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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 Sara Montague
Village Hall Booking Clerk
58 Thrupp Close
Castlethorpe
Milton Keynes MK19 7PL
Tel: 07812 070537
Email: soldierblue4@hotmail.com
You will receive an invoice from the Parish Council when your booking is
confirmed.
The hall’s address is Castlethorpe Village Hall, North Street, Castlethorpe,
Milton Keynes MK19 7EU.
September 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 per hour – please let 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 will be cleaned before your 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! There will be a mandatory COVID sanitising fee of £12.50 per
booking for all bookings except for regular bookers.
SSC4: 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 sanitising 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.
Full name of the hirer:
Name of organisation (if any):
Phone number(s):
Email:
Billing address:
Postcode:
Date of event: Time: from to
Reason for hire (eg party):
Is there a licensed bar? Yes No (NB: Hirer is responsible for obtaining the licence)
Name of the licence holder:
Do you require a cleaner (charged at an additional £12.50 per hour)? Yes No
*Please note that there will be a mandatory COVID-19 sanitising fee of £12.50 per booking to sanitise the Hall after
you leave. However you must sweep the floor and take all rubbish home if you do not require a cleaner.
If this event is fundraising for a charity please give the charity’s name
Please note that bookings are not confirmed until the hire fee has been paid in full.
I wish to pay by cheque and enclose two cheques – one for the hire fee of £ and the
second for £100 deposit – both payable to Castlethorpe Parish Council. The second cheque will not
be cashed and will be destroyed after the event has taken place, unless there is damage to be
rectified or the hall is left in an unfit state. Please send this form and the two cheques to: Sara
Montague, Village Hall Booking Clerk, 58 Thrupp Close, Castlethorpe, Milton Keynes MK19 7PL.
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.
I wish to pay the hire fee of £ by credit/debit card.
For card bookings please see the instructions on the next page.
By signing or typing my name below, I declare that I have read and accept the terms and
conditions of this booking form and the special conditions and that I have kept a copy for reference.
Signature of hirer: Date:
OFFICE USE ONLY
Card payment processed on ……………………….………. Signed …..………………………………………….…….….……...…
Credit Card Authorisation Form
You may cancel this authorisation at any time by contacting us. This authorisation will remain in effect until cancelled.
1. Please fill in the Credit Card Authorisation Form below and send it to the Booking Clerk,
Sara Montague, either by email to soldierblue4@hotmail.com or by post or in person to
her at 58 Thrupp Close, Castlethorpe, Milton Keynes MK19 7PL 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 Sara on 07812 070537 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 you receive this email.
4. Your details will be kept on file for three months after the date of the event and then
deleted.
--------------------------------------------------------------------------------------------------------------------
Credit Card Information
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)
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