the
Booking Clerk (number below)
More information, including hire charges and the Booking Form is included in this
brochure or can be downloaded from here and either filled in online or
downloaded to be printed out and filled in. You can pay by credit card, debit card,
Apple Pay, Google Pay, cheque or bank transfer.
Send the completed Booking Form to
Mrs Karen Russo
Village Hall Booking Clerk
2 Maltings Field
Castlethorpe
Milton Keynes MK19 7EG
Tel: 07702 555206
Email: castlethorpevillagehall@gmail.com
You will receive an email from the Parish Council when your booking is
confirmed.
The Hall’s address is:
Castlethorpe Village Hall, North Street, Castlethorpe, Milton Keynes MK19 7EU.
November 2020
PLEASE RETAIN FOR YOUR RECORDS
● The hall, toilets and kitchen should be left in a clean condition at the end of the hire. All floors
should be swept and if necessary, washed. The counter tops, cooker and sink must be washed
down after use.
● Rubbish must be bagged up and taken home for disposal. It is not to be left in the lobby or outside
the hall.
● Wet wipes, disposable nappies and sanitary products are NOT to be flushed down toilets and must
be taken home by hirers for disposal.
● Tables should be neatly stacked in the storeroom with their fronts facing each other. Chairs should
be put back on the racks with the green side facing outwards for balance.
● No equipment is to be left out in the hall other than that agreed by the committee.
● Misuse or damage of any equipment will result in a charge being made.
● The school PE mats & equipment and the pool table are not for use by other hirers.
● The hirer is responsible for the behaviour of those using the hall and is asked to ensure that as little
disturbance as possible is caused to the people living near the hall.
● Keep fire exits clear at all times
● Keys must be returned as soon as possible to the booking clerk at the end of your event unless
otherwise agreed with the booking clerk. Failure to do so may result in extra charges being
applied.
● All breakages must be reported to the Booking Clerk as soon as possible.
● The hirer is expected to check the condition of the hall at the beginning and end of the hire session
and will be held responsible for any damage caused or cleaning which is required. An additional
charge to cover the cost may be levied by the Parish Council to rectify this.
Monday to Friday before 6pm
Monday to Friday after 6pm
Saturday, Sunday and Bank Holidays (any time)
HIRE RATES ARE SUBJECT TO A VILLAGE RESIDENT 10% DISCOUNT
A reduced rate is available to all village groups/residents raising funds for registered charities.
All events must be finished by 11pm Sunday to Thursday and 11.45pm Friday and Saturday
Cleaner hire rate £12.50 per hour – et the Booking Clerk know if you wish to hire a cleaner
60 days or more before event:
59-30 days before event:
29-15 days before event:
14 days or less before event:
THINKING OF STARTING A GROUP ? NEED A PLACE TO MEET ?
Ask the Booking Clerk for the special rates for regular use
Full refund
50% refund
25% refund
No refund
£11.25 per hour
£13.50 per hour
£13.50 per hour
Special conditions of hire during
the COVID-19 pandemic
Note: These conditions are supplemental to, not a replacement for, the Hall’s ordinary
conditions of hire and are there to protect you and other users from the virus.
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 posters displayed at
the Hall entrances, 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 is cleaned and sanitised on a regular basis but before your hire you will be responsible for
cleaning all surfaces and objects likely to be used or touched during your period of hire (including tables,
wash hand basins, door handles etc) using either the products supplied or your own ordinary domestic
products. Please take care cleaning electrical equipment. Use cloths – do not spray! There will be a
mandatory COVID sanitising fee of £12.50 per booking for all non-regular bookers for sanitising the Hall
after the event, except in exceptional circumstances which must be agreed in advance. In this case you must
thoroughly sanitise the Hall yourself and sign and date the Sanitising Log to confirm this has been done.
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 NHS Track and Trace
system as in SC5 below to alert others with whom they have been in contact.
SC5: Organisations in certain sectors are required by the Government’s pandemic regulations to collect
details and maintain records of staff, customers and visitors on their premises to support NHS Test and
Trace. This includes facilities provided by local authorities, including community centres like the Village Hall
which are used for events and other community activities.
We therefore require all users and user groups to keep a record of the date and start and end times of every
booking and the name and a contact number for everybody who enters the hall for that event. This should
preferably be in digital form, but a paper record will also be acceptable. If you have the NHS COVID-19 app
you can use your phone to check in by scanning the QR code at the entrance to the hall. This information
will only be used in the event that a visitor to the hall later shows symptoms of COVID-19. You should alert
the Chair of the Village Hall Committee, Russell Forgham, on 07905 341601 or 01908 510941 immediately
so the information can be passed on to NHS Track and Trace.
SC6: 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.
SC7: You will ensure that no more than the permitted 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, 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 one person uses each suite of toilets at one time. Masks
must
be worn at all times within the hall to comply with Government regulations
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 2 metre 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.
/continued
SC8: You will position furniture or the arrangement of the room as far as possible to facilitate people
sitting 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 like this
SC9: You will be responsible for the disposal of all rubbish created during your hire, including tissues and
cleaning cloths. Rubbish must be bagged up and taken home for disposal. It is not to be left in the
lobby or outside the hall. Failure to do this will result in an extra disposal charge being made.
SC10: You will encourage users to bring their own drinks and food. However, if drinks or food are made,
you will be responsible 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 the designated safe area which is the Disabled 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 Hall cleaner on 07565 013982 immediately.
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 , if there is one, 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 again before being stored in the Hall’s cupboards].
Special conditions of hire (2)
Government regulations state
masks must be worn at all times inside community
buildings such as the Village Hall.
Social distancing of at least
2 metres must be observed at all times inside the
building and while waiting outside.
REMEMBER
Area or People at Risk Risk identified Actions to mitigate risk Notes
Cleanliness of hall and
equipment, especially
after other hires
Other hirers or hall cleaner
have not cleaned hall or
equipment used to
standard required. Our
group leaves hall or
equipment without
cleaning.
Group to check with hall
committee when hall is
cleaned and to make sure
regularly used surfaces are
cleaned before, during and
after hire e.g. tables, sinks,
door and toilet handles.
Can we bring our own
equipment?
Managing social distancing
and especially people
attending who may be
vulnerable
People do not maintain
2 metre social distancing
Advise group they must
comply with social
distancing as far as
possible and use one-way
system. Adopt layout
advised. Limit numbers
using toilets at once.
Should we avoid use of
kitchen – ask people to BYO
food and drink?
Allow older people time to
use toilets without others
present.
Respiratory hygiene Transmission to other
members of group
Catch It, Bin It, Kill It.
Encourage group to avoid
touching mouth, eyes, and
nose. Provide tissues ask
all to dispose into a bin or
disposable rubbish bag,
then wash or sanitise
hands.
Remember to bring tissues
and hand sanitiser.
Remember to empty any
bins used into kitchen bin
at end of hire.
Hand cleanliness Transmission to other
members of group and
premises
Advise group to use
sanitiser on entering and
exiting the hall, to wash
hands regularly using soap
and paper towels.
Someone falls ill with
COVID-19 symptoms
Transmission to other
members of group and
premises
Follow hall instructions.
Move person to safe area,
obtain contacts, inform
cleaner.
Risk assessment for Village Hall hirers
A key part of the risk assessment will be identifying “pinch points” where people cannot maintain social distancing
of 2 metres. Transient passing at a closer distance is less of a risk than remaining in a more confined space so, for
example, a narrow corridor is less of a risk than a galley style kitchenette or a toilet area with limited circulation
space between cubicles, basins and door, where people remain for longer. For areas which present a problem
people may need to be asked to arrange a waiting system or adjust signage e.g. engaged/vacant.
Important Notes:
1. The COVID-19 Risk Assessment may need to be updated in the light of any new government advice that may be
forthcoming.
2. This document should be read in conjunction with relevant legislation and guidance issued by government and
local authorities.
The potential mitigations are in three categories colour coded as follows:
Red – Actions based on Government advice (i.e. should be considered mandatory)
Orange – Actions that are strongly recommended
Green – Actions that you might like to consider
All these mitigations below are therefore mandatory and must be carried out.
Your Name:
Email:
Phone:
Address:
Date of event: Start time: End time:
Reason for hire (eg children's party):
Name of licence holder if there is a licensed bar?
NB: Hirer is responsible for obtaining the licence:
Cleaner required to sanitise the hall before the event @ £12.50ph? Yes No
Cleaner required to sanitise after the event: Yes @ £12.50ph
*Please note there is a mandatory
COVID-19 sanitising fee of £12.50 per booking to sanitise the Hall after
you leave. You must sweep the floor and take all rubbish home even if you do not require a cleaner.
If this event is fundraising for a charity please give the charity’s name:
Castlethorpe Village Hall booking form
Signed: Date:
By signing or typing my name below I confirm that I am aged 21 or
over and have read and agree to the terms and conditions of hire,
including the Special Covid conditions and the Risk Assessment,
and have kept a copy of these for my own records.
Payment details
The hire fee is £13.50ph for all bookings, except those on weekdays before 6pm, which are at the
reduced rate of £11.25ph. Please add the £12.50 mandatory sanitising charge to the total amount.
I wish to pay the hire fee of £ by credit/debit card. For card bookings
please go to our secure payment link at castlethorpe-pc.gov.uk/villagehall/ or use
the form on the next page.
I wish to pay the hire fee of £ by bank transfer to BACS: Lloyds Bank TSB
BIC: LOYDGB21052 Account No: 03696370 Sort code: 30-15-53. Please email
details to clerk@castlethorpe-pc.gov.uk if paying via BACS.
November 2020
Telephone and postal bookings
credit card authorisation form
Evening (after 6pm) and weekend (all day) hires are £13.50ph Daytime (before 6pm on
weekdays) are £11.25ph. Pre-hire sanitising is charged at £12.50ph. Please remember to include
the mandatory fee of £12.50 for cleaning and sanitising after your hire in the total amount,
unless this has been agreed in advance with the Booking Clerk to be waived. And make sure
that you keep a copy of the Terms and Conditions of Hire for reference. If you are unable to
use the online booking system and wish to book by telephone, email or post, please follow
these instructions:
1. Fill in the Credit Card Authorisation Form below and send it to the Booking Clerk, Karen
Russo, either by email to castlethorpevillagehall@gmail.com or by post or in person to
her at 2 Maltings Field, Castlethorpe, Milton Keynes MK19 7EG with your completed Booking
Form. If you prefer you can leave the details of the card number, CVV number and
expiry date blank and give them to her in the next step.
2. Call Karen on 07702 555206 to confirm the booking (and confirm the card number,
CVV number and expiry date if you have left them blank).
3. An email will be sent to you as your booking confirmation once the payment has been
processed. Please note: The booking is not confirmed until it has been paid for in full,
including all cleaning charges.
4. Your details will be kept on file for three months after the date of the event and then
deleted.
Card Type: Visa Mastercard AMEX
Other
Cardholder name (as shown on card):
Card number:
Expiry (mm / yy):
CVV Number (on reverse):
Cardholder’s postcode (from card billing address):
I authorise Castlethorpe Parish Council to charge my credit card above for agreed
upon purposes. I understand that my information will be saved to file for three
months after the date of the event and then deleted.
Customer signature: Date:
(sign or type)
You may cancel this authorisation at any time by contacting us. This authorisation will remain in effect until cancelled.
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Castlethorpe Village Hall Booking Form Nov 2020 (Castlethorpe Parish Council)

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Completed 19 January 2021

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