Victoria Institute Policies and Procedures

Victoria Institute, Caton

Registered Charity No 521068

Terms and Conditions of Letting

These terms and conditions apply to all those who book and use facilities in the Victoria Institute, Caton. Bookings are made using an Application For Hire Form and are part of an agreement between the Council of Management and the Hirer who may be an individual or an organisation represented by an authorised person. The Terms and Conditions are based on the model booking agreement for Village Halls produced by the Association for Communities in Rural England (ACRE).

Conditions for the re-opening of Room Hire

The Institute is a community hub so it is important that space is available for those groups who wish to meet as allowed by current regulations. However, things will be different as social distancing must be adhered to, and hygiene throughout is essential. Consequently, there are new terms and conditions attached to room bookings, and some types of activities are not yet allowed.

For those groups wanting to return, we ask that group leaders carry out their own assessment of risks. Social distancing means a maximum of 30 attendees, and each room has a recommended limit according to the 2 metre or 1 metre plus rules. Face coverings are to be worn, except during dance and exercise classes.

Within the building, there is a one-way system, an enhanced cleaning schedule, and hand sanitiser at all doorways. These are measures that we have put in place to reduce risks, and we ask that all Users play their part too. Please allow time before and after all bookings so that hand-touch surfaces can be cleaned with products provided. We can work together to keep each other as safe as possible.

Whilst we will do our best to accommodate the booking requirements of all our regular users, it might be necessary to ask some groups to make changes to their arrangements to avoid crowding or other hazards.

Room hire may be restricted to the groups and activities that have exemptions under the current local tier rules.

Please remember to scan the NHS QR Code, each time you visit the building. Posters are on display at both entrances and in all rooms.

Peter Collins, our Community Support Worker can be contacted on 771733 during normal hours to answer any queries and help you with bookings.

New Test and Trace Regulations – 18^th May 2021

Test and Trace (collecting customer data)

The rules on what you need to do when a group enters your venue have changed. You must ask every customer or visitor to scan the NHS QR code using their NHS COVID-19 app or provide their name and contact details, not just a lead member of the group. This is to ensure everyone receives the necessary public health advice in a timely manner.

Organisations in designated sectors must:

Ask every member of a party of customers or visitors to provide their name and contact details. (This is not necessary where an individual scans a QR code.)
Keep these records of customers, visitors and staff for 21 days and provide data to NHS Test and Trace if requested.
Display an official NHS QR code poster so that customers and visitors can 'check in' using this option as an alternative to providing their contact details.
Have a system in place whereby you can collect contact detail information and store it safely and securely for those who do not have access to a smartphone.
Adhere to General Data Protection Regulations.
Community centres and village halls must collect contact information for all activities and events taking place within the venue. This should be collected by the person who hires the space. The venue must display an official NHS QR code poster which can be used for every activity that takes place there. They must also offer a system which does not require individuals to own an electronic device.