Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for, the Conditions of Letting https://www.olddeerpark.co.uk/conditions-of-letting/
Conditions for operating under covid safe conditions may change very quickly. Please check these pages for update on the day of hire.
Special Condition (SC) 1:
You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering the premises and occupying the room, as displayed at the room entrances, in particular using the hand sanitiser supplied when entering the room and after using tissues. Masks MUST be worn in confined areas.
You undertake to comply with the actions identified in the ODP SG risk assessment, of which you have been provided with a copy.
The room will be cleaned daily by ODP SG but you will be responsible for cleaning all regularly used surfaces during your period of hire.
Please take care cleaning electrical equipment. Use cloths – do not spray!
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 14 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.
You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient.
You will ensure that no more than 30 people in the Pagoda Room, 10 people in the Dragons, Lions or John Dawes attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes any one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures i.e. wearing a mask when using more confined areas (e.g. moving and stowing equipment, accessing toilets) 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.
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. Masks MUST be worn in confined spaces.
You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face to face, and good ventilation. 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.
You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and Trace if required to either ODP SG staff or to public authorities responsible for the UK Trace and Trace system. Note: anyone wishing to use the public bar at ODP SG will also be required to show they have completed the site track and trace register on the day of use www.olddeerpark.co.uk
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided, in the kitchen cupboards under the sinks before you leave the premises, including emptying any bin used.
We will have the right to close the room or building if there are safety concerns relating to COVID-19, for example, if someone who has attended the ODP SG pavilion 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.
In the event of someone becoming unwell with suspected Covid-19 symptoms while at the ODP SG you should remove them to a safe area. Provide tissues and a bin or plastic bag. 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 ODP SG office via speaking to the on-duty bar staff, or by calling 0208 332 6696
Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk of aerosol or droplet transmission. For the same reason you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
Where a group uses their own equipment:
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.
Where a sports, exercise or performing arts activity takes place: You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity
ALL User Groups/Hirers MUST email the ODP SG office firstname.lastname@example.org , their own Risk Assessments before re-opening their groups. We will then confirm your room hire if your Risk Assessment is thorough.
The Old Deer Park Management team are following guidance issued by the Government: COVID-19:
Guidance for the safe use of multi-purpose community facilities
Please be aware that we may need to CLOSE the premises at short notice.